Goods - Case Services

Fiscal year is based on the date the authorization is frozen, regardless of when the goods will be purchased.

1. Use the date of purchase as the start and end date on the payment. QE2 will assign the correct FY based on the frozen date of the authorization.
2. Because gas is considered goods, authorizations done in September for gas should have the least amount of goods purchased after October 1 as possible. Assign as much of the goods to the correct fiscal year as possible.
3. Goods purchased prior to October 1 cannot be paid for with the following years’ funds. If an authorization is done after October 1 for goods that were purchased prior to October 1 (late auth), use the actual date of purchase as the start/end date on the payment and QE2 will assign the correct fiscal year.

Services - Case Services

Fiscal year is based on the actual dates of service. If the cost of the service cannot be assigned to specific dates (e.g. electricity 9/14 – 10/15), the start date of the service will determine the fiscal year.

1. Use the actual start and end dates of the service on the payment. QE2 will assign the correct fiscal year based on the start date of the service.
2. Authorizations done in September should have the least amount of services purchased after October 1 as possible. Assign as much of the services to the correct fiscal year as possible.

Post-secondary Payments to the School

Fiscal year is based on the end date of the term.

1. Use actual begin and ends dates of the term on encumbrance.
2. QE2 will determine the fiscal year on the encumbrance end date.

Consumer Allowances

Fiscal year is based on the dates the consumer will be paid.

1. Use the date the consumer will be paid as the begin and end date on the payment (this date cannot be prior to the date you are entering the payment)
2. QE2 will determine fiscal year based on the begin date.

Consumer Reimbursements

Fiscal year is based on the date the authorization is frozen, regardless of when the goods were purchased.

1. Use the date of purchase as the start and end date on the payment.
2. QE2 will determine fiscal year based on the frozen date of the authorization.

Supported Employment

Fiscal year is based on the start date of the milestone. Encumber the entire amount for SE under one authorization.

MH ($4000)	Payment Dates
Referral/Initiate services	Use the date the consumer is referred as the begin and end date.
Job Search & Placement	HHS Payment
Job Coaching & Stabilization	Use the date the consumer starts the job as the begin date and the date the consumer stabilizes as the end date. Must be at least 30 days.
VR Closure & Long Term Support	Use the day after the consumer stabilizes as the begin date and the date the consumer achieved a successful outcome as the end date. Must be at least 60 days from stabilization.

ABI/Autism ($7,000)	Payment Dates
Referral/Initiate services	Use the date the consumer is referred as the begin and end date.
Job Search & Placement	Use the day after the Initiate Services milestone as the begin date and the date the consumer starts the job as the end date.
Job Coaching & Stabilization	Use the date the consumer starts the job as the begin date and the date the consumer stabilizes as the end date. Must be at least 30 days.
Job Retention and Maintenance	Use the day after the consumer stabilizes as the begin date and the date the consumer achieved a successful outcome as the end date. Must be at least 60 days from stabilization.
Job Maintenance Incentive	Use the date the consumer started the job as the begin date and the date 12 months later as the end date.

DD ($1,800-$4,830)	Payment Dates
Initiate services	Use the date the consumer is referred as the begin and end date.
Start job	Use the date the consumer starts the job as the begin and end date.
30 days	Use the date the starts the job as the begin date and 30 days later as the end date. Must be at least 30 days.
Stabilization	Use the date the consumer stabilizes as the begin and end date.
90 day post stabilization	Use the date the consumer stabilizes as the begin date and 90 days later as the end date.
180 day post stabilization	Use the end of the 90 day milestone as the begin date and 90 days later as the end date.
270 day post stabilization	Use the end date of the 180 day milestone as the begin date and the 90 days later as the end date.

OJE/OJT

Fiscal year is based on the start date of the payment.

1. Use actual start and end dates of the OJE on the encumbrance. The encumbrance can cross fiscal years.
2. Use actual start and end dates on any payments. Fiscal year will be determined by start date.

Operating Expense

Fiscal year is determined by the start date of the expense. Beginning and ending dates should accurately reflect the dates on the invoice. *Beginning and ending dates can cross fiscal years.

Purchasing

Fiscal year determined by date DPA is created.

Purpose

To identify the fiscal year goods and services are paid from based on established guidelines.

Guidelines

Federal fiscal year is October 1 – September 30 each year.

Authorizations for goods and services can cross the federal fiscal year because the federal fiscal year is determined by QE2 at the time of payment.