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● Supervisor’s initials and OHEP Director’s signature for approval

C. LDSS FMIS Updates LDSS must update administrative expenditures in the State’s FMIS system by the 10th of each month. 10.5 Payments and Reimbursements A. Vendor Payments Payments are made only with original vendor invoices, which are then marked “PAID” to prevent duplication. Petty Cash Procedures ● Maximum petty cash fund: $100

● All disbursements must be supported by documentation

● Replenishments require review and proper records

● Petty cash funds must be closed by June 30 each program year, with balances returned to the funding source

10.6 Closeout Procedures

● Final closeout reports are due as specified in annual instructions

● Submit a final Financial Status Report – Administrative Funds, marked “FINAL”

10.7 Record Retention Per Federal requirements, all household and program records must be retained for three (3) years after the audit report’s submission date for that fiscal year, unless otherwise directed by State OHEP.

Updated May 2025