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

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FISCAL YEAR CYCLE (NYC) – STATE DELIVERABLESLegend: CalendarFiscal CyclesPrior Year: (-1) Jan (-1) to Dec (-1) State: April 1 – March 31Current Year: (0) Jan (0) to Dec (0) OMH/OAS/OPW Community Budget: July 1 – June 30Next Year: (+1) Jan (+1) to Dec (+1) Upstate / Downstate Counties: January 1 – December 31NYC: July 1 – June 30Direct State Contracts: VariesJan 1/1 County - Provider Claims / Payment Reconciliations for Year (-1)1/15 NYS Closeout packages begin being received for Year (-1)1/21 OMH Federal Medicaid Salary Sharing (FSS) Quarter 2 for Year (-1)Feb 2/15 OAS Mid-Year Claims due for Year 0Mar 3/1 OAS CBR’s due for Year +1 (with work scope)3/31 Federal Single Audits due for Year (-1)Apr 4/21 OMH Federal Medicaid Salary Sharing (FSS) Quarter 3 for Year (-1)May 5/1 County Provider Contracts processed for Year +1 (varies)Jun 6/1 Final Equipment Requests due to NYS FO for Year 06/15 Federal Certifications Due for Year +16/31 OPW Budgets and Contract for Year +1July 7/21 OMH Federal Medicaid Salary Sharing (FSS) Quarter 4 for Year (-1)AugSep 9/1 OMH MHPD updates for Year 0Oct 10/1 OMH CBR’s due for Year 010/1 OMH Preliminary Allocation Summary (PAS) for Year 010/21 OMH Federal Medicaid Salary Sharing (FSS) Quarter 1 for Year 0Nov 11/1 OAS Estimated Claims Due for Year (-1)11/1 Pre-Approved 30 Day Extension Request Due for Year (-1) (OMH, OASAS, OPWDD)11/1 CFR’s Due w/o 30-Day Extension (OMH/OPW/OAS) for Year (-1)Dec 12/1 CFR’s Due with 30-Day Extension for Year (-1)12/15 Final Claims Due (OMH/OPW/OAS) for Year (-1)12/31 OPW Budgets and Contract for Year 012/1 County Budget Process Begins for Year +1 (varies)Updated: May 1, 2011
Business Process: (what is it?)FISCAL OFFICER TRAINING MANUALNYS STATE AID FUNDING LETTERState Aid funding for Local Governmental Units (LGU’s), county operated programs and county contracted serviceproviders are communicated via State Aid Funding Letter process. State Aid Funding Letters are issued to LGU’s by eachof the applicable Department of Mental Hygiene (DMH) State Agencies (the Office of Mental Health – OMH, the Office ofAlcoholism and Substance Abuse Services-OASAS, and the Office for People With Developmental Disabilities – OPWDD)for a specified fiscal reporting period.Brief Description of Process: (how does it work?)State Aid Funding Letters are usually issued to the LGUs by the applicable DMH State Agency (OMH/OASAS/OPWDD)prior to start of the fiscal period covered. Each DMH State Agency displays their State Aid allocations in differentformats.OMH: Funding Letters are issued by funding source code and are not service provider specific. OMH funding is allocatedthrough the LGU to subcontracted not-for-profit service providers and county operated programs (if applicable as not allcounties directly operate services).OASAS: Funding Letters are service provider, program, and funding source specific.OPWDD: Funding Letters are agency and funding source specific.It is the responsibility of the LGU to identify any changes in funding from previous funding letters and facilitate theallocation of the correct funding amounts to the service providers. Local services contracts between the LGU andsubcontract agencies are developed to reflect the funding being allocated and the service/program expectations.Direct State Contracts are contracts between NYS and a provider agency that does not include the County. The fundingflow direct from NYS to the provider and is not included on the County State Aid Funding Letter.Frequency:Initial funding letters from each DMH State Agency are generally issued prior to or close to the beginning of the fiscalperiod that they cover. There can be many revisions of these letters throughout the fiscal period that reflect additions,reductions or shifts in funding that may occur as a result of fiscal changes at the State level. OMH State Aid FundingLetters are issued quarterly and as needed on a county-specific basis.Instructions:The OMH State Aid Funding letters are not agency specific and funds must be allocated and approved by the LGU. OMHState Aid Funding Letters are transmitted to the LGU through the Aid to Localities Financial System (ALFS). OMH StateAid Funding Letter also includes; 1) a cover letter with instructions/important updates, 2) number of fundingslots/beds/managers in modeled programs, 3) county Case Management models, and 4) where applicable, DSHthresholds.The OASAS State Aid Funding letter is both agency and program specific. Note: Each State Aid Funding Authorizationmust be signed by the Director of Community Services and returned to NYS OASAS. OASAS State Aid Funding Lettersare mailed to the County Director of Community Services or designee on file.The OPWDD State Aid Funding letter is agency specific. OPWDD State Aid Funding Letters are mailed to the CountyDirector of Community Services or designee on file.The LGU is responsible for the verification of approved funding levels and contracting for all State Aid funding allocationsfor their County. Changes to funding may result in Contract amendments for subcontracted provider agencies. Providersshould be notified of any funding changes that may affect them.
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Page 4 and 5: E. Program Budget Change Request (P
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
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Page 36 and 37: OASAS: OASAS expects all county ope
Page 38 and 39: Instructions:LGU Splits:The County
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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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Business Process: (what is it?)FISC
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FISCAL OFFICER TRAINING MANUALSINGL
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FISCAL OFFICER TRAINING MANUALUNCOM
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2. NYS Uncompensated Care:https://w
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Funding expectancies cannot exceed
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Resources:SP Guidelines, Case Manag
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• Lodging/Respite/Hotel: Money us
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Fiscal activity related to Clinic-P
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At this time, CMS has not yet appro
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FISCAL OFFICER TRAINING MANUALMENTA
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FISCAL OFFICER TRAINING MANUALADDIT
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