Ohio Administrative Code
Title 5101:9 - ODJFS Practices
Chapter 5101:9-7 - Costs and Financial Reporting and Reimbursement
Section 5101:9-7-04.1 - Workforce Innovation and Opportunity Act (WIOA) local area quarterly reconciliation
Universal Citation: OH Admin Code 5101:9-7-04.1
Current through all regulations passed and filed through March 18, 2024
The following accounting procedures are necessary for local accountability in the reconciliation of federal and state funds.
(A) Quarter-end reporting.
(1) The WIOA
local area is accountable for the workforce development fund as reconciled each
quarter and shall review reports and make adjustments and/or corrections prior
to the final approval and submission of financial data to the Ohio
administrative knowledge system (OAKS) for the closing quarter. The
WIOA local area has access to system reporting
throughout the quarter in order to make ongoing
adjustments/corrections.
(2) The
WIOA local area has access to reports based on
financial data submitted in the county finance information system (CFIS) as
described in rule
5101:9-7-29
of the Administrative Code.
(a) Each
quarter's over/under report is cumulative over the lifetime of the funding
source.
(b) The
WIOA local area is given five business days after
the eighteenth day of the month following the last month of the quarter to
review reports for accuracy.
(3) No later than five business days after
the eighteenth day of the month following the last month of the quarter, the
local area shall submit any final adjustments and/or revisions to OAKS.
(a) Once the five-day review period is
complete, the Ohio department of job and family services (ODJFS) suspends
reporting access to CFIS for the closing quarter in order to begin the quarter
reconciliation process.
(b) The
WIOA local area should complete closeout draws
for the quarter during the five-day review period.
(c) The WIOA
local area shall make any allowable changes that arise after the five-day
review period to open grants in the current quarter.
(B) Quarter reconciliation.
(1) ODJFS notifies the
WIOA local area when the quarter reconciliation
process is completed. The WIOA local area shall
review reports for accuracy and immediately notify ODJFS of any
discrepancies.
(2) State funded
allocations and federally funded subgrants are reconciled at the end of their
period of availability. The period of availability includes the funding period
and the liquidation period.
(3)
ODJFS may make adjustments as necessary to fully reconcile federal grants and/
or state allocations that are being closed.
(a) If reported expenditures and adjustments
in all funding sources being closed exceeds cash drawn in all funding sources
being closed, ODJFS may issue additional funds on closed grants.
(b) If the total of reported expenditures and
adjustments in all funding sources being closed is less than cash drawn in all
funding sources being closed, ODJFS may adjust draws in open available
grants.
(C) The WIOA local area shall retain financial, programmatic, statistical, recipient records, and supporting documents as described in rule 5101:9-9-21 of the Administrative Code. This documentation may be subject to inspection, monitoring, and audit.
Disclaimer: These regulations may not be the most recent version. Ohio may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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