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

Business Process: (what is it?)FISCAL OFFICER TRAINING MANUALFEDERAL FUNDS CERTIFICATIONS AND ASSURANCESAny County LGU that receives Federal Funds from the NYS Office of Mental Health (OMH) must complete and submitsigned original “Federal Certifications” and “Federal Assurances – Non-Construction Programs” forms to the OMH as acondition of payment.Brief Description of Process: (how does it work?)The forms can be found in the OMH Spending Plan Guidelines, along with the fiscal and auditing points. The forms aresigned by the Director of the LGU and sent to the address printed on the form. The form is completed and signed afterreceipt of the first State aid letter for the County. Any agency the LGU subcontracts Federal funds with must also submit asigned form agreeing to follow the guidelines for Federal funds. These completed forms do not have to go to OMH, butmust be kept on file at the LGU.Frequency:The forms are submitted on an annual basis.Instructions:The forms are located in the Spending Plan Guidelines and can be downloaded in PDF format. There are two certificationforms that must be signed by the Director of the LGU. The four Catalog of Federal Domestic Assistance (CFDA) types ofFederal grants are listed on the form. Your County may receive funding from one or more of these grants and the LGUmust indicate which grant funds they receive. Due to the nature of Federal funds, there are specific guidelines andconditions for their use.All sub recipients (LGUs, direct contract agencies and subcontract agencies) expending $500,000 or more annually fromall Federal grant sources (excluding Federal entitlement grants such as Medicaid and Medicare) must have an A-133Single Audit completed encompassing all Federally funded programs. Since the threshold increase does not relieve passthroughentities/recipient agencies, i.e., OMH, LGUs, direct contract agencies, and subcontract agencies of theresponsibility for monitoring their sub recipients expending less than $500,000 in Federal grant funds, such sub recipientsare required to provide assurances to their pass-through/recipient agency that Federal grant funds were expendedappropriately and were in compliance with laws, regulations, and the provisions of the State aid approval letter or directOMH contract, and that performance goals were achieved.Such assurances include one or more of the following:1. On-site monitoring visits by the pass-through/recipient agency;2. Independent reviews of documentation supporting requests for reimbursement of expenditures; or3. Obtaining an agreed-upon procedures report on specific procedures and compliance requirements.Steps for Completion, Signing and Submission:Retrieve the two Federal certification forms from the Spending Plan guidelines on OMH’s website;Complete Agency (or LGU) name, address, and name and title of Executive Director;Check off the corresponding CFDA number for your agency’s Federal Fund (s) code (s);The LGU sends original signed document to: Community Budget and Financial Management, Office of MentalHealth, 44 Holland Avenue, Albany, New York 12229. A copy must be maintained on file.Providers (sub recipients) should return completed and original signed certifications to the LGU to keep on file.Resources: