Training/Technical Assistance & Best Practices

MEMORANDUM

MEMORANDUM

Date: June 11, 2009

To: CPMT Chairs; FAPT Chairs; CSA Fiscal Agents; CSA Coordinators

From: Chuck Savage

Re: FY10 CSA Pool Fund Reporting
FY09 Year End Expenditure Reporting
FY09 CSA Data Set Reporting – Year End

FY10 Pool Fund Reimbursement

The Pool Fund Reimbursement system will be open for FY2010 service year reporting (services from July 1, 2009 through June 30, 2010) on August 1, 2009. When entering a FY10 report, please be sure to select the FY10 reporting option on the Pool Reimbursement Request Report main screen.

Note: With the match rate changes mandated in the 2008 Appropriations Act, a FY10 “test” reporting system has been made available for local governments to become familiar with the reporting form. The FY10 report has been modified to calculate the increase in local match for applicable congregate care services along with the $200k hold harmless. Also, there no longer is a need to separate “pre” and “post” December 31 congregate care expenditures. This test system will be available for local government test input until mid-July, at which point we will close the system until August 1.

FY09 Year End Expenditure Reporting

September 30 is the cut-off for reporting program year 2009 expenditures (services from July 1, 2008 through June 30, 2009). Please refer to Section 10.5 (Disbursement Procedures) of the CSA Manual:
http://www.csa.virginia.gov/html/manual_pubs/pubs_manual.cfm for additional information regarding CSA disbursement requirements. The web-based pool fund reporting system will be available until mid-night September 30 for entry of FY09 expenditures. In order to ensure all program year expenditures are reported by the September 30 cut-off, local governments may enter as many as five (5) June 30, 2009 pool fund requests into the reimbursement system. The FY09 Pool Fund Reimbursement System will not be available for entry effective Thursday, October 1, 2009. Beginning October 1, 2009, only FY10 expenditures will be available for reporting on the web based reporting system.

FY09 June 30 Data Set Reporting – Year End reporting

The quarter 4 Data Set Financial Report (June 30, 2009) will be available for web based reporters effective August 1. Additionally, the quarter 4 Data Set Up-load validator is now ready for non web based localities to run test files and correct errors. Non web based localities may submit or load 4th quarter test data until August 1. The due data for final submission of June 30 Data Set information is October 15, 2009.

The quarter 4 report (June 30) reflects child specific FY09 actual expenditure data. The financial information reported in the June 30, 2009 data set should correspond to the total expenditure amount reported through the CSA Pool Fund Reimbursement system. Remember, the June 30 data set financial report should be completed once all FY09 pool fund reimbursements have been completed.