The Public Assistance (PA) Financing, Reconciliation, and Closeout rules contain the procedures for the maintenance of the financial relationship between the Public Assistance (PA) Agencies and the Ohio Department of Job and Family Services (ODJFS). The local agency requirements for quarterly financial and Random Moment Sample (RMS) reporting have not changed; however, the rule specifically outlines report due dates for both the local agencies and ODJFS. ODJFS is responsible for the provision of a second preliminary quarterly reconciliation report. A quick reference guide lists the final due dates and is included as an appendix to the rule. The final due dates do not preclude the submission of reports prior to the due date.

The procedures for the annual closeout process are more detailed and include additional steps. The principal changes in the annual closeout are as follows:

1)The processing of corrections at annual closeout;

2)The requirement that payment for overspending identified after statewide redistribution occurs be sent via bank draft; and

3)The provision that failure to submit timely payment may result in referral to the Attorney General's Office for collection.

Rule 5101:9-7-03 contains an expanded section on quarterly and annual closeout. Quarterly closeout will occur in December for the July-September quarter and in March for the October - December quarter. This rule contains specific cash management requirements for all public assistance operating funds and the provision for retroactive coding of expenditures. Interest on excess cash on hand will be reported on federal funds.

Rule 5101:9-7-03 eliminates the penalty of electronic funds transfer (EFT) removal for PAs submitting a late report for three consecutive months. The penalty is replaced with an authorization that enables ODJFS to withhold funding until late reports are submitted.

Questions regarding the financing, reconciliation, and closeout procedures should be directed to the ODJFS fiscal supervisor or the Bureau of County Finance and Technical Assistance (BCFTA) at (614) 466-5854.

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