2004 S Health - NC Department of Health

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Consolidated Aereement -Final Page 10 of 21 the Department receives proper payment. Grant expenditures submitted after the settlement date of a Grant will not be reimbursed, nor will there be any year end settlement from any other source of funds. d. The Department shall submit the final (DHHS 2949) LHD Expenditure Report (Electronic Version) for all programs to the DHHS Controller's Office according to the schedule published annually in 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 opportunities to submit amended or corrected expenditure reports as soon as the error is discovered, but at least quarterly. A DEPARTMENT SHOULD NOT WAIT TO SUBMIT ALL ADJUSTMENTS WITH INVOICE SUBMITTED TO THE CONTROLLER'S OFFICE AT THE END OF MAY AS THAT WILL NOT ALLOW SUFFICIENT TIlVIE 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 to 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 Controller's offiice 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 year 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 Controller's office.