Arkansas Administrative Code › Agency 016 - DEPARTMENT OF HUMAN SERVICES › Division 14 - Department of Finance (Administrative Services) › Rule 016.14.04-005 - Administrative Procedures Manual: Part VII - Supplies and Equipment Management; Chapters 703, 705, 706 & 707

Current through Register Vol. 49, No. 6, June, 2024
Chapter
			 703
Title: Management Consolidated Cost (MCC) Fund
			 Billing
I.
PURPOSE
:
To established procedures to allocate
			 the cost of providing administrative services to Department of Human Services
			 (DHS) divisions based on utilization of the services.
II.
PROCEDURES
:
A.
Management Consolidated Cost Fund
			 Services
1. Services covered under the
			 MCC Fund are:
a. Forms - all forms ordered
			 from DHS Central Supply
b. Copy
			 Center - all copies made by the Copy Center
c. Print Shop - all printed material provided
			 by the Print Shop
2. The
			 service units send billing information to the MCC Fund Manager monthly. The
			 cost of the services provided to the divisions each month is used to request a
			 warrant for deposit to the MCC Fund.
B.
Charge Procedures
1. Forms - Information on stock reservations
			 is generated in AASIS monthly and a Fund Transfer is completed by the
			 Department of Finance and Administration transferring the funds to
			 MCC0100.
2. Copy Center/Print Shop
			 - Information on charges is received from the Print Shop Manager, and a warrant
			 is requested for deposit to MCC0100 charging appropriate cost centers or
			 internal orders based on printing and copying for the previous month.
C.
MCC Division
			 Coordinator
1. Each division will
			 appoint an MCC Division Coordinator to receive and review MCC
			 charges.
2. If the MCC Division
			 Coordinator changes, the division must notify the MCC Fund Manager at Slot 4011
			 in writing and provide the name and Slot number of the new MCC Division
			 Coordinator.
D.
Management Consolidated Cost Fund Information Copy
The MCC Division Coordinator for each division will receive an
				MCC Fund Information Invoice monthly. Included with the invoice will be
				documentation to substantiate the amounts billed for the various
				services:
1. Supply - A printout of
			 stock reservations by cost center. A listing of forms ordered is available upon
			 request.
2. Copy Center - The Print
			 Shop Monthly Report containing a description of documents that the Copy Center
			 copied for the division.
3. Print
			 Shop - The Print Shop Monthly Report containing a description of documents that
			 the Print Shop printed for the division.
E.
MCC Fund Information Invoice
After receiving the MCC Information Invoice and the supporting
				documentation, the MCC Division Coordinator must review the invoice and the
				supporting documentation to confirm that amounts billed are accurate. If the
				amounts billed are not correct, the MCC Division Coordinator will notify the
				appropriate individual(s) of the discrepancy.
F.
Credits
1. Credit to divisions for services provided
			 may be issued for:
a. Overpayment - if a
			 division was overcharged in a previous month, an invoice was paid twice, or the
			 division prepaid a service.
b.
			 Returned Items - generally applies if forms were returned to Central
			 Supply.
2. Credits can
			 be applied only to the service where the credit was earned. Credits due for a
			 service cannot be applied to a different service.
3. The amount of credit issued monthly cannot
			 exceed the amount billed for the service. If a credit due exceeds the amount
			 billed for a month, the remaining credit is carried forward to the next month's
			 billing.
G.
Administrative Charge Back
1.
			 Costs of maintaining the DHS Distribution Center are paid charging MCC0100.
			 These costs include building lease, utilities, maintenance and upkeep of
			 building and grounds, maintenance and upkeep of equipment, etc.
2. The costs are charged back monthly using a
			 formula which is based on each division's utilization of DHS Distribution:
			 printing/copying, ordering forms, record storage, furniture/equipment and
			 forms/pamphlets stored at DHS Distribution. Formula is established using the
			 percentage of each division's utilization of the DHS Distribution Center. That
			 percentage is then utilized to calculate each division's portion of monthly
			 invoices.
3. At the beginning of
			 each month, charge backs for the previous month are totaled and used to request
			 a warrant for deposit to the MCC Fund.