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.
  • The Provider shall use generally accepted accounting practices to record expenditures and revenues as outlined in 89 Ill. Adm. Code 509, Fiscal Administrative Record keeping and Requirements.
  • 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.
  • Expenditure documentation must be submitted in the format defined by the Division of Family and Community Services.
  • Expenditures must be received by the Department no later than the 15th day of the month following the month of service.
  • Any change in this schedule must be submitted in writing to the Department prior to the 15th.
  • Final billings must be received by the 15th day of the month following the end of the Agreement period.
  • All financial record keeping on the part of the Provider shall be in accordance with generally accepted accounting principles consistently applied.
  • The Provider shall allocate and report all related program expenditures. This is a requirement of the federal award.

B. SPECIFIC BILLING INSTRUCTIONS

Providers must use the BMCH Periodic Financial Report Form to provide reporting of expenditures. The provider shall allocate and report program expenditures by the categories in alignment with the approved budget linked to the contract.

a) Form Features

  • The PFR 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.BMCHEDF@illinois.gov or 217-557-3105.

b) 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
    • BMCH Contract Number

Information entered on this tab will automatically populate to each of the monthly tabs.

  • Step 3 - Complete the applicable Month Expenses Tab
PFR Field Purpose of the Field
Date Submitted Submittal date of the PFR
Reporting Month Expenditures

BMCH program expenditures must be broken down by budget line item in alignment with the current approved budget in CSA.

If you do not have expenditures to report for a month, you must still submit a PFR with the Amount Claimed as $0.
Certification and Authorized Local Provider Approval A PFR is considered "Uncertified" unless it includes:
  • Typed or handwritten Name and Title of the Authorized Local Provider Official,
  • Date Authorized, and
  • Authorization Handwritten Signature
Report Prepared by Enter the name, Email and phone number of the person preparing the PFR to contact in case revisions are required.
    • Step 4 - Print the completed monthly tab to Adobe PDF.
    • Step 5 - Submit your Periodic Performance Report Form to DHS.BMCHEDF@illinois.gov.

c) Billing Submittal Information:

The Provider shall submit expenditure documentation by e-mail: DHS.BMCHEDF@illinois.gov.

Program EDF to Use Contact Person
Family Case Management (FCM) BMCH PFR

Anna Sabin

Phone: (217) 557-3105
High Risk Infant Follow-Up / HealthWorks (HRIF/HWIL) BMCH PFR

Anna Sabin

Phone: (217) 557-3105
Better Birth Outcomes (BBO) BMCH PFR

Cheri Coffman

Phone: (217) 557-8306
Best Practices in Inter-conception Health (BPIH) BMCH PFR

Cheri Coffman

Phone: (217) 557-8306
Perinatal Depression BMCH PFR

Cheri Coffman

Phone: (217) 557-8306
Illinois Perinatal Quality Collaborative Partnership (ILPQCP) BMCH PFR

Cheri Coffman

Phone: (217) 557-8306