Frequently Asked Questions for Providers
Q.
We found a reporting error in a prior quarter. Should we go back and make the correction in that quarter?
Q.
How do we request additional funding?
Q.
Can vehicles be purchased with MATP funds?
Q.
Should the MATPs report their budget projection figures on the Budget Projection Report tab included in the quarterly report workbook?
Q.
We have changed our accounting process in the middle of the year. How do we complete the quarterly report?
Q.
Should the number of trips and mode reported on the Quarterly Reports match the number of trips and mode in the Monthly Data Report?
Q.
What is a good way to monitor excess No Shows?
Q.
I am new to my position and I need help learning the 'ropes' in MATP Financial reporting. Who do I call?
Q.
I am going to be late with my monthly data file or quarterly report submissions. What should I do?
Q.
I have tried to implement cost containment activities but the just don't seem to work. What do I do now?
Q.
Will someone from MATP come to my location and review my operational procedures and financial reporting?
Q.
How do I check the mileage on a user submits for reimbursement?
Q.
It is easier to calculate mileage by using distances from town to town. Can mileage be measured for reimbursement just using the cities or towns?
Q.
How do I report the adjustment of previously billed non-eligible trips on the quarterly report?
Q. We found a reporting error in a prior quarter. Should we go back and make the correction in that quarter?
A. No. Any adjustments are to be made in the current quarter; whether it is to expense, trip numbers, unduplicated clients, etc. Prior quarter numbers should never be changed. A note should also be made on the narrative tab of the quarterly report detailing the error and the steps taken in the current quarter to correct it.
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Q. How do we request additional funding?
A. A detailed explanation of the additional costs and the supporting documentation will need to be submitted. This information will be reviewed by the Fiscal Department, pending a need for any further documentation or explanation will be submitted for approval to the appropriate parties. Notification will be sent to the counties upon approval of the request. Please keep in mind that consideration of allocation increases are contingent upon the availability of state and federal funds.
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Q. Can vehicles be purchased with MATP funds?
A. Capital expenditures cannot be made with MATP funds. However, depreciation may be charged to MATP if the vehicles were purchased using only county funds. If 100% grant money was used then depreciation cannot be charged. Depreciation can only be charged to MATP if the depreciation is being equitably allocated to all programs.
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Q. Should the MATPs report their budget projection figures on the Budget Projection Report tab included in the quarterly report workbook?
A. Yes. The MATPs should report their budget projection figures (not back into their allocation amount) on the Budget Projection Report tab included in the quarterly report workbook.
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Q. We have changed our accounting process in the middle of the year. How do we complete the quarterly report?
A. The quarterly reports should relate back to the budget submitted for the year. If items are moved from one category to another a detailed explanation must be submitted with the quarterly in the narrative section. Remember, any budget line items that exceed the approved budgeted amount must be explained in detail with a financial analysis when appropriate.
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Q. Should the number of trips and mode reported on the Quarterly Reports match the number of trips and mode in the Monthly Data Report?
A. Generally yes, the trips and modes reported in the quarterly should match the associated Monthly Data Reports.
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Q. What is a good way to monitor excess No Shows?
A. A perfect way to measure a user's No Show utilization is to look at the monthly report. Once the report is submitted, download a copy into an Excel Spreadsheet for further analysis. The trips can then be sorted by user to show their exact activity for the month. If you need help with the Excel analysis call your Financial Representative and he or she will be happy to help!
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Q. I am new to my position and I need help learning the 'ropes' in MATP Financial reporting. Who do I call?
A. Call your Program Manager. He will be happy to discuss reporting requirements along with handy tips for successful financial reporting.
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Q. I am going to be late with my monthly data file or quarterly report submissions. What should I do?
A. Call your Program Manager and let them know what the problem is and when the file can be transmitted.
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Q. I have tried to implement cost containment activities but the just don't seem to work. What do I do now?
A. Call your Program Manager. They are here to help you control cost. Often there are process and procedures used by other counties that may be effective for your county too.
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Q. Will someone from MATP come to my location and review my operational procedures and financial reporting?
A. Yes. We will be happy to travel to your location. Just call your assigned Program Manager and we can discuss your request.
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Q. How do I check the mileage on a user submits for reimbursement?
A. There are several excellent mileage and route calculators on the internet. Just pick your favorite or call your Financial Representatives for a recommendation.
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Q. It is easier to calculate mileage by using distances from town to town. Can mileage be measured for reimbursement just using the cities or towns?
A. No, the exact address should be used for both the origination and destination. We have found that mileage can be over reported by 20 or more miles when the exact addresses are not used. If you need help with the address of a medical facility just call your financial representative. All medical facility addresses can be found in PROMISe.
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Q. How do I report the adjustment of previously billed non-eligible trips on the quarterly report?
A. Depending on the mode of transportation here is how the non eligible trips should be reported on the quarterly report.
The trip mode could be paratransit, reimbursement or mass transit. If the trip is mileage reimbursement, it is to be reported on the transportation report under “Reimbursement”. The “Number of Trips” column should have a negative number of trips that are enclosed with parenthesis (4). The “Amount Paid column should list negative amount with parenthesis (152.23)
If the trip mode was mass transit, it should be reported on the Transportation report under “Mass Transit”. Follow the same procedures as above.
If the trip mode was paratransit (premium), you should use the Transportation report under “Other”. Follow the same procedures as above.
If the trip mode was paratransit (PennDot Shared Ride) you should use the Shared Ride Transportation report. Follow the same procedures as above.
For all trips that are non-eligible please list the MONTH and a brief description. EXAMPLE would be non-eligible trips for April 2008. This description can be listed under the Type of Payment.
You can also include in your narrative a brief description of the non-eligibles.