7. Billing Instructions

Bureau of Family Nutrition (BFN)
Program Manual FY21

7.  Billing Instructions

A. General:

The Provider shall provide summary documentation by line item of actual expenditures incurred for the purchase of goods and services necessary for conducting program activities.

1. The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in DHS Rule 509, Fiscal Administrative Record keeping and Requirements.
2. Expenditures shall be recorded in the Provider's records in such a manner as to establish an audit trail for future verification of appropriate use of Agreement funds.
3. An Expenditure Documentation Form (EDF) must be submitted per program monthly for each month of service in the format defined by the Division of Family and Community Services.
4. EDFs must be received by the Department no later than the 15th day of the month following the month of service. (i.e., EDF for July expenditures must be submitted to DHS by August 15.) If the 15th day of the month is on a non-business day, the EDF must be received by the following business day.
5. Final billings must be received by the 15th day after of the month following the end of the Agreement period. If the 15th day of the month is on a non-business day, Final billings must be received by the following business day.
6. Advance payments during a SFY may be considered on an as needed basis considering agency risk, performance and financial management practices.
7. As required by the Illinois Grant Accountability and Transparency Act (GATA), a Periodic Financial Report (PFR) must be filled and submitted on a quarterly basis for all provider programs.
8. PFRs must be received by the 15th day after of the month following the end of each State fiscal quarter. If the 15th day of the month is on a non-business day, quarterly PFRs must be received by the following business day.
9. Any anticipated change in the EDF/PFR submission schedule, or new submission date requests must be submitted in writing to the Department prior to each submission due date.
10. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
11. The Provider shall allocate and report all related program expenditures. This is a requirement of the federal award.
12. In-Kind Contributions.
    1. Refer to the GATA training and 2 CFR 200 for detailed information on how to categorize expenses in conjunction with the agency approved budget. TOTAL - Enter the total amount of claimed expenditures.
    2. The Match or In-Kind Contribution and the Total with In-Kind columns are not part of the "set print area" because this is not information DHS Fiscal uses.
    3. In-Kind Contributions for WIC grants - are an option for agencies that would like to document In Kind contributions in this spreadsheet.
       1. The In-Kind Contribution and the Total with In-Kind columns are not part of the "set print area" because this is not information DHS Fiscal uses.
       2. Refer to the GATA training and 2 CFR 200 for detailed information on how to categorize expenses in conjunction with the agency approved budget.
       3. TOTAL - Enter the total amount of claimed expenditures.
    4. In-Kind Contributions for SNAP Outreach- the entire Excel spread sheet must be submitted including the Match or In-Kind Contribution section as this section is utilized by both program and DHS Fiscal to verify reimbursement of the appropriate and allowable percentage of expenditures.
    5. In-Kind Contributions for all other BFN Programs - this column is used if an agency documents In Kind contributions.

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B. Specific Program Billing Instructions:

WIC

WIC Providers must use the WIC Summary Expenditure Documentation Form (EDF) to provide reporting of expenditures.

1. The provider shall allocate and report WIC program expenditures by the categories:

   • General Administration
   • Breastfeeding Promotion
   • Client Services
   • Nutrition Education
   • These categories are included as headings in the WIC EDF which is provided for WIC billing.
2. WIC EDF Form Features:
   • The WIC EDF is a Microsoft Excel Spreadsheet Workbook file that contains user data entry sections and protected cell calculations.
   • The WIC EDF excel file contains EDF worksheet tabs for each report month, and Periodic Financial Reports (PFR) worksheet tabs for each quarter.
   • Expenditures are automatically calculated for the month as well as the Cumulative Amount Year To Date. (CYTD)
   • Expenditures entered in the monthly EDF worksheet tabs will be automatically calculated and entered on the appropriate cells of the quarter PFR worksheet tabs.
   • Print Areas are pre-set - Please do not alter the print areas.
   • If you have any issues with the spreadsheet file, please contact DHS.WICEDF@ILLINOIS.GOV or 217-782-2166.
3. Steps
   • Step 1 - Save the spreadsheet file to your computer
   • Step 2 - Open and Complete the "Information and Instructions" tab.
     All fields are Mandatory
     • Agency Name
     • Agency FEIN
     • WIC Contract Number
     • Periodic Financial Report (PFR) Grant information and data sections.
     • Data entered on the "Information and Instructions" tab will automatically populate to each of the monthly/quarterly tabs.
   • Step 3 - Complete the applicable Month Expenses Tab
   • Step 4 - Print/convert the completed monthly EDF/PFR tabs to an Adobe PDF file.
   • Step 5 - Submit your Summary Expenditure Documentation Form. Do not submit the working EDF/PFR Excel (.xlsx) Workbook Files. Submission of working excel files by may result in errors made to submitted EDF/PFR

