________________________________________________________________________________________
July 2021
Dear Fiscal
Officer:
The
Consolidated Fiscal Reporting and Claiming
Manual (CFR Manual) and forms for the July 1, 2020 to June 30, 2021 reporting period are now
available. A summary of notable changes and State Agency specific information
can be found on page two of this letter.
Other essential CFR information follows on subsequent pages.
Acquisition of CFR
Manuals and Forms
CFR
Manuals and forms are available for download from the CFR Manual Home Page as
follows:
Manual - https://www.oms.nysed.gov/rsu/Manuals_Forms/Manuals/CFRManual/home.html
Forms - https://www.oms.nysed.gov/rsu/Manuals_Forms/Forms/CFR/home.html
Consolidated Fiscal
Reporting System (CFRS) Software
All
service providers are required to use the CFRS software approved by the CFR
Interagency Committee to create an appropriate CFR submission. Approved CFRS software can also be used to
create Consolidated Budget Reports (CBRs) and intra-year State Aid claims
(CQRs) for the 2020/2021 reporting period.
The New
York State Office of Mental Health is the sole vendor for the 2020/2021 reporting period.
Once
the NYS issued CFRS software is approved, it will be available for download on
the CFRS Home Page: https://apps.omh.ny.gov/omhweb/cfrsweb/default.asp. As of this date, software approval has not yet
been issued for the 2020/2021 reporting period.
Service
providers should sign up for the CFRS Mailing List at https://apps.omh.ny.gov/omhweb/listserv/cfr.htm to be notified when the software is
approved and available for download, of software issues and their solutions,
and when software patches are released.
For
assistance with the CFRS software, please refer to the Table of Contents on the
CFRS Home Page or the CFRS Software Online HELP function. If further assistance
is required, contact the Help Desk at 1-800-HELPNYS (1-800-435-7697) and select
option #2, or email the Help Desk at healthhelp@its.ny.gov.
If outside of New York State, please call 1-518-474-5554. Help Desk hours are 8:00 am to 5:00 pm, Monday
through Friday. The certifying/funding
State Agencies may also be of assistance (see pages 8.8 through 8.9 of the CFR
Manual for the related telephone numbers).
2020/2021 CFR Due
Date(s) and Requests for Extensions
https://www.oms.nysed.gov/rsu/Manuals_Forms/Manuals/CFRManual/home.html.
For OASAS, OPWDD,
DOH or OCFS filers, the due date for the 2020/2021 CFR is December 1, 2021. There are no extensions available for OASAS,
OPWDD, DOH or OCFS filers.
Significant Changes in
the CFR Manual, Software and/or Forms
Ÿ The guidance in Sections 10.0, 11.0 and
12.0 was updated to reflect that schedules CFR-i, CFR-ii/CFR-iiA, CFR-iii and CFR-iv may now be
electronically signed.
·
Section
2.0 (Submission Requirements) of the CFR Manual was updated as follows:
Ø
SED
submission requirements were revised for service providers submitting Full
CFRs.
Ø
The
Combination Matrix and OMH Only Matrix were revised to include Article 31 hospitals.
Ø
The
general CFR submission requirements were revised for certification schedules
with an electronic signature.
Ÿ
Section
7.0 (Methods of Accounting) of the CFR Manual was updated as follows:
Ø
Reporting
guidance was added for the SUPP-1 schedule.
·
Section
8.0 (General Instructions) of the CFR Manual was updated as follows:
Ø
The FAQ relating to bad debt expense was
updated.
Ø
An FAQ was added relating to Paycheck Protection Program (PPP) loan
forgiveness.
Ÿ
Section
10.0 (CFR-i) of the CFR Manual was updated as follows:
Ø
Submission
requirements for certification schedule CFR-i were updated.
Ÿ
Section
11.0 (CFR-ii/CFR-iiA) of the CFR Manual was updated
as follows:
Ø
Submission
requirements for certification schedules CFR-ii/CFR-iiA
were updated.
Ÿ
Section
12.0 (CFR-iii/CFR-iv) of the CFR Manual was updated as follows:
Ø
Submission
requirements for certification schedule CFR-iii were updated.
Ø
Submission
requirements for certification schedule CFR-iv were updated.
·
Section
22.0 (DMH-2) of the CFR Manual and Schedule DMH-2 were updated as follows:
Ø
Line
6 - Vacation Leave Accruals: The line
instructions were updated.
·
Section
33B (COVID-19) of the CFR Manual and Schedule COVID-19 were updated to
differentiate between the Payroll Protection Program (PPP) first and second
draw loans. In addition, updates were made to reflect
that only Amount Paid can be entered on the Personal Services section of Schedule
COVID-19.
·
Section
33C (COVID-19S) of the CFR Manual and Schedule COVID-19S were updated to
differentiate between the Payroll Protection Program (PPP) first and second
draw loans.
·
Section 34.0 (Appendix A) of the CFR Manual has been
updated to include a definition of the term ‘Signature (Signed)’.
·
Section 44.0 (Appendix K) of the CFR Manual has been
updated to remove
references to OMB Circular A-87 and include new guidance issued under: 2 CFR
200 – Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, Appendix V -
State/Local Governmentwide Central Service Cost Allocation Plans.
