Agenda - 04-12-2005-5c - Laserfiche WebLink

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Consolidmed A~'eemcm -Final io j. A "Certification of Expenditures" (for items in "i:' above), signed by the health director and finance officer, shall be submitted annually with original Budget Forms (DENR 2948) and shall be kept on file by the State, The "Certification" verifies in writing that total State expenditures reported are valid. Local expenditures are part of the Expenditure report, but are not included in the amount verified in the "Certification" 4 (State/ Federal Revenues) The Department shall submit a monthly report of actual expenditures (State and/or Federal) to the DHHS Controller's Office in the Aid-to-Counties Website as referenced in 3.f. above -all reported in one system, but sepazated here for clarity of instructions. a. The Department shall submit a monthly Expenditure Report for all programs via the Aid-to-Counties Website to the DHHS Controller's Office no Zater 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 Departrnent must submit these monthly Expenditure Reports, via the Aid-to-Counties Website, consecutively throughout the agreement period. 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 .Tune, 2006 expenditure report will be paid in July, 2006 and will be paid from a department's funding allocation for SFY 2006-07. Therefore a department will need to submit all requests for adjustments, corrections, or amendments to expenditure reports for fiscal year OS-06, with the May, 2006-expenditure report. c. Expenditures of federal funds must be reported according to the funding period for a grant. Care must betaken 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: I) .Lune 2005 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 service/payment months will be December service month/paid in January through May service month/paid in .June, 2006.) For each Grant, the budgetary estimate, funding authorization and agreement addendum will have service/payment month dates listed. Billing the service month in the next month and reporting adjustments whenever discovered but at least quarterly, should ensure that the Departrnent receives proper payment. Grant expenditures submitted afrer 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 LHD Expenditure Report (Electronic, via the Aid-to-Counties Website) for all programs to the DHHS Controller's Office according to the schedule published annually in November or December for the next Calendar Yeaz 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