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Home My WebLink AboutMHIDDEI-416 Contract Required Reports and Due Dates1 FRANKLIN/FULTON COUNTY MENTAL HEALTH/INTELLECTUAL & DEVELOPMENTAL DISABILITIES/EARLY INTERVENTION 425 Franklin Farm Lane Chambersburg, PA 17202 (717) 264-5387 MH/IDD/EI PROCEDURE STATEMENT PROCEDURE SUBJECT: Contract Required Reports and Due Dates PROCEDURE NUMBER: MHIDDEI-416 Effective Date: January 1, 2004 Date Revised: November 2, 2022 References: MH/IDD/EI Contract INTRODUCTION: Throughout the program (fiscal or calendar) year, providers are responsible for submitting documentation/reports required per their signed contract with MH/IDD/EI. Some reports for a program year are not due until several months into the new program year. However, these reports are still required in order to meet the contract requirements. As per the contract, “In the event PROVIDER fails to provide any and all said required reports to MH/IDD/EI by the dates specified herein, unless specifically granted a prior extension of time for submission by the MH/IDD/EI Administrator, all payments due to PROVIDER from MH/IDD/EI for services rendered under this or subsequent Agreement will be held by COUNTY until such time as PROVIDER submits such reports. Proper notification shall be made to PROVIDER by COUNTY when such items are overdue and before any payments are withheld.” In order to prevent delayed payment, if a provider is unable to meet the deadline for a required submission, it is the provider’s responsibility to notify the Program Specialist in writing of the late submission and to work out a time frame to provide the submission. PROCEDURE: Exhibit A lists all required reports and the date each report is due to the Program Specialist who oversees the contract. While the attached list of reports is intended to be complete, additional reports may be required throughout the year. Since this procedure is inclusive of all programs (MH/IDD/EI), it is understood that there can be exceptions to the list (or a report that may not be required of a provider). Therefore, the attached list includes a “Report Clarification/Exception” column that is designed to assist providers who may be exempt from a report. If a provider is unsure as to whether or not they are required to submit a report, they should contact their Program Specialist and/or Fiscal Officer. 2 1. The Program Specialist responsible for overseeing the provider contract is responsible for reviewing the Provider Report Tracking Sheet on a regular basis and monitoring that providers are remaining in compliance with the designated time line for report submission. The Administrative Assistant will send out an email to the providers reminding them of the report due dates as those dates approach, in addition to the Program Specialist discussing the reports coming due at each provider meetings. If a report is not received by the due date, the Program Specialist will send an email to the provider, giving them one (1) week to turn in the report. If it isn’t received within one (1) week, withholding future payments can be considered until information is received. 2. The providers shall send each required report to the Program Specialist and/or Fiscal Officer that is responsible for that contract. Program staff (or Fiscal Officer if report is indicated to be sent directly to them) will indicate when the report was received on the Provider Report Tracking Sheet. 3. The program related report will be reviewed by the appropriate Program Specialist within a week of receipt to ensure compliance with County and State regulations. For any reports not received electronically, the Program Specialist will then initial and date the report as proof of review and approval/acceptance. 4. For any fiscal reports, the appropriate Fiscal Officer will review the report and make any necessary comparison(s). If there are questions or concerns, a meeting will be held between the Fiscal Officer and Program Specialist. A meeting may also be necessary with the provider to clarify any necessary items/discrepancies. This meeting does not have to occur within the above listed one (1) week time frame but the meeting will be set up within that week. The report will not be signed/approved until this process is complete. 5. All provider reports will then be filed; Fiscal Officers will file fiscal reports and Program Specialists will file program reports. ATTACHMENT: Report Due Dates 3 Report Due Dates Provider Name: _______________________ Fiscal Year: _______________ Due Date Program(s) Report Description Location of Report Report Clarification/Exceptions Nov. 15 MH/IDD Quarterly Report of Expenditures (July- Sept) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. Dec. 31 All Audited Financial Report (for fiscal year ending June 30th) Auditor Generated Refer to Procedure Statement MHIDDEI-412 Audit Requirements Jan. 10 All Audit Engagement/Extension Letter for calendar year ending December 31st Auditor Generated Refer to Procedure Statement MHIDDEI-412 Audit Requirements Jan. 31 All Progress Report on Outcomes in Appendix A Provider Generated Generally not required for contracts with an encumbrance under $50,000 Feb. 15 MH Internal Quality of Service Survey Provider Generated MH/IDD Quarterly Report of Expenditures (Oct- Dec) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. EI Schedule of Revenues / Expenditures (July-Dec) (for non-state-set rates) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. Mar. 31 All Appendix A for upcoming fiscal year Contract Packet Generally the Program Goals and Outcomes are not required for contracts with an encumbrance under $50,000 All Budget packets (to include Budget/Rate Letter, Staff Roster, Unit Assumptions, Budget Narrative for upcoming fiscal year – if appropriate) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. May 15 MH/IDD Quarterly Report of Expenditures (Jan- March) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. June 30 All Audited Financial Report (for calendar year ending 12/31) Auditor Generated Refer to Procedure Statement MHIDDEI-412 Audit Requirements July 10 All Audit Engagement/Extension Letter for FY ending 6/30 Auditor Generated Refer to Procedure Statement MHIDDEI-412 Audit Requirements July 31 All Progress Report on Outcomes in Appendix A Provider Generated Generally not required for contracts with an encumbrance under $50,000 Aug 1 EI Staff Training Logs Provider Generated Refer to Procedure Statement EI-105 Training Requirements Aug. 15 MH/IDD Quarterly Report of Expenditures (April-June) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. EI Schedule of Revenues / Expenditures for FY ending 6/30 (for non-state-set rates) Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. All Property Purchased/Property Leased Report for FY ending 6/30 Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. All Fixed Assets Purchased with MH/IDD/EI Funds for FY ending 6/30 Fiscal Packet Not required from providers whose service is being paid at a "State-set" rate. 15th of each month All Monthly Invoices Provider/ System Generated Refer to Procedure Statement MHIDDEI-406 Reimbursement for County Contracted Services, contract may extend monthly invoice due date beyond the 15th of each month All Employee Debarment and Exclusion Check Reference Medical Assistance Bulletin 99-11-05