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

FISCAL OFFICER TRAINING MANUALNYS OASAS CLOSEOUT REVIEWBusiness Process (what is it?)The NYS OASAS closeout is a process that reconciles the final OASAS funding approval levels, by provider andcumulatively, to funding advances paid to the counties.Brief Description of Process: (how does it work?)The final closeout package is sent by NYS OASAS to the counties typically by the fall of the subsequent calendar year.The County Fiscal Officer reviews the closeout package (generated from NYS OASAS State Aid Budget & ReportingSystem (SABRS)) for accuracy of figures. The closeout package includes a notification letter, Final State Aid PaymentWorksheet, as well as Agency/Program/Site specific line item comparisons of approved budgets versus claims. The Stateshould be contacted with any discrepancies.Frequency:The closeout is done on a yearly basis.Instructions:1. Receive closeout package from NYS OASAS (typically sent to County DCS).2. Compare, by agency by program site, approved state aid amounts against submitted claim state aid amounts(and/or internal records).3. Compare, by agency, approved state aid amounts against submitted claim state aid amounts (and/or internalrecords).4. Review, by agency by program site, any disallowances (or expenses outside of guidelines). These amountswill show up under the Reconciliation area in the Non-Funded Amount cell.5. If discrepancy(s) from internal records/submitted claims and approved state aid funding, follow-up with LocalField Office representative for clarification (Field Office may direct Fiscal Officer to contact NYS OASASrepresentative in Albany directly). Note – do so as quickly as possible to maximize the opportunity tomake changes to claims, if appropriate. The County has 45 days for review and submit any revisedclaims.6. If follow-up results in claim changes to be submitted to NYS OASAS and a new NYS closeout is processedand received, return to step #1 and repeat.7. If no follow-up with NYS OASAS are required on claims, ensure that Final Payment Worksheet ties to Countyinternal records. If worksheet ties, make any updates necessary to provider contracts and process finalpayments / recoup overpayments. If worksheet does not tie, follow-up with NYS OASAS Payment Unit.Date: May 1, 2011OASAS Review: (none)