The purpose of the Deliverables page is to be able to consolidate FSR’s, Measures, and Other Deliverable Documents (formerly entered on Items Upload) in one single page that will show tracking records for contractually required deliverables.
HHS Contract Managers will create the tracking records with required due dates and that data will interface to CMBHS nightly for provider viewing. At appropriate times, the provider will enter the deliverable,
(FSR, Measure Report, or Other Deliverable Types). Received dates/statuses will be automatically tracked and Deliverable Status updates will be viewable by the provider.
Contracts can only be viewed and submitted from the provider’s administrative (parent) location in CMBHS. Users cannot access Contract Related Buttons, including Deliverables and Items Upload from CMBHS individual service sites/clinic locations. If you are not at the parent location for your organization, use Account Management > Change Location on the Administrative Toolbar to change to the parent location.
If you select an HHSC contract from the Contract List and click the Deliverables button and the Deliverables List page is empty or has missing items, contact your HHSC Contract Manager. The user will not be able to create or upload a deliverable without a tracking record.
Note: For the remainder of the FY25 contracts, deliverables should continue to be loaded to the Items Upload page unless otherwise directed by your HHSC Contract Manager. Beginning FY26, these items will move to the Deliverables page.
Program Measure Reports Tracking Records displayed in the Deliverables List page are created by the HHSC Contract Manager and the Begin and End Dates are already prefilled and non-editable. The data on these reports are defaulted to (0) zeroes. The user may need to manually enter all or part of the data as necessary.
When Measures data is entered by a user and then saved, the report will remain in Draft status until the user changes its status to Submitted and then saved.
Only change the report Status to Submitted, and then Save, when the measures report is complete, and you have confirmed that the information entered is correct. The report is sent to HHSC when the report is saved in Submitted status.
The data in the report cannot be changed after it has been received by HHSC.
CMBHS users can view their Measures Reports even after their HHSC contract has closed.
Business Entity
Program ID
Reporting Period Begin Date (Read-Only)
Reporting Period End Date (Required)
Performed By (Required)
Report Status (Required)
After the user has placed the report in Submitted status and has CLICKED on the Save button, one of these five statuses will display:
Audit Information (Auto-generated by CMBHS)
After the Program Measures Report has been saved, the following Audit Information will show at the bottom of the page.
This information is view only and cannot be changed by the user.
NOTE: If a Program Measure record was rejected due to some discrepancies with the data entered, you must create a new Program Measure record by selecting the Rejected record and then click on the Copy button. This will create a new record, with the same begin and end date and the exact data entered on the rejected record. The user can modify the data entered and will be able to select a report status and save the record.
Financial Status Report Tracking Records displayed in the Deliverables List page are created by the HHSC Contract Manager and the Begin and End Dates are already prefilled and non-editable.
When a new FSR is created, it is in Draft status and will remain in Draft status until the user submits the FSR.
FSRs can only be edited or deleted while in Draft or Submitted status. The Edit/Delete buttons on the FSR page are only displayed until the submitted record has been received by HHSC.
FSRs must be submitted in chronological order. That means the oldest, most overdue FSR must be submitted before a newer, less overdue FSR can be submitted. You cannot skip a month and come back to it later. FSRs can only be submitted after the FSR for the prior period is in Approved or Rejected status. CMBHS will not allow submission of an FSR while a previously submitted FSR is in any other status.
Example: The business entity, West Bank Sobriety Services, has not submitted a Financial Status Report (FSR) for three months, September, October, and November of 2018. The business manager, Mr. John Money, is now ready to correct the situation. The oldest most overdue FSR must be submitted first, so Mr. Money completes and submits the FSR for September 2018 first. Only after he has received a response from HHSC that the September to November 2018 FSR has been accepted (FSR status has changed to Approved), does Mr. Money complete and submit the second oldest FSR to HHSC. Mr. Money continues to proceed in this manner with each of the overdue FSRs. Mr. Money strives to do better in the future so that his FSRs are submitted in a timely manner.
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NOTE: If an FSR record was rejected due to some discrepancies with the data entered, you must create a new FSR record by selecting the Rejected record and then click on the Copy button. This will create a new record, with the same begin and end date and the exact data entered on the rejected record. The user can modify the data entered and will be able to select a report status and save the record. |
Contract ID
Financial Status Report Number
Basis
This field defaults to the answer that was selected for the previous FSR, if one exists. So, if your organization has already submitted an FSR for this contract for this fiscal year, CMBHS will auto-fill the next FSR for this contract for this fiscal year with the same information as on the earlier FSR.
