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New York State
Consolidated Fiscal Reporting
Interagency Committee
October 14, 2004
Dear Fiscal Officer:
The Consolidated Fiscal Reporting (CFR) manual and
forms for the January 1, 2004 to December 31, 2004 reporting period
are now available. A summary of major changes to the Calendar Year
2004 CFR manual and forms as well as State Agency specific special
information can be found on pages 3 and 4.
Acquisition of CFR Manuals and Forms
CFR manuals and forms are available for download
from the NYS Education Department Rate Setting Unit’s homepage at
http://www.oms.nysed.gov/rsu/home.html. Manuals are available in both
PDF (printable) and HTML (web browser version) formats. Forms are
available in PDF format.
Consolidated Fiscal Reporting System (CFRS)
Software
All service providers are expected to use CFRS
software approved by the CFR Interagency Committee to create the
appropriate Full or Abbreviated CFR document. Additionally, approved
CFRS software can be used to create Consolidated Budget Reports (CBRs)
and intra-year State Aid claims (CQRs) for the calendar 2004, 2005 and
2006 fiscal reporting periods.
A list of vendors approved to provide Calendar Year
2004 CFRS software can be found at http://www.omh.state.ny.us/omhweb/finance/main.htm.
As of this date, approvals have not yet been issued for any vendors
for the Calendar Year 2004 reporting period.
Acquisition of Approved CFRS Software
Service providers using NYS-issued CFRS software
are expected to download the approved CFRS software to a desktop
personal computer in their office. Approved NYS-issued CFRS software
is available at https://www.omh.state.ny.us/omhweb/cfr/app/default.asp.
Once downloaded and installed, the software can then be used to
complete the Calendar Year 2004 CFR. Upon approval, Sandpiper CFRS
software for Calendar Year 2004 will continue to be acquired via the
same method as in prior periods.
Calendar Year 2004 CFR Due Date(s) and Requests for
Extensions
The due date of the Calendar Year 2004 CFR is May
1, 2005. A thirty-day extension will be granted by completing and
mailing or faxing the attached Pre-Approved 30-Day Extension Request
form by May 1, 2005 to each applicable State Agency. Submission of the
completed Pre-Approved 30-Day Extension Request form will guarantee
your 30-day extension. No response to this request will be sent;
therefore, you must retain a copy for your files. The pre-approved
extension does not apply to the required claiming schedules for all
OASAS funded service providers and OMRDD service providers funded by
direct contract. Please refer to Section 4.0 of the CFR Manual. (Note:
Submit extension requests only to the State Agencies that fund and/or
certify your agency’s programs.)
Submission of the CFR Document
Service providers are expected to submit their 2004
CFR electronically via the Internet. After completing the CFR document
locally on a personal computer, service providers will upload their
CFR data to a central repository maintained by OMH. On a daily basis,
the information received in the central repository is distributed to
the appropriate State Agency(ies).
For example, if your agency operates programs that
are funded and/or certified by OMRDD and SED, you will submit your
agency’s CFR by accessing the OMH website and following the
appropriate steps. After a successful submission, your agency’s CFR
data will be transmitted from the central repository to OMRDD and SED.
The Internet address for CFR uploads is https://www.omh.state.ny.us/omhweb/cfr/app/default.asp.
Submission of CFR Certification Pages
Please note that OASAS, OMH, OMRDD and SED are
unable to accept electronic certifications or signatures. Therefore,
in addition to transmitting the CFR cost report via the Internet,
service providers must also submit signed paper copies of the required
certification schedules (CFR-i, CFR-ii/CFR-iiA and CFR-iii) and
audited financial statements to each funding State Agency by the due
date in the CFR manual. To determine if Schedules CFR-ii, CFR-iiA, CFR-iii
or audited financial statements are required, please refer to Sections
2, 6, 11 and 12 of the CFR Manual. Please refer to page 2.9 of the CFR
manual for information on where to send your agency’s CFR
certification pages and audited financial statements. Additionally,
the Document Control Number (DCN) of your agency’s Internet
submission must match the DCN that appears on the paper certification
schedules mailed to each funding State Agency.
Submission of Final State Aid Claim Schedules for
OASAS
Service providers receiving State Aid through a
direct contract with OASAS are required to submit paper copies of CFR
schedules CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3 along with an
original signature State Aid Voucher (AC-1171) to the Bureau of
Financial Administration and Support Service in Albany. Paper copies
of only the claim schedules should also be sent to the appropriate
OASAS Field Office.
Service providers receiving State Aid through a
local county contract should contact the county for their specific
county submission requirements.
Counties are required to submit paper copies of the
following materials to the Bureau of Financial Administration and
Support in Albany:
An original signature State Aid Voucher
(AC-1172)
A completed LGU Fiscal Summary (CQR-3)
CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3
schedules for each service provider funded through a local
contract.
Submission of Final State Aid Claim Schedules for
OMH
Service providers receiving State Aid through a
direct contract with OMH or through a local contract with a county are
required to submit the required claim schedules as part of the CFR
submission via the Internet. No paper copies are sent to the OMH
Contract and Claims Unit in Albany nor are paper copies sent to the
OMH Field Office.
Submission of Final State Aid Claim Schedules for
OMRDD
Service providers receiving State Aid through a
direct contract with OMRDD are required to submit paper copies of CFR
schedules CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3 along with an
original signature State Aid Voucher (AC-1171) to the OMRDD Regional
Office or DDSO as applicable.
