Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
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Agency Name
Florida Department of Health
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Contact Name
3.
Joanne Lane
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Joanne.lane@flhealth.gov
Contact Title
5.
Chief, Bureau Finance & Accounting
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.
Contact E-mail
Contact Phone Number
(850)245-4500
Impact to agency if request is not approved:
Expenditure Reporting
Business System Impact - Names of System(s):
Other – Please explain:
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Impact Statement (Explanation of Impact to the agency include any concerns on timeline)
In preparation for the migration to the new state standard object codes, DOH is planning to begin using
object codes which are in alignment with the new listing beginning July 1, 2014. Many object codes can be
crossed walked to existing state standard object codes. There are limited instances where we have been
using an agency unique object code that will have to be migrated to an object code in a different series. An
example is “399009 – sign”. As of July 1, we will begin using “341000 – Educational Supplies” which will
be re-titled “General Supplies” under the state standard listing. Another example is “391020 – Software”.
As of July 1, we will begin using “393000 – Application Software (Licenses)” which will be re-titled
“Application Software (Licenses) Not Capitalized”. We would like to request for our vouchers not to be
held-up for payment due to the changes in object codes (titles) in preparation for this migration. Making
these changes at the beginning of the fiscal year (FY) will drastically reduce the need to move actual
transactions later in the FY.
In addition the Department of Health currently uses the OCA field for tracking source of funding and grant
related revenues and expenditures. The Project ID field is used to track FCO expenditures and
Preparedness (federal grant) related grant expenditures. These two fields cannot be used to accumulate
costs that were formally tracked using agency unique object codes. The other alternative DFS has offered is
external fields. This creates many issues for DOH. The external fields are not on any of our established
RDS reports, Automated Systems, nor are they currently utilized in any of our batch files. Many of the
object codes DOH is requesting have grant related reporting as part of the explanation for why we currently
are using agency unique object codes. We ask DFS to consider the following object codes for addition to
the State Standard Object Code listing.
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
2
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
8. Request for Statewide Object Codes (if applicable)
Object Code
131771
131772
Short Title
DIB - CE
SSI - CE
Long Title
DIB - CE (Client
Examination - Title II
Eligibility)
SSI - CE (Client
Examination - Title XVI
Eligibility)
Definition
Client Examination - Title
II Eligibility
Client Examination - Title
XVI Eligibility
Justification
Social Security
Administration (SSA),
Program Operations Manual
System (POMS),which is
SSA Policy, requires coding
and reporting for the three
funding case types of Title II
eligibility, Title XVI
eligibility and Concurrent
(Title II and XVI). DI
39506.260 Monthly
Obligations Report and
Forecast
A. Policy - DDS
responsibility
The DDSs will provide the
regional office with a
monthly report of actual and
projected obligations for the
cost categories reported on
the quarterly SSA-4513
(e.g., personnel costs,
medical costs, indirect and
all other non-personnel
costs, etc.).
Social Security
Administration
(SSA)Program Operations
For DFS Use
Only
Approved
Y/N
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
Manual System
(POMS),which is SSA
Policy, requires coding and
reporting for the three
funding case types of Title II
eligibility, Title XVI
eligibility and Concurrent
(Title II and XVI). DI
39506.260 Monthly
Obligations Report and
Forecast
A. Policy - DDS
responsibility
The DDSs will provide the
regional office with a
monthly report of actual and
projected obligations for the
cost categories reported on
the quarterly SSA-4513
(e.g., personnel costs,
medical costs, indirect and
all other non-personnel
costs, etc.).
131773
CON - CE
CON - CE (Client
Examination - Concurrent
Title II & XVI)
Client Examination Concurrent Title II & XVI
Social Security
Administration
(SSA)Program Operations
Manual System
(POMS),which is SSA
Policy, requires coding and
reporting for the three
funding case types of Title II
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
eligibility, Title XVI
eligibility and Concurrent
(Title II and XVI). DI
39506.260 Monthly
Obligations Report and
Forecast
A. Policy - DDS
responsibility
The DDSs will provide the
regional office with a
monthly report of actual and
projected obligations for the
cost categories reported on
the quarterly SSA-4513
(e.g., personnel costs,
medical costs, indirect and
all other non-personnel
costs, etc.).
497011
DIB - MER
DIB - MER (Medical
Evidence of Record)
Medical Evidence of
Record
Social Security
Administration
(SSA)Program Operations
Manual System
(POMS),which is SSA
Policy, requires coding and
reporting for the three
funding case types of Title II
eligibility, Title XVI
eligibility and Concurrent
(Title II and XVI. DI
39506.210 Preparation
Instructions for Form
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
SSA-4513
D. Procedure - line item
reporting
See categories below for
line item reporting.
2. Medical costs
Medical costs reflect the
total costs incurred for the
purchase of consultative
examinations (CE) and
medical evidence of records
(MER) for all SSA disability
programs (title II, title XVI,
and concurrent).
497012
SSI - MER
SSI - MER (Medical
Evidence of Record)
Medical Evidence of
Record
Social Security
Administration
(SSA)Program Operations
Manual System
(POMS),which is SSA
Policy, requires coding and
reporting for the three
funding case types of Title II
eligibility, Title XVI
eligibility and Concurrent
(Title II and XVI. DI
39506.210 Preparation
Instructions for Form
SSA-4513
D. Procedure - line item
reporting
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
See categories below for
line item reporting.
2. Medical costs
Medical costs reflect the
total costs incurred for the
purchase of consultative
examinations (CE) and
medical evidence of records
(MER) for all SSA disability
programs (title II, title XVI,
and concurrent).