If this is the first FSR for this Contract, for this fiscal year, this field will be blank.
Use the dropdown list to select the accounting Basis used by your agency to explain the expenses relating to the contract attachment.
The answer choices are:
Payee Account Number (Optional)
The Payee Account Number is a reference number assigned by your organization (the contractor) for your internal use.
Status of the Financial Status Report
This field refers to the status of the FSR before and after it has been submitted to HHSC.
Contract Begin Date and End Date
Report (FSR) Begin Date and Report (FSR) End Date
These dates describe the period covered by the FSR; the Begin Date and End Date will automatically be filled in CMBHS.
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NOTE: If an FSR record was rejected due to some discrepancies with the data entered, you must create a new FSR record by selecting the Rejected record and then click on the Copy button. This will create a new record, with the same begin and end date and the exact data entered on the rejected record. The user can modify the data entered and will be able to select a report status and save the record. |
Period Covered in Report (FSR)
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NOTE: When submitting the final FSR for an HHSC contract, be sure that all expenses have been recorded in the general ledger and reported. Typically, under the terms of the contract, the contractor has up to 60 days to submit the final FSR. Please check your HHSC contract to confirm the time-period and contact your HHSC Contract Manager if you have any questions. |
Status Date
Standards Budget Categories
a. Personnel – document the direct charges for personnel (employees).
b. Fringe Benefits – enter the direct charges for fringe benefits for those personnel (employees).
c. Travel – enter the direct charges for travel.
d. Equipment – document the direct charges for equipment.
e. Supplies – enter the direct charges for supplies.
f. Contractual – document contractually required expenditures here.
g. Other – document the direct charges for other purposes not listed.
h. Total Direct Charges – add all the direct charges together and document in this field.
i. Indirect Charges – document the indirect charges in this field.
j. Total Charges – document the total charges in this field.
Approved Budget
This Period Project Costs
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NOTE: The match expenditures and/or value must be included if the HHSC Contract Attachment has a mandatory match requirement that will be satisfied by cash match and/or in-kind match that will be satisfied by the value of any third-party in-kind contributions. |
Cumulative Project Costs
Remaining Budget Balance
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NOTE: The amount of program income and non-HHSC funding reported on the FSR is applied to any negative balance(s) to determine the actual remaining budget balance. These fields are calculated and read only. |
Program Income Collected
Enter the amount of HHSC’s share of program income (PI) collected during the period reported. The sum of the program income deducted from the reimbursement vouchers for the reported period should equal this amount.
Non-HHSC Funding
If activities for this HHSC Contract Attachment are partially funded by non-HHSC sources (i.e., from other Federal/state sources or with local funds) and all costs of the program activities are reflected in the FSR, enter the amount of non-HHSC funding applicable to the current FSR reporting period. This includes cash match. Cash match is defined as an expenditure of cash by the contractor on allowable costs of the HHSC Contract Attachment that are borne by the contractor.
In-kind Match
This is the value of supplies, labor, or other items or services received from non-HHSC sources. If the activities for this program attachment are partially funded by non-cash contributions by a third party and all costs of the program activities are reflected in the FSR, enter the amount applicable to the current FSR reporting period. In-kind match is defined as the dollar value of non-cash contributions by a third party. Contributions may be given in goods, commodities, or services that are utilized in activities that benefit an HHSC Program Attachment project. The contributions must be made by non-federal third parties without charge to the contractor.
Total Reimbursement Requested: Displays the sum (net) of vouchers submitted to HHSC for the reporting period in column iii and sum (net) of all reimbursements that were submitted in column iv.
Advance
These fields are all calculated by CMBHS and are Read Only.
After completion of the required data fields, the user must complete the Certification Documentation described below. By completing the certification information, and Submitting the FSR to HHSC, the user is certifying that the following statement is true:
”I certify to the best of my knowledge and belief that this report is correct and complete and that all outlays and un-liquidated obligations are for the purposes set forth in the award documents.”
As Certifier of the FSR, if you have any questions about this statement or the information that has been entered into the FSR, do not put the document in Submitted status until your questions are answered. Discuss the situation with the person at your agency designated to assist you with matters such as this before you submit the document to HHSC.
