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Cash Management Improvement Act Agreement

between

The State of Montana

and

The Secretary of the Treasury,

United States Department of the Treasury

The Secretary of the Treasury, United States Department of the Treasury (hereafter 'Secretary'), and State of Montana (hereafter 

'State'), in order to implement Section 5 of the Cash Management Improvement Act of 1990, as amended (hereafter 'Act'), agree

as follows:

1.0 AGENTS OF THE AGREEMENT 

1.1 The Authorized Official(s) for the State of Montana shall be the State Accountant of the State Financial Services Division, 

Department of Administration in all matters concerning this Agreement.

1.2 The Assistant Commissioner, Revenue Collections Management, Bureau of the Fiscal Service (Fiscal Service), U.S. 

Department of the Treasury, shall act as the Secretary's representative in all matters concerning this Agreement.

2.0 AUTHORITY

2.1 The authority for this Agreement is the Cash Management Improvement Act of 1990 (Public Law 101-453), as amended by 

the Cash Management Improvement Act of 1992 (Public Law 102-589), codified at 31 U.S.C. 6501 and 31

U.S.C. 6503.

2.2 The regulations codified at 31 CFR Part 205 shall apply to all matters pertaining to this Agreement, and are incorporated 

herein by reference. In the event of any inconsistency between this Agreement and 31 CFR Part 205, the regulations shall govern.

3.0 DURATION, AMENDING, TERMINATING, AND MISCELLANEOUS PROVISIONS

3.1 This Agreement shall take effect on 07/01/2021 and shall remain in effect until 06/30/2022.

3.2 This Agreement may be amended at any time by written, mutual consent of the State and the Fiscal Service. This Agreement shall 

be amended annually to incorporate new programs that qualify as major Federal assistance programs and remove programs that no 

longer qualify as major Federal assistance programs. A State must notify the Fiscal Service in writing within 30 days of the time the 

State becomes aware of a change that involves additions or deletions of programs subject to Subpart A, changes in funding 

techniques, and/or changes in clearance patterns. The notification must include a proposed amendment for review by the Fiscal

Service.

3.3 Notwithstanding section 3.2, in the event of Federal or State non-compliance with Subpart B of 31 CFR, Part 205, the Fiscal 

Service may amend this Agreement at any time to incorporate additional programs and the entities that administer those programs.

3.4 This Agreement may be terminated by either party with 30 days written notice. If this Agreement is terminated, the Fiscal 

Service will prescribe the funding techniques, clearance patterns, and methods for calculating interest liabilities to be used by the 

State.

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4.0 PROGRAMS COVERED

4.1 The State's threshold and its major Federal assistance programs shall be determined based on the State's most recent 

Schedule of Expenditures of Federal Awards for fiscal year ending 06/30/2020.

All major Federal assistance programs shall be covered by this Agreement, unless otherwise specified in section 4.4 of this 

Agreement.

4.2 The State's threshold for major Federal assistance programs is $24,035,339.

The following programs meet or exceed the threshold and are not excluded in Section 4.4:

CFDA Program Name

10.551 Supplemental Nutrition Assistance Program

10.555 National School Lunch Program

14.195 Section 8 Housing

17.225F Unemployment Insurance -- Federal Benefit Account and 

Administrative Costs

17.225S Unemployment Insurance -- State Benefit Account

20.205 Highway Planning and Construction

84.010 Title I Grants to Local Educational Agencies

84.027 Special Education -- Grants to States

93.558 Temporary Assistance for Needy Families

93.568 Low-Income Home Energy Assistance

93.575 Child Care and Development Block Grant

93.767 Children's Health Insurance Program

93.778 Medical Assistance Program

4.3 The following programs fall below the State's threshold but have been required to be covered by Fiscal Service in 

accordance with the non-compliance provisions of Subpart B of 31 CFR Part 205:

There are currently no programs listed for Section 4.3.

4.4 The following programs exceed the State's threshold but have been excluded from coverage for the reason indicated:

There are currently no programs listed for Section 4.4.

4.5.0 The State of Montana threshold was calculated as follows:

Total Federal assistance expenditures for fiscal year 2020: $4,005,889,832. Percentage assigned by Fiscal Service per 

the Federal Register, 31 CFR Part 205, 205.5, Table A (Column B): 0.6 percent.

0.6 percent threshold for fiscal year 2022 = $4,005,889,832 X .006 = $24,035,339

To ensure adequate coverage of all State programs, the Federal regulations require that the threshold should also be 

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calculated using one-half of the percentage assigned by Fiscal Service per the Federal Register, 31 CFR Part 205, 

205.5, Table A (Column B): .5 X 0.6 percent = 0.3 percent.

Once both thresholds were calculated, program coverages were compared. If the percentage of programs covered 

varied by more than 10% between the two thresholds, the State must lower its threshold, or add programs, until the 

difference is less than or equal to 10%.

The State of Montana program coverages (using both thresholds) was compared as follows:

Threshold calculated using 0.6% = $24,035,339. Program coverage: 12 out of 358 programs = 3.35%

Threshold calculated using 0.3% = $12,017,669. Program coverage: 24 out of 358 programs = 6.70%

Program coverage difference: 6.70% - 3.35% = 3.35% (less than 10%)

According to the federal regulations, the threshold of $24,035,339 is an allowable threshold.

5.0 ENTITIES COVERED

5.1 State agencies and instrumentalities that meet the definition of a State per 31 CFR Part 205, shall be subject to the terms of this 

Agreement. The following is a list of such entities that administer funds under the programs listed in Section

4.0 of this Agreement:

Department of Commerce

Department of Labor and Industry

Department of Public Health and Human Services

Department of Transportation

Office of Public Instruction

5.2 Entities that meet the definition of a Fiscal Agent per 31 CFR Part 205 shall be subject to the terms of this Agreement. The 

following is a list of Fiscal Agents that administer funds under the programs listed in the Section 4.0 of this Agreement:

Fiscal Agent CFDA Program Name

Solutran 10.551 Supplemental Nutrition Assistance 

Program

6.0 FUNDING TECHNIQUES

6.1 General Terms

6.1.1 The State shall request Federal funds in accordance with the appropriate cut-off times shown in Exhibit I to ensure funds will 

be received and credited to a State account by the times specified in the funding techniques. Exhibit I is incorporated by reference 

herein.

