fiscal officers training manual - New York State Conference of Local ...

Business Process: (what is it?):FISCAL OFFICER TRAINING MANUALFEDERAL MEDICAID SALARY SHARING (FSS)Federal Salary Sharing (FSS) is a program enabling States and Counties to receive federal reimbursement for a portion ofexpenditures related to the administration of Medicaid programs. FSS is a revenue stream which a County LocalGovernmental Unit (LGU) may choose to participate in.Brief Description of Process: (how does it work?)OMH: To participate, the LGU must submit electronic quarterly claims to the Office of Mental Health (OMH) for OMHrelated County administration costs through the ALFS-Web application. OMH submits the LGU’s FSS claims to theDepartment of Health, who then submits them to the federal government (CMS), consistent with federal Medicaid policy.Currently, OMH receives and retains the funds until the LGU requests them i .OPWDD: LGU’s complete a FSS survey and Payroll Summary on an annual basis, submits paper claims to the Bureau ofCommunity Funding Administration and Revenue Support. OPWDD summarizes the data by county and submits oneclaim to DOH. The funds are kept by OPWDD to offset the state aid paid to the Counties for Administration.OASAS: The cost allocation methodology identifies OASAS and Local government expenses that are reimbursable underthe Federal Medicaid grant for the administration of the Federal Medicaid grant program. After identification of theseexpenses, federal reimbursement is calculated at fifty-percent of these costs. Information is extracted from OASAS’sStatewide Data Collection System to identify the percentage of clients enrolled in the federal Medicaid program byCounty. With these percentages, eligible expenses and the amount of funding made available to OASAS forreimbursement to Local governments determine the amount of each County reimbursement.Frequency:For OMH, claims are submitted quarterly and request for payments from the reserve can be made on an as needed basis.Claims can be submitted retroactively for two years, but it is recommended Counties claim as timely as possible in orderto be fully reimbursed. Note: The balance may be held for up to 4 years. OMH’s ability to pay against old year accounts(4+ years) is dependent upon their ability to access Federal funds.For OPWDD, claims are requested by OPWDD annually and there are no payments from OPWDD.For OASAS, no specific claims are submitted and a single payment by OASAS is made annually.Instructions:OMH Process:A TOKEN MUST BE REQUESTED TO PARTICIPATE IN THE OMH PROCESS.If you do not already have a token for the Aid to Localities Financial System (ALFS), complete an ALFS SecurityAgreement Authorization Form and a Request for Access Aid to Localities Financial System (ALFS) for non-OMHemployees and submit to these forms and the signed letter from the County Director of Community Services (DCS) onCounty letterhead that requests permission for their use of ALFS to: Peg LaWare or Shweta Gupta, Director ofAdministrative Services, NYS OMH Community Budget and Financial Management, 44 Holland Ave., Albany, NY 12229.It is important to submit this documentation as soon as possible as it generally takes up to 2 weeks to receive the takenafter materials are received by OMH. Once the token is received, the process begins by accessing the following website:https://mhprovider.omh.state.ny.us/websaluteNote: Do not use the OMH ‘Bridges’ website to access ALFS Web