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Health Research, Inc. · New York State · NYSDOH programs administered by Health Research, Inc. — AIDS Institute, Center for Community Health and others
Your HRI Monthly Expenditure Report — prior, current, to-date and balance — from one payroll file.
Health Research, Inc. is the fiscal agent for NYSDOH programs, and its Monthly Expenditure Report tracks prior periods, the current period and to-date against budget with a balance column — no quarterly structure. Prove It fills that backup schedule from AI-read payroll and coded invoices for the voucher month, with your SFS Vendor ID and contract number on every report. You review every line before anything posts.
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What HRI checks before it pays
HRI is the fiscal agent, not the funder
Program rules come from whichever NYSDOH program funds the contract, and they vary.
- HRI is the fiscal and administrative agent for New York State Department of Health programs (Wadsworth Center, AIDS Institute, Center for Community Health and others) — it is not itself the funding program, so fiscal rules vary by which NYSDOH program actually funds the contract
- The voucher is monthly, tracking Prior Periods, Current Period, and To-Date expenditures against budget, plus a Balance column — there is no quarterly structure
- A separate NYS Statewide Financial System Claim for Payment cover form (AC3253-S) is submitted alongside this detailed schedule
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 HRI Monthly Expenditure Report — The Monthly Expenditure Report backup schedule filed with the state's Claim for Payment — prior / current / to-date / balance by category.
- 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.
HRI identifiers
SFS Vendor ID # and Contract # — typed 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 HRI's own list — Contractual Services, Travel, Equipment, Space/Property Rent, Utilities, Operating Expenses, Others.
The free voucher checker is a fixed set of rules, not AI: costs HRI's manual lists as unallowable, fringe above the 35% review threshold the app uses for HRI, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus HRI's own recurring errors: HRI is the fiscal agent, not the funder. The file is read in your browser and never uploaded. Check a HRI voucher.
Ask a CFO answers "can I charge this?" from HRI'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.
HRI at a glance
Free HRI resources
Your next HRI 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 HRI voucher in HRI'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.
HRI questions
Does the app produce the Claim for Payment too?
No. The AC3253-S is a multi-agency NYS Statewide Financial System form submitted separately; the app fills the Monthly Expenditure Report that goes with it.
Is there an indirect line?
Not on HRI's own report — overhead is embedded within the direct cost categories. One NYSDOH AIDS Institute RFA Q&A mentions a 10% rate on subcontracted-out expenses for a different grant; the app treats that as context, not a confirmed rate for every HRI contract.
Which HRI rules apply to my contract?
The ones from the NYSDOH program actually funding it — HRI administers, it doesn't set program rules. The checker's HRI advisory says exactly that, and the app treats the subcontracting caps seen on one AIDS Institute RFA family as a plausibility check rather than a rule.
Does Prove It submit my HRI 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
Federal
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