6.1.2 The State shall schedule the receipt of Federal funds such that the funds are received and credited to a State account in 

accordance with the clearance patterns specified in Exhibit II - List of State Clearance Patterns. Exhibit II is incorporated by 

reference herein.

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6.1.3 In instances where the receipt of funds is scheduled for a Saturday, the State shall request funds for deposit on Friday. In 

instances where the receipt of funds is scheduled for a Sunday, the State shall request funds for deposit on Monday. In instances 

where the receipt of Federal funds is scheduled for deposit on a day when the State is not open for business, the State shall request 

funds for deposit the day following the scheduled day; in instances where the receipt of Federal funds is scheduled for deposit on a 

day when the Federal Government is not open for business, the State shall request funds for deposit the day prior to the scheduled 

day.

6.1.4 Estimates and Reconciliation of Estimates:

Where estimated expenditures are used to determine the amount of the drawdown, the State will indicate in the terms of the State 

unique funding technique how the estimated amount is determined and when and how the State will reconcile the difference 

between the estimate and the State's actual expenditures.

6.1.5 Supplemental Funding:

Unless otherwise defined by program rules, Supplemental Funding is the award of additional funds to provide for an increase in 

costs due to unforeseen circumstances.

The State will comply with all Federal program agency policies and procedures for requesting supplemental grant funding.

The State will comply with the following guidelines when requesting supplemental funding for the Medical Assistance Program 

and associated administrative payments (CFDA 93.778):

The State must submit a revised Medicaid Program Budget Report (CMS-37) to request supplemental funding. The CMS guidelines 

and instructions for completing the CMS-37 are provided in Section 2600F of the State Medicaid Manual (SMM). The CMS/CO must 

receive the revised Form CMS-37 through the Medicaid Budget Expenditure System/Children's Budget Expenditure System 

(MBES/CBES) no later than 10 calendar days before the end of the quarter for which the supplemental grant award is being 

requested.

Additional guidance on this policy is available from the respective CMS Regional Office, U.S. Department of Health & Human 

Services.

The State will comply with the following guidelines when requesting supplemental funding for TANF (CFDA 93.558), CCDF 

(CFDA 93.575), CSE (93.563), and the FC/AA (CFDA 93.658 and CFDA 93.659) programs administered by the

U.S. Department of Human Services, Administration for Children and Families (HHS/ACF):

a. Timing of the Request

A State should initiate its request for supplemental funding during a quarter as soon as it becomes aware of the fact that a shortfall 

does/will exist. For the TANF and CCDF grants, supplemental funding requests (estimates) may be submitted by a State, for 

consideration by ACF, up through and including the 15th day of the third month of the first, second or third quarter of any fiscal year. 

Since TANF and CCDF are block grant programs, all unawarded portions of the annual allotment will automatically be issued at the 

beginning of the fourth quarter. Therefore, supplemental funding requests will not be available during the fourth quarter for these 

programs. For the CSE and FC/AA programs, supplemental funding requests may be submitted by a state, for consideration by ACF, 

up through and including the 15th day of the third month of any quarter of a fiscal year.

b. Justification for the Request

The request for a supplemental funding for any of the above-mentioned programs should contain a justification clearly documenting 

the need for the additional funding authority during the current quarter. This documentation should be in the form of State accounting 

records or similar documents that will show the actual expenditures through the most recent month for which such data are available, 

as well as the State's most accurate projection of its anticipated expenditures during the remaining month(s) of the quarter. For either 

the TANF or the CCDF program, the State's justification should also include an explanation of the activities requiring the obligation 

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and/or expenditure of amounts that exceed the normal quarterly grant award restrictions and why these activities could not have been 

delayed until the next quarter.

c. Form Submittal

Supplemental funding requests should be made by completing the appropriate ACF quarterly report of expenditures and estimates

applicable to the particular program for which the grant award request is being made.

d. Approval Process

Upon receipt of the state's request for additional funding authority for a quarter, the ACF Regional Office will promptly review the 

supporting documentation. If the request is properly justified, so long as ACF has adequate funding availability, the State's request 

will be expedited and supplemental funding will be issued within 5 days of ACF receiving the request. The State will be notified by 

the Regional Office when the supplemental award has been transmitted to the Payment Management System (PMS) and when it 

may initiate drawdowns against the supplemental funding.

Additional guidance on this policy is provided in the U.S. Department of Health & Human Services, Administration for Children

and Families, letter (May 19, 2004) to State Administrators from the Deputy Assistant Secretary for Administration.

6.2 Description of Funding Techniques

6.2.1 The following are terms under which standard funding techniques shall be implemented for all transfers of funds to which the 

funding technique is applied in section 6.3.2 of this Agreement.

Funding Technique Name Description

Actual Clearance, ZBA - ACH The State shall request funds such that they are deposited by ACH in a State account 

on the settlement date of payments issued by the State. The request shall be made in

accordance with the appropriate Federal agency cut-off time specified in Exhibit I. 

The amount of the request shall be for the amount of funds that clear the State's 

account on the settlement date. This funding technique is interest neutral.

Average Clearance The State shall request funds such that they are deposited by ACH on the dollarweighted average day of clearance for the disbursement, in accordance with the 

clearance pattern specified in Exhibit II. The request shall be made in accordance 

with the appropriate Federal agency cut-off time specified in Exhibit I. The amount 

of the request shall be for the exact amount of that disbursement. This funding 

technique is interest neutral.