The Certification Statement requires the following information to be entered.
Certified By (Required)
First and Last Names are required. Enter the names into the text box.
Title (Required)
TYPE in the title of the person certifying the information submitted in the FSR.
Phone Number and Extension (Not Required)
Although this field is not required in CMBHS, we highly recommend that you enter a phone number so HHSC staff can contact the person who certified the FSR if necessary.
TYPE in the Phone Number and Extension of the person certifying the information submitted in the FSR. TYPE in the 10 numbers and CMBHS will format the phone number.
Prepared By (Required)
A Preparer is someone, other than the Certifier, who actually provided the numbers and calculations for the FSR. Both the First and Last Names are required.
TYPE the names into the text box provided.
Title (Required)
TYPE in the Title of the person who prepared the FSR.
Phone Number and Extension (Not Required)
Although this field is not required, we highly recommend that you enter a phone number so HHSC staff can contact the person who prepared the FSR if a problem is identified.
TYPE in the phone number and extension of the person who prepared the FSR. TYPE in the 10 numbers and CMBHS will format the phone number.
Comments (Not Required)
The user may TYPE in any additional information about the FSR in the Comments box.
The Comments text box is limited to 200 characters.
After the document has been Saved or Submitted, the following Audit Information will show at the bottom of the page.
This information is view only and cannot be changed by the user.
When you open the FSR page, it is automatically defaulted in Draft status. When a document has been completed but have not been saved, if you CLICK on the Cancel button, the page will close, and all data is permanently deleted. The user receives a message warning them that data will be lost.
The Cancel button only deletes all information if you have not yet CLICKED on the Save button. Once you hit the Save button, then the document and the data entered is saved in Draft status.
To view an already submitted Financial Status Report, the user must go to the List of Contracts in CMBHS. Use the Administrative Toolbar at the top of the page, hover your cursor over Business Office, and then CLICK on Contracts.
CMBHS displays Contracts for a provider based on USAS Vendor ID. Your business entity’s Vendor ID was entered into CMBHS during the initial set up process.
From the List of Contracts, select the appropriate contract by CLICKING anywhere in the row of the Contract you wish to select.
Then CLICK on the Deliverables button at the bottom of the list. All FSRs created for this Contract will display.
If your FSR is rejected by HHSC, you will need to resubmit a corrected FSR to HHSC. To facilitate the process, CMBHS has a Copy button that allows you to make a duplicate of the rejected FSR. You can make the needed corrections to the copied FSR and then submit the FSR again.
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NOTE: If an FSR record was rejected due to some discrepancies with the data entered, you must create a new FSR record by selecting the Rejected record and then click on the Copy button. This will create a new record, with the same begin and end date and the exact data entered on the rejected record. The user can modify the data entered and will be able to select a report status and save the record. |
Upload Deliverable Documents allows the user to create item records and to upload/map the deliverable related documents. The current deliverable approval status can also be found. Prime parties involved in the process are HHSC Providers, HHSC Program Staff, and HHSC Contract Managers. HHSC Providers are asked to upload deliverable related documents, such as Annual and Quarterly reports, in CMBHS. HHSC Program Staff and Contract Managers approve/reject items and associated attachments based on the Deliverable Type associated with the deliverable.
The status of the Upload Deliverable Document submission and approval process can be followed based on the status currently selected:
How to access the screen: Login to the CMBHS application to the Provider level> Select Business Office> Contracts> Select one of the contracts and click on ‘Deliverables’ button.
On View Deliverables page, system shows the following fields in the header as Read Only:
On Deliverables page, the system will display 3 control buttons ‘New’, ‘View’, and ‘Copy’.
Upload Deliverable Document record Data Fields.
When the user selects an Upload Deliverable Document record from the Deliverables page and clicks on ‘New’ button, the system will open the record with the following fields.
Business Rules
On the ‘Upload Deliverable Document’ page the system would display following fields.
Type (Read Only)
Description (Read Only)
Begin and End Date (Read Only)
Comments (Optional)
Status (Drop-Down)
DSHS Comments (Optional)
Approval Details (Optional)
Table Grid to display uploaded attachments.
Status History (Read Only)
Audit Information
The system will create an audit information on the ‘Upload Deliverable Document’ page. The section would display following fields:
To Add Attachments to the Upload Deliverable Document
On ‘Attachments’ screen
Delete