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Consolidated Agreement-FY14 Page 10 of 23 <br /> d. The Department shall submit the final LHD Expenditure Report(Electronic,via the Aid-to- <br /> Counties Website)for all programs to the DHHS Controller's Office according to the schedule <br /> published annually in November or December for the next Calendar Year by the DHHS <br /> Controller's Office. The May Services/Paid in June will be the final report period paid <br /> from the SFY. Services provided in June and reported in July will be paid out of the <br /> next SFY. <br /> e. The Department shall have the opportunity to submit amended expenditure reports in the <br /> month following discovery of the error. A department should not wait to submit all <br /> adjustments with the invoice submitted to the Controller's Office at the end of May as that will <br /> not allow sufficient time for verification of the adjustments before the last payment in the state <br /> Fiscal Year. <br /> 1) In accordance with item 4.c, above, each department must be mindful to keep current on <br /> reporting'adjustments against federal funds to ensure such adjustment is received in time to <br /> be paid within the grant period for that grant. <br /> 2) The Department shall review their prior reimbursement claims against payments monthly. <br /> 3) Amended reports(with the exception of WIC,BFPC,FP and SFSP)must be submitted no <br /> later than the next reporting date after the grant period ends in order to be paid. (Example: <br /> if the grant period ends 9/30/13, the amended report must be received by the Controller's <br /> Office no later than the next reporting date after that—i.e., October's reporting date.) <br /> 4) The only adjustments,if any,that should be submitted with the May service expenditure <br /> report submitted in June would be any missed on the prior month's claim. If a department <br /> waits until the May service month expenditure report submission to report adjustments,the <br /> DHHS Controller's Office cannot guarantee those adjustments can be verified in time for <br /> the June payment. <br /> 5) Any overpayments identified by either the State or the Department will be adjusted out of <br /> the next month's claim for reimbursement by the DHHS Controller's Office. There is no <br /> provision to carry forward funds from one State Fiscal Year to another;therefore, any <br /> adjustment not included in the June(or earlier if grant period expires during the fiscal year) <br /> payment should be paid from local funds. If reported to the State as an adjustment,the <br /> payment will come from(and will therefore,reduce)the allocation for the next fiscal year. <br /> f. The Department shall submit requests for payment for services provided under 1 O NCAC <br /> 45.A rules to the Claims Processing Unit,Purchase of Medical Care Services,DHHS <br /> Controller's Office. <br /> g. The Department shall submit requests for reimbursement for nurse training to the Public <br /> Health Nursing and Professional Development Unit. Form 3300—Public Health Nurse <br /> Training Activity must be used as the invoice for payment. <br /> 5. The Department shall maintain expenditures for maternal health, child health and family planning <br /> programs per General Statute 130A-4.1(a). The amount of expenditures shall be calculated by the <br /> State and provided to the Department as described in section G.21 of this document. <br /> D. PERSONNEL POLICIES <br />