Estimated Clearance The State shall request funds such that they are deposited in a State account in 

accordance with the clearance pattern specified in Exhibit II - EC (Estimated 

Clearance). The request shall be made in accordance with the appropriate Federal 

agency cut-off time specified in Exhibit I. The amount of each request will be a 

percentage of the disbursement, according to the State's clearance pattern specified in 

Exhibit II - EC. This funding technique is interest neutral.

6.2.2 The following are terms under which funding techniques for administrative costs shall be implemented for all transfers 

of funds to which the funding technique is applied in section 6.3.2 of this Agreement.

There are currently no funding techniques listed in Section 6.2.2.

6.2.3 The following are terms under which miscellaneous funding techniques shall be implemented for all transfers of funds to 

which the funding technique is applied in section 6.3.2 of this Agreement.

There are currently no funding techniques listed in Section 6.2.3.

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6.2.4 The following are terms under which State unique funding techniques shall be implemented for all transfers of funds to which 

the funding technique is applied in section 6.3.2 of this Agreement.

Funding Technique Name Description

Drawdowns at Fixed Intervals - Daily The request shall be made in accordance with the appropriate Federal agency cut-off 

time specified in Exhibit I. The State shall request funds such that they are deposited 

by ACH in the State Account using an estimated daily average cost that is based on 

the actual costs of the month two months prior to the current month. Estimated 

indirect costs will be recorded daily to unique expenditure accounts. At the end of the 

month, actual costs for the prior month will be recorded, and the prior month's 

estimated costs reversed. The funds will be reconciled monthly after the cost 

allocation program has been run. The State will draw or return funds based on the 

reconciliation differences for the month. This funding technique is interest neutral.

Drawdowns at Fixed Intervals - Weekly The request shall be made in accordance with the appropriate Federal agency cut-off 

time specified in Exhibit I. The State shall request funds weekly on Wednesday such 

that they are deposited on the following business day. The amount of the request shall 

be based on the amount of actual cash outlays for direct and indirect administrative 

costs during the prior week, Wednesday through Tuesday. This funding technique is 

interest neutral.

Drawdowns at Fixed Intervals - Weekly (2) The request shall be made in accordance with the appropriate Federal agency cut-off 

time specified in Exhibit I. The State shall request funds weekly on Wednesday such 

that they are deposited on the following business day. The amount of the request shall

be based on the amount of actual cash outlays for direct and estimated indirect 

administrative costs during the prior week, Wednesday through Tuesday. The 

estimated indirect costs are based on the actual indirect costs of the month two months 

prior to the current month. At the end of the month, actual indirect costs for the prior 

month will be recorded, and the prior month's estimated costs reversed. The funds will 

be reconciled monthly after the cost allocation program has been run. The State will 

draw or return funds based on the reconciliation differences for the month. This 

funding technique is interest neutral.

Drawdowns at Fixed Intervals - Weekly (3) The Department of Transportation shall submit a weekly invoice for all program costs 

and payments. There may be instances that require MDT to draw more than once 

within a week (i.e. month-end closing or large dollar payments that cannot wait until 

the next weekly draw). The request of the funds shall be made in accordance with the 

appropriate Federal agency cut-off time in Exhibit I to the extent practical. The 

amount of the request shall be the amount of actual costs and payments incurred since 

the last request for funds. This funding technique is interest neutral.

Drawdowns at Fixed Intervals - Weekly (4) The request shall be made in accordance with the appropriate Federal agency cut-off 

time specified in Exhibit I. The State shall request funds weekly on Wednesday, or as 

reasonable to address negative cash needs, such that they are deposited on the date of 

receipt from the appropriate Federal Agency. The amount of the request shall be based 

on the amount of actual program costs incurred during the prior week, Wednesday 

through Tuesday. This funding technique is interest neutral.

Modified Actual Clearance (ZBA - ACH) The request shall be made in accordance with the appropriate Federal agency cut-off 

time specified in Exhibit I. Each day, the State will receive notification of the amount 

of EBT benefits and fee payments that processed the previous day, and the State's cash 

balance will be reduced by the amount of EBT payments processed. On the same day, 

the State will request that amount and receive and deposit the funds on the same day 

requested. This funding technique is interest neutral.

Payment Schedule - HUD (2) The Department of Commerce electronically transmits voucher payment information 

to HUD via TRACSMail approximately four business days prior to the last business 

day of the month. HUD's Tenant Rental Assistance System (TRACS) compares the 

transmitted voucher information to HUD data on file. The voucher payment request, 

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excluding any voucher and contract discrepancies identified in the comparison 

process, is then forwarded to the HUD payment funding system (LOCCS Line of 

Credit Control System). On the last business day of the month, LOCCS sends an email to the Department of Commerce regarding the HUD deposit scheduled for the 

first business day of the next month. The e-mail includes an estimated deposit date, 

dollar amount, and an attachment with individual contract payment detail. The 

Department of Commerce reconciles the voucher payment information transmitted to 

HUD to the LOCCS e-mail deposit total. The Department of Commerce will then 

disburse housing assistance payments by EFT (Electronic Fund Transfer), so that the 

settlement date is the first business day of the month, except for the months of January 

and July. The settlement date will be the second business day of those months due to 

1099 reporting (January) and fiscal year-end reporting (July). This funding technique 

is interest neutral.

6.3 Application of Funding Techniques to Programs

6.3.1 The State shall apply the following funding techniques when requesting Federal funds for the component cash flows of the 

programs listed in sections 4.2 and 4.3 of this Agreement.

6.3.2 Programs

Below are programs listed in Section 4.2 and Section 4.3.

