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State and Federal Aid Letter

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State and Federal Aid Letter Powered By Docstoc
					INSTRUCTIONS FOR STATE ADVANCE VS SAL RECON

Purpose: To track the State Aid Letters and the funding source code allocations against the actual State Remittance Advice
         received to reflect a balance remaining from the State to the County. It also tracks payments against individual funding
         source code allocations. This is 1 file of a 4 file system, see the tab 'Flowchart - Link Files' for details.


Steps:
         1) In the 'SAL Letters' tab, enter in current year into cell A1. This will update all headers with the corresponding year.

         2) In the 'SAL Letters' tab, when a State Aid Letter is received, enter the letter date and the total funding amount identified
            on the letter.

            Note: Sometimes the amount of the State Aid Letter is not the amount received in the State Advance and vice versa.
            They will eventually catch up to one another.

            Note: The tabs may be locked as to protect the formulas and links. To protect or unprotect tabs, click 'Tools' in the
            toolbar, then click 'Protection' and select 'Protect Sheet' or 'Unprotect Sheet'.

         3) In 'FSC Detail' tab, you will be filling in the funding source allocations based on the most recent State Aid Letter. The
            directions are as follows:
                     A) Add/delete any new/old 'Funding Source Descriptions' and 'Funding Source Codes'
                     B) As detailed by the State Aid Letter, enter/update the funding source allocations under the column labeled
                        'SAL'.
                     C) Above the 'SAL' column, enter the date of the State Aid Letter that you used for the allocations above.


            Note: Any Yellow cell represents a cell that should be filled in.

         4) In the 'SAL Letters' tab, when a State Aid Remittance letter is received (with payment), enter the letter date and the
            amount being received on the letter. (ex. Q1 Supplemental #1).

         6) In 'FSC Detail' tab, you will be filling in the funding source allocations based on the most recent State Aid Remittance
            letter received. Also, you will be entering the State Advance Payments section. The directions are as follows:

                    A) Add/delete any new/old 'Funding Source Descriptions' and 'Funding Source Codes'
                    B) As detailed by the State Remittance Advice letter, enter/update the funding source allocations under the
                       column labeled 'Remittance'.
                    C) Above the 'Remittance' column, enter the date of the State Remittance Adice Letter that you used for the
                       allocations above.
                    D) In the State Advance Payments section of the form, click in the header area to activate the drop down list of
                       the type of payment. Make the selections of the quarter and type of payments.
                    E) From State Remittance Advice Letter, enter the payment amounts received under the appropriate quarterly
                       payment column (ex. Q2 Supplemental #1). For OMH & OMR, enter the amounts by funding source code
                       and, for OAS, enter the the total amount on the 'Quarterly Total' row.

            Note: The remittance amounts you enter under 'State Advance Payments' are automatically linked to the 'SAL Letters'
            tab.

         5) In the 'FSC Detail' tab, there is a section to track Prior Year (PY) under/over payments. At the far right is the section, ''+
            OWE TO / (OWED BY) GCMH'. Fill in the prior year cumulative balance of under/over payments. As Prior Year
            recoupments/payments are made by NYS, fill in the the section 'Prior Year Recoup' with the amounts reflected on the
            State Payment Remittance. This also means that on the State Advance Payments sections that you report the amount of
            payment you would have received without the PY adjustment.

                        ex. State Payment Remittance reflects a recoupment of $20,000 for FSC 001A and a total payment of
                        $100,000.

                        Reflect:                Column K                   Column AH
                        FSC                  Q1 State Advance              PY Recoup                Total Payment
                        001A                       120,000                    (20,000)                   100,000

D:\Docstoc\Working\pdf\44ca4127-5d2f-476b-9b71-9622ecff7efd.xls                                                     8/19/2011
                             FLOWCHART TO LINKED FILES

                                           Audit - Contract Recon


                  1) Cash Disbursements
                  to Providers
                  2) CY Provider
                  Contracts
                  3) CY Provider Claims




Provider Contract vs Payments                                           State Advance vs. SAL Recon
Recon                                                                   (State Aid Letter)




                     1)State & County                               1)State Advance
                     Contract Amounts                               Payments


                                          County Voucher Recon




D:\Docstoc\Working\pdf\44ca4127-5d2f-476b-9b71-9622ecff7efd.xls                          8/19/2011
       2006                                                                                                     2006 ADVANCE PAYMENT WORKSHEET
                                                                                                        COUNTY STATE ADVANCE LETTER AND ADVANCE PAYMENT
    Yellow = Fill In
            OMH SAL                             OMH REMITTANCE                                                                     STATE ADVANCE PAYMENTS
       LETTER RECEIVED                          FUNDS RECEIVED                           Q1                                                                                                     CUMULATIVE
      DATE          AMOUNT         PYMT         DATE    AMOUNT            VARIANCE    ADVANCE                                                                                                    VOUCHER

