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

FISCAL OFFICER TRAINING MANUALPRELIMINARY ALLOCATION SUMMARY (PAS)Business Process: (what is it?)The Preliminary Allocation Summary is a planning document, which is completed by the LGU, which reports the distribution ofOffice of Mental Health State Aid funding identified in the State Aid Funding Letter by provider and program type.Note: Effective January 2011, the PAS is no longer a required OMH deliverable. The PAS has been transitioned to theCounty Allocation Tracker (CAT). Inclusion of the PAS in this manual is for historical reference, please refer to CAT Procedure.Brief Description of Process: (how does it work?)The PAS is the mechanism whereby the distribution of funding by the LGU is compared with the State Aid Letter (SAL) and theMental Health Provider Directory (MHPD) to ensure that 100% of all funds have been distributed to OMH approved providersand programs.The county State Aid Funding Letter reflects the overall funding by funding source code and amount. These amounts are furtherdistributed by the LGU to providers, both subcontracted and county operated, for specific approved programs as identified in thePAS. An approved PAS includes only programs registered in MHPD, which is used to populate the NYS CONCERTS system.Frequency:Beginning in 2011 the Preliminary Allocation Summary is no longer an OMH reporting requirement. Prior to 2011, the PAS wasconstructed and approved by the County annually (April 1 st ).Instructions:OMH is the only Department of Mental Hygiene agency that utilized the PAS. Previously submitted PAS reports can be found inthe Aid to Localities Fiscal System (ALFS) and can be accessed by County LGU’s at https://mhprovider.omh.state.ny.us .Providers, programs, funding codes, funding levels and units of service were entered on the PAS. The approval processincluded running validation tests and a report to ensure that all funding received through a SAL is allocated and all programsreceiving funding were registered in MHPD/CONCERTS.Note: Only funding source codes associated with specific program codes as outlined in the Aid to Localities Spending PlanGuideline were eligible to be entered on the PAS.Each ALFS application has a ‘Milestones’ tab which identifies the date the document was approved by both the County LGU andthe NYS Field Office. Upon passing all validation requirements, the County approved the PAS in the Milestones tab. The PASwas then reviewed and approved by the Field Office.Resources:1. Aid to Localities Spending Plan Guideline: http://www.omh.state.ny.us/omhweb/spguidelines/selectletter.asp2. Mental Health Provider Directory (MHPD): http://www.omh.state.ny.us/omhweb/mhpd/3. Aids to Localities Fiscal System (ALFS): https://mhprovider.omh.state.ny.us/Date: May 1, 2011OMH Review: 2/2/11