Agenda - 04-01-2003-8f - Laserfiche WebLink

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Consolidated Ageemcnt -Final the Expenditure report, but are not included in the amount verified in the "Certification." Page 9 of 21 4. (State/ Federal Revenues) The Department shall submit a monthly report of actual expenditures (State and/or Federal) to the DHHS Controller's Office on the DHHS (Electronic) Spreadsheet (same electronic Spreadsheet DHHS 2949 as referenced in 3.f. above) -all reported in one spreadsheet, but separated here for clarity of instructions. a. The Department shall submit monthly expenditures for all programs via DHHS 2949 (Electronic) Spreadsheet to the DHHS Controller's Office according to their schedule published annually in 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 DHHS Spreadsheet, based on weekends and holidays, to allow processing time for the payment. Failure to meet the reporting deadline, as published, WII.,L result in the exclusion of those expenditures in the Steps-Out payment for that month. The Department must submit these monthly expenditure reports, via this DHHS Spreadsheet, consecutively throughout the agreement period. b. Departments shall keep a enditure re ortina current and submit their DHHS Form 2949 S readsheets er the ublished 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, 2003 expenditure report will be paid in July, 2003 and will be paid from a department's fiznding allocation for SFY 2003-04. Therefore a department will need to submit all requests for adjustments, corrections, or amendments to expenditure reports for fiscal year 02-03, with the May, 2003 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 2002 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, 2003.) 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 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.