2005 NS Health - Renewal of Consolidated Agreement Between Department of Health and Human Services

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Consoiidatcd Ageement -final ALL ADJUSTMENTS WITH THE INVOICE SUBMITTED TO THE CONTROLLER'S OFFICE AT THE END OF MAY AS 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) In October, each department is to review all prior reimbursement claims against payments and submit any request to add, correct, delete or amend any prior month's payment with the October or November request for reimbursement. 3) In January, each department should review payments and expenditures for the prior quarter, as well as run totals including the first quarter (July, August, September) to obtain and verify amid-year reconciliation to ensure that claims are accurate, and submit any request to add, correct, delete, or amend any payment in the January or February expenditure report. 4) In April, each department should ensure that all claims are correct for the year to date, and submit any request to add, correct, delete, or amend any expenditures with the expenditure report sent to the Controller's Office in May, that is, the adjustment items would be sent in with the billing for the April services that will be paid May. 5) 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 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. 6) Any adjustments not paid in the June payment for the current fiscal year either will not be paid, or will have to be resubmitted for payment in the next fiscal yeaz out of that fiscal year's allocation. 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. f. The Department shall submit requests for payment for services provided under l0A NCAC 45.A rules to the Claims Processing Unit, Purchase of Medical Care 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 Administrative, Local and Community Support Section on an annual basis the Staff Time Activity Report - DPH 3389. This report is due by July 20th. D. PERSONNEL POLICIES 1. The Department shall adhere to and fully comply with State personnel policies as found in North Carolina General Statute, Chapter 126, and 1 NCAC 8. Such policies include, but are not limited to, the following: a. Equal employment opportunity, b. Affirmative action, c. Policies for local government employment subject to the State Personnel Act, d. "Local Classification and Salary Range,"