Instructions for OASAS Funded and/or
Certified Service Providers
1.
In
Section 21.0 (Introduction to DMH
Consolidated Claiming) of the CFR Manual, OASAS reporting guidance was updated.
2.
In
Section 22.0 (DMH-2) of the CFR Manual, OASAS reporting guidance was updated stating
that in the case of a Dual filer, (one who is required to submit an additional Mini-Abbreviated
CFR using the reporting period specified by the county or direct contract), OASAS
reserves the right to require an uncertified Full CFR in lieu of the additional
Mini-Abbreviated CFR.
3.
In
Section 23.0 (DMH-3) of the CFR Manual, OASAS reporting guidance was updated.
4.
In
Section 59.0 (In-Contract vs. Out-of-Contract (DMH)) of the CFR Manual, OASAS
reporting guidance was updated stating that a
provider that receives State Aid funding for any OASAS program must report all
programs operated (funded or not) on the Claiming Schedules (DMH-2 and DMH-3).
Further, if the provider does not operate any State Aid funded programs, they
are not required to complete the Claiming schedules.
Instructions for OMH Funded and/or
Certified Service Providers
1.
In
Section 2.0 (Submission Requirements) of the CFR manual, OMH’s reporting
guidance was updated to add OMH’s acceptance of PDF certification and attestation
schedules through email.
2.
In
Section 22.0 (DMH-2) of the CFR Manual, OMH reporting guidance was updated. A program that does not receive Aid to
Localities funding and is reported on the DMH-2 schedule should select “local”
for the contract type and use “NonFund” for the
contract number.
3.
In
Section 23.0 (DMH-3) of the CFR Manual, OMH reporting guidance was updated. A
program that does not receive Aid to Localities funding and is reported on the
DMH-3 schedule should select “local” for the contract type and use “NonFund” for the contract number.
4.
In
Section 39.0 (Appendix F):
·
The
following OMH program codes were added:
Ø 5010 – OnTrackNY Coordinated Specialty Care First Episode
Psychosis Program
·
The
following OMH program codes were deleted:
Ø 6050 – Supported Housing Rental
Assistance
Ø 2980 –
RTF/HCBS Service Dollars
·
The
following OMH programs have had program titles, descriptions and/or units of
service modified:
Ø 6060 – Supported
Housing
Instructions for OPWDD Funded and/or
Certified Service Providers
1.
OPWDD providers must use CFR@opwdd.ny.gov when submitting communications to
the CFR Processing Unit. The CFR
Processing Unit has discontinued use of the rate.setting@opwdd.ny.gov mailbox.
2.
In
Section 40.0 (Appendix G):
·
The
following OPWDD programs have had program titles, descriptions and/or units of
service modified:
Ø
0237 – HCBS Hourly Community Habilitation Service
Ø
0257 – HCBS Group Community Habilitation- Residential
Service
Instructions
for OPWDD Funded and/or Certified Service Providers - continued
·
The
following OPWDD program codes were deleted:
Ø 1221 – Care at Home – Case Management Services
Ø 1222 – Care at Home – Respite Services
Ø 1223 – Care at Home – Environmental Modifications
Ø 1224 – Care at Home – Assistive Technologies – Adaptive Devices
3. In Section
47.0 (Appendix N):
·
The
following OPWDD only funding source code was revised:
Ø 192 DSP –
(OPWDD Only)
Instructions for DOH Funded and/or
Certified Service Providers
Refer to Section 1.0
(Introduction) and Section 2.0 (Submission Requirements) of the CFR Manual for
guidance on DOH CFR submission requirements.
Refer to Appendix HH
for a list of DOH Child & Youth HCBS Consolidated Waiver and Palliative
Care program codes and related descriptions.
Instructions for OCFS Funded and/or
Certified Service Providers
Refer
to Section 1.0 (Introduction) and Section 2.0 (Submission Requirements) of the
CFR Manual for guidance on OCFS CFR submission requirements.
Refer
to Appendix II for a list of OCFS Children & Family
Treatment & Support Services program codes and related descriptions.
Submission of the CFR Document
Service
providers are required to submit their completed 2020/2021 CFR via the Internet
at https://apps.omh.ny.gov/omhweb/cfrsweb/default.asp. The
CFR information received is distributed to the appropriate State Agency(ies) on a daily basis.
Submission of CFR
Certification Pages
Certification
schedules may now be electronically signed.
An attestation will be required during the certification upload process
to ensure that only the authorized individuals have signed the appropriate
certification pages.
Schedule
CFR-i is required for every CFR submission type. To determine if Schedules CFR-ii, CFR-iiA, CFR-iii and CFR-iv are required, refer to Sections
2.0, 11.0, and 12.0 of the CFR Manual.
Signed
and dated certification schedules for any CFR submission type, for any filing
period, should be submitted through the OMH CFRS Upload page at: https://apps.omh.ny.gov/omhweb/cfrsweb/cfrsupload/.
The submitted files are distributed to the appropriate State Agency(ies)
on a daily basis.
