N.M. Admin. Code § 8.2.2.12

Current through Register Vol. 35, No. 21, November 5, 2024

Section 8.2.2.12 - FINANCIAL MANAGEMENT

A. CYFD reviews and approves all institution administrative budgets submitted with the application.

(1) CYFD reviews and approves all budget adjustment requests with adequate justification.

(2) CYFD reviews and approves all changes made to the management plan.

(3) Institutions are responsible for accounting for costs correctly and for maintaining sufficient supporting documentation to demonstrate that costs claimed have been incurred, are allowable to the program and comply with CYFD policies, financial management requirements and with USDA's FNS instruction 796-2, Revision 3 which is distributed to all institutions upon approval to participate in the program.

B. CYFD approves applications and issues start-up payments to eligible institutions, and monitors the use of these payments.

C. CYFD approves applications and issues advance payments to eligible institutions and monitors the use of these payments.

(1) CYFD recovers, from future claims for reimbursement, outstanding start-up and advance payments from institutions which, in CYFD's opinion, are not able to earn these payments.

(2) Institutions, upon CYFD's written approval, may claim reimbursement for the necessary and reasonable costs of ceasing program participation in accordance with USDA's FNS Instruction 796-2, Revision 3, Section VIII(I)(38).

D. Claims for reimbursement are submitted by institutions by the tenth of the month following the month being claimed and report information in accordance with the financial management system established by CYFD.

(1) Each institution certifies that the claim is correct and that records are available to support the claim.

(2) Independent proprietary Title XX centers shall document that not less that 25 percent of enrolled participants were Title XX beneficiaries in the month claimed. Alternatively, the center shall document that it has valid free or reduced price meal applications on file for at least 25 percent of the enrolled children or 25 percent of the licensed capacity, whichever is less. CYFD will review and validate during on site reviews the Title XX documentation or free or reduced meal applications of eligible children claimed to validate the 25 percent requirement.

(3) CYFD shall pay all valid claims within 45 calendar days of receipt. Within 15 calendar days of receipt of any incomplete or incorrect claim which must be revised for payment, CYFD shall notify the institution as to why and how such claim must be revised.

(4) The institution shall retain all records to support the claim for a period of three years after the submission of the final claim for the fiscal year to which they pertain.

(5) All accounts and records pertaining to the program are made available, upon request, to representatives of CYFD, USDA and of the US general accounting office for audit or review.

E. CYFD ensures that payment is not made for meals served to participants attending in excess of the authorized capacity of the institution.

N.M. Admin. Code § 8.2.2.12

8.2.2.12 NMAC - Rp, 8 2.2.12 NMAC, 06-15-09