FY14 DHS Contract/Budget Process

I. General Contract Process Information

  1. When will contracts initially be available for providers to view?

    Contracts were published and available for providers to download from the CSA system starting the week of June 3, 2013. Due to a new change in DHS policy (effective April 2013) the CSA/Grants Tracking System will not allow you to download your contract(s) unless you have registered for the Centralized Repository Vault (CRV). To register for the CRV, please follow the steps, in order, outlined on the CRV Homepage: www.dhs.state.il.us/page.aspx?item=58833.

  2. When must signed contracts be returned to DHS?

    DHS must receive the partially executed signature page of the contract no later than Friday, June 28 2013 at 5:00 p.m. (CST); all signature pages received by this date and time will ensure a contract effective date of July 1 2013. The partially executed signature page(s) should be returned to the DHS Office of Contract Administration (OCA) via a scanned copy (emailed to DHS.DHSOCA@illinois.gov) or via fax to (217)584-5529 or (217)782-4135.

  3. When can I begin providing services under the new contract?

    As long as the partially executed signature page is returned to DHS OCA by Friday, June 28, providers are eligible to be paid for services rendered under the contract beginning Monday, July 1. As long as the provider signs its part of the signature page and returns it by June 28, the counter-signature by the Secretary of DHS, and the pending formal execution by the IL Office of the Comptroller (IOC), is implied.

  4. When will I be able to view a fully-executed copy of my contract?

    Fully executed copies of the contracts will be viewable in the CRV beginning in early August. Once the partially executed signature page is returned to DHS, the Secretary of DHS will countersign the document, and the completed contract is then filed with the IOC where it is formally executed. Because the IOC can only accept a certain number of contracts per day - DHS has approximately 4,000 contracts - it will take a few weeks for all agreements to be executed, sent back to DHS, then imported into the CRV for viewing. If a provider needs a copy of its fully-executed contract prior to early August, please contact DHS OCA, DHS.DHSOCA@illinois.gov.

II. Budget Information

  1. What template is required to complete the budget associated with my FY14 contract(s)?

    Providers are required to use the budget template found on the CSA system. Once providers log into the CSA system, they should click on the "Budget" tab and enter the information directly into the template. The budget template should be ready to accept provider budgets on July 15, 2013. Any questions regarding your budget can be directed to the Office of Contract Compliance at 217-785-9260.

    CSA Tracking System Provider Budget User Manual FY14 (pdf)

  2. When must budgets be submitted?

    All budgets must be entered into the CSA budget template and submitted online by Wednesday, July 31 2013 at 5:00 p.m. This deadline is 30 days from the date of contract execution. Once these budgets are entered into the CSA system, DHS has until September 30 (60 days from the deadline of budget submission) to review and approve the submitted budget.

  3. Do providers submit a separate budget per contract or one "enterprise" budget?

    Providers must submit one budget, but that budget must be inclusive of all DHS contracts/programs that provider plans to administer during FY14. In addition to all DHS programs, this budget should also account for each grant or program the provider plans to administer on behalf of any other State or Federal agency. In the budget template, each program/grant should be accounted for separately in its own column.

  4. Where do I submit my expenditure reports as outlined in Section 17.1 of the CSA agreement?

    For those providers who are required to submit expenditure reports, they should send those reports to the appropriate DHS program division staff on the format designated by that particular division/department. These periodic reports of actual spending are not to be entered into the CSA system.

  5. What if I need to submit a budget revision?

    Budget revisions that take place after the initial budget has been entered in the CSA system should also be submitted utilizing the CSA system. The provider will be notified by email that a funding adjustment needs to occur. If you have specific questions, please contact the appropriate program area. You will receive email notification of the review and approval of the amendment within thirty days of receipt of the revised budget by DHS.

  6. Where will I be able to view my approved annual budget?

Once budgets that were entered in the CSA system have been approved, they will be viewable in the CRV. Since the deadline for budget approval is September 30, the budgets should be viewable in the CRV in by mid October.