NYS OASAS · New York State · prevention, treatment, recovery and other OASAS State Aid programs
OASAS has no Excel voucher. Prove It mirrors the DMH-2 lines so your CFRS claim has a backup.
OASAS budgets and claims State Aid through the shared Consolidated Fiscal Reporting System — CBR schedules going in, CCR schedules coming out — generated only by the approved CFRS software. Prove It's Budget Builder mirrors the DMH-2 expense lines and the voucher Excel keeps the monthly backup from AI-read payroll and coded invoices, so the numbers you type into CFRS trace to something. You review every line before anything posts.
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What OASAS checks before it pays
Claims run through the CFRS software, not a spreadsheet
The Consolidated Budget Report and Consolidated Claim Report are generated only by the approved CFRS software and uploaded — a workbook is your backup, not the filing.
Lines 6 and 12 of the DMH-2 take no entry
Vacation leave accruals (line 6) and adjustments/non-allowable costs (line 12) stay blank; agency administration (line 11) is allocated by the CFRS ratio-value method, not a negotiated percentage.
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
What Prove It does about it
Payroll
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.
Exports
📥 Download voucher Excel (voucher number)
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.
NYS OASAS has no downloadable claim workbook — claims are generated by the CFRS software (CBR/CCR schedules) — so the voucher Excel above is the backup to attach or transcribe, laid out by this funder's categories.
Invoices
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 OASAS's own list — Other Than Personal Services (OTPS) — Line 8, Equipment Provider Paid — Line 9, Property Provider Paid — Line 10.
Checker
The free voucher checker is a fixed set of rules, not AI: costs OASAS's manual lists as unallowable, fringe above the 35% review threshold the app uses for OASAS, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus OASAS's own recurring errors: Claims run through the CFRS software, not a spreadsheet; Lines 6 and 12 of the DMH-2 take no entry. The file is read in your browser and never uploaded. Check a OASAS voucher.
Ask a CFO
Ask a CFO answers "can I charge this?" from OASAS'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.
Backup
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.
OASAS at a glance
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 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)
OTPS categories
Other Than Personal Services (OTPS) — Line 8Equipment Provider Paid — Line 9Property Provider Paid — Line 10
Unallowable
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)
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Your next OASAS 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 OASAS voucher in OASAS'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.
Because OASAS's claim is the Consolidated Claim Report, produced only by the approved CFRS software and uploaded through the Internet. There is no Excel claim for the app to replicate, so Budget Builder mirrors the DMH-2 lines and the voucher Excel is your backup.
How is agency administration handled?
By the CFRS software's prescribed ratio-value methodology — DMH-2 line 11 — not a negotiated percentage rate, with no agency administration reported in lines 5–10 (OASAS Budget and Claiming Manual, updated 04/2022). The app shows that basis on the indirect line.
Which DMH-2 lines does the checker flag?
Vacation leave accruals (line 6), equipment interest or depreciation (line 9 — equipment is expensed in the year of purchase), mortgage principal, interest or property depreciation (line 10), and the CFR Manual Section 21 / Appendix X adjustments (line 12).
Does Prove It submit my OASAS 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.