Bureau of Financial Operations

The Bureau of Financial Operations plans, organizes, directs and controls financial support within the Department of Human Services (DHS). These activities include the resolution of federal and other external audits, DHS-operated facility support providing technical assistance on finances to county and provider human services programs, conducting performance audits and reviews of DHS-operated and funded programs, contracting, and procurement.

Tina Long, Director
Bureau of Financial Operations
Tel: (717) 772-2231

 

Alex Matolyak, Director
Division of Audit and Review
Tel: (717) 783-7786
Kelly Leighty, Director
Division of Financial Policy and Operations
Tel: (717) 705-0131
William (Mac) Spiker, Director
Division of Procurement and Contract Management
Tel: (717) 214-8104
  

Division of Audit and Review

The Division of Audit and Review (DAR) assists DHS management to administer human services programs of the highest quality at the lowest cost, with integrity. The DAR carries out its mission by primarily planning and conducting performance audits of DHS operated and funded programs, activities, and functions. The DAR staff is located in Harrisburg as well as field offices coinciding with the location of DHS staff having program oversight responsibilities. All DAR activities are coordinated with program management having primary responsibility for the activity or agency under review. The DAR assignments are included in the DHS Annual Audit Plan.

Audit Resolution Section

The Audit Resolution Section is DHS' single point of contact for audits, reviews, surveys and investigations conducted by the federal government, Auditor General, Treasury, Comptroller Operations, external and internal auditors. They are responsible for managing and controlling these activities to ensure that the process is efficient and corrective action plans are developed and implemented in a timely manner.

The Section manages and reviews DHS' subrecipient audits from counties and non-profit agencies. These audits are the basis for any audit adjustments and the closeout/settlements of the yearly contracts/grants.

The Section is also responsible for the development and implementation of all audit policy affecting DHS-operated and funded programs.

Division of Financial Policy and Operations

Financial Reporting and Payments Section

The Financial Reporting and Payments Section is responsible for support activities to the fiscal administration of our community-based program. The section's responsibilities start at the time the program offices have finalized their decision regarding the county allocation. These activities begin with the payment process and continue through the activity of implementing audit resolutions resulting from the county single audits. The section also is responsible for interpreting allowable cost regulations and involved in the developmental activities associated with allowable costs standards and categorization of expenditures after the close of the fiscal year via the expenditure report certification processes. The section is comprised of two units: Mental Health and Intellectual Disabilities Unit and Child Welfare and Social Programs Unit.

The Mental Health and Intellectual Disabilities Unit is responsible for ongoing assistance to counties regarding expenditure reporting and to ensure the counties understand the allowable costs standards applicable to their programs. Tasks associated with this responsibility include:

  • Develop and implement annual reporting systems.
  • Provide fiscal-related technical assistance to counties and regional program offices.
  • Conduct training sessions for counties regarding payments, regulations and reporting requirements.
  • Research and communicate information regarding allowable cost regulations, proper reporting requirements, cost allocation and accounting issues.
  • Review and process expenditure reports for the county Mental Health, Drug and Alcohol, Intellectual Disabilities, Early Learning, and Human Services Block Grant programs.
  • Prepare payment requests that result in county programs being paid their allocations as determined by the Office of Mental Health and Substance Abuse Services, Office of Developmental Programs, and Office of Child Development and Early Learning.
  • Prepare and distribute correspondence to counties and program offices regarding financial reporting and payments.

These activities are governed by the following PA Code Regulations: Title 55, Chapter 4300, County Mental Health and Intellectual Disabilities Fiscal Manual.

The Child Welfare and Social Programs Unit supports the Office of Children, Youth and Families, Office of Medical Assistance Programs, Office of Income Maintenance, and Office of Administration and is responsible for the implementation of the county allocations upon final approval from the Secretary. Tasks associated with this responsibility include:

  • Prepare payment documents that result in county programs being paid their allocations as determined by the Office of Children, Youth and Families, Office of Medical Assistance Programs, Office of Income Maintenance, and Office of Administration. Provide fiscal-related technical assistance to counties and program offices.
  • Review and process expenditures reports for the State Act 148, Medical Assistance Transportation Program, Homeless Assistance Program, Human Services Development Fund, and Human Services Block Grant.
  • Prepare the county Youth Development Center billings to the county Child Welfare Program.
  • Prepare and distribute correspondence to counties and program offices regarding financial reporting and payments.

The Child Welfare activities are governed by the following PA Code Regulations: Title 55, Chapter 3170 Allowable Costs and Procedures for County Children and Youth.

