2006 NS Health - Renewal of Consolidated Agreement Between Health Department & NC Department of Health & Human Services

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con~sa~-ea a~eemenc - F~~ Page g of 18 ~ settlement date for a grant. (For example, a grant which ends November 30 will have 6 service/payment months charged against it: 1) June 2006 service month/paid in July; 2) July service month/paid in August; 3) August service month/paid in September; 4) September service month/paid in October; 5) October service month/ paid in November; and 6) November service month/paid either in December, or before the ending date of that grant's settlement period. In this example the remaining 6 service/payment months will be December service month/paid in January through May service month/paid in June, 2007.) For each Grant, the budgetary estimate, funding authorization and agreement addendum will have service/payment month dates listed d. The Department shall submit the fmal LHD Expenditure Report (Electronic, via the Aid-to-Counties Website) for all programs to the DHHS Controller's Office according to the schedule published annually in November or December for the next Calendar Year by the DHHS Controller's Office. The May Services/Paid in June will be the final report period paid from the SFY. Services provided in June and reported in July will be paid out of the next SFY. e. The Department shall have the opportunity to submit amended expenditure reports as soon as the error is discovered. A DEPARTMENT SHOULD NOT WAIT TO SUBMIT ALL ADJUSTMENTS WITH THE INVOICE SUBMITTED TO THE CONTROLLER'S OFFICE AT THE END OF MAYAS THAT WILL NOT ALLOW SUFFICIENT TIME FOR VERIFICATION OF THE ADJUSTMENTS BEFORE THE LAST PAYMENT IN THE STATE FISCAL YEAR. 1) In accordance with item 4.c, above, each department must be mindful to keep current on reporting adjustments against federal funds to ensure such adjustment is received in time to be paid within the grant period for that grant. 2) The Department shall review their prior reimbursement claims against payments monthly. 3) .Amended reports must be submitted no later than the 2~ reporting date after the grant period ends in order to be paid. (Example: if the grant period ends 9/30/06, the amended report must be received by the Controller's Office no later than the 2"d reporting date after that - i.e., November's reporting date.) 4) The only adjustments, if any, that should be submitted with the May service expenditure report submitted in June would be any missed on the prior month's claim. If a department waits until the May service month expenditure report submission to report adjustments, the DHHS Controller's Office cannot guarantee those adjustments can be verified in time for the June payment. 5) Any overpayments identified by either the State or the Department will be adjusted out of the next month's claim for reimbursement by the DHHS Controller's Office. There is no provision to carry forward funds from one State Fiscal Year to another; therefore, any adjustment not included in the June (or eazlier if grant period expires during the fiscal year) payment should be paid from local funds. If reported to the State as an adjustment, the payment will come from (and will therefore, reduce) the allocation for the next fiscal year. f. The Department shalt submit requests for payment for services provided under l0A NCAC 45.A rules to the Claims Processing Unit, Purchase of Medical Caze Services, DHHS Controller's Office. g. The Department shall submit requests for reimbursement for nurse training to the Public Health Nursing and Professional Development Unit. Form 3300 -Public Health Nurse Training Activity must be used as the invoice for payment.. 5. The Department shall submit to the Women's and Children's Health Section, 1928 Mail Service Center, Raleigh, NC 27699-1928 on an annual basis the Staff Time Activity Report - DPH 3389. This report is due by July 20th.