10.551 Supplemental Nutrition Assistance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 100

Component: EBT

Technique: Modified Actual Clearance (ZBA - ACH)

Average Day of Clearance: N/A

10.555 National School Lunch Program

Recipient: Office of Public Instruction

% of Funds Agency Receives: 100

Component: Benefits Paid by Electronic Funds Transfer

Technique: Drawdowns at Fixed Intervals - Weekly (4)

Average Day of Clearance: N/A

14.195 Section 8 Housing

Recipient: Department of Commerce

% of Funds Agency Receives: 100

Component: Payments to Landlords by Electronic Funds Transfer

Technique: Payment Schedule - HUD (2)

Average Day of Clearance: N/A

17.225F Unemployment Insurance -- Federal Benefit Account and 

Administrative Costs

Recipient: Department of Labor and Industry

% of Funds Agency Receives: 49

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

17.225F Unemployment Insurance -- Federal Benefit Account and 

Administrative Costs

Recipient: Department of Labor and Industry

% of Funds Agency Receives: 1

Component: Direct Administrative Costs - Electronic Funds Transfer

Technique: Drawdowns at Fixed Intervals - Weekly

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Average Day of Clearance: N/A

17.225F Unemployment Insurance -- Federal Benefit Account and 

Administrative Costs

Recipient: Department of Labor and Industry

% of Funds Agency Receives: 1

Component: Direct Administrative Costs - Warrant Payments

Technique: Drawdowns at Fixed Intervals - Weekly

Average Day of Clearance: N/A

17.225F Unemployment Insurance -- Federal Benefit Account and 

Administrative Costs

Recipient: Department of Labor and Industry

% of Funds Agency Receives: 49

Component: Benefits Paid by Warrant

Technique: Estimated Clearance

Average Day of Clearance: N/A

17.225S Unemployment Insurance -- State Benefit Account

Recipient: Department of Labor and Industry

% of Funds Agency Receives: 50

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

17.225S Unemployment Insurance -- State Benefit Account

Recipient: Department of Labor and Industry

% of Funds Agency Receives: 50

Component: Benefits Paid by Warrant

Technique: Estimated Clearance

Average Day of Clearance: N/A

20.205 Highway Planning and Construction

Recipient: Department of Transportation

% of Funds Agency Receives: 100

Component: All program costs

Technique: Drawdowns at Fixed Intervals - Weekly (3)

Average Day of Clearance: N/A

84.010 Title I Grants to Local Educational Agencies

Recipient: Office of Public Instruction

% of Funds Agency Receives: 100

Component: Admin Costs, Benefits Paid by Electronic Funds Transfer

Technique: Drawdowns at Fixed Intervals - Weekly (4)

Average Day of Clearance: N/A

84.027 Special Education -- Grants to States

Recipient: Office of Public Instruction

% of Funds Agency Receives: 100

Component: Admin Costs, Benefits Paid by Electronic Funds Transfer

Technique: Drawdowns at Fixed Intervals - Weekly (4)

Average Day of Clearance: N/A

93.558 Temporary Assistance for Needy Families

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 6

Component: EBT Benefits

Technique: Modified Actual Clearance (ZBA - ACH)

Average Day of Clearance: N/A

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93.558 Temporary Assistance for Needy Families

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 1

Component: Indirect Administrative Costs

Technique: Drawdowns at Fixed Intervals - Daily

Average Day of Clearance: N/A

93.558 Temporary Assistance for Needy Families

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 85

Component: Benefits Paid by Warrant

Technique: Average Clearance

Average Day of Clearance: 5 Days

93.558 Temporary Assistance for Needy Families

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 6

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

93.558 Temporary Assistance for Needy Families

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 2

Component: Program Costs - Other

Technique: Drawdowns at Fixed Intervals - Weekly (2)

Average Day of Clearance: N/A

93.568 Low-Income Home Energy Assistance

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 53

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

93.568 Low-Income Home Energy Assistance

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 40

Component: Benefits Paid by Warrant

Technique: Average Clearance

Average Day of Clearance: 4 Days

93.568 Low-Income Home Energy Assistance

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 6

Component: Direct Administrative Costs

Technique: Drawdowns at Fixed Intervals - Weekly (2)

Average Day of Clearance: N/A

93.568 Low-Income Home Energy Assistance

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 1

Component: Indirect Administrative Costs

Technique: Drawdowns at Fixed Intervals - Weekly (2)

Average Day of Clearance: N/A

93.575 Child Care and Development Block Grant

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 45

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

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Average Day of Clearance: N/A

93.575 Child Care and Development Block Grant

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 43

Component: Program Costs

Technique: Drawdowns at Fixed Intervals - Weekly

Average Day of Clearance: N/A

93.575 Child Care and Development Block Grant

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 7

Component: Indirect Administrative Costs

Technique: Drawdowns at Fixed Intervals - Daily

Average Day of Clearance: N/A

93.575 Child Care and Development Block Grant

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 5

Component: Benefits Paid by Warrant

Technique: Average Clearance

Average Day of Clearance: 6 Days

93.767 Children's Health Insurance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 94

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

93.767 Children's Health Insurance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 2

Component: Direct Administrative Costs

Technique: Drawdowns at Fixed Intervals - Weekly

Average Day of Clearance: N/A

93.767 Children's Health Insurance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 1

Component: Benefits Paid by Warrant

Technique: Average Clearance

Average Day of Clearance: 6 Days

93.767 Children's Health Insurance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 3

Component: Indirect Administrative Costs

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

93.778 Medical Assistance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 81

Component: Benefits Paid by Electronic Funds Transfer

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

93.778 Medical Assistance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 4

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Component: Indirect Administrative Costs

Technique: Actual Clearance, ZBA - ACH

Average Day of Clearance: 1 Day

93.778 Medical Assistance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 7

Component: Benefits Paid by Warrant

Technique: Average Clearance

Average Day of Clearance: 7 Days

93.778 Medical Assistance Program

Recipient: Department of Public Health and Human Services

% of Funds Agency Receives: 8

Component: Direct Administrative Costs

Technique: Drawdowns at Fixed Intervals - Weekly

Average Day of Clearance: N/A

6.3.3 Materiality Exemptions

Agencies exempt from coverage on the basis of materiality:

No exemptions.

