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Reporting

Monthly Bank Statement

Policy: 

Monthly, F/EA Accountant performs the bank reconciliations for the F/EA Program Bank Account.  During the process, the <<Staff Title>> reviews the bank statements and account reconciliation supporting documents for accuracy.

After monthly bank reconciliations have been performed, reviewed and finalized, <<Staff Title>> submits copies of bank statements to State Program Administrator via secure file delivery.
Procedure: 

 

  1. After F/EA Accountant reconciles Program Operating Bank Account
  2. F/EA Accountant provides reconciled bank statements and control documents to <<Staff Title>>
    • <<Staff Title>> zips and password protects statements so that they can be securely e-mailed
  3. <<Staff Title>> e-mails copies of the monthly bank statements for the program to Program Administrator
    • Copies of the monthly bank statements are submitted via e-mail by the 30th of each month for the previous month
    • <<Staff Title>> leaves a voicemail message for the Program Manager stating the password to be used to open the files
  4. After e-mailing documents, <<Staff Title>> scans documents and saves electronic copies of documents and e-mail to <<File Path>>
Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. F/EA Accountant reconciles the monthly bank statements
  2. <<Staff Title>> reviews bank statements and supporting documents for accuracy
    • <<Staff Title>> signs and dates bank reconciliation control documents and supporting documents after reviewing
  3. All documents are scanned and saved for a minimum of 7 years per File Retention Policy
  4. <<Staff Title>> zips and password protects bank statement files prior to e-mailing them to State Program Administrator.
  5. <<Staff Title>> saves a copy of the e-mail submitted to Program Administrator program manager with supporting documents for a minimum of 7 years per File Retention Policy

Monthly Consumer and Worker Data Report

Policy: 

Monthly, F/EA reports on the following data:

  • Number of new consumers enrolled with F/EA during the month
  • The total number of consumers enrolled with F/EA for whom an administrative fee was billed
  • The total number of consumers enrolled with the F/EA for whom an administrative fee was not billed
  • The total number of workers who were paid during the month
   
This information is reported to Program Administrator by the <<Staff Title>>. Information is gathered by F/EA Accountant and reviewed for accuracy by the <<Staff Title>>. <<Staff Title>> certifies information and submits to Program Administrator per the monthly reporting process.
Procedure: 

<<Insert Process to Collect Data from F/EA Systems>>

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. After producing the report, the report is reviewed and quality check by <<insert staff title.>>
  2. <<Insert staff title>> identifies any discrepancies and resolves them.
  3. After report has been verified as accurate, <<insert staff title>> initials and dates a copy of the report.
  4. Initialed and dated copy of the report is filed <<insert an appropriate place to keep this quality check document.>>

Consumer Complaints Report

Policy: 

On January 15 and July 15 of each year, F/EA provides a summary report of the number and types of complaints and grievances filed by or on behalf of consumers. F/EA also reports how each grievance and complaint has been resolved.

The Consumer Complaints Report is produced by the <<Staff Title>> and verified and submitted to Program Administrator by the <<Staff Title>> 

Procedure: 
  1.  Review complaint log (see Assess, Categorize and Maintain a Log of Complaints and Grievances)
  2. Produce report showing all complaints, the date of the complain and the resolution (if any) for the period being reported
  3. Provide report to <<insert staff title>> for review
  4. <<insert staff title>> compares report to complain log to check for accuracy
  5. Any discrepancies are identified and resolved
  6. <<insert staff title>> dates and initials a copy of the report after it is verified accurate
  7. The quality checked copy of the report is stored <<insert an appropriate place to store the report>>
  8. Original report is submitted to program administrator via <<insert the process used to submit the report to program administrator, such as fax, email or mail.>>
  9. <<insert email address, fax number or mailing address to which report is submitted>>
  10. Program administrator provides feedback on submitted report
  11. <<insert staff title>>develops corrective action plan for any feedback provided by program administrator
Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

  1. All complaints and grievances are electronically recorded in F/EA’s secure payroll and customer service system immediately upon receipt
    • Formal complaints and grievances are recorded with code “X"
  2. Semi-annually, <<Staff Title>> runs report on formal complaints
    • <<Staff Title>> reviews results of report, resolving discrepancies as necessary
    • <<Staff Title>> signs and dates report
  3. <<Staff Title>> reviews report for accuracy
    • <<Staff Title>> signs and dates report
  4. Report is stored electronically for 7 year per File Retention Policy

Consumer Spending Reports

Policy: 

F/EA issues spending reports to consumers and counselors on a <<monthly>> basis.  Each participant spending report includes:

  • Funds allocated for the participant for the reporting period
  • Funds allocated by service
  • Funds spent for the participant for the reporting period
  • Funds spent by service
  • Remaining funds

 

Consumer Spending Reports are quality checked by <<Staff Title>>.  After quality check, Consumer Spending Reports are issued by mail and <<email>> to consumers.  All reports are issued by the <<10th business day>> following the reporting period.

Procedure: 

<<Insert Process to produce, quality check and sign off on Consumer Spending Reports>>

Internal Controls: 

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.