EDF Field	Purpose of the Field
Date Submitted	Submittal date of the EDF
Date Revised	Revision date of the EDF (This field is mandatory only if you are submitting a Revised EDF.)
Reporting Month Expenditures	WIC expenditures must be broken out into the four components (If you do not have expenditures to report for a month, you must still submit an EDF with the Amount Claimed as $0.)
In-Kind Contributions (Optional)	If your agency wants to track In-Kind expenses, enter those amounts in Column J. (This field is optional)
Certification and Authorized Local Provider Approval	An EDF is considered "Uncertified" unless it includes: Typed or handwritten Name and Title of the Authorized Local Provider Official, and Date Authorized Authorization Signature
Summary Tab	Includes information the Bureau is required to report to USDA.
Report Prepared by	Enter the name, Email and Phone number of the person preparing the EDF.

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All other BFN Programs

1. The following programs must use the General Bureau of Family Nutrition Summary Expenditure Documentation Form (EDF) Excel Spreadsheet to provide reporting of expenditures:
   • Breastfeeding Peer Counselor
   • Farmers' Market Nutrition (FMNP) *See Below - Farmers' Market Specific Billing Instructions
   • WIC Outreach
   • Commodity Supplemental Food Program (CSFP)
   • SNAP Education
   • SNAP Outreach
2. Form Features:
   • The General EDF Microsoft Excel Spreadsheet Workbook file contains user data entry sections and protected cell calculations.
   • The General EDF worksheet contains tabs for each month, and Periodic Financial Reports (PFR) worksheet tabs for each quarter.
   • Expenditures are automatically calculated for the month as well as the Cumulative Amount Year To Date. (CYTD)
   • Expenditures entered in the monthly EDF worksheet tabs will be automatically calculated and entered on the appropriate quarter PFR worksheet tabs.
   • Print Areas are pre-set - Please do not alter the print areas.
   • If you have any issues with the spreadsheet file, please contact DHS.WICEDF@ILLINOIS.GOV or 217-782-2166.
3. Steps

EDF Field	Purpose of the Field
Date Submitted	Submittal date of the EDF
Date Revised	Revision date of the EDF (This field is mandatory only if you are submitting a Revised EDF.)
Reporting Month Expenditures	If you do not have expenditures to report for a month, you must still submit an EDF with the Amount Claimed as $0.
Match or In-Kind Contributions	If your contract requires Matching funds, enter those amounts in Column J. If your agency wants to track In-Kind expenses, enter those amounts in Column J. SNAP Outreach requires completion of this section each month to document your agency expenditures towards your SNAP Outreach expenditures.
Certification and Authorized Local Provider Approval	An EDF is considered "Uncertified" unless it includes: Typed Name and Title of the Authorized Local Provider Official, and Date Authorized Authorization Signature
Report Prepared by	Enter the name, Email and Phone number of the person preparing the EDF.

Farmers' Market Specific Billing Instructions.

• Farmers' Market funds for the current fiscal year, are billable only through September 30th. EDFs submitted after the service month of September are not required.
• The Farmers' Market Quarter 1 PFR must be submitted for the first quarter only. It is not required to report Farmers' Market expenses for the remainder of the fiscal year after Quarter 1.

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C. Billing Submittal Information:

The Provider shall submit expenditure documentation by one of the following means:

1. Email: dhs.WICEDF@illinois.gov Adobe .PDF files only.
2. Fax: (217) 785-5247
3. Mail:

Program	EDF to Use	Contact Person
Special Supplemental Nutrition Program for Women, Infants and Children (WIC)	WIC EDF	(217) 782-2166
Breastfeeding Peer Counselor (BFPC) Farmers' Market Nutrition Program (FMNP) WIC Food Center	General EDF	(217) 782-2166
Commodities Supplemental Food Program (CSFP)	General EDF	(217) 524-3354
SNAP Education SNAP Outreach WIC Outreach	General EDF	(217) 782-2166

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