DOH and OCFS require that signed
certification schedules CFR-i, CFR-ii/CFR-iiA,
and CFR-iv be uploaded. These agencies do not accept copies of the signed
certification schedules via mail or email.
Submission of CFR
Certification Pages - continued
OASAS,
OMH, OPWDD and SED will accept copies of the signed certification schedules via
email. Refer to pages 2.12 through 2.14
of the CFR Manual for information regarding the specific requirements of each
NYS agency accepting email copies of the signed certification schedules.
If
mailing your agency’s CFR certification schedules, refer to page 2.15 of the
CFR Manual for CFR Unit mailing addresses.
Verify that the Document Control Number (DCN) of your agency’s internet
submission matches the DCN that appears on the paper certification schedules
mailed to each funding State Agency.
Sending paper copies to the Local Governmental Unit (LGU) or the OMH
Field Office does not fulfill the signed and dated certification schedule
submission requirement.
Submission of Final
State Aid Claim Schedules for OASAS
OASAS
requires all service providers to prepare State Aid claim schedules using
approved Consolidated Fiscal Reporting System (CFRS) software and to file those
schedules electronically via the Internet.
Service
providers receiving State Aid through a direct contract with OASAS are required
to email electronic copies of CFR Schedules CFR-i and CFR-iii to the Bureau of Provider
Monitoring and Funding in Albany at: APStAid@oasas.ny.gov.
Service
providers receiving State Aid through a local contract with a county Local
Governmental Unit (LGU) should contact the county for their specific county
submission requirements.
LGUs
are required to email electronic copies of the CFR-i, CFR-iii, and DMH-2
schedules for each service provider funded through a local contract to the
Bureau of Provider Monitoring and Funding in Albany at: APStAid@oasas.ny.gov.
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 must submit the required claim schedules via the
Internet. Service providers receiving
State Aid through a local county contract should contact the county for
additional county specific submission requirements. Paper copies of the claim schedules should
not be sent to the OMH Contract and Claims Unit in Albany or any of the OMH
Field Offices.
Submission of Final State Aid Claim
Schedules for OPWDD
Service
providers receiving State Aid through a direct contract with OPWDD are required
to submit a paper copy of the entire CFR along with an original signature State
Aid Voucher (AC-1171) to the OPWDD New York City Regional Office (NYCRO) or CFR
Schedules CFR-i, CFR-iii, DMH-2 and DMH-3 to the appropriate geographic office
of the DDRO, 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 OPWDD - continued
Counties
are required to submit paper copies of the following materials to the OPWDD
Claims Unit in Albany:
·
An
original signature State Aid Voucher (AC-3253S)
·
A
completed NYC Fiscal Summary (CQR-2)
·
CFR-i,
CFR-iii, DMH-2, and DMH-3 Schedules for each service provider funded through a
local contract.
If
you have any questions or concerns regarding the CFR or the contents of this
letter, please contact the appropriate State Agency listed on page 8.8 through
8.9 of the CFR Manual or refer to the CFR Resources listed on page 8.10 of the
CFR Manual.
Sincerely,
Kenneth Glindmyer
Kenneth Glindmyer
(OPWDD)
Chairperson
CFR Interagency Committee
cc: Michelle
Chilinski (OMH)
Jack
Pitera (DOH)
Karen
Williams (OCFS)
John
Mackey (SED)
Paul
Green (OASAS)
|
NYS Office of Mental Health (OMH) 44 Holland Avenue, 7th Floor Albany, NY 12229-0001 CBFM CFR Unit: (518) 473-3572 CBFM Group: (518) 473-7885 E-Mail: CFR@OMH.NY.GOV Homepage: https://www.omh.ny.gov |
NYS Office for People With Developmental Disabilities
(OPWDD) 44 Holland Avenue, 4th Floor Albany, NY 12229-0001 CFR Processing Unit: (518) 402-4275 E-Mail: CFR@OPWDD.NY.GOV Claims: (518) 402-4321 Homepage: https://www.opwdd.ny.gov |
NYS Office of Addiction Services and Supports 1450 Western Avenue Albany, NY 12203-3526 CFR Unit: (518) 457-3601 Financial Management: (518) 457-5553 E-Mail: CFRS@OASAS.NY.GOV Homepage: https://www.oasas.ny.gov |
|
NYS Education Department (SED) Rate Setting Unit Room 302 Education Building 89 Washington Avenue Albany, NY 12234 (518) 474-3227 E-Mail: RATEWEB@NYSED.GOV Homepage: https://www.oms.nysed.gov/rsu |
NYS Department of Health (DOH) Division of Finance & Rate Setting One Commerce Plaza, Room 1430 99 Washington Avenue Albany, NY 12210 E-Mail: MHRS@HEALTH.NY.GOV Homepage: https://www.health.ny.gov |
NYS Office of Children and Family Services (OCFS) c/o NYS Office of Mental Health (OMH) 44 Holland Avenue, 7th Floor Albany, NY 12229-0001 CBFM - CFR Unit: (518) 473-3572 E-Mail: CFR@OMH.NY.GOV Homepage: https://www.omh.ny.gov |