Financial Status Report

FINANCIAL STATUS REPORTS (FSR)

The Texas Department of State health Services (DSHS) requires certain contractors to enter Financial Status Reports (FSR) into Clinical Management for Behavioral Health Services (CMBHS) system. These Help instructions provide information needed to create, submit, and manage financial status reports for cost reimbursement and deliverable contracts.

The Financial Status Reports List page is FSR078 where a list of FRSs that you have created is displayed and the Financial Status Report page, FSR077, where an FSR is documented.

Before You Start

• In order to access the FSR function in CMBHS, the business entity must have an executed cost reimbursement and/or deliverable contract with DSHS. Cost reimbursement and deliverable contracts are the only DSHS Contract types that require the submission of FSRs.
• To Create an FSR, the Contract you select must be an active DSHS Contract.
• The CMBHS user must be assigned a role that permits him/her to access the Contract and FSR function in CMBHS.

Business Rules for Financial Status Reports

• Contracts and FSRs can only be viewed and submitted from the provider’s administrative (parent) location in CMBHS. Users cannot access FSRs 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 at the top of every page of CMBHS to go to the parent location.
• 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 button on the FSR page shows up until the DSHS Source Program receives it. After the DSHS Source has received the FSR, the user can no longer edit the document.
• FSRs must be submitted in chronological order. That means the oldest, most over-due FSR must be submitted before a newer, less overdue FSR can be submitted. You can not skip a month and come back to it later. FSRs can only be submitted after the FSR for the prior period has been Approved or Rejected. CMBHS will not allow submission of an FSR while a previously submitted FSR is in either Submitted or In-Process status. For an example see below. For an example of how the business rule to have FSR in order Example: The business entity, West Bank Sobriety Services, has not submitted a Financial Status Report (FSR) for 3 months, January, February or March of 2010. 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 January 2010 first. Only after he has received a response from DSHS that the January 2010 FSR has been accepted, (the FSR status changes to Approved) does Mr. Money complete and submit the second oldest FSR to DSHS. 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.CLICK HERE
• If an FSR is rejected by DSHS, the user uses the Copy function to create a duplicate FRS, corrects the error(s) in the duplicate and resubmits it. The rejected FSR remains on the List.
  • NOTE: If your FSR was rejected due to a Report Begin or End Date issue, you must create a new FSR rather than use the Copy button. If you use the Copy button on an FSR that has been rejected for a Report Begin or End Date issue, the Report Dates will be copied from the rejected FSR and cannot be edited.
• CMBHS users can continue to view their FSRs even after the DSHS contract is closed and in Inactive status.

 

How to Create a Financial Status Report

• To create a FSR, the user must go to the List of Contracts in CMBHS. To get there, go to the Administrative Toolbar at the top of the page, HOVER over Business Office and CLICK on Contracts when it displays.
• From the List of Contracts, select the appropriate contract by CLICKING anywhere in the row of the Contract you wish to select. After selecting the Contract, CLICK on the Financial Status Report button at the bottom of the list.
• The Financial Status Report List page (FSR078) will display. This page displays a list of existing financial status reports and an option to add/create a new financial status report.
• Select a new FSR for the appropriate date.
• Document the End Dates.
• Enter the dollar amounts.
• CMBHS calculates the Cumulative and Remaining Budget Balance columns’ amounts.
• Confirm that the information entered is correct, and CLICK on the Save button.
• CMBHS sets the Document status to Draft and inserts the current date in the Status Date Field when this status changes.Whenever the status changes, the Status Date is also changed by CMBHS.
• CMBHS will display a message telling the user that the record has been Saved but has not yet been Submittedto DSHS. The user can Submit the FSR to DSHS whenever it is complete.

Financial Status Report Data Fields

1. Contract Information Section

Contract ID

• This data field is automatically filled in with the Contract ID number for the contract the user selected by highlighting prior to CLICKING on the FSR button. This field is read only.
• The Contract ID is the number stated in the contract (four digit fiscal year followed by the base contract number).

Financial Status Report Number

• This number is assigned by CMBHS and displays after the FSR has been submitted by the user.