497013
CON - MER
CON - MER (Medical
Evidence of Record)
Medical Evidence of
Record
Social Security
Approved
Administration
Y/N
(SSA)Program Operations
Manual System
(POMS),which is SSA
Policy, requires coding and
reporting for the three
funding case types of Title II
eligibility, Title XVI
eligibility and Concurrent
(Title II and XVI. DI
39506.210 Preparation
Instructions for Form
SSA-4513
D. Procedure - line item
reporting
See categories below for
line item reporting.
2. Medical costs
Medical costs reflect the
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
total costs incurred for the
purchase of consultative
examinations (CE) and
medical evidence of records
(MER) for all SSA disability
programs (title II, title XVI,
and concurrent).
399012
342065
NUTR SUPP
PrescDrugs
Nutritional Supplement
Prescription Drugs
Nutritional Supplements
purchased for
phenylketonuria
Prescription drugs
purchased for medical
necessity
The Nutritional Supplement
products provided by the
Bureau of Public Health
Pharmacy are purchased to
support children and adults
with phenylketonuria
(PKU). These supplements
are used under medical
supervision. Ryan White
Part B, we have specific and
separate budget line items
for client Prescriptions,
Client Nutritional
Supplements, client
prescription co-pays &
client medical service copays.
Approved
Y/N
Ryan White Part B, we have
specific and separate budget
line items for client
Prescriptions, Client
Nutritional Supplements,
client prescription co-pays
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
& client medical service copays. Ryan White Part C
does not allow any of these
items EXCEPT
Prescriptions.
342066
PREDRG COPAY
Prescription Drugs Co-Pay
Prescription drugs
purchased for medical
necessity which include a
co-pay.
Ryan White Part B, we have
specific and separate budget
line items for client
Prescriptions, Client
Nutritional Supplements,
client prescription co-pays
& client medical service copays. Ryan White Part C
does not allow any of these
items EXCEPT
Prescriptions.
Non-prescription drugs are
not currently allowable for
submission for
reimbursement for any
specific grant/funding
stream. We recommend
combining Nonprescriptions Drugs with
Medical Supplies if that is
an option.
342067
NonPres Drg
Non-Prescription Drugs
342068
VACCINES
Vaccines
Vaccines for
Immunizations
Our CHD does a large
volume of immunizations,
Approved
Y/N
Approved
Y/N
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
419004
Ryan White Ins
Ryan White Client
Insurance Premiums
Premiums paid for Ryan
White Clients
Sterilizations
Sterilizations provide by
the Family Planning
Program
Other Distributions
This object code is currently
used to disburse funds into
DOH’s Special Purpose
Disbursement of funds into Investment Account.
DOH’s Special Purpose
Children’s Medical Services
Investment Account
(DOH CMS) has a Third
131703
Sterilizations
820000
OTR Distrib
and we have a need to know
what those vaccination
product cost us, in addition
specific vaccinations are
reimbursed for the products
only.
Co-mingling Ryan White
client insurance premiums
into a blend with more
traditional insurance items
will make it difficult to track
the expenditure and may
affect our ability to
maximize Federal funds.
The Family Planning (FP)
program is funded in part by
the Title X Family Planning
grant. The Title X
guidelines have very
prescriptive requirements
for reporting all types of
contraceptive methods
provided by each CHD,
sterilization being one of
those methods.
Approved
Y/N
Approved
Y/N
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
Party Administrator who
actually disburses payments
to CMS providers on behalf
of the Department. The
TPA cuts warrant out of our
Capital City bank account
and prior to the checks being
honored CMS will process a
payment to fund the
account. There is a current
process that has been
worked out and our concern
is mixing these expenditures
with regular operating
expenses. There is a short
turn around to fund the bank
account (Capital City) and
we cannot afford additional
days for audit. Under the
current object code the
funding of the SPIA account
is seen as a transfer. There
should be other agencies
with a similar issue. If this
object is not continued,
DOH needs to work out with
DFS what object code is
appropriate to use under the
new listing, and how to limit
delay of the posting of these
vouchers.
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
342006
PHP S&E
Public Health Preparedness
Supplies and Equipment
This Object code was
established to use for all
equipment purchased and
shipped directly to
Hospitals with PHP
funding per grant guidance.
Through trial and error we
discovered that hospital
equipment over $1,000
would populate into our
Property Management
System. Since the hospital
becomes the owner and
responsible for the
maintenance and upkeep of
such equipment, this object
code was created for grant
reporting and accountability;
while preventing the
equipment from appearing
in the state’s property
system.
131756
131757
131758
350007
Food Nutr DEM
Nutritional Demonstration
Food
Food provided for
nutritional demonstrations
for clients
131707
X-Ray SVCS
X-ray Services
Radiology services
This is necessary for Federal
grant reporting, FDOH
currently has no other field
to capture this information.
OCA and Project Id are
already being used for other
purposes.
DOH needs to be able to
monitor and report on
Radiology services tied to
Approved
Y/N
Approved
Y/N
Approved
Y/N
Approved
Y/N
Approved
Y/N
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
our Primary Care program
to meet grant requirements
for funding.
THE FOLLOWING CERTIFICATION MUST BE COMPLETED BY THE AGENCY’S DIRECTOR OF ADMINISTRATION OR DELEGATE.
I hereby certify, to the best of my knowledge, that the information provided above is true and correct.
Printed Name: Ed McEachron
Signature:
Title: Director of Administration
Phone Number: (850)245-4149
Date Signed:
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