N.Y. Comp. Codes R. & Regs. tit. 10, § 40-1.60 – Submission of claims.

(a) Quarterly claims for State aid reimbursement must be accompanied by supporting documentation to enable calculation of State aid amounts as shall be determined by the commissioner or his or her designee. Such documentation shall include, but not be limited to:
1. (1) a duly certified State aid claim form;
2. (2) a clear statement of expenditures for each service included in the State aid application; and
3. (3) a clear statement of each item of revenue earned during the reporting period.
(b) All expenses for which a claim is submitted shall be accounted for and reported using the cash basis method of accounting.
(c) Claims shall be prepared in accordance with 2 CFR part 200 – “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.”
(d) A claim shall be deemed complete if it complies with subdivisions (a), (b) and (c) of this section.
(e) Complete claims for the first three quarters of a program year must be submitted by the local health department for State aid no later than two months after the end of the quarter in which the expenditures claimed occurred. Complete fourth quarter claims must be submitted no later than three months from the end of the program year in which expenditures claimed occurred. Claims received later than such prescribed time limits may be returned unpaid by the commissioner. Returned claims may not be resubmitted.
(f) In the event that a local health department submits any quarterly claim later than six months after the end of the program year in which the expenditures claimed occurred, the commissioner may accept such claim only if the local health department has submitted a written statement which, in the commissioner’s discretion, adequately explains the extraordinary circumstances justifying the delay.
(g) Claims for State aid reimbursement must be supported by expenditure and revenue records, to be retained and made available to facilitate concurrent or post audit, until concurrent or post audit is completed. Records supporting actual revenues and costs incurred shall be maintained by the municipality for the period of six years after the close of the fiscal year to which they pertain and are subject to audit and review by the State.