Mont. Admin. R. 20.9.207 - MONITORING JUDICIAL DISTRICTS AND PROCESSING PAYMENTS
(1) Each judicial district and the department
shall monitor the judicial district's annual allocation to ensure the judicial
district does not exceed its annual allocation.
(2) In order to properly monitor the judicial
district's annual allocation, the judicial district shall input costs for
services to youth into the CAPS system or alternative system of payment
processing. If a judicial district has extenuating circumstances that require
an expenditure outside the CAPS system or alternative system of payment
processing, the judicial district shall obtain the department's approval prior
to the expenditure.
(3) The
department will provide technical assistance to any judicial district that
requests assistance with monitoring its annual allocation.
(4) The department shall prepare a monthly
budget status report that indicates the amount each judicial district has
expended or committed to expend from its annual allocation and the amount
remaining in the allocation.
(a) The
department shall submit the monthly budget status report to each judicial
district and to the cost containment review panel.
(b) If it appears to the department that the
judicial district will exceed its annual allocation, the department will notify
the judicial district and the cost containment review panel of the judicial
district's expected excess and advise the judicial district of appropriate
procedures and actions it should take to come into compliance with the spending
authority it has or procedures with which it must comply to receive additional
funds from the cost containment pool.
(5) The department shall reconcile
allocations with expenses for all judicial districts. If the department
encounters an error or irregularity in a judicial district's account, the
department shall request the Office of Court Administrator review the error or
irregularity to determine if an audit of the judicial district's account is
necessary. After consultation with the department, if the Office of Court
Administrator elects to pursue an audit of the judicial district's account, the
department will assist with the audit as necessary.
(6) The department will process payments to
providers after expenditures have been properly entered into the CAPS system or
have been approved as indicated in (2).
(a)
The department financial and program chief will approve expenditures that are
appropriately documented and entered within 30 days of commencement of service
or within five working days of changes of placement or closure of
services.
(b) The department will
generate payments within 30 days of approval by the department's financial and
program chief.
Notes
41-5-2006, MCA; IMP, 41-5-130, 41-5-2003, 41-5-2004, 41-5-2005, MCA;
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