24.15 Crossing State Fiscal Years

The fiscal year for federally funded programs starts October 1 and ends September 30. The fiscal year for state-funded programs starts September 1 and ends August 31.

Ordering and Receiving

Charge goods to the state fiscal year in which they were ordered. The receive date does not have to fall within the start and end dates and may be in the following fiscal year.

Example: A special order of a wheelchair on August 3, 2015, using Program 2015 VR Basic Support. The start date is the date the order was placed—06/03/2015.

The end date is the anticipated receipt date and, because of ReHabWorks requirement, must be within the state fiscal year. In this case, the anticipated receipt date is after the end of the fiscal year, so enter in ReHabWorks the end date of the fiscal year, 08/31/2015.

Since the chair is a good, the chair's receive date can be later than the anticipated end date. If the chair arrives September 27, 2015, enter 09/27/2015 as the receive date.

24.15.1 Prorating Services

If there are funds available in the budget in ReHabWorks, it is not necessary to prorate services across fiscal years.

Charge most services to the state fiscal year in which the service occurred. For more information, see 24.14 Program Year.

When part of a service falls in the next state fiscal year, charge that part to that state fiscal year. When setting up the service record, create two line items—one for each state fiscal year—and prorate the charge proportionately.

Example: When one week of service occurs in August and two weeks in September, charge one-third to August and two-thirds to September.

Tips for Prorating

When prorating:

  • do not put zero in the Unit Amount or Unit Cost. Make an informed estimate of the cost and increase or decrease the amount in the service authorization later;
  • use 30 days for all months when prorating a monthly payment; and
  • enter amounts for line items (Line-item amounts do not have to be precise, but the total of the line items must equal the total amount due.)

For more information about prorating payment see ReHabWorks Users Guide, Chapter 16 Case Service Record, 16.2 Service Record, 16.2.8 Service Record Line Item 16.2.8.4 Prorating Payments for Services.