Service providers receiving State Aid through a
local county contract should contact the county for their specific
county submission requirements.
Submission of Final State Aid Claim Schedules for
OMRDD (continued)
Counties are required to submit paper copies of the
following materials to the OMRDD Claims Unit in Albany:
An original signature State Aid Voucher
(AC-1172)
A completed LGU Fiscal Summary (CQR-3)
CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3
schedules for each service provider funded through a local
contract.
Changes to the CFR Manual and Forms for Calendar
Year 2004:
The description of CFR-1, line 75; DMH-1, line 21
and DMH-2, line 20 is now OMRDD Residential Room and Board/NYS OPTS.
CFR-3, line 62 instructions now exclude OMRDD
programs coded 2091, 3091, 5091 and 7091 from the allocation of
agency administration within OMRDD. Please refer to CFR-3
instructions.
The standard work week entered on CFR-4 cannot be
greater than 45 hours.
Special Instructions for OASAS Funded and/or
Certified Service Providers
Service providers that operate OASAS programs
should refer to the submission matrix on pages 2.3 and 2.4 of the
CFR Manual to determine the applicable reporting requirements. Generally,
service providers that receive Medicaid funding for OASAS programs
are required to complete a Full CFR.
Program Codes 0110 (Outpatient Alcohol Clinic)
and 3150 (Medically Supervised Outpatient (Ambulatory) have been
deleted from Appendix E of the CFR manual.
Funding Source codes 006, 007, 027 and 028 have
been deleted from the Appendix N of the CFR Manual.
The descriptions of funding source codes 025,
026, 050 and 053 have been modified. Please refer to Appendix N.
Special Instructions for OMH Funded and/or
Certified Service Providers
Program codes 2230 (HCBS Waiver Individualized
Care Coordination), 2240 (HCBS Waiver Respite Care), 2250 (HCBS
Waiver Family Support), 2260 (HCBS Waiver Crisis Response), 2270 (HCBS
Waiver Skill Building), 2280 (HCBS Waiver Intensive-in-Home), 6340
(Comprehensive PROS With Clinic), 7340 (Comprehensive PROS Without
Clinic), 8340 (Limited License PROS) and 9340 (PROS Rehabilitation
and Support Subcontract Services) have been added to Appendix F.
Program codes 0230 (HCBS Waiver) and 3080
(Transitional Care) have been deleted from Appendix F.
Funding source codes 001B, 001C, 031A, 032, 034,
034F, 034G, 039, 039I, 039K, 039V, 039W, 039X, 039Y, 046B, 046E,
046I, 072, 073, 104F, 104G, 106, 109B, 109C, 121, 140A, 140B, 140L,
140W, 140Z, 160, 170 and 622 have been deleted from Appendix N.
Funding source codes 031F, 037P, 072F, 073F,
122H, 122U, 550 and 550A have been added to Appendix N.
Service providers that use funding source codes
001, 031, 034, 072, 073, 140, 160 and 170 must also indicate the
funding source index in the funding source code index field on
Schedule DMH-3.
Special Instructions for OMRDD Funded and/or
Certified Service Providers
OMRDD service providers that have Medicaid
funding under $250,000 and do not operate an ICF/DD, Community
Residence, Day Treatment Program, IRA or Day Habilitation Program
can now submit an uncertified full CFR. Please refer to the matrices
in Section 2.0 of the CFR Manual.
The definitions of program codes 0090, 0880,
1090, 3090, 6090 and 6091 have been modified. Please refer to the
definitions contained in Appendix G of the CFR Manual.
Program codes 0240, 0243, 0244, 0245, 0247, 0248,
0249, 0250, 0252, 0254, 0255, 0650 and 1160 have been deleted from
Appendix G.
Program codes 0235 (HCBS Other Than Freestanding
Respite), 0234 (Options for People Through Services (NYS
OPTS)/Pilot), 3091 (VOICF/DD, School District Contracts (not
operated by service provider)), 7090 (VOICF/DD, Day Services
Contract) and 7091 (VOICF/DD, Day Services (not operated by service
provider)) have been added to Appendix G.
Special Instructions for SED Funded Service
Providers
Program codes 9680 (VESID – Supported
Employment) and 9695 (VESID – Other) have been deleted from
Appendix H. VESID expenses and revenues previously reported under
SED program codes 9680 and 9695 (and not now reported as expenses
and revenues of a DMH program/site) are now reported in Column 7,
Other Programs, of Schedule CFR-2.
Position title code 256 has been deleted from
Appendix R.
Position title code 254 is no longer valid for
SED programs.
CFR Training
Notification of training dates has been sent to you under separate
cover. If you have any questions regarding training dates, please
access one of the following websites:
the SED Rate Setting Unit homepage at "http://www.oms.nysed.gov/rsu/home.html"
or;
the OMH Finance Unit homepage at "http://www.omh.state.ny.us/omhweb/finance/train.htm".
If you have any questions or concerns, please
contact the appropriate State Agency listed on page 8.9 of the CFR
manual or refer to the CFR Resources listed on page 8.10 of the CFR
Manual.
Sincerely,
Peter LaPan
Chairperson
CFR Interagency Committee
Attachment
cc: Don Berryann (OMH)
Carlene Coons (OMRDD)
Warren D. Moessner, Jr. (OASAS)
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