Basis

• This field defaults to the answer choice on the previously created FSR, if one exists. If it is the first FSR for this Contract, it will be blank. If there is an existing FRS, it will be auto-filled with the same information as on the previous FSR.
  • Use the drop-down box to select the accounting Basis used by your agency to explain the expenses relating to the contract attachment, if needed.
  • The answer choices are:
    • Cash
    • Accrual

Payee Account Number (Not Required)

• The Payee Account Number is a reference number assigned by the contractor (your organization) for the contractor’s 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 DSHS.
  • Draft – displayed when the user first creates the FSR and is entering data.
  • Submitted - displays after the user has successfully submitted the FSR.
  • Pending – the FSR has been received by DSHS.
  • Approved – the FSR has been accepted by DSHS.
  • Rejected – DSHS has rejected the FSR.
  • In Process – the transmission of information to DSHS has failed.

Contract Begin and End Date

• This is the Begin and End Dates for the DSHS Contract you selected and the subject of the FSR.
• The date will be automatically filled in by CMBHS.

Report (FSR) Begin Date and Report (FSR) End Date

• These dates describe the period covered by the FSR; the Begin Date will automatically be filled in by CMBHS.
• The FSR Begin Date and FSR End Date must fall within the Begin Date and End Date of the DSHS Contract. The FSR dates cannot be in future. The FSR Begin Date is the begin date of the DSHS Contract for the first FSR created for a contract and for subsequent FSRs, it is the day after the end date of the previous FSR. You cannot alter the Begin Date.
• The FSR Begin Date and FSR End Date cannot overlap or duplicate the period of another non-rejected FSR for the same DSHS Contract
  • NOTE: If your FSR was rejected due to a Report Begin or End Date issue, you must create a new FSR rather than use the Copy button. If you use the Copy button on an FSR that has been rejected for Report Begin or End Date issues, the Report Dates will be copied from the rejected FSR into the new FRS and cannot be edited.

Period Covered in Report (FSR):

• Document the Begin and End dates of the contract period covered by this FSR, (month/day/year). This should be either a month or a quarter.
  • Note: When submitting the final FSR for a DSHS 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 DSHS contract to confirm the time period and contact your DSHS Contract Manager if you have any questions.

Status Date

• This is the date for the Status of the FSR.
• The date will automatically be filled in by CMBHS.
• Whenever the status changes, the Status Date is also changed by CMBHS.

2. Project Cost per General Ledger Section

Column Headings for Columns I - v

• 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 total charges in this field.

 

• Approved Budget: Approved budget amounts as reflected in the fully executed contract attachment. The amounts may be changed only by a formal budget amendment.

• This Period (Project Costs): Contractor’s total allowable expenditures incurred on the DSHS Contract Attachment activities during the reporting period. If the program is also being funded by other funding sources, the total allowable expenditures should include all expenditures incurred for the program including those funded by the other sources.
  • Note: If the DSHS 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; the match expenditures and/or value must also be included.

• Cumulative (Project Costs): Contractor’s total cumulative allowable expenditures incurred on the program attachment activities from inception through current reporting period. The current period is only included in this column if the status of the current FSR is accepted. If the DSHS program is also being funded by other funding sources, the total cumulative allowable expenditures should include all cumulative expenditures incurred for the program including those funded by the other sources. These fields are calculated and read only.
  • The Cumulative column should display a sum over financial status reports with Approved status that predate the Begin Date for the current FSR. The amounts for the current FSR will also be included if the FSR is Approved.

• Remaining Budget Balance (ii minus iv) (v) Remaining Budget Balance: Subtract Cumulative Project Cost (Column iv) less the approved budget (Column ii).

  • Note: The amount of program income and non-DSHS 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.

• Less (Minus)

k. Program Income Collected: [column (iii)] Enter the amount of DSHS’ 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.

l. Non-DSHS Funding: If activities for this DSHS Contract Attachment are partially funded by non-DSHS 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-DSHS 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 DSHS Contract Attachment that are borne by the contractor.

 

m. In-kind Match: Value of supplies, labor, or other items or services received from non-DSHS 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 given in goods, commodities, or services that are utilized in activities that benefit a DSHS Program Attachment project and that are contributed by non-federal third parties without charge to the contractor.

 

Total Reimbursement Requested: Displays the sum (net) of vouchers submitted to DSHS for the reporting period in column (iii) and sum (net) of all reimbursements that were submitted in column (iv).

 

n. Advance:

These fields are all calculated by CMBHS and Read only.

Previously Requested: The amount of advance payment (if any) your agency has requested from DSHS in column (ii).

