New York Codes, Rules and Regulations › Title 18 - DEPARTMENT OF SOCIAL SERVICES › Chapter II - Regulations of the Department of Social Services › Subchapter F - Finance; Claims for Reimbursement by Social Services Districts › Article 1 - Reimbursement and Claims › Part 600 - Principles Of Reimbursement Claiming › Section 600.2 - Definitions

Current through Register Vol. 46, No. 28, July 10, 2024
Terms used in this Subchapter have the meaning ascribed
			   to them by the Social Services Law or this Title or by normal usage unless a
			   different meaning is apparent from the context in which they are used. For
			   purposes of this Subchapter:
(a)
			 Administrative costs means expenditure or costs incurred in relation to the
			 overseeing or delivery of public assistance, care or services, as opposed to
			 payments to recipients, vendors or others actually receiving or providing the
			 assistance, care, services, supplies or other items for which reimbursement is
			 available.
(b) Allocation means a
			 process of dividing costs or expenditures among more than one program or
			 activity.
(c) Allocation basis
			 means a standard or method, used as a reference or guide, for making an
			 allocation.
(d) Allocation plan
			 means a plan or scheme prescribing a means of allocation, usually used to
			 ascribe a portion of a larger unit's costs to a subunit.
(e) Appropriation means an amount authorized
			 to be spent by a governmental unit for a specified purpose during a specified
			 time.
(f) Control means an
			 accounting device used to consolidate information concerning particular types
			 of transactions, resources or other aggregated matters for the purpose of
			 facilitating management of those matters.
(g) Direction means a published statement
			 made by the commissioner, or an authorized agent exercising a power of the
			 department or the commissioner, pursuant to section 20(3) or 34(3) or other
			 appropriate provisions of the Social Services Law, such as regulations,
			 administrative directives, bulletins, manuals and other numbered, titled and
			 indexed communications, but will not include oral or written statements made by
			 any official other than one authorized to act for the commissioner pursuant to
			 section 9  of the Public Officers Law.
(h) Electronic data processing means a
			 process utilizing mechanized claims processing or information retrieval
			 systems, usually using equipment commonly called computers.
(i) Federally nonparticipating (FNP) means
			 reimbursement made by the State or another entity for which there is no Federal
			 financial participation, usually indicating reimbursement in whole or in part
			 by a State governmental entity.
(j)
			 Federal participation (FP) means reimbursement made in whole or in part by a
			 Federal governmental entity or agency.
(k) Format means a specified manner of
			 presenting information, such as a preprinted form, a published description of
			 the manner in which such information must be presented, a computer or systems
			 process, or any other specified manner of presentation.
(l) Function means a cost classification used
			 by districts to code payroll and nonsalary expenditures, as well as other
			 specified expenditures, subject to direction of the department.
(m) Indirect costs means amounts derived or
			 inferred, usually by allocation or a methodology used to distribute such
			 amounts to a particular purpose or classification different from the
			 designation given to them when originally expended or otherwise recorded,
			 usually used in relation to general or administrative expenditures such as
			 rent, electricity, fuel, utilities, equipment, management salaries and other
			 similar classifications.
(n) Pool
			 means a group of classifications that contains as yet undivided costs, the
			 aggregate of which is to be subdivided and allocated to other classifications,
			 subclassifications or pools.
(o)
			 Recovery means a type of retrieval representing funds that cannot be attributed
			 to specific items of assistance without the use of an allocation or derivation
			 calculation provided by the department.
(p) Refund means money repaid to the district
			 to cancel or reduce specific items of assistance previously expended or
			 claimed, or current contribution received by a district and not reflected in
			 the budget computation of a grant to or for a recipient, being a type of
			 retrieval distinguished from recoveries or other retrievals.
(q) Retrieval means amounts received by or
			 credited to the district or the department which represent the return of
			 assistance, benefits or other expenditures provided on behalf of a recipient,
			 vendor, provider, responsible relative or other party, and which should be
			 returned, in whole or in part, to the State or Federal authorities or should be
			 used to reduce current claims for reimbursement, whether for specified programs
			 or activities or for unspecified or unclassified general assistance or
			 expenditures.