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

• Lodging/Respite/Hotel: Money used to purchase shelter.• Clothing: Money to purchase essential clothing, clothing repair or cleaning.• Utilities: Money to pay utility bills such as telephone, electric or heating to avoid shutoff or to restore service• Medical Care: Costs related to the purchase of medical care services, medical supplies, medications and/or othermedical costs. Included in this category are Dental, Optical, etc.• Transportation: Costs associated with bus, cab or other public transportation fareFrequency:• On a weekly or monthly basis, the case manager will meet with his/her supervisor for account reconciliation. Thecase manager should bring in all receipts as well as the weekly report for reconciliation of expenditures on behalfof the client.• The supervisor will review the receipts and the cash expenditure weekly report for appropriateness and conformityto the client's service plan.• Additionally, the supervisor should ensure that all documentation supporting any cash expenditure is signed bythe client receiving the service. If the client is unable to complete such documentation, then a notation in theprogress notes should be made, along with follow-up attempts to get the client's signature.• A Monthly statements by Case Manager must be prepared to account for the cash and voucher expendituresmade during the monthInstructions:• Any use of service dollars must have clear supporting documentation in the service plan (except in emergencysituations) and progress notes.• The amount of service dollars used, why the service dollars are used and how the use of service dollars are insupport of the service plan must be noted in the progress note.• Receipts, sales, slips, etc., must be obtained by the case manager and signed by the client accessing the servicedollars.• Individual transactions in excess of $100 will require the approval of the supervisor.• Once the service has been acquired and paid for, all excess funds must be returned to the applicable supervisorwith the weekly report.Budgets and Claims:• Providers should be instructed to complete their budgets (CBR) per the fiscal model that pertains to their programand year. Instruct providers to budget the Net Deficit** based on contracted number of allocated managers orteams and the current model configurations.• The total Net Deficit Funding for a county must be budgeted at the totals of the Case Management Report.Exceeding the Net Deficit will cause an error during the Group CBR validation process on ALFS.• Net Deficit Funding designated as “ICM Service Dollars” may be used to support the ICM Service DollarManagement program (2810). Costs associated with service dollar management may only be budgeted andclaimed against program code 2810.Note: Refer to Case Management Models procedure for more informationResources: