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NYS OCFS · New York State · child care, youth, family and other OCFS-contracted programs
Your OCFS Breakdown of Expense Form, filled quarter by quarter.
OCFS claims quarterly on the Breakdown of Expense Form, one column per quarter with the sheet's own Expended-to-Date and Remaining-Balance formulas. Prove It writes AI-read payroll and coded invoices into the real form's cells — the quarter your voucher month falls in is aggregated for you — so the totals the reviewer checks are the workbook's own. 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 OCFS checks before it pays
Report in OCFS’s categories, not your own
OCFS maps your budget lines to its own narrower official category set.
- Background clearances (SCR, fingerprint, sex-offender registry, Staff Exclusion List) required for covered staff
- New staff must be directly supervised until fully cleared
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 OCFS Breakdown of Expense Form — OCFS's own BOE workbook — each quarter in its own column, written into the real cells so the sheet's SUM, Expended-to-Date and Remaining-Balance formulas keep working.
- 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.
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 OCFS's own list — Staff Training — Mandated Hours, Program Consultants, Supplies — Program, Food — Licensed Programs, Travel — Staff, Transportation — Participants, Equipment, Program Activities, Printing, Permits & Licensing Fees.
The free voucher checker is a fixed set of rules, not AI: costs OCFS's manual lists as unallowable, fringe above the 35% review threshold the app uses for OCFS, allocations that don't total 100%, totals that don't reconcile, blank contract, provider or period identifiers — plus OCFS's own recurring errors: Report in OCFS’s categories, not your own. The file is read in your browser and never uploaded. Check a OCFS voucher.
Ask a CFO answers "can I charge this?" from OCFS'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.
OCFS at a glance
Free OCFS resources
Your next OCFS 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 OCFS voucher in OCFS'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.
OCFS questions
Which quarter does the BOE cover?
Whichever OCFS quarter the voucher month you selected falls into — the app aggregates the approved payroll and coded invoices for that quarter into the quarter's own column.
What about the Contractual/Consultant Breakdown Form?
Not generated yet. If a Contractual/Consultant line has several sub-vendors, OCFS's separate breakdown form is still yours to complete.
What indirect basis does the app show for OCFS?
An OCFS-approved indirect cost rate. OCFS appears to have moved off the shared multi-agency CFR system to its own Contract Management System manual, and the basis was unconfirmed this cycle — the app says so on the voucher rather than guessing, and its OCFS notes ask you to reconfirm the basis periodically.
Does Prove It submit my OCFS 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.
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