June, 30 2016
Under Federal Regulations and the General Statutes of North Carolina, funds are appropriated from Federal, State and County sources for providing social services and financial assistance to needy individuals. These funds are administered by the local department of social services.
For reimbursement purposes, social services are divided up into four parts 1) Services 2) Income Maintenance 3) Child Support 4) Administration. The administrative cost or operating cost of the local DSS is paid up front with local funds. In the middle of each month, the local DSS will prepare and submit a reimbursement report referred to as the "DSS-1571". This report will enable the county to receive the Federal and State funds available for the expenditures reported. This report is submitted to the Department of Health and Human Services Controller’s Office and is to be uploaded and balanced by the 15th of the month or the first work day thereafter.
The DSS-1571 reports from the local DSS serve to support the North Carolina Division of Social Services disbursement of funds to the counties and separate agencies. It is also a means of supporting the claims of Federal funds and other funds, which flow through the Department of Health and Human Services.
The County Finance Officer is the custodian of all funds in the local treasury. The local funds expended by the department of social services are disbursed only upon authorization from the local board of county commissioners.
Federal agencies and designated state agencies may conduct administrative reviews of all records relating to the county department of social services to determine whether or not the standards and regulations of the Department of Health and Human Services are being carried out. Exceptions are taken to any payments made which do not conform to Federal or State regulations.
This manual outlines the requirements for reporting the administrative costs of social services. These procedures are not all inclusive and should not be misconstrued as such.
In order to be successful in completing the DSS-1571, you will also need a SIS Manual and Family Services Manual. If you need a SIS Manual please contact Client Information at (919)527-6260. If you need an Adult and/or Children Services Manual, please use the on line manual website http://info.dhhs.state.nc.us/olm/manuals/default.aspx. In addition, you may contact Child Welfare services at (919)527-6404.
If you have questions concerning the correct reporting of cost or need help understanding the Fiscal Manual please don't hesitate to call your appropriate Local Business Liaison.
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.