2013-094 Health - State of NC Department of Health for Maintaining and Promoting the Advancement of Public Health in NC

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Consolidated Agreement-M4 Page 9 of 23 4. (State/Federal Revenues only)The Department shall submit a monthly report of actual expenditures (State and/or Federal)to the DHHS Controller's Office in the Electronic Aid-to- Counties Website as referenced in 3.f. above—all reported in one system,but separated here for clarity of instructions. a. The Department shall submit a monthly Expenditure Report of the pertinent month's actual expenditures for all programs via the Aid-to-Counties Website to the DHHS Controller's Office no later than the dates published annually in November or December for the next calendar year. The schedule reflects a general period of 15-20 days from the end of the reporting month for submission of the Aid-to-Counties Website report,based on weekends and holidays,to allow processing time for the payment. Failure to meet the reporting deadline,as published,WILL result in the exclusion of those expenditures in the OSC E-Payment for that month. Early submission may result in earlier payment to the Department. The Department must submit these monthly Expenditure Reports,via the Aid-to-Counties Website, consecutively throughout the agreement period. The health director and the finance officer will approve the monthly Expenditure Report in the Aid-to-Counties Website and the system will alert the staff in the DHHS Controller's Office that expenditures have been approved and certified. The"Certification"verifies that the total State and Federal expenditures reported are valid for the pertinent month's actual expenditures. Local expenditures are part of the Expenditure Report,but are not included in the amount verified in the"Certification." Local appropriations must be reported monthly along with the State and Federal expenditures. b. Departments shall keep-expenditure reporting current and submit their certification of expenditures per the published DHHS Controller's Office Schedule. Funding is based on an Allocation Method,not a Contract Method, and counties receive reimbursement for services provided during one month in the following month. Therefore, the last service month to be paid in the SFY will be May services which are reported and paid in June. A department's June,2013 expenditure report will be paid in July,2013 and will be paid from a department's funding allocation for SFY 2013-14. Therefore a department will need to submit all requests for adjustments, corrections, or amendments to expenditure reports for fiscal year 12-13,with the May, 2013 expenditure report. c. Expenditures of federal funds must be reported according to the funding period for a grant. Care must be taken to be attentive to the service month/payment months for each grant as well as the ending settlement date for a grant. (For example, a grant which ends November 30 will have 6 service/payment months charged against it: 1)June 2012 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 servicelpayment months will be December service month/paid in January through May service month/paid in June,2013.) For each Grant,the budgetary estimate,funding authorization and agreement addendum will have service/payment month dates listed.