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NYC DOHMH · New York City · mental hygiene, substance use, HIV and other DOHMH-contracted programs
Four DOHMH exports — Invoice Crosswalk, Claim Details, General Ledger, PS Report — from one payroll file.
DOHMH scrutinizes the crosswalk, claims on its own July–June calendar, and only accepts its own PS categories. Prove It maps each of your roles to a DOHMH bucket once, then builds all four files from the payroll AI has read and the invoices you've coded — with the MHY #, site key and preparer carried onto every one. You review every line before anything posts.
10 founding-pilot seats for NYC nonprofits · No card · We set it up with you on a 30-minute call
What DOHMH checks before it pays
Federally-funded subrecipients drop to a $3,500 estimate threshold
Not the $25,000 that applies elsewhere. A common audit finding.
The crosswalk is what gets scrutinized
It is the document that proves a cost belongs to the budget line you charged it to.
- HIPAA may apply for clinical and behavioral-health programs handling PHI — not a blanket requirement for every DOHMH contract
- Three written estimates required over $25,000, or over $3,500 for federally-funded subrecipients
- Petty cash capped at $1,500, with no per-expense sub-limit specified
What Prove It does about it
Imports payroll from ADP, Paychex, Gusto, Paylocity, TriNet, QuickBooks and anything else that exports a file. Common layouts are read instantly; anything else, Claude AI finds the names, gross pay and pay date. You confirm every name before anything posts.
- Download DOHMH Invoice Crosswalk — DOHMH's crosswalk on its own Jul–Jun fiscal calendar — personnel by DOHMH bucket, OTPS as one aggregate line.
- Download DOHMH Claim Details (full year) — Line-level detail schedule supporting the invoice total, for the whole DOHMH fiscal year.
- Download DOHMH General Ledger (OTPS) — Transaction-level OTPS ledger backup, to redistribute the aggregate OTPS line across DOHMH's categories.
- Download DOHMH Personnel Service Report — Personnel schedule with DOHMH's own staff bucket mapping.
- Download voucher Excel (voucher number) — Four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — laid out by this funder's own categories, from your approved payroll and coded invoices.
DOHMH bucket mapping
The Invoice Crosswalk only accepts DOHMH's own PS categories. Match each role you've used in Budget Builder once — it's remembered for every future voucher.
DOHMH identifiers
MHY # (3 digits), Program Unit Site Primary Key, Preparer Name and Title — entered once.
Coded invoices flow into the OTPS detail: the month's expenses are auto-included in this voucher, you uncheck an item to hold it for a later voucher, and earlier-dated invoices count as prior claims automatically. Categories follow DOHMH's own list — Clinical Consultation, Staff Training & Certification, Program Consultants, Supplies — Office, Supplies — Program / Health, Supplies — Medical / Clinical, Travel — Staff, Transportation — Clients, Equipment, Equipment Maintenance, Printing / Health Materials, Training, Licenses & Permits.
The free voucher checker is a fixed set of rules, not AI: costs DOHMH's manual lists as unallowable, fringe above the 35% review threshold the app uses for DOHMH, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus DOHMH's own recurring errors: Federally-funded subrecipients drop to a $3,500 estimate threshold; The crosswalk is what gets scrutinized. The file is read in your browser and never uploaded. Check a DOHMH voucher.
Ask a CFO answers "can I charge this?" from DOHMH's current fiscal manual, with the source and date cited. AI guidance grounded in your live platform data, 2 CFR 200, and live lookups of current funder manuals — not legal, tax, or audit advice. Confirm consequential decisions with your funder or auditor.
Every voucher Excel carries four sheets — Voucher Summary, PSA (monthly), OTPS detail and Certification — so the backup travels with the claim, and the Print / PDF view gives you the same voucher for a signature.
DOHMH at a glance
Free DOHMH resources
Your next DOHMH voucher, built in Prove It — with us on the call
We're taking 10 New York nonprofits into a founding pilot. You get the full platform for 60 days at no charge, and we set it up with you: in one 30-minute working session we load your contracts, your staff and your last payroll file, then rebuild your most recent DOHMH voucher in DOHMH's own format. If it doesn't match what you filed — or catch something you missed — you've spent half an hour and owe nothing.
DOHMH questions
My fiscal year isn't July–June. Does that matter?
Not for the crosswalk — it claims on DOHMH's own July–June calendar regardless of your organization's fiscal year. The app handles the calendar; you just pick the voucher month.
Why does OTPS come out as one line on the crosswalk?
Because that is how the crosswalk carries it. The General Ledger export gives you the transaction-level backup to redistribute the aggregate across DOHMH's specific categories before you submit.
What is the $3,500 threshold the checker mentions?
Federally-funded DOHMH subrecipients drop to a $3,500 estimate threshold for procurement — the checker's DOHMH advisory flags it so a purchase above that line has its estimates before the invoice is coded.
Does Prove It submit my DOHMH voucher for me?
No. Prove It builds the voucher and the backup from your live numbers; a person on your team reviews every line and submits it the way you do today. Nothing is filed automatically, and nothing guarantees acceptance — what you get is the funder's own format, filled from the same payroll and invoices you already have, with the recurring errors flagged before you send it.
Other funders
New York City
New York State
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