Reimbursement Operations Section

The Reimbursement Operations Section is responsible for establishing and maintaining uniform standards and maximizing the recovery of funds for the care provided at Commonwealth-operated mental health and intellectual disabilities facilities within the parameters set by state and local regulations. Staff of this section strives to attain their mission and perform these functions while maintaining the dignity of the disabled persons we serve.

The section's functions include:

  • Deciding liability for payment, that is, who is able to pay for the patients care and to what extent.
  • Billing for care provided within the limits of the liability decided.
  • Accounting for charges and for payments against those charges.
  • Safeguarding, depositing, and reporting receipts.
  • Pursuing delinquencies.
  • Applying and/or assisting in applying for patient(s) entitled benefits.

These functions are governed by the following PA Code Regulations: Title 55, Chapter 4310, Client Liability - State MH/ID Facilities

County Human Services Planning and Monitoring Unit

This unit is responsible for administering, monitoring and reporting on the Human Services Development Fund (HSDF) program, which provides counties greater flexibility in addressing human services needs for specific populations. These populations include low-income adults, children, homeless persons, aged and aging persons, and persons with mental health issues, substance use disorders, or intellectual disabilities. The HSDF allows counties to expand and complement these programs and services, improve service delivery through coordinated planning and management activities between human services agencies, and provide generic services across populations as well as specialized services in order to meet the needs that are unique to a specific population. The HSDF is governed by Act 78 of 1994 and the HSDF Instructions and Requirements.

In addition, this unit administers and coordinates the reporting requirements for the Social Services Block Grant (SSBG), a $96 million grant awarded annually by the federal government for the provision of social services. The legislative authority for the SSBG is Title XX of the Social Security Act.

Further, this unit provides logistical support to program offices in the coordination and approval of each county’s annual Human Services Plan. The consolidated planning document meets the planning requirements for county human services, including Mental Health Community Base Funded Services, Behavioral Health Services Initiative, Intellectual Disabilities Community Base Funded Services, Child Welfare Special Grants, Act 152 Funding, Homeless Assistance Program Funding, and Human Services Development Funds. These seven funding sources are included in the Human Services Block Grant (HSBG). The HSBG was established by Act 80 of 2012 and expanded by Act 55 of 2013 to offer a more flexible funding mechanism for selected counties to provide locally identified services. This unit monitors the counties’ use and administration of the HSBG to ensure compliance with applicable state and federal requirements.

Division of Procurement and Contract Management

Contract Execution

Preparation of the procurement instrument:

  • Consults with the program offices at the very early stages of the contracting process to help them identify and document their needs;
  • Receives "Announcement Forms" from the program offices and assigns a project officer to work with the program offices throughout the process;
  • Consults with the program offices in developing the statement of work, pricing models, performance measures, methods of verifying performance, and evaluation criteria;
  • Prepares and presents evaluation team training to evaluation teams.
  • Serves on evaluation teams;
  • Reviews and scores proposals as part of the evaluation process;
  • Consults with program offices on preparing and analyzing the cost estimate;
  • Develops contract monitoring tools;
  • Assists with program offices in conducting thorough vendor outreach and research.

Evaluation/Negotiation/Award

  • Consults and assists the program offices in preparing and conducting a pre-proposal conference if necessary;
  • Consults and assists the program offices in proposal evaluation, cost verification and due diligence on the vendor;
  • Consults and assists the program offices and the Legal office on conducting 'best and final offers' and strategic negotiations; and
  • Consults and assists the program offices on finalizing the agreement and delegating appropriate contract officers and monitors.

Contract Monitoring and Compliance

  • Communicates with contract monitors and officers;
  • Supports the program offices as they conduct the day-to-day monitoring of performance, accepting deliverables, applying sanctions or incentives, completing and reviewing monitoring reports;
  • Reviews monitoring reports as submitted by the program offices either monthly or quarterly depending on need and risk;
  • Requests necessary audit and review activities;
  • Supports the program offices on final financial and performance close out reports;
  • Provides training and technical assistance in all of the activities outlined above.

Procurement

  • Provides advice, guidance and training on the purchase of supplies, services, requests for proposals (RFPs) and grants;
  • Manages DHS' Contractor Responsibility Program, as it applies as it to the contracting process;
  • Manages the Visa Purchasing Card Program for DHS. This includes establishing guidelines and managing VISA Card Applications for potential cardholders; and
  • Makes Advancement Account payments.