2002 S Health - N.C. Dept of Health & Human Services Consolidated

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Consolidated Agreement - Final Page 8 of 13 b. Departments shall keep expenditure reporting current and submit their DHHS Form 2949 Spreadsheets per the published DHHS Controller's Office Schedule. Since funding is based on an Allocation Method versus a Contract Method, there will be 12 payments during the Fiscal Year Period (July through June). However, the actual last service month to be paid in the SFY will be May services - Reported in June. A department cannot catch up expenditures in June from prior service months without severely limiting funds available the next fiscal year since such reporting will require payment out of the next fiscal year budget. Totally state funded budgets (or those predominately state funded)will not have carryforward available to liquidate obligations from prior reporting periods. c. When reporting program activities that are funded by federal funds, these expenditures must be reported according to the authorized federal funding period. This is extremely critical since payment of federal funds cannot be made prior to their effective date (e.g., program "A° during the course of a state/county fiscal year is funded from two (2) separate Federal Fiscal Years—3 months from FFY 02 and 9 months from FFY 03. — In order to claim reimbursement of these federal funds, 3/12 of the Expenditures must occur and be reported in the 3 months of FFY 02 and 9/12 of the expenditures must occur and be reported in the 9 months of FFY 03. 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/Reported 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 up to 30 days after the available funding period ends. Any such reports must be prepared for the specific month to be amended or corrected. Reports received after these deadlines will be returned without action. For example 3 months funding (July, Aug, and Sept) must be expended within that time frame and be reported accordingly. If an expenditure revision is necessary for such funds, it must be submitted by the October reporting deadline. f. The Department shall refund to the State all unexpended State funds within 30 days after notification of overpayment. When payment is not received by the State within 30 days,future payments to the Department may be reduced by the amount due or payments may be suspended until the refund is received by the State. g. The Department shall submit expenditure reports for Mosquito Control activity to DENR in accordance with 15A NCAC 1813, Sections .0104 and .0107. h. The Department shall submit requests for payment for services provided under 15A NCAC 24 A rules to the Claims Processing Unit, Purchase of Medical Care Services, DHHS- Controller's Office. i. 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.