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

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CountyNEW YORK STATE OFFICE OF ALCOHOLISM AND SUBSTANCE ABUSE SERVICESAID TO LOCALITIESPROGRAM BUDGET CHANGE REQUEST (PBCR) FORMAgency NameAgency CodePRU NumberProgram Code+IndexLocal Fiscal YearRevision #Budget Expense/Revenue CategoriesEXPENSES:Personal ServicesFICA & Fringe BenefitsO.T.P.S.EquipmentProperty/SpaceAgency AdministrationTotal Gross ExpensesCurrent Approved Requested ProgramBudget of Record BudgetColumn 1 Column 2$ChangeColumn 3%ChangeColumn 4REVENUE:Patient FeesSSI and SSAHome Relief/Public AssistanceMedicaidMedicareState GrantThird Party/Private InsuranceFederal GrantFood StampsLocal TaxOther Rev:Other Rev:Other Rev:Total RevenueNET OPERATING COSTDeficit FundingState AidLocal GovernmentNon-FundedTotal000Is this an on-going change?The following information MUST be completed, if applicable.Units of ServiceGross Cost per Unit of ServiceNet Cost per Unit of ServiceYESNOAgency ApprovalCounty Approval (if necessary)Signature:Signature:Title: Date: Title: Date:FIELD OFFICE APPROVALDISTRICT DIRECTOR APPROVALSignature:Signature:Title: Date: Date:DIRECTOR OF STATEWIDE FIELD OPERATIONS APPROVALSignature:Date:BUREAU OF BUDGET MANAGEMENT APPROVALSignature:Date:PBCR (03/07)
FISCAL OFFICER TRAINING MANUALCONSOLIDATED QUARTERLY REPORT (CQR) SUBMISSIONBusiness Process: (what is it?)The OASAS Consolidated Quarterly Report (CQR-1) submission summarizes the fiscal activity for any given quarter (1st,2 nd , 3 rd , and mid-year) in a fiscal reporting period. Mid-year claims report expenses and revenues for all service providersreceiving funding through local contract with the Local Governmental Unit (LGU).Brief Description of Process: (how does it work?)This document is created in the free CFRS Software. Service providers report total expenses, revenues, net operatingcosts and funding source code information based on the first six months of the fiscal reporting period and submits this tothe LGU. After review and approval of all local contract funded service providers and county operated service providermid-year claims (CQR-1’s), the LGU submits all reports to NYS OASAS.Frequency:NYS OASAS mandates the submission of mid-year LGU claim packages no later than August 15 th . LGU’s may requireprovider submissions more frequently (monthly or quarterly) at their own discretion.Instructions:1. Note: For instructions on the completion and submission of year-end Consolidated Fiscal Reports (CFRs) andfinal state aid claim schedules, refer to the CFR Manual:http://www.oms.nysed.gov/rsu/Manuals_Forms/Manuals/CFRManual/home.htm2. Note: For line-by-line instruction on the completion of CQR-1s and other OASAS mid-year and final state aidclaim submission requirements, policies and procedures, refer to the New York State Consolidated Budget andClaiming Manual:.http://www.omh.state.ny.us/omhweb/cbr/manual.pdf3. The LGU will receive mid-year CQR-1s and signed schedules CFR-i, and CFR-iii from all county operated andlocal contract funded not-for-profit service providers receiving state aid through the LGU. These mid-year CQR-1swill report expenses, revenues, net operating costs and funding code information for the first six (6) months of thefiscal reporting period.Note: Each provider CQR submission must be uploaded to the NYS website.4. LGUs should follow up immediately with service providers that are delinquent in reporting to ascertain the reasonsfor lateness and to obtain an estimate of the submission date. If the LGU has good reason to believe that adelinquent reporting service provider will not submit its mid-year claim prior to the required submission deadline,the LGU should submit all available CQR-1s and associated signature pages by the submission due date.5. It is the LGU’s responsibility to review county operated and local contract funded not-for-profit service providers’mid-year claims to ensure that:a. Fiscal information reported is in compliance with the service provider's approved budget.b. All required programs are reported.c. Correct program codes, program code indexes and site codes (OASAS Program/PRU Numbers) are usedfor all reported programs.6. LGUs will prepare a mid-year claim package consisting of the following documents for each county operated andnot-for-profit service provider receiving State Aid through the LGU:a. CFR-i.b. CFR-iiic. CFR-1
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Page 4 and 5: E. Program Budget Change Request (P
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Page 8 and 9: It is the responsibility of the LGU
Page 10 and 11: 1. To Sign up for Electronic Paymen
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Page 14 and 15: for the accounting/tracking of the
Page 16 and 17: c. When a provider’s CSP revenue
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Page 20 and 21: Business Process: (what is it?):FIS
Page 22 and 23: 4. Return Parts I, II, III and the
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Page 28 and 29: Frequency:The OPWDD deliverables ar
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Page 32 and 33: Note for OMH: Some programs (case m
Page 36 and 37: OASAS: OASAS expects all county ope
Page 38 and 39: Instructions:LGU Splits:The County
Page 40 and 41: o Signed and dated paper copies of
Page 42 and 43: o After all individual service prov
Page 44 and 45: 4. Reconcile, by agency by program
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Page 48 and 49: Date: January 25, 2011OPWDD Review:
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Page 64 and 65: 2. NYS Uncompensated Care:https://w
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