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

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o After all individual service provider CCR’s have been approved, open the ‘Group CCR’ window and run‘validations’.o Review validations report and follow-up with any failures, if necessary, and add remarks for each rulevalidation failureo After passing county review and adding remarks, click ‘Milestones’ and ‘County Group Approval’Due for receipt by OPWDD no later than 135 days after the end of the fiscal reporting period. (165 days if 30 dayCFR Extensions have been submitted.)New York State Office of People With Developmental DisabilitiesPaper copies of CCRs (CFRi, CFRiii, DMH2 schedules) for each county operated and local contract fundedservice provider funded through a local contract. For LGU programs (0890), copies of the DMH2 schedules arerequired to be submitted as well to confirm the LGU County Administration Percentage Splits as calculated.A paper copy of an LGU Fiscal Summary (CQR-3) reporting funding code information for all county operated andlocal contract funded not-for-profit service providers.A State Aid Voucher (AC-1171) with an original signature.Due for receipt by OPWDD no later than 135 days after the end of the fiscal reporting period. (165 days if 30 dayCFR Extensions have been submitted.)Resources:1. CFR manual -2. Fiscal Shareware Tools at http://www.clmhd.org/resourcesDate: May 1, 2011OMH Review: 1/19/11OASAS Review: (none)OPWDD Review: (none)
FISCAL OFFICER TRAINING MANUALNYS CLOSEOUT REVIEW - OMHBusiness Process (what is it?)The NYS Office of Mental Health (OMH) closeout is a desk audit process that compares the State Aid claimed forallowable net operating costs to actual State Aid payments made using the latest State Aid Approval Letter, approvedConsolidated Budget Reports (CBR) and Consolidated Claiming Reports (CCR). The OMH closeout process is designedto determine the State Aid overpayment amount, by funding source code, to be recouped from a county due to unspentfunds or spending inconsistent with applicable OMH rules.Brief Description of Process: (how does it work?)The final closeout package is available through ALFS to the counties typically within a year after the end of the fiscal year.Upon issuance of a closeout package, a message notifying the ALFS user of a final OMH Closeout package will appear inthe message board when the user logs into ALFS. The message board identifies a final closeout date 45 days from thedate the closeout is issued. During this 45 day review period, the County Fiscal Officer reviews the closeout package,found in the State Aid Closeout Screen, for accuracy of approved claims.The final closeout package includes a closeout letter addressed to the County Director of Community Mental HealthServices or County Commissioner of Mental Health, a “Summary of Payments, Allowable Net Operating Costs andOver/(Under) Payment” report, a “Closeout County Recovery Summary” report and a “Closeout Adjustment” report.o The closeout letter identifies the total overpayment amount and lists adjustments/disallowances by ProviderName, Funding Code, and Program Code/Program Name.o The Summary of Payments, Allowable Net Operating Cost and Over/(Under) Payment report reflects Stateadvances, Prior Period adjustments, final claims, disallowances, adjustments, final approved state aid, and anyrecovery amounts.o The Closeout County Recovery Summary report displays the prior year’s recoveries applied to State Aidpayments made during the fiscal year of the closeout package. The report identifies the year and fund code inwhich the overpayment was generated, the recovery amount, and the voucher number and liability date in whichthe recovery was applied.o The Closeout Adjustment report is included in the closeout package if adjustments were made by OMH to theclaims during the closeout.The Fiscal Officer should contact NYS OMH regarding any questions and requests for additional information. Revisionsto CBR’s and/or CCR’s should be made to correct any errors that impact the closeout overpayment amount within the 45day review period. Once the review period is closed, the NYS OMH applies any final overpayment to future scheduledState Aid Letter payments made to the county.Frequency:The NYS OMH closeout package is typically completed within 6 months to 2 years of final claims submission. Largercounties typically take longer to receive a package due to their multiple dynamics and complexities.Instructions:1. Review error reports for NYS OMH deliverables (CBR & CCR) and apply county approvals by the requireddeadlines. Counties should read Validation-Exception Report messages to identify potential disallowances. Itis here that the county can make minor changes to the claims such as program index #'s and the correctingfunding sources. This will avoid any potential disallowances during the NYS closeout process. Failure toappropriately approve deliverables will delay the closeout process and could result in sanctions from NYSOMH. See “CBR” “CCR” and “NYS Deliverables and Sanctions” procedure for further details.2. Receive notification of a NYS Closeout package when logging into ALFS.3. Print the NYS closeout package from ALFS. This package includes Closeout Letter and Summary ofPayments, Allowable Net Operating Cost and Over/Under Payment report. Also included in the package arethe Closeout County Recovery Summary and the Closeout Adjustments report.
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Page 4 and 5: E. Program Budget Change Request (P
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Page 10 and 11: 1. To Sign up for Electronic Paymen
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Page 16 and 17: c. When a provider’s CSP revenue
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Page 28 and 29: Frequency:The OPWDD deliverables ar
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Page 38 and 39: Instructions:LGU Splits:The County
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