New York Codes, Rules and Regulations
Title 14 - DEPARTMENT OF MENTAL HYGIENE
Chapter XIV - Office for People With Developmental Disabilities
Part 635 - General Quality Control and Administrative Requirements Applicable to Programs, services or Facilities Funded or Certified by the Office for People With Developmental Disabilities
Subpart 635-4 - Financial Reporting and Audit Requirements
Section 635-4.5 - Requirements for financial records

Universal Citation: 14 NY Comp Codes Rules and Regs § 635-4.5

Current through Register Vol. 47, No. 12, March 26, 2025

(a) Each provider shall maintain service-specific financial records which reflect expenditures made and revenues received. These service-specific financial records shall be accounted for on either a program type or a site specific basis in order to correspond with the cost report form and format specified by OPWDD.

(b) Such financial records shall include, but not be limited to:

(1) salary and fringe benefit costs associated with the following categories: direct care, clinical, program administration, agency administration and support; and

(2) other than personal service program costs, such as housekeeping and maintenance costs, program support, housing, utilities, transportation, rent, equipment, costs of physical plant and amortization of leasehold improvements and related expenses.

(c) The financial records shall include separate accounts for each type of expense and revenue included in the budget or cost report. The provider may establish subaccount and control accounts as are necessary for meeting OPWDD's requirements for fiscal reporting and effective financial management.

(d) Record retention.

Providers must maintain all cost reports, budget reports, data and other reports submitted to OPWDD under this Subpart. Providers must also maintain all underlying records which formed the basis for or which support such reports and data submitted to OPWDD. The period of retention shall be as follows:

(1) Reports and data submitted to OPWDD, and underlying records, shall be kept for six years after the due date of the report or data, or the date the reports or data were submitted, whichever is later.

(2) If the reports and/or data were used to establish a rate/fee/price, the reports and/or data and underlying records shall be kept for six years from the date the rate/fee/price was established.

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