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Office of Mental Health

New York State Consolidated Budget and Claiming Manual Subject: OMH Requirements for the Preparation and Submission of State Aid Claims Section: 18
For the Periods:
January 1, 2009 to December 31, 2009
July 1, 2009 to June 30, 2010
Issued: September 9, 2009

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The instructions contained in this section of the Consolidated Budget and Claiming Report. (CBR) Manual describe Local Governmental Unit (LGU) and direct contract service provider responsibilities associated with the preparation and submission of final State Aid claims to the Office of Mental Health (OMH).

Note: OMH does not require the submission of intra-year (mid-year or quarterly) State Aid claims. Only the final year end claim is required for submission.

The specific instructions provided are broken into two main (2) sections:

OMH LGU General Instructions

For each fiscal reporting period, LGUs are required to ensure that all county operated and not-for-profit service providers funded and/or certified to provide mental health services in the county prepare a final Consolidated Claim Report (CCR). The CCR for OMH consists of the DMH-2 and DMH-3 claiming schedules included in each service provider's completed Consolidated Fiscal Report (CFR).

Instructions for completing and submitting CFRSs are described in the CFR Manual. LGUs should ensure that all county operated and not-for-profit service providers complete and submit their CFRSs and associated DMH-2 and DMH-3 claim schedules in accordance with the instructions provided in the CFR Manual issued for the correct fiscal reporting period.

For each fiscal reporting period, LGUs are required to ensure that all county operated and not-for-profit service providers funded and/or certified to provide mental health services in the county have used approved Consolidated Fiscal Reporting System (CFRS) software to complete and electronically submit their CCRs. Please see section 4.0 of this manual and Section 5.0 of the CFR Manual for more information regarding CFRS software.

For each fiscal reporting period, LGUs are required to ensure that all county operated and not-for-profit service providers funded and/or certified to provide mental health services in the county electronically submit “Revised” CCRs to correct erroneous claim schedules that have already been submitted to OMH.

OMH reserves the right to reject any CCR that does not comply with the procedures and policies outlined in this manual and/or any other expressed instructions, policies and/or procedures set forth by OMH.

OMH LGUsubmission Requirements

OMH does not require the paper submission of a final claim package. LGUs are required to access, review and sign-off on county operated and not-for-profit service providers' CCRs using the OMH Aid to Localities Financial System (ALFS). Instructions for this process are included in Aid to Localities Spending Plan Guidelines and the ALFS Users Manual.

OMH LGU Due Dates

LGUs should ensure that county operated and not-for-profit service providers have electronically submitted their CCRs by the following dates:

  Non-NYC LGUs NYC LGU *
Without 30 Day Extension May 1st November 1st
With 30 Day Extension June 1st December 1st

* The NYC LGU is the NYC Department of Health and Mental Hygiene (NYC DOHMH)

LGUs are required to have reviewed and electronically signed-off on all county operated and not-for-profit service providers' CCRs by the following dates:

  Non-NYC LGUs NYC LGU *
Without 30 Day Extension May 15st November 15st
With 30 Day Extension June 15st December 15st

* The NYC LGU is the NYC Department of Health and Mental Hygiene (NYC DOHMH)

Late submissions that require an additional State aid payment to the LGU may not be honored or processed given State appropriation lapse deadlines.

OMH Direct Contract Service Provider General Instructions

For each fiscal reporting period, OMH direct contract funded service providers are required to prepare a final Consolidated Claim Report (CCR). The CCR for OMH consists of the DMH-2 and DMH-3 claiming schedules included in the service provider's completed Consolidated Fiscal Report (CFR).

Instructions for completing and submitting CFRSs are described in the CFR Manual. Service providers should ensure that their CFRSs and associated DMH-2 and DMH-3 claim schedules are prepared in accordance with the instructions provided in the CFR Manual issued for the correct fiscal reporting period.

For each fiscal reporting period, service providers are required to use approved Consolidated Fiscal Reporting System (CFRS) software to complete and electronically submit their CCRs. Please see section 4.0 of this manual and Section 5.0 of the CFR Manual for more information regarding CFRS software.

For each fiscal reporting period, service providers are required to electronically submit “Revised” CCRs to correct erroneous claim schedules that have already been submitted to OMH.

OMH reserves the right to reject any CCR that does not comply with the procedures and policies outlined in this manual and/or any other expressed instructions, policies and/or procedures set forth by OMH.

OMH Direct Contract Service Provider Due Dates

OMH direct contract service providers are required to have electronically submitted their CCRs by the following dates:

  Non-NYC Service Providers NYC Service Providers
Without 30 Day Extension May 1st November 1st
With 30 Day Extension June 1st December 1st

Due dates for OMH direct contract service providers funded on a period other than January to December or July to June should submit CCRs as follows:

Without 30 Day Extension 120 days after the end of the twelve month contract period
With 30 Day Extension 150 days after the end of the twelve month contract period

Late submissions that require an additional State aid payment to the LGU may not be honored or processed given State appropriation lapse deadlines.

Comments or questions about the information on this page can be directed to the Community Budget & Financial Management (CBFM) Group.