Skip to Main Content

Office of Mental Health

New York State Consolidated Budget and Claiming Manual Subject: OMRDD Requirements for the Preparation and Submission of State Aid Claims Section: 19
For the Periods:
January 1, 2009 to December 31, 2009
July 1, 2009 to June 30, 2010
Issued: September 9, 2009

View Adobe Acrobat Version | Download Adobe Acrobat Reader

The instructions contained in this section of the Consolidated Budget and Claiming (CBR) Manual describe Local Governmental Unit (LGU) and direct contract service provider responsibilities associated with the preparation and submission of intra-year, mid-year and final State Aid claims to the Office of Mental Retardation and Developmental Disabilities (OMRDD).

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

OMRDD LGU General Instructions

For each fiscal reporting period, LGUs are required to submit two (2) State Aid claim packages to OMRDD. The first is the mid-year claim package that covers the first six (6) months of the fiscal reporting period. The second is the final claim package covering the complete 12 month fiscal reporting period.

Mid-year claims consist of CFR-i schedules and Agency Quarterly Fiscal Summaries (CQR-1s). Final claims consist of the Consolidated Claim Report (CCR). The CCR is comprised of the CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3 of the year-end Consolidated Fiscal Report (CFR).

Instructions for completing CQR-1s are included in this manual. Instructions for completing and submitting CFRSs are described in the Consolidated Fiscal Reporting and Claiming (CFR) Manual. LGUs should ensure that all county operated and not-for-profit service providers complete and submit their CFRSs and associated CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3 claim schedules in accordance with the instructions provided in the CFR Manual issued for the correct fiscal reporting period.

Both of the required LGU claim packages include schedules for the LGU as well as OMRDD funded county operated and not-for profit providers.

“Revised” State aid claims should be submitted in the following instances:

LGUs that do not have any service providers receiving Chapter 620 State Aid should submit, only one (1) State Aid voucher (AC-1171) with the mid-year or final State Aid claim submissions

LGUs that do have service providers receiving Chapter 620 State Aid must submit two (2) State Aid Vouchers, one for Local Assistance funding and one for Chapter 620 funding.

OMRDD reserves the right to reject and return all or part of any State Aid claim package 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 OMRDD.

OMRDD LGUsubmission Requirements

OMRDD currently, requires that LGUs submit paper copies of mid-year and final State Aid claim packages to the following address:

Claims Management Unit
NYS Office of Mental Retardation and Developmental Disabilities
44 Holland Avenue – 3rd Floor
Albany, NY 12229

At their discretion, OMRDD DDSOs and Regional Offices may require that LGUs send them copies of all mid-year and/or final claim packages submitted. Please check with your DDSO or Regional Office representative for more information on their specific policies in this area.

OMRDD LGU Due Dates

LGUs State Aid claims are due for submission by the following dates:

Submission Non-NYC LGUs NYC LGU *
Mid-Year Claim August 15th February 15th
Final Claim May 15st November 15st

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

OMRDD LGU Mid-year Claims

OMRDD mid-year LGUstate Aid claim packages consist of the following documents:

Non-NYC LGUs

NYC DOHMH

To the extent possible, submission of OMRDD mid-year State Aid claims should not be delayed beyond the submission due date because one or more county operated or not-for-profit service providers have not submitted CQR-1s to the LGU. Once received, the delinquent CQR-1s should be submitted as a supplemental State Aid claim.

Instructions for completing State Aid vouchers, CQR-1s, CQR-2s and CQR-3s can be found elsewhere in this manual.

OMRDD LGU Final Claims

OMRDD final LGUstate Aid claim packages consist of the following documents:

Non-NYC LGUs

NYC DOHMH

CCRs for both non-NYC LGUs and the NYC DOHMH consist of the CFR-i, CFR-iii, DMH-2, DMH-2A and DMH-3 schedules of the year-end CFR.

Note: Incomplete final claim packages will not be accepted or processed.

OMRDD Direct Contract Service Provider General Instructions

For each fiscal reporting period, OMRDD direct contract funded service providers are required to submit State Aid claim packages (generally quarterly and final packages).

Quarterly claim packages include a CFR-i schedule and an Agency Quarterly Fiscal Summary (CQR-1) schedule.

The final State Aid claim package covers the complete 12 month fiscal reporting period. Final claims consist of the Consolidated Claim Report (CCR). The CCR is comprised of the CFR-i,CFR-iii, DMH-2, DMH-2A and DMH-3 of the year-end Consolidated Fiscal Report (CFR).

Instructions for completing CQR-1s are included in this manual. Instructions for completing and submitting CFRSs and CCRs are described in the Consolidated Fiscal Reporting and Claiming (CFR) Manual.

“Revised” State Aid claims should be submitted in the following instances:

OMRDD reserves the right to reject and return all or part of any State Aid claim package 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 OMRDD.

OMRDD Direct Contract Service Provider Due Dates

OMRDD direct contract service providers State Aid claims are due for submission by the dates indicated in the payment schedule included in the fully executed contract with OMRDD.
Due dates for OMRDD direct contract service providers funded on a period other than January to December or July to June should submit mid-year, quarterly (if required)and final claims as follows:

Mid-Year Claims: 30 days after the end of the first six months of the twelve month contract period.

Quarterly Claims 30 days after the last day of each three month period of the 12 month contract period.

Final Claims: 120 days after the end of the twelve month contract period.

OMRDD Direct Contract Service Provider Quarterly Claims

Quarterly claims for OMRDD direct contract service providers consist of the following documents:

OMRDD direct contract service providers will prepare quarterly State Aid Vouchers (AC-1171) in accordance with the instructions in this manual and will have it signed by the Executive Director or the designee.

OMRDD Direct Contract Service Provider Final Claims

The OMRDD direct contract service provider final State Aid claim package consists of the following documents:

OMRDD direct contract service providers will prepare a final State Aid Voucher (AC-1171) in accordance with the instructions in this manual and will have it signed by the Executive Director or the designee.

Note: In the event that the CFR has not been completed in time to meet the direct contract submission due date, service providers should not delay in submitting this claim. Instead, preliminary (“estimated”) claim schedules should be submitted by the submission date.

In any instance where preliminary (“estimated”) claim schedules have been submitted, service providers must forward the final claim schedules derived from the completed CFR as soon as they are available. The CFR derived schedules will then be used to replace the preliminary schedules already processed. Late submissions that require an additional State aid payment to the direct contract service provider 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.