Grants Billing and Reporting

Grant Agreement Invoice & Reporting Requirements

FY23 Instructions and Requirements

Please refer to each Uniform Grant Agreement Exhibits B, C, E, and F for invoice and reporting instructions and requirements.

Invoices/PFRs

The Monthly Invoice IL444-5257 (pdf) template must be used for all DMH programs and submitted no later than 15 days after the end of the month. For Program 850 please consult your individual Exhibit C.

DMH Programs require submission of a quarterly Periodic Financial Report (PFR) (GOMBGATU-4002-PFR (pdf)). Quarterly PFRs do not require a signature, only a typed name and title of authorized grantee representative, date submitted, email, and phone number in the Grantee Certification section.

Grantees should select the applicable invoice template, complete all required fields, type signature, date, and email to DMH at the email address:

Monthly Invoices and Quarterly PFR Email Address for General Grants: DHS.DMHQuarterlyReports@Illinois.gov

Monthly Invoices and Quarterly PFR Email Address for Williams Consent Decree: DHS.DMHWilliamsInvoices@Illinois.gov

Monthly Invoices and Quarterly PFR Email Address for Colbert Consent Decree: DHS.Colbert.Invoices@illinois.gov

Grantee reimbursements will be disbursed after the invoice is correctly completed, submitted, and approved by DMH Fiscal.

Periodic Performance Reports

Performance reporting has 2 elements that are required quarterly for all grants:

• Part I - a standard GOMBGATU-4001 (pdf) template, which is required for all DMH grants. Instructions for this template are included with the document.
• Part II - a grant specific DMH Excel Performance Report Template by Program (PRTP) which is required in lieu of items 14 through 22 on the GOMBGATU-4001.

The GOMBGATU-4001 will capture information common to all DMH grants, while the PRTP is designed to capture the specific programmatic deliverables of each grant. Be sure to check the red box on the GOMBGATU-4001 under item #13 and enter the statement, "Information included on DHS/DMH provided program template," in the text box below the red check box. Continue completing items 23-26. Please contact your Program Contact for the PRTPs for each program.

The GOMBGATU-4001 and PRTP do not require a signature. The GOMBGATU-4001 only requires a typed name and title of authorized grantee representative, email, and phone number in the Grantee Certification section.

All Periodic Performance Reports, PPR, and PRTP, should be submitted to DHS.DMHQuarterlyReports@Illinois.gov.

Notices will be sent to any grantee missing due dates to prompt compliance and avoid stop payment.

Report Labeling for Submission

Please follow the below Program 580 Crisis Staffing example for labeling protocol to ensure documents are directed to the appropriate place for processing.

• For the Invoice: "Agency Name_FY22_Q1_July_580_Crisis Staffing Invoice"
• For the Periodic Financial Report (PFR) only if invoice is not required using DMH Grants Invoice/PFR template: "Agency Name_FY22_Q1_July_580_Crisis Staffing_PFR"
• For the Periodic Performance Report (PPR) using GOMBGATU-4001 template: "Agency Name_FY22_Q1_July_580_4001_PPR"
• For the Periodic Performance Report using DMH Performance Report Template by Program (PRTP): "Agency Name_FY22_Q1_July_580_Excel_PRTP"

All Invoices Containing Protected Health Information

Special emailing instructions apply to protect consumer protected health information (PHI). Grantees should follow instructions from the Program Contact on the program specific submission of necessary PHI. PHI must be encrypted and sent to a specific person as noted below.

Williams invoices must be encrypted to Rebecca Paz and Connie Mariscal-Garcia and submitted to: DHS.DMHWilliamsInvoices@illinois.gov.

Colbert invoices must be encrypted to Rebecca Paz and submitted to DHS.Colbert.Invoices@illinois.gov.

For questions regarding programs and document requirements, please refer to your Program Contact.

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FY22 Instructions and Requirements

Please refer to each Uniform Grant Agreement Exhibits B, C, E, and F for invoice and reporting instructions and requirements.

Invoices/PFRs

The standard DMH Grants Invoice/PFR template should be used for DMH programs that are reimbursed via invoice.  This standard invoice will also be accepted as the Periodic Financial Report (PFR) for programs that utilize this invoice template.  There are a few programs that cannot utilize the standard DMH invoice template and have program specific invoice templates.  Please refer to your Program Contact for the correct Invoice/PFR for FY22.  Due to accessibility issues, we are not able to upload these templates at this time.

DMH Programs that receive advance pay and do not require Grantees to submit an invoice for reimbursement will have specific instructions delineated in Exhibit C of the Uniform Grant Agreement.  Only these programs require submission of a quarterly Periodic Financial Report (PFR).  Quarterly PFRs do not require a signature, only a typed name and title of authorized grantee representative, date submitted, email, and phone number in the Grantee Certification section.

Grantees should select the applicable invoice template (if required), complete all required fields, type signature, date, and email to DMH at the email address indicated in the exhibits/or the invoice template.

Grantee reimbursements will be disbursed after the invoice is correctly completed, submitted and approved by DMH Fiscal.

Periodic Performance Reports

Performance reporting has 2 elements that are required quarterly for all grants:

The GOMBGATU-4001 will capture information common to all DMH grants, while the PRTP is designed to capture the specific programmatic deliverables of each grant.  Be sure to check the red box on the GOMBGATU-4001 under item #13 and enter "Information included on DHS/DMH provided program template," in the text box below the red check box.  Continue completing items 23-26.  Please contact your Program Contact for the PRTPs for each program.

The GOMBGATU-4001 and PRTP do not require a signature.  The GOMBGATU-4001 only requires a typed name and title of authorized grantee representative, email, and phone number in the Grantee Certification section.

All Periodic Performance Reports, PPR, and PRTP, should be submitted to DHS.DMHQuarterlyReports@Illinois.gov.

Notices will be sent to any grantee missing due dates to prompt compliance and avoid stop payment.

Report Labeling for Submission

Please follow the below Program 580 Crisis Staffing example for labeling protocol to ensure documents are directed to the appropriate place for processing.

NOTE: If a grant agreement is paid via invoice, no separate quarterly PFR is required.

Williams and Colbert Consent Decree Grant Invoices Containing Protected Health Information

For a few of the Williams and Colbert Consent Decree grants, special emailing instructions apply to protect consumer protected health information (PHI) that is required on the invoice template.  Grantees should follow instructions included on the program specific invoice template.  These specific Williams and Colbert invoices must be encrypted and sent to a specific person as noted below.

Williams invoices must be encrypted to Rebecca Paz and Connie Mariscal-Garcia and submitted to: DHS.DMHWilliamsInvoices@illinois.gov.

Colbert invoices must be encrypted to Rebecca Paz and submitted to DHS.Colbert.Invoices@illinois.gov.

For detailed instructions on DMH Grant Systems Access Invoicing and Reporting, see the PowerPoint: DMH Grant Systems Access Invoicing and Reporting (pptx)

Contact Kim Benson at Kimberly.benson@illinois.gov for accessible versions of templates.

For questions regarding programs and document requirements, please refer to your Program Contact.