Department of Financial Services
Division of Accounting and Auditing
Form 005 - DOH
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
1.
Agency Name
Florida Department of Health
2.
Contact Name
3.
Joanne Lane
4.
Contact Title
Chief, Bureau Finance & Accounting
Contact E-mail
Joanne.lane@flhealth.gov
5.
Contact Phone Number
(850)245-4500
6
Impact to agency if request is not approved:
Expenditure Reporting
Business System Impact - Names of System(s):
Other – Please explain:
7
Impact Statement (Explanation of Impact to the agency include any concerns on timeline)
1. 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.
Response: Agencies have the option to use the “general” object codes and are not required to breakdown to
the detailed level within the object code series.
1. In addition the Department of Health currently uses the OCA field for tracking source of funding and grants
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.
Response: See #8 below for the response to each requested object code. Agencies have the option to use
other FLAIR fields to track additional details for expenditures (OCA, External Category, External Object,
External GL, etc.). DFS will offer training related to reporting and the use of these codes. DFS is also
working to include these fields in commonly used FLAIR standard reports and the FLAIR information
warehouse.
1
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
Short Title
Long Title
Definition
DIB - CE
DIB - CE (Client
Examination - Title II
Eligibility)
Client
Examination Title II 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.).
Approved
Y/N
DFS Comments
Y
132020 - Medical Services Client Examination - Title II
is proposed.
2
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
131772
SSI - CE
SSI - CE (Client
Examination - Title
XVI Eligibility)
Client
Examination Title XVI
Eligibility
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.).
Y
132021 - Medical Services Client Examination - Title
XVI is proposed.;
3
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
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 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.).
Y
132022 - Medical Services Client Examination Concurrent is proposed.
4
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
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 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).
Y
461020 - Fees - Medical
Records - Title II is
proposed.
5
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
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
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).
Y
461021 - Fees - Medical
Records - Title XVI is
proposed.
6
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
497013
CON - MER
CON - 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
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).
Y
461022 - Fees - Medical
Records - Concurrent is
proposed.
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
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 copays & client medical service copays.
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 co-pays. Ryan
White Part C does not allow any of
these items EXCEPT Prescriptions.
Y
344004 - Supplies - Medical
- Nutritional Supplement is
proposed.
Y
344001 - Supplies - Medical
- Drugs - Prescription is
proposed.
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Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
342066
342067
342068
PREDRG COPAY
NonPres Drg
VACCINES
Prescription Drugs
Co-Pay
Prescription
drugs purchased
for medical
necessity which
include a co-pay.
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.
Non-Prescription
Drugs
Vaccines
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 co-pays. Ryan
White Part C does not allow any of
these items EXCEPT Prescriptions.
Vaccines for
Immunizations
Our CHD does a large volume of
immunizations, and we have a need
to know what those vaccination
product cost us, in addition specific
vaccinations are reimbursed for the
products only.
Y
461023 - Fees - Co-Pay
Medical is proposed.
Y
344002 - Supplies - Medical
- Drugs - Non Prescription is
proposed.
Y
344003 - Supplies - Medical
- Drugs - Vaccine is
proposed.
9
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
419004
131703
820000
Ryan White Ins
Sterilizations
OTR Distrib
Ryan White Client
Insurance Premiums
Sterilizations
Other Distributions
Premiums paid
for Ryan White
Clients
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.
N
Agency should be directed
to 421014 - Benefits/Claims
- Health - General.
Sterilizations
provide by the
Family Planning
Program
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.
Y
132023 - Medical Services Sterilization is proposed.
Disbursement of
funds into DOH’s
Special Purpose
Investment
Account
This object code is currently used to
disburse funds into DOH’s Special
Purpose Investment Account.
Children’s Medical Services (DOH
CMS) has a Third 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
N
Agency should be directed
to 820094 Distributions/Transfers Investments.
10
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
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.
342006
131756
131757
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.
No information
provided.
No information
provided.
No information
provided.
No information
provided.
No information
provided.
No information
provided.
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.
N
Agency should be directed
to 341022 - Supplies Furniture/Equipment and
consider using a different
field in FLAIR to track
expenditures.
No information provided.
N
No information provided.
No information provided.
N
No information provided.
11
Department of Financial Services
Division of Accounting and Auditing
OBJECT CODE STANDARDIZATION PROJECT
Impact Statement Form
131758
350007
131707
No information
provided.
Food Nutr DEM
X-Ray SVCS
No information
provided.
No information
provided.
No information provided.
N
No information provided.
Nutritional
Demonstration Food
Food provided
for nutritional
demonstrations
for clients
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.
N
Agency should be directed
to 35xxxx Food Products
series.
Radiology
services
DOH needs to be able to monitor
and report on Radiology services
tied to our Primary Care program to
meet grant requirements for
funding.
Y
132019 - Medical Services Xray/Radiology is proposed.
X-ray Services
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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