0                              Q1 ADVANCE                                 $      -        -                                                                                                     $      -
0                                                                         $      -              -                                                                                               $      -
0                                                                         $      -                  -                                                                                           $      -
0                                                                         $      -                         -                                                                                    $      -
0                                                                         $      -                                 -                                                                            $      -
0                                                                         $      -                                          -                                                                   $      -
0                                                                         $      -                                                   -                                                          $      -
0                                                                         $      -                                                          -                                                   $      -
0                                                                         $      -                                                                   -                                          $      -
0                                                                         $      -                                                                          -                                   $      -
0                                                                         $      -                                                                              -                               $      -
0                                                                         $      -                                                                                  -                           $      -
0                                                                         $      -                                                                                      -                       $      -
0                                                                         $      -                                                                                          -                   $      -
0                                                                         $      -                                                                                              -               $      -
0                                                                         $      -                                                                                                     -        $      -
0   TOTAL      $        -                                        -        $      -        -     -   -      -       -        -        -      -        -      -   -   -   -   -   -      -        $      -


         OASAS SAL                             OASAS REMITTANCE                                                                    STATE ADVANCE PAYMENTS
      LETTER RECEIVED                           FUNDS RECEIVED                           Q1                                                                                                     CUMULATIVE
      DATE    AMOUNT               PYMT         DATE    AMOUNT            VARIANCE    ADVANCE                                                                                                    VOUCHER

0                              Q1 ADVANCE                                 $      -        -                                                                                                     $      -
0                                                                         $      -              -                                                                                               $      -
0                                                                         $      -                  -                                                                                           $      -
0                                                                         $      -                         -                                                                                    $      -
0                                                                         $      -                                 -                                                                            $      -
0                                                                         $      -                                          -                                                                   $      -
0                                                                         $      -                                                   -                                                          $      -
0                                                                         $      -                                                          -                                                   $      -
0                                                                         $      -                                                                   -                                          $      -
0                                                                         $      -                                                                          -                                   $      -
0                                                                         $      -                                                                              -                               $      -
0                                                                         $      -                                                                                  -                           $      -
0                                                                         $      -                                                                                      -                       $      -
0                                                                         $      -                                                                                          -                   $      -
0                                                                         $      -                                                                                              -               $      -
0                                                                         $      -                                                                                                     -        $      -
0   TOTAL      $        -                                        -        $      -        -     -   -      -       -        -        -      -        -      -   -   -   -   -   -      -        $      -


         OMRDD SAL                            OMRDD REMITTANCE                                                                     STATE ADVANCE PAYMENTS
      LETTER RECEIVED                          FUNDS RECEIVED                            Q1                                                                                                     CUMULATIVE
      DATE    AMOUNT               PYMT        DATE    AMOUNT             VARIANCE    ADVANCE                                                                                                    VOUCHER

0                              Q1 ADVANCE                                 $      -        -                                                                                                     $      -
0                                                                         $      -              -                                                                                               $      -
0                                                                         $      -                  -                                                                                           $      -
0                                                                         $      -                         -                                                                                    $      -
0                                                                         $      -                                 -                                                                            $      -
0                                                                         $      -                                          -                                                                   $      -
0                                                                         $      -                                                   -                                                          $      -
0                                                                         $      -                                                          -                                                   $      -
0                                                                         $      -                                                                   -                                          $      -
0                                                                         $      -                                                                          -                                   $      -
0                                                                         $      -                                                                              -                               $      -
0                                                                         $      -                                                                                  -                           $      -
0                                                                         $      -                                                                                      -                       $      -
0                                                                         $      -                                                                                          -                   $      -
0                                                                         $      -                                                                                              -               $      -
0                                                                         $      -                                                                                                     -        $      -
0   TOTAL      $        -                                        -        $      -        -     -   -      -       -        -        -      -        -      -   -   -   -   -   -      -        $      -




                    D:\Docstoc\Working\pdf\44ca4127-5d2f-476b-9b71-9622ecff7efd.xls                                                                                                 8/19/2011
                                                                                                                                                                                  2006 ADVANCE PAYMENT WORKSHEET
                                                                                                                                                                          COUNTY STATE ADVANCE LETTER AND ADVANCE PAYMENT
   Yellow = Fill In
                        OMH                     FUNDING         ALLOCATIONS PER               VARIANCE                                                                                                    STATE ADVANCE PAYMENTS                                                                                                                                                       + OWE TO / (OWED BY) GCMH
                                                SOURCE        1/1/2006   1/1/2006                IN            Q1                                                                                                                                                                                                                        CUMULATIVE      CURRENT YR       2005 PY       PRIOR YEAR PRIOR YEAR       2006 PY        CUMULATIVE
FUNDING SOURCE CODE DESCRIPTION                  CODE           SAL    REMITTANCE           ALLOCATIONS     ADVANCE                                                                                                                                                                                                                       VOUCHER         BALANCE        BALANCE          RECOUP     RECOUP #2     BALANCE          BALANCE