7.0 CLEARANCE PATTERNS

7.1 The State shall develop separate clearance patterns for each of the following:

The State shall develop separate clearance patterns for the Statewide Payroll and each program and independent functions within 

specific programs listed in sections 4.2 and 4.3 (any interest exempted program) of this Agreement.

7.2 The following shall develop the State's clearance patterns:

The Department of Administration shall develop the State's clearance patterns.

7.3 The sources of data the State shall use when developing its clearance patterns are as follows:

The data utilized in the development of clearance patterns comes from SABHRS (Statewide Accounting, Budget, and Human Resource 

System). The System is administered by the SABHRS Financial Services Technology Bureau of the State Financial Services Division 

within the Department of Administration.

7.4 The State shall use the following methodology when developing its clearance patterns:

When developing each clearance pattern, the State shall track at least 99% of the funds disbursed, from issuance to clearance, for a 

period of at least three months.

7.5 The State shall identify for each check or warrant (hereafter, check) in the population: (1) the date the check was released 

for payment; (2) the date the check was debited from the State's account, and, (3) the amount of the check.

7.6 The State shall use the following method to calculate the dollar-weighted average day of clearance:

To determine the number of days each check was outstanding (clearance time), the issue date shall be subtracted from the date the 

check cleared the State's account.

To determine the percentage of the disbursement paid out each day following issuance, the amount of the checks that clear the 

State's account each day shall be summed and then divided by the amount of the total disbursement.

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For each day following issuance, the clearance time of the checks paid out that day shall be multiplied by the percentage of the total 

disbursement those checks represent. This product is the clearance factor.

The dollar-weighted average day of clearance for the disbursement shall be determined by summing the clearance factor of each day 

following the disbursement.

7.7 The State shall adjust each clearance pattern to reflect the dollar-weighted proportion of funds paid out by EFT/Direct payroll, 

with the following exceptions:

No exceptions.

The State shall also adjust each clearance pattern to reflect:

No exceptions.

7.8 Each of the State's clearance patterns is calculated in Business days.

7.9 An authorized State official shall certify that each clearance pattern developed by the State accurately corresponds to the 

clearance activity of the programs to which it is applied. This certification shall be provided to the Fiscal Service prior to the 

effective date of the Agreement. The State shall recertify its clearance patterns at least every five years.

7.10 The State shall follow the procedures of 31 CFR 205 if it has actual or constructive knowledge, at any time, that a clearance

pattern does not correspond to a program's clearance activity.

8.0 INTEREST CALCULATION METHODOLOGY

8.1 General Terms

8.1.1 The State and the Secretary agree that no interest liabilities will be incurred for transfers of funds made in accordance 

with the procedures specified in section 6 of this Agreement where the following funding techniques are applied:

Actual Clearance, ZBA - ACH

Average Clearance

Drawdowns at Fixed Intervals - Daily

Drawdowns at Fixed Intervals - Weekly

Drawdowns at Fixed Intervals - Weekly (2)

Drawdowns at Fixed Intervals - Weekly (3)

Drawdowns at Fixed Intervals - Weekly (4)

Estimated Clearance

Modified Actual Clearance (ZBA - ACH)

Payment Schedule - HUD (2)

8.1.2 The State shall maintain information on disbursements and receipts of funds to verify the implementation of any funding 

technique and document interest liabilities.

For each disbursement, the State shall be able to identify:

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(1) amount of the issuance

(2) date of issuance

(3) date Federal funds are received and credited to a State account

(4) amount of Federal funds received

(5) date funds were requested

8.2 Federal Interest Liabilities

8.2.1 A Federal interest liability shall accrue from the day the State pays out its own funds for program purposes to the day Federal

funds are credited to a State account. With regard to funds transferred out of the Federal Highway Trust Fund, if a State does not bill 

at least weekly for current project costs, the Federal interest liability shall not accrue prior to the day the State submits a request for 

funds.

8.2.2 The State shall use the following method to calculate Federal interest liabilities:

1. Actual Activity

For all transactions where the State pays out its funds for program purposes prior to receiving Federal funds, the State shall track each 

payment from the date it is paid out of a State account to the date Federal funds are subsequently credited to a State account to cover 

that outlay. The Federal interest liability on each payment shall be based on the difference in whole days between the two events. With 

Federal-State matching programs, interest shall be calculated on the Federal percentage of the disbursement.

2. Estimated Clearance

For all transactions where the State pays out its funds for a program prior to receiving Federal funds, the State shall compare the daily 

clearance pattern, as specified in Exhibit II, to the date Federal funds are credited to a State Account. The Federal interest liability shall 

be based on the difference in whole days between the estimated clearance of State funds and the actual deposit of Federal funds. With 

Federal-State matching programs, interest shall be calculated on the Federal percentage of the disbursement.

3.Average Clearance

For all transactions where the State pays out its funds for program purposes prior to receiving Federal funds, the Federal interest 

liability shall be based on the difference in whole days between the average date of clearance for the disbursement, as specified in 

Exhibit II, and the date the related Federal funds are credited to State account. With Federal-State matching programs, interest shall be 

calculated on the Federal percentage of the disbursement.

4. Other Payment Schedules

For all other transactions where the State pays out its funds for program purposes prior to receiving Federal funds, the Federal interest 

liability shall be based on the difference in whole days between the date the related Federal funds should have been credited to the State 

as specified in Section 6 of this Agreement and the date they were actually credited to a State account. With Federal-State matching 

programs, interest shall be calculated on the Federal percentage of the disbursement.

