LAW
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Ohio Laws and Rules
The following accounting procedures are necessary for state and local accountability in the reconciliation of federal and state funds.
(A) Quarter-end reporting
(1) The county department of job and family services (CDJFS) is accountable for the PA fund as reconciled each quarter and should review reports and make adjustments and/or corrections prior to the upload of the financial data for the last month of the quarter. The CDJFS has access to system reporting throughout the quarter in order to make ongoing adjustments/corrections.
(2) The Ohio department of job and family services (ODJFS) provides the CDJFS with a preliminary over/under report based on financial data submitted in accordance with rule 5101:9-7-29 of the Administrative Code.
(a) Each quarter’s over/under report is cumulative over the lifetime of the funding source.
(b) The CDJFS is given five business days after receipt of the ODJFS issued preliminary report to review the report for accuracy.
(3) No later than five business days after receipt of the preliminary report, the CDJFS may submit final adjustments and/or revisions for upload into the county finance information system (CFIS).
(a) Once the five-day review period is complete, ODJFS will eliminate reporting access to CFIS in order to finalize quarter close.
(b) The CDJFS shall make any changes that arise after the five-day review period in the current quarter.
(B) Final quarter-end reports
ODJFS will notify the CDJFS when the final quarterly over/under report is available for viewing. The CDJFS shall review the report for accuracy and immediately notify ODJFS of any discrepancies. Any corrections and/or adjustments will be made in the current quarter.
(C) Quarter reconciliation
(1) Refunds and collections are reconciled at the end of each quarter. State funded allocations and federally funded subgrants are reconciled at the end of their period of availability. The period of availability includes the funding period and the liquidation period.
(2) ODJFS may make adjustments as necessary to fully reconcile federal grants and/or state allocations that are being closed.
(a) If reported expenditures and adjustments in all funding sources being closed exceeds cash drawn in all funding sources being closed, ODJFS may issue additional funds on closed grants.
(b) If reported expenditures and adjustments in all funding sources being closed is less than cash drawn in all funding sources being closed, ODJFS may adjust draws in open available grants.
(D) The CDJFS shall retain financial, programmatic, statistical, recipient records, and supporting documents in accordance with the records retention requirements outlined in rule 5101:9-9-21 of the Administrative Code. This documentation may be subject to inspection, monitoring, and audit by ODJFS and the Ohio auditor of state.
Replaces: 5101:9-7-03.1, 5101:9-7-03.2
Effective: 07/01/2011
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 8/24/07, 9/12/09