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Contents
Process Flowchart and FAQ
Award Application Packages
These application packages include downloadable applications and instructions that legislative grant awardees must use in preparing contract awards. Please note that these applications and instructions are fillable online and signed hard copies must be submitted to OCFS. All documents submitted to OCFS for processing must include appropriate signatures by authorized parties.
Awards $10,000 and Under
Awards $10,001 to $50,000
Legislative Claim Packages
The legislative claim package includes instructions for how to correctly submit a claim for payment. The claim package includes several documents which must be submitted in order for the claim to be processed. Please read the instructions carefully to ensure the claim is completed properly.
Important Notice
All OCFS contracts, whether their term remains on-going or has ended, require that the contractor retain certain claim documentation for the balance of the calendar year in which it was produced, and for a period of six years thereafter. Although not required, OCFS recommends that contractors retain claim records for a period of 10 years after the end of the calendar year in which the payment was made, as the statute of limitations for the New York False Claims Act is ten years.
Questions when completing the claim should be directed to the assigned contract manager. If the contract manager is not known, please call 518-486-7224 to request the name of the contract manager. Be sure to have the contract number available when you call.
Non - Grants Gateway System Legislative Claim Package
Claims are required to include:
- Financial Documentation Report (and supporting documentation if contract is over $20,000)
- Claim for Payment Form AC3253-S
- Project Report - At the end of the contract, the Results of the Project must be submitted within the final Project Report.
Contracts with a value of $20,000 or below may submit requests for payment and associated paperwork via e-mail to LGUClaims@ocfs.ny.gov. Claims submitted electronically should not be mailed as well unless requested.
Grants Gateway System Legislative Claim Package
The Legislative claim documents below are to be used with Office of Children and Family Services (OCFS) contracts managed within the Grants Gateway system.
Claims are required to include:
- OCFS Expenditure Claim Report – Summary Page and all applicable budget categories
- Financial documentation to support all expenses claimed
- Office of Children and Family Services (OCFS) Grants Gateway Legislative Project Report
- Electronic payment submission in the Grants Gateway
All claim forms and supporting documentation submitted via the Grants Gateway are required to be mailed to:
Bureau of Contract Management
52 Washington Street, 202 South
Rensselaer, NY 12144 – 2796