Exhibit A DYS Accounting Requirements.docx
DOCX document 17 KB Posted
- Attached to
- RFP-Managed Care at YSCs
- Solicitation number
- RFP IKAA 2026000150 1
- Issued by
- Pueblo County, Colorado
About this file
This document is an accounting requirements exhibit for contractors working with the Massachusetts Division of Youth Services (DYS). The exhibit establishes minimum financial management standards that all independent contractors must maintain to ensure financial viability and accountability. Contractors are required to implement a double-entry accounting system compliant with generally accepted accounting principles (GAAP), maintain adequate timekeeping and cost allocation systems, and submit billings in DYS-approved formats at least monthly with supporting documentation. Contractors must also maintain separate accounting records that reconcile salary costs and indirect costs to appropriate cost centers, with all expenses posted to the accounting system and billings reconcilable to those records.
Financial reporting and audit requirements vary based on contract value and contractor type. Contractors receiving $400,000 or more in state funds must obtain annual audits by independent public accounting firms, with audited financial statements and supplemental statements detailing contract expenditures submitted to DYS within six months of fiscal year-end. Government agency contractors may satisfy this requirement through existing independent audits. Subsidiaries of parent organizations must submit separate financial statements for each facility or program serving DYS and reconcile these with consolidated parent statements. Contractors managing line-item budgets must obtain prior written approval for any budget category changes exceeding 10 percent or for additions and deletions of line items. Contractors receiving federal funds must comply with additional federal accounting and reporting requirements. DYS reserves the right to withhold payment for non-compliance, conduct inspections and audits of financial records at reasonable times, and cancel contracts for failure to meet these requirements.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Final RFP Managed Care .docx | DOCX document | |
| Exhibit C - Budget with Justification Form.xlsx | XLSX spreadsheet | |
| Exhibit B HIPAA BAA (Business Associate Agreement).docx | DOCX document | |
| Exhibit D Contract Template, Terms & Conditions v 4.13 Final Locked.docx.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Exhibit A DYS Accounting Requirements
DIVISION OF YOUTH SERVICES
ACCOUNTING REQUIREMENTS FOR INDEPENDENT CONTRACTORS
The purpose of these requirements is to provide minimum assurance the Contractor has adequate accounting and budgeting information available to allow management to maintain a financially viable enterprise.
1) The Contractor must have in place a double entry accounting system, which complies with generally accepted accounting principles (GAAP). All expenses must be posted to the double entry accounting system. Billings for services must be reconcilable to the double entry accounting system. The vendor must have adequate time keeping and cost allocation systems to allocate salary cost and indirect cost to appropriate cost centers.
2) All billing by the Contractor must be in a format approved by the Division of Youth Services (DYS). The Contractor must provide all supporting documentation requested by the Division of Youth Services. Contractors must bill DYS at least once a month. Contractors may bill up to twice a month. Bills will be returned unpaid if the bills do not conform to the approved format or the documentation is inadequate.
3) The Contractor must have an annual audit of their financial statements (Income Statement, Balance Sheet, and Statement of Cash Flows) by an independent public accounting firm if the Contractor receives $400,000 dollars or more of state funds. If the Contractor is a government agency that has an independent audit done by another agency of that government, their regular audit meets this requirement. The audit must be completed and a copy provided to DYS Program Services within six (6) months after the end of the Contractor’s fiscal year. The audited financial statements must contain supplemental statements providing detailed financial information for the expenditures of this contract. Contractors that are a subsidiary of a parent organization must submit separate financial statements for the subsidiary that detail each of the Contractor's facilities and/or programs that provide services for the Division and also must reconcile with the consolidated statements of the parent organization. In cases where audit deficiencies are noted, a plan of corrective action shall be submitted to DYS for approval within four (4) months of the date of the audit.
4) If the Contractor does not submit their annual audit or refuse to disclose financial information regarding the operation of the program in a timely manner, DYS may withhold payment until the audit and/or requested information is submitted.
5) If the contract contains a line item budget, any changes greater than 10% between budget categories must have prior written approval from the appropriate DYS Administrator. Any changes that delete or add line items to the budget must have prior written approval from the appropriate DYS Administrator. This type of change may require a formal written contract amendment. If the contract includes any Federal funds, any changes to the approved budget must meet all of the additional requirements specified in the Federal grant.
6) If the Contractor is a sub recipient of federal funds, the Contractor is responsible for complying with all appropriate federal requirements for an adequate accounting system, audits, reporting and financial management. In cases where audit deficiencies are noted, a plan of corrective action shall be submitted to DYS for approval within four (4) months of the date of the audit.
7) Failure to comply with any of these requirements is justification for DYS to cancel the contract.
8) The Contractor’s financial records shall be open for inspection and audit at reasonable times by an authorized representative of the State. The Contractor must allow the State complete access to all-financial and accounting records pertaining to the operation of the Contractor's program. This shall include but not be limited to inspection of the Contractor's accounting information system and any records related to the Contractor's accounting information system.
File details come from the government source that posted it. Updated .