The State draw process is validated by the spreadsheet calculations prepared and filed with the Annual report.

8.3 The Unemployment Trust Fund

8.3.1 The State shall use the following method to calculate State interest liabilities on funds withdrawn from the several accounts 

in the Unemployment Trust Fund:

There are no interest earnings on funds withdrawn from the State account, as the State has implemented the estimated clearance funding 

technique, an interest-neutral funding technique, for such transfers. For transfers of funds from the State account in the UTF that do not 

follow the technique specified in section 6.2 and result in a positive balance of funds in a State account, the State's liability for interest 

on funds withdrawn from its account in the UTF shall consist of the actual interest earnings of the benefit payment account attributed to 

such funds less the related banking costs attributed to such funds.

8.4 Refund Liabilities

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8.4.1 The State shall be liable for interest on refunds from the date the refund is credited to a State account until the date the refund 

is debited from the State account for program purposes. The State shall apply a $50,000 refund transaction threshold below which 

the State shall not incur or calculate interest liabilities on refunds. A transaction is defined as a single deposit.

8.4.2 For each refund, the State shall maintain information identifying:

(1) date a refund is credited to a State account

(2) date of the subsequent deposit of Federal funds against which the refund is offset

(3) amount of the refund

8.4.3 The State shall use the following methodology to calculate interest liabilities on refunds:

With programs to which the following interest neutral funding techniques are applied, the State interest liability shall be based on the 

difference in whole days between the date the refund is deposited in a State account and the date the refund is offset against a 

subsequent deposit of Federal funds: Actual Clearance (ZBA-ACH), Modified Actual Clearance (ZBA-ACH), Estimated Clearance, 

Drawdowns on a Payroll Cycle, Drawdowns at Fixed Intervals - Weekly, and Specified Payment Schedules.

8.5 Exemptions

8.5.1 Where more than one State agency is a recipient of Federal funds under a program, a particular State agency's funding may be 

excluded from interest calculation procedures if the State agency receives an amount of funds less than 5

% of the State's threshold for major Federal assistance programs. Notwithstanding this potential exemption, however, in no case 

shall less than 90% of a program's total funding be subject to interest calculation procedures.

Proration of calculations: If less than total program funding is subject to interest calculation procedures, the resulting interest 

liability calculations shall be prorated to 100% of program funding.

8.6 State Interest Liabilities

8.6.1 The State shall be liable for interest on Federal funds from the date Federal funds are credited to a State account until the

date those funds are paid out for program purposes.

8.6.2 The State shall use the following method to calculate State interest liabilities on Federal funds:

8.6.2.1 Measuring Time Funds Are Held

Deposit to Clearance:

To determine the total time Federal funds are held, the State shall measure the time between the date Federal funds are received and 

credited to a State's account and the date those funds are debited from the State's account.

For programs using non-interest neutral Payment Schedules funding techniques where Federal funds are received and credited to a 

State's account before the date those funds are debited from the State's account, the State interest liability shall be based on the 

difference in whole days between the date the Federal funds are received and credited to a State's account and the date those related 

State funds are debited from the State's account as specified in Section 6.2.4 (non-interest neutral Payment Schedules funding 

techniques) of this Agreement. With Federal-State matching programs, interest shall be calculated on the State percentage of the 

disbursement.

8.6.2.2 Source of Data

The time period from the date Federal funds are credited to the State's account to the date of clearance shall be determined 

from information captured by the Department of Administration from the agency administering the program.

8.6.2.3 Standards Applied

The average daily cash balance of Federal funds in the program's account reflects the actual activity of each draw from the date of 

deposit to the date of clearance.

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8.6.2.4 Calculation Procedure

I = AD x R x T/365, where

I = State's interest liability

AD = Actual dollar amount of Federal funds credited to State's account

R = Annualized rate equal to the average equivalent yields of 13-week Treasury bills auctioned during a State's fiscal year

T = Number of days from credit of Federal funds to State's account to date of clearance or payout as determined by the 

appropriate clearance pattern in Exhibit II or the payout schedule specified in section 6 of this Agreement.

9.0 REVERSE FLOW PROGRAMS

The State is not required to cover any reverse flow programs under the terms of this Agreement because the State does not 

participate in the program.

10.0 INTEREST CALCULATION COSTS

10.1 As set forth in 31 CFR 205.27, interest calculation costs are defined as those costs necessary for the actual calculation of 

interest, including the cost of developing and maintaining clearance patterns in support of the interest calculations. Interest 

calculation costs do not include expenses for normal disbursing services, such as processing of checks or maintaining records for 

accounting and reconciliation of cash balances, or expenses for upgrading or modernizing accounting systems. Interest 

calculation costs in excess of $50,000 in any year are not eligible for reimbursement, unless the State provides justification with 

the annual report.

10.2 The State expects to incur the following types of interest calculation costs:

Costs of calculating interest, including the cost of developing and maintaining clearance patterns in support of interest calculations.

10.3 The State shall submit all claims for reimbursement of interest calculation costs with its Annual Report in accordance with 31 

CFR 205.

11.0 NON-COMPLIANCE

11.1 The provisions of 31 CFR Part 205.29 and 31 CFR Part 205.30 shall apply in cases of non-compliance with the terms of 

this Agreement.

