N.Y. Comp. Codes R. & Regs. tit. 18, § 601.2 – Documentation and summaries.

(a) Documents and summaries must be established for each activity for which reimbursement is claimed. Such documents and summaries must be established in accordance with the requirements for such activity. Documents must show names of recipients, vendors, providers or other persons or entities to whom payments have been made, the amount of each payment, the character or purpose of the payment and such other pertinent information as may be required by the department. The summary or document must be further supported by such other documents as are required or requested by the department or the State. Such supporting documentation must separately identify the eligibility status of each case covered by the documentation in accordance with procedures established for the particular activity or program for which reimbursement is claimed.
(b) Documents and summaries must be prepared in support of claims for which reimbursement is sought and must be prepared for claims for assistance and care or other reimbursable expenditures made for specific recipients, including but not limited to:
1. (1) public assistance or other expenditures made in the form of regular or special cash grants to a recipient;
2. (2) expenditures for payments to vendors, providers or other persons or entities for assistance, care, services or supplies furnished to or on behalf of a recipient; and
3. (3) adjustments of benefits made to or on behalf of a recipient.
(c) All documents and summaries pertaining to claims for which reimbursement is sought must be maintained by the social services district, together with and in support of claims for State and Federal reimbursement or aid as required by the department.
(d) All documents and summaries which support the specific claim must be kept on file by the social services district in a manner that facilitates the conduct of audits.