Due to improvements made by the implementation of the County Finance Information System (CFIS), and to reflect the most current funding practices, the Ohio Department of Job and Family Services is rescinding Administrative Code rule 5101:9-7-03 "Public Assistance Financing, Reconciliation, and Closeout" and proposing new rules 5101:9-7-03, 5101:9-7-03.1, and 5101:9-7-03.2. The original rule 5101:9-7-03 has been broken out into three separate rules outlining the financing, reconciliation, and closeout procedures for the maintenance of the financial relationship between Public Assistance Agencies and ODJFS. The most significant changes/clarifications are outlined below:

5101:9-7-03 Public Assistance Financing and Cash Management:

• Counties will no longer be required to submit quarterly cash flow forecasts of anticipated expenditures.
• Processing time for county draw requests has been decreased from nine working days to six working days.
• Documentation regarding noncompliance with cash management requirements must be submitted within fifteen days after the agency receives their cash on hand calculation from ODJFS.

5101:9-7-03.1 Public Assistance Quarterly Reconciliation

• The quarterly close, which previously occurred for the first and second quarters of the SFY, will occur each quarter.
• Amounts owed to ODJFS as a result of quarterly reconciliation are no longer deducted from the agencies' draws by ODJFS. Counties will be notified of the results of the quarterly reconciliation and the PA agency will deduct any overpayment from future draws.
• Amounts owed to the PA agency as a result of the quarterly reconciliation are no longer automatically sent to the agency. The PA agency shall assess its current cash status and may request a cash draw if the PA agency has an immediate need for cash.

5101:9-7-03.2 Public Assistance Annual and Grant Closeout

• At the discretion of the director of ODJFS, federal grants issued after July 1, 2009 may will be reconciled and closed at the end of the period of availability. State funds will continue to be closed at the end of the SFY.
• Counties will no longer be required to submit a final annual interest reconciliation to ODJFS but will maintain the documentation in accordance with established record retention requirements.
• Agencies will no longer be required to submit the JFS 02713 for coding adjustments. The county will determine which grants or state allocations need to be adjusted and will make the coding adjustment in QUIC+ for upload into CFIS

Instructions:

Please direct inquiries to your ODJFS Fiscal Supervisors/Bureau of County Finance and Technical Assistance at (614) 752-9194.