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12.0 AUTHORIZED SIGNATURES

Cody Pearce

State Accountant, State Financial Services Division, Department of Administration

Signature: Date Signed:

Sandra R. Paylor

Acting Assistant Commissioner

Revenue Collections Management

Bureau of the Fiscal Service

U.S. Department of the Treasury

Signature: Date Signed:

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6/2/2021

6/11/2021
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Exhibit I - Funds Request and Receipt Times Schedule

State of Montana

Federal Agency Payment Type Request Cut-Off Time Receipt Window

Agriculture-FNS ACH 11:59 PM 1 day

Agriculture-FNS Fedwire 5:45 PM 0 day

Agriculture-FS ACH 3:00 PM 1 day

Air National Guard ACH 12:00 PM 15 days

Army National Guard ACH 12:00 PM 15 days

Commerce-NOAA ACH 2:00 PM 1 day

Dept of Homeland Security (FEMA) Fedwire 2:00 PM 2 days

Dept of Homeland Security (ODP) ACH 2:00 PM 2 days

Dept of Homeland Security (ODP) Fedwire 2:00 PM 2 days

EPA ACH 2:00 PM 2 days

EPA Fedwire 2:00 PM 0 day

Education ACH 3:00 PM 1 day

Education Fedwire 2:00 PM 0 day

Energy ACH 4:00 PM 1 day

Energy Fedwire 3:00 PM 0 day

HHS ACH 5:00 PM 1 day

HHS Fedwire 3:00 PM 0 day

HUD ACH 5:30 PM 2 days

HUD Fedwire 3:00 PM 0 day

Interior-FWS ACH 11:59 PM 1 day

Interior-FWS Fedwire 5:45 PM 0 day

Interior-OSM ACH 3:00 PM 1 day

Interior-OSM Fedwire 1:00 PM 0 day

Justice ACH 11:00 PM 6 days

Justice Fedwire 2:00 PM 2 days

Labor-Non-UTF ACH 3:00 PM 1 day

Labor-UTF ACH 3:00 PM 1 day

Labor-UTF Fedwire 3:00 PM 0 day

National Science Foundation (NSF) ACH 8:00 PM 1 day

National Science Foundation (NSF) Fedwire 5:45 PM 0 day

Social Security Administration ACH 11:59 PM 1 day

Social Security Administration Fedwire 5:45 PM 0 day

Transportation (FAA) ACH 2:00 PM 1 day

Transportation (FHWA) ACH 12:00 PM 3 days

Transportation (FHWA) Fedwire 12:00 PM 0 day

Transportation (FTA) ACH 2:00 PM 1 day

Veterans Administration ACH 12:00 PM 3 days

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Exhibit II - State of Montana

LIST OF STATE CLEARANCE TIMES

(Rounded Dollar-Weighted Average Day of Clearance)

Clearance Times Where the Timing of A Draw Down Is Based on A Clearance Pattern

CFDA Program Name Recipient % Component Technique Rounded 

days

10.551 Supplemental 

Nutrition 

Assistance 

Program

Department of 

Public Health and 

Human Services

100.0 EBT Modified Actual 

Clearance (ZBA -

ACH)

N/A

10.555 National School 

Lunch Program

Office of Public 

Instruction

100.0 Benefits Paid by 

Electronic Funds 

Transfer

Drawdowns at Fixed 

Intervals - Weekly 

(4)

N/A

14.195 Section 8 Housing Department of 

Commerce

100.0 Payments to 

Landlords by 

Electronic Funds 

Transfer

Payment Schedule -

HUD (2)

N/A

17.225

F

Unemployment 

Insurance --

Federal Benefit 

Account and 

Administrative 

Costs

Department of 

Labor and 

Industry

49.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

1 Day

Unemployment 

Insurance --

Federal Benefit 

Account and 

Administrative 

Costs

Department of 

Labor and 

Industry

1.0 Direct Administrative 

Costs - Electronic 

Funds Transfer

Drawdowns at Fixed 

Intervals - Weekly

N/A

Unemployment 

Insurance --

Federal Benefit 

Account and 

Administrative 

Costs

Department of 

Labor and 

Industry

1.0 Direct Administrative 

Costs - Warrant 

Payments

Drawdowns at Fixed 

Intervals - Weekly

N/A

Unemployment 

Insurance --

Federal Benefit 

Account and 

Administrative 

Costs

Department of 

Labor and 

Industry

49.0 Benefits Paid by 

Warrant

Estimated Clearance N/A

17.225

S

Unemployment 

Insurance -- State 

Benefit Account

Department of 

Labor and 

Industry

50.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

1 Day

Unemployment 

Insurance -- State 

Benefit Account

Department of 

Labor and 

Industry

50.0 Benefits Paid by 

Warrant

Estimated Clearance N/A

20.205 Highway Planning 

and Construction

Department of

Transportation

100.0 All program costs Drawdowns at Fixed 

Intervals - Weekly 

(3)

N/A

84.010 Title I Grants to 

Local Educational 

Agencies

Office of Public 

Instruction

100.0 Admin Costs, 

Benefits Paid by 

Electronic Funds 

Transfer

Drawdowns at Fixed 

Intervals - Weekly 

(4)

N/A

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84.027 Special Education 

-- Grants to States

Office of Public 

Instruction

100.0 Admin Costs, 

Benefits Paid by 

Electronic Funds 

Transfer

Drawdowns at Fixed 

Intervals - Weekly 

(4)

N/A

93.558 Temporary 

Assistance for 

Needy Families

Department of 

Public Health and 

Human Services

6.0 EBT Benefits Modified Actual 

Clearance (ZBA -

ACH)

N/A

Temporary 

Assistance for 

Needy Families

Department of 

Public Health and 

Human Services

1.0 Indirect 

Administrative Costs

Drawdowns at Fixed 

Intervals - Daily

N/A

Temporary 

Assistance for 

Needy Families

Department of 

Public Health and 

Human Services

85.0 Benefits Paid by 

Warrant

Average Clearance 5 Days

Temporary 

Assistance for 

Needy Families

Department of 

Public Health and 

Human Services

6.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

1 Day

Temporary 

Assistance for 

Needy Families

Department of 

Public Health and 

Human Services

2.0 Program Costs -

Other

Drawdowns at Fixed 

Intervals - Weekly 

(2)