Repaid: The cumulative amount of the advance which has been repaid; either by reduction of reimbursement request or by refund in column (iv) Advance Repaid: Enter the cumulative amount of the advance which has been repaid - either by reduction of reimbursement request or by refund

Balance Owed: In column (v), the amount of the advance repaid [column (iv))] subtracted from the amount of the advance received [column (ii)].

What’s Next?

After completion of the required data fields, the user must complete the Certification Documentation below. By completing the certification information, and Submitting the FSR to DSHS, 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 DSHS.

Certification

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.

 

Certified By (Required)

First and Last Names are required. TYPE 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 DSHS staff can contact the person who certified the FSR if it is needed.

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, that 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 DSHS 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

The user may TYPE any additional information about the FSR into the Comments box.

The Comments text box is limited to 200 characters.

Do Not use the Comments box as a method of communicating important issues to DSHS. If you need to communicate important information to DSHS, contact your DSHS Contract Manager or other designated staff.

For Substance Abuse contractors (including Tobacco Programs): If you need more than 200 characters to provide additional FSR information:

• Forward the FSR information in a Word document to the DSHS Substance Abuse Contracts email box. Substance.Abuse.Contracts@dshs.state.tx.us

• Document in the FSR Comments box that you are forwarding the Word document to the Substance Abuse Contracts email box.

• Send one email per program attachment.

• The subject line of the email should read “Contractor Name, Attachment ID, FSR Comments” (Example: ABC Center, 2013-00000-001, FSR Comments).

 

Audit Information

After the document has been Saved and added to the CMBHS database, the following Audit Information will show at the bottom of the page.

This information is view only and cannot be changed by the user.

• Created By - The name of the user that first started the document will display here.
• Created Date - This is the date the document was first started.
• Last Saved By - The name of the user that last opened, edited and saved the document will display here. This field is updated each time the record is edited and saved.
• Last Saved Date - The date the document was last opened, edited and saved. This field is updated each time the record is edited and saved.

 

How to Clear the Financial Status Report Page and Enter New Information:

• When you open the FSR page, it is in Draft status. When a document is in Draft status, if the user CLICKS on the Cancel button, the page will close and all data is 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 Submit button. Once you hit the Submit button, then the Document Status changes to ‘Submitted” status.

How to View an Existing Financial Status Report

• 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 and then CLICK ON Contracts.
• CMBHS displays Contracts for a provider based on USAS Vendor ID. Your business entities’ 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 Financial Status Report button at the bottom of the list. All FSRs created for this Contract will display.

 

 

How to Edit a Financial Status Report

• To edit an FSR, the user must first select the appropriate DSHS Contract from the Contract List by highlighting the row and then CLICKING on the Financial Status Report button.
• CMBHS will display a list of existing FSRs. CLICK anywhere in the row of the FSR you want to Edit and then on the View button.
• The system displays the FSR details. An option to Edit or Delete the FSR is available only if the report is in Draft or Submitted status.
• If you choose to delete the selected FSR then CMBHS displays a confirmation box in order to confirm the intent to delete. Only CLICK on Ok if you are sure you want to delete the FSR.
• If you choose to Edit the FSR, you can TYPE over the data already entered into the FSR by CLICKING in the text box you want to change.

 

 

How to Correct a Rejected Financial Status Report

• If your FSR is rejected by DSHS, you will need to resubmit a corrected FSR to DSHS. To facilitate the process, CMBHS has a Copy button that allows you to make a duplicate of the rejected FSR. You can then make the needed corrections to the copy FSR and then submit it.
• Start on the Financial Status Report list page FSR078.
• Select the rejected FSR by CLICKING in the row to highlight it. Then CLICK on the Copy button at the bottom of the table. A copy of the rejected FSR will be created.
• Make the needed corrections to the copy FSR (not the original rejected FSR). Set the document status and submit the FSR. CMBHS will put in the correct date.
• The rejected FRS will remain on the CMBHS Financial Status Report list as will the corrected FSR you have submitted.

Note: If your FSR was rejected due to a Report Begin or End Date issue, you must create a new FSR rather than use the Copy button. If you use the copy button on an FSR that has been rejected for a Report Begin or End Date issues, the Report Dates will be copied from the rejected FSR and cannot be edited. The Report Begin Date is a calculated field.

 

 

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