7. Billing Instructions

Bureau of Family Nutrition (BFN)
Program Manual FY20

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. Expenditure documentation must be submitted in the format defined by the Division of Family and Community Services.
4. Expenditures 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) 
   1.  Any change in this schedule must be submitted in writing to the Department.
5. Final billings must be received by the 15th day of the month following the end of the Agreement period.
6. Farmers' Market funds for the current fiscal year, are billable only through September 30th. 
   1. Final billing for Farmers' Market must be received no later than October 15th to receive payment.
7. All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
8. The Provider shall allocate and report all related program expenditures. This is a requirement of the federal award.
9. 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 your agency 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:

1.  WIC

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

b.  Form Features

• The WIC EDF is a Microsoft Excel Spreadsheet file.
• There is a tab for each month of expenditures.
• Expenditures are automatically calculated for the month as well as the Cumulative Amount Year To Date.
• 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.

c.  Steps

Step 1 - Save the spreadsheet file to your computer.

Step 2 - Complete the Information and Instructions Tab

All fields are Mandatory

• Agency Name
• Agency FEIN
• WIC Contract Number - Information entered on this tab will automatically populate to each of the monthly tabs.

Step 3 - Complete the applicable Month Expenses Tab

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.

Step 4 - Print the completed monthly tab to Adobe PDF.

Step 5 - Submit your Summary Expenditure Documentation Form.

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2.  All other BFN Programs

a.  The following programs must use the General Bureau of Family Nutrition Summary Expenditure Documentation Form (EDF) Excel Spreadsheet to provide reporting of expenditures:

b.  Form Features:

c.  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.

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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
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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