OASAS budgets and claims State Aid through the shared multi-agency Consolidated Fiscal Reporting System (CFRS). The Consolidated Budget Report and Consolidated Claim Report are generated only by the approved CFRS software and uploaded through the Internet, so there is no downloadable Excel claim — which is why this is a guide rather than a template.
No voucher template — budgets and claims run through the CFRS software
Upload a completed budget or voucher and we'll flag unallowable costs, fringe above the ceiling, allocations that don't total 100%, and totals that don't reconcile — against NYS OASAS's own rules.
Who this applies to
Nonprofit providers of OASAS-funded prevention, treatment and recovery programs receiving State Aid, whether contracting directly with OASAS or through a local governmental unit such as NYC DOHMH.
Key requirements
Funder
New York State Office of Addiction Services and Supports
Jurisdiction
New York State
Fringe
Allowable to the extent reasonable and available to all employees — no published percentage cap (DMH-2 line 7: FICA, hospitalization, retirement, group life)
Indirect cost basis
Agency Administration (DMH-2 line 11) allocated to each OASAS program by the CFRS software's prescribed ratio value methodology — not a negotiated percentage rate — with no agency administration reported in lines 5–10 (OASAS Budget and Claiming Manual for Calendar and July–June Fiscal Periods, updated 04/2022)
Allowable OTPS categories
The categories NYS OASAS recognizes on a budget. Wording outside this list is a routine cause of returned submissions.
Other Than Personal Services (OTPS) — Line 8
Equipment Provider Paid — Line 9
Property Provider Paid — Line 10
Unallowable costs
Vacation leave accruals (Line 6 — make no entry)
Equipment interest or depreciation — all equipment is expensed in the year of purchase (Line 9)
Mortgage principal, mortgage interest or property depreciation (Line 10)
Adjustments/Non-Allowable Costs per CFR Manual Section 21 and Appendix X (Line 12 — make no entry)
Rules worth knowing
The 'voucher' is the Consolidated Budget Report (CBR: CBR-i, CBR-4, Admin Worksheet, DMH-2 and DMH-3 budget schedules) and the Consolidated Claim Report (CCR: CFR-i, CFR-iii, DMH-2.1 and DMH-2.2), both produced only by the approved CFRS software
Due dates: CBR forms (including PAS-125) October 1st before a calendar fiscal year or May 1st before a July–June year; the CFR including CCR forms June 1st after a calendar year or December 1st after a July–June year; NYC DOHMH-approved CCR forms are due to OASAS by June 30th following the end of the prior fiscal year
DMH-2 expense lines: 5 Personal Services, 6 Vacation Leave Accruals (no entry), 7 Fringe Benefits, 8 OTPS (food, repairs and maintenance, utilities, telephone, minor expensed equipment under $5,000 or with a useful life under two years), 9 Equipment Provider Paid (vehicle and equipment lease), 10 Property Provider Paid (lease, real estate taxes if allowable, property and casualty insurance), 11 Agency Administration, 12 Adjustments/Non-Allowable (no entry), 13 Total Adjusted Expenses = lines 5–11 minus 12
Generally 100% of the approved State Aid allocation is advanced for a fiscal period, though OASAS may limit advances to 90% per program; state funds are advanced quarterly within the first 10 days of January, April, July and October, federal funds monthly within the first 10 days of each month
Budget modifications must be submitted no later than 11 months after the end of the fiscal period they apply to; year-end close-out modifications are generally not required because of OASAS's year-end reconciliation
Fiscal records and supporting documentation must be kept six years after the date of the last State Aid payment for a period, available without prior notice to OASAS, OSC and federal reviewers
Cost reporting policies (the year-end CFR itself) live in the separate Consolidated Fiscal Reporting and Claiming Manual, not in the Budget and Claiming Manual cited here
Free voucher checker: upload a completed voucher and it flags unallowable costs, fringe above the ceiling, allocations that don't total 100% and totals that don't reconcile before you file. No signup; the file never leaves your browser.
Why vouchers get returned: the six checks behind most returned vouchers, and what each one looks like in a real file.
One budget, every funder
Prove It Financials tracks NYS OASAS contracts alongside every other funder you hold — allocation, fringe and indirect validated against each one's own rules as you enter them, with monthly vouchers generated in each funder's own format.