N/A

93.568 Low-Income 

Home Energy 

Assistance

Department of 

Public Health and 

Human Services

53.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

1 Day

Low-Income 

Home Energy 

Assistance

Department of 

Public Health and 

Human Services

40.0 Benefits Paid by 

Warrant

Average Clearance 4 Days

Low-Income 

Home Energy 

Assistance

Department of 

Public Health and 

Human Services

6.0 Direct Administrative 

Costs

Drawdowns at Fixed 

Intervals - Weekly 

(2)

N/A

Low-Income 

Home Energy 

Assistance

Department of 

Public Health and 

Human Services

1.0 Indirect 

Administrative Costs

Drawdowns at Fixed 

Intervals - Weekly 

(2)

N/A

93.575 Child Care and 

Development 

Block Grant

Department of 

Public Health and 

Human Services

45.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

N/A

Child Care and 

Development 

Block Grant

Department of 

Public Health and 

Human Services

43.0 Program Costs Drawdowns at Fixed 

Intervals - Weekly

N/A

Child Care and 

Development 

Block Grant

Department of 

Public Health and 

Human Services

7.0 Indirect 

Administrative Costs

Drawdowns at Fixed 

Intervals - Daily

N/A

Child Care and 

Development 

Block Grant

Department of 

Public Health and 

Human Services

5.0 Benefits Paid by 

Warrant

Average Clearance 6 Days

93.767 Children's Health 

Insurance 

Program

Department of 

Public Health and 

Human Services

94.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

1 Day

Children's Health 

Insurance 

Program

Department of 

Public Health and 

Human Services

2.0 Direct Administrative 

Costs

Drawdowns at Fixed 

Intervals - Weekly

N/A

Children's Health 

Insurance 

Program

Department of 

Public Health and 

Human Services

1.0 Benefits Paid by 

Warrant

Average Clearance 6 Days

Children's Health 

Insurance 

Program

Department of 

Public Health and 

Human Services

3.0 Indirect 

Administrative Costs

Actual Clearance, 

ZBA - ACH

1 Day

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93.778 Medical 

Assistance 

Program

Department of 

Public Health and 

Human Services

81.0 Benefits Paid by 

Electronic Funds 

Transfer

Actual Clearance, 

ZBA - ACH

1 Day

Medical 

Assistance 

Program

Department of 

Public Health and 

Human Services

4.0 Indirect 

Administrative Costs

Actual Clearance, 

ZBA - ACH

1 Day

Medical 

Assistance 

Program

Department of 

Public Health and 

Human Services

7.0 Benefits Paid by 

Warrant

Average Clearance 7 Days

Medical 

Assistance 

Program

Department of 

Public Health and 

Human Services

8.0 Direct Administrative 

Costs

Drawdowns at Fixed 

Intervals - Weekly

N/A

Certification

I hereby certify that an authorized State official has certified at least every five years that the "Rounded Days of Clearance" listed 

in Exhibit 2 of this Treasury-State Agreement:

1. Have been prepared in accordance with the standards provided in 31 CFR 205.20;

2. Accurately represent the flow of Federal funds under the Federal assistance programs to which they apply;

3. Reflect seasonal or other periodic variations in the clearance activities; and,

4. Are auditable.

Date: 

Printed Name: 

Certifying Signature: 

Title: 

DocuSign Envelope ID: A9F7A569-D580-47BB-8936-C28C0062CDC4

State Accountant

6/2/2021

Cody Pearce
Page 21 of 23

Cash Management Improvement Act - 2020 Treasury State Agreement

State of Montana

Exhibit II Estimated Clearance

Effective 07/01/2021 until 06/30/2022

17.225F Unemployment Insurance -- Federal Benefit Account and Administrative Costs

Day % Cleared

Day 1 9.09

Day 2 32.0

Day 3 15.15

Day 4 19.77

Day 5 7.54

Day 6 4.49

Day 7 2.73

Day 8 1.42

Day 9 1.59

Day 10 1.09

Day 11 0.99

Day 12 0.71

Day 13 0.32

Day 14 0.5

Day 15 0.44

Day 16 0.36

Day 17 0.17

Day 18 0.16

Day 19 0.19

Day 20 1.29

Day 21 0.0

Day 22 0.0

Day 23 0.0

Day 24 0.0

Day 25 0.0

Day 26 0.0

Day 27 0.0

Day 28 0.0

Day 29 0.0

Day 30 0.0

Day 31 0.0

Total 100.0

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17.225S Unemployment Insurance -- State Benefit Account

Day % Cleared

Day 1 9.09

Day 2 32.0

Day 3 15.15

Day 4 19.77

Day 5 7.54

Day 6 4.49

Day 7 2.73

Day 8 1.42

Day 9 1.59

Day 10 1.09

Day 11 0.99

Day 12 0.71

Day 13 0.32

Day 14 0.5

Day 15 0.44

Day 16 0.36

Day 17 0.17

Day 18 0.16

Day 19 0.19

Day 20 1.29

Day 21 0.0

Day 22 0.0

Day 23 0.0

Day 24 0.0

Day 25 0.0

Day 26 0.0

Day 27 0.0

Day 28 0.0

Day 29 0.0

Day 30 0.0

Day 31 0.0

Total 100.0

Certification

I hereby certify that the % Cleared listed in Exhibit II Estimated Clearance of this Treasury State Agreement:

1. Has been prepared in accordance with the standards provided in 31 CFR 205.20;

2. Accurately represents the flow of federal funds under the federal assistance programs to which they apply;

3. Reflects seasonal or other periodic variations in the clearance activities;

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Page 23 of 23

4. Is auditable; and,

5. Has been certified as accurate by an authorized State Official.

Date: 

Printed Name: 

Certifying Signature: 

Title: 

DocuSign Envelope ID: A9F7A569-D580-47BB-8936-C28C0062CDC4

State Accountant

Cody Pearce

6/2/2021