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

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Note for OMH: Some programs (case management, residential, etc) must be budgeted according to specific fundingmodels. Additionally, programs that receive COPS, CSP, and DSH revenues must be budgeted to revenue thresholdsdefined by OMH. All programs must be budgeted according to the funding rules defined in the OMH Spending PlanGuidelines. See Case Management, COPS, CSP, and DSH procedures for information.Resources:1. Consolidated Budget Report manual:https://www.omh.state.ny.us/omhweb/cbr/manual.pdf#page=9https://www.omh.state.ny.us/omhweb/cbr/manual.pdf#page=92. Program Budget Change Request form: See Program Budget Change Request processDate: May 1, 2011OMH Review: 2/7/11OASAS Review: (none)OPWDD Review: (none)
FISCAL OFFICER TRAINING MANUALPROGRAM BUDGET CHANGE REQUEST (OASAS)Business Process: (what is it?)Program Budget Change Request (PBCR) form is a document that is used to facilitate a change to the current Budget ofRecord (BOR) for OASAS.Brief Description of Process: (how does it work?)The form is formatted as follows: the first column is the current approved Budget of Record, second column is the newproposed budget, third column is the difference between the current and proposed budget, and the fourth is the % changefrom current to the proposed budget. The agency prepares the document and submits the PBCR form along with anarrative explanation to the County for review and approval. The County validates that the first column is the accuratebudget of record, reviews the changes, and gives their approval by signing off on it, then forwards it to the NYSOASASfield office for approval and processing.Frequency:The PBCR is filed on an as needed basis. It is required if actual expenses will NOT follow the Claim Close OutGuidelines, for example if the Gross Expense increased by 10% over budget, Agency Admin increased by 10% overbudget OR if State Aid changed. If the gross expense is not increasing by 10% and revenue supports this expense, aPBCR is not required. A one-time state aid award does not require a PBCR.Instructions:1. Receive PBCR form from provider agency. Confirm Budget of Record ties to approved Budget or last approvedPBCR. (The totals can also be tied to State Aid Letter)2. Review the narrative explanation for the changes along with the $ Change and the % change.a. Does it seem justified and appropriate?b. What is the history of this program? Have the agency continually increased the budget of the program?c. Does the % change exceed 10%? If so, it will be scrutinized even further, especially for personal servicesand administrative administration.3. If satisfied, county will sign and approve the PBCR and forward onto the NYS OASAS field office for their reviewand approval.4. File PBCR form with agency budgets and/or state aid letters. (or where appropriate)Resources:1. PBCR FormDate: May 1, 2011OASAS Review: (none)
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