Important Updates for End of SFY23 Fiscal Period
This content provides crucial information regarding expense reporting deadlines, liquidation period, unspent funds handling, and reconciliation processes for SFY23. Counties must follow specific guidelines to ensure proper expenditure of funds and avoid financial discrepancies.
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Ohio Family & Children First Ohio Family & Children First Fiscal Forum Fiscal Forum June 13, 2023
Agenda Agenda 1. Important End of SFY23 Updates 2. SFY24 Fiscal Timelines 3. FYIs 4. Questions/Open Discussions
Important End of SFY23 Updates June expense reporting Reminder: due 7/10/23 OASCIS users: please double check your pending drop- down box for any unsubmitted expense reporting Delay in processing invoices is possible due to end of fiscal year system shut down (PO counties only) If this is the case, invoices will be processed around July 1st; allow 10-14 business days to receive payment Reminder: OASCIS will not capture a full picture of SFY23 program or expense data Please do not enter program or expense data reported on spreadsheets prior to using OASCIS This will cause duplicative data An internal reconciliation of OASCIS data and spreadsheet data is recommended
Important End of SFY23 Updates Liquidation Period (July 1 August 31) PO & CFIS Counties Allows extra time to review fiscal records to ensure ALL FCFC funding has been spent according to your records. PO Counties: Reimbursement requests received after 8/31/23 will not be processed due to internal State fiscal deadlines CFIS Counties:Unspent money will be collected through the quarterly closeout process. Unspent Funds PO Counties Any unspent advancement funds (OCBF, MSY admin and FCSS GRF) must be returned to ODJFS. Any FCSS reimbursement billing errors found resulting in an overpayment must be returned to ODJFS. Please reach out to me directly via email if your county anticipates leaving unspent funds. Include the following: 1. Funding source (OCBF, MSY admin , FCSS GRF or FCSS Reimbursement) 2. Amount 3. Date our fiscal department can expect payment I will respond with address and coding details to include with your check payment
Important End of SFY23 Updates Unspent Funds CFIS Counties Unspent money will be collected through the quarterly closeout process. CFIS Process: the County Finance Information System reconciles the cash received by the county to the expenses reported, then the appropriate cash amount is either collected back or sent to the county as a result. If an overpayment is found after the quarterly reconciliation process has closed, it can no longer be returned via County Finance. Reach out to me directly for instructions on returning funds to ODJFS fiscal. Please take advantage of the County Finance electronic reconciliation process to avoid sending in paper check.
Important End of SFY23 Updates MSY/PCSA reporting Due 9/30/23 Monthly expenses may be reported in OASCIS Spreadsheet must still be used for annual reporting this year OASCIS functionality for annual reporting coming in the future Website link: https://fcf.ohio.gov/fcfc-resources/fiscal-resources/fiscal-resources OCBF Applications Were due 4/11/23 Still have about ~ 10 outstanding applications I will be reaching out if yours is missing Failure to submit the application will result in your council not receiving OCBF funding for SFY24 Remember: No News is Good News!
SFY24 Fiscal Timelines Subgrant Agreements ~ July /August 2023 1. Currently drafted in our contracts system awaiting budget approval 2. Approved budget make necessary revisions 3. Send through JFS approval channels 4. Email to councils for review and signature 5. Council signature obtained; sent to Director s office for review and signature 6. Subgrant agreement approved 7. Fully signed copy sent to council PO issuance ~ August/September 2023 1. Will request new Purchase Orders to encumber all FCFC issued funding (OCBF, MSY admin, FCSS State and FCSS Federal) 2. Fiscal department will review and approve PO requests 3. POs dispatched (ready for use) Advancement Funding: OCBF, MSY admin and FCSS/GRF ~ August/September 2023 Reimbursements ~ September/October 2023 (July 2023 expense reporting forward) Dates provided are estimates and may vary due to unforeseen circumstances.
FYIs FYIs Key Dates document SFY24 Now available on our website https://fcf.ohio.gov/fcfc-resources/key-dates HFWA Incentives June training session ends 6/16 Once complete, COE will provide OFCF documentation of the counties eligible to receive funds Payment will be issued (amendment agreements complete) OASCIS Expense Reporting New job aids available on our website: https://fcf.ohio.gov/fcfc-resources/oascis/ohio-automated-service-coordination-information-system 1. viewing and submitting monthly case expenses 2. recording a negative case expense record
FYIs FYIs Request of councils Please complete a revenue check of FCSS reimbursements, HFWA training incentive payments (if applicable), Environmental Scan payments (if applicable) to ensure you have received payments. CFIS counties double check your County Finance Information System account for payment info PO counties double check expense report submissions and/or amendment agreements for payments due to you Reach out to me directly with any questions or concerns OFCF Events Page Check out our events page! Scheduled meetings, forums and support offerings. https://fcf.ohio.gov/home/news-and-events/all-events/ Thank you!! Quick response time for returning signed amendment agreements Offshore forms, UEI requests etc.
Next Fiscal Forum Next Fiscal Forum - - 8/8/23 8/8/23 10am 11am Topic suggestions welcome! 2023 Fiscal Forum Dates August 8th October 10th December 12th 10am - 11am 10am - 11am 10am - 11am
Questions/Open Discussion Questions/Open Discussion