LOCAL ASSISTANCE ADULT                            001 A             -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
CSS - APPROVAL LETTER                              014              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
INT CASE MGR ADULT                                034 A             -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
INT CASE MGR CHLDRN                               034 B             -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
ICM SERVICE DOLLARS                               034 C             -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
ICM SERVICE DOLLAR C&Y                            034 E             -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
ONGOING INT SPT EMP SV                             037              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
CCSI                                              046C              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
Prior Year Liability                              122P              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
WESTERN DMO PROJECT                               122W              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
HCRA C&F SCM SRVC DOLLARS                         140M              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
HCRA ADULT SCM MNGRS                              140R              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
HCRA ADULT SCM SRVC DOLLARS                       140T              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
HCRA ADULT C&F SCM MNGRS                          140U              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
HCRA ADULT CM OTHER                               140Y              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
TRANS. MGMT KENDRA'S                              170B              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
KENDRA'S AOT OTHER                                170K              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
WESTERN CARE                                       180              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
WESTERN CARE HCRA                                 180H              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
COMMUNITY REINVESTMENT                             200              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
HOMELESS MENTALLY ILL                              300              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
COMMISS PERFORMANCE                                400              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
Aid to Localities Reductions                       960              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0

QUARTERLY TOTAL                                                         0               0               0              0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0               0               0             0            0            0                 0               0

                                                                                                                                                                                                                                                                                                                                                         Remit vs Cum
CUMULATIVE TOTAL (CALCULATED)                                                                                          0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0               0             -


                      OASAS                     FUNDING         ALLOCATIONS PER               VARIANCE                                                                                                    STATE ADVANCE PAYMENTS                                                                                                                                                       + OWE TO / (OWED BY) GCMH
                                                SOURCE        1/1/2006   1/1/2006                IN            Q1                                                                                                                                                                                                                        CUMULATIVE      CURRENT YR       2005 PY       PRIOR YEAR PRIOR YEAR       2006 PY        CUMULATIVE
FUNDING SOURCE CODE DESCRIPTION                  CODE           SAL    REMITTANCE           ALLOCATIONS     ADVANCE                                                                                                                                                                                                                       VOUCHER         BALANCE        BALANCE          RECOUP     RECOUP #2     BALANCE          BALANCE

LOCAL ASSIST REG STATE                            001 S             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
LOCAL ASSIST REG STATE                            001 F             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
STOP DWI STATE/FEDERAL                            003 F             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
ALC RURAL INITIATIVE                              011 S             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
ALC RURAL INITIATIVE                              011 F             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
CONTINUAL 100% NET DEFICIT                        013 S             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
CONTINUAL 100% NET DEFICIT                        013 F             -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
                                                  026S              -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
                                                  050O              -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!
                                                                    -        #DIV/0!          #DIV/0!        #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!     #DIV/0!       #DIV/0!      #DIV/0!       #DIV/0!       #DIV/0!       #DIV/0!         #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!

QUARTERLY TOTAL                                                         0               0     #DIV/0!                  0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0     #DIV/0!         #DIV/0!                 0            0            0                 0     #DIV/0!

                                                                                                                                                                                                                                                                                                                                                         Remit vs Cum
CUMULATIVE TOTAL (CALCULATED)                                                                                          0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0               0             -


                      OMRDD                     FUNDING         ALLOCATIONS PER               VARIANCE                                                                                                    STATE ADVANCE PAYMENTS                                                                                                                                                       + OWE TO / (OWED BY) GCMH
                                                SOURCE        1/1/2006   1/1/2006                IN            Q1                                                                                                                                                                                                                        CUMULATIVE      CURRENT YR       2005 PY       PRIOR YEAR PRIOR YEAR       2006 PY        CUMULATIVE
FUNDING SOURCE CODE DESCRIPTION                  CODE           SAL    REMITTANCE           ALLOCATIONS     ADVANCE                                                                                                                                                                                                                       VOUCHER         BALANCE        BALANCE          RECOUP     RECOUP #2     BALANCE          BALANCE

LOCAL ASSIST REG STATE                             001              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
CHAPTER 620 REG                                    004              -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0
                                                                    -              -                -              -            -             -             -              -            -             -            -              -           -             -            -            -             -             -             -                    0               0             0            0            0                 0               0

QUARTERLY TOTAL                                                         0               0           -                  0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0               0               0             0            0            0                 0               0

                                                                                                                                                                                                                                                                                                                                                         Remit vs Cum
CUMULATIVE TOTAL (CALCULATED)                                                                                          0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0               0             -

                                                                                                                                                                                                                                                                                                                                                          CY Balance     2005 PY       PY RECOUP    PY RECOUP2     2006 PY         CUM Balance
GRAND TOTAL FOR OMH/OMRDD/OASAS                                         0               0     #DIV/0!                  0             0             0             0             0            0             0             0             0           0             0            0             0             0             0             0     #DIV/0!         #DIV/0!                 0           0            0                  0     #DIV/0!




                      D:\Docstoc\Working\pdf\44ca4127-5d2f-476b-9b71-9622ecff7efd.xls                                                                                                                                                                                                                                                                                                                              8/19/2011

				
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Description: State and Federal Aid Letter document sample