Reimbursement request is one of the essential activities that the FMS system
facilitates to perform. To avoid delays, make sure you:
Enter the Correct Information: Ensure you get the correct project code, grant
amount, and cost type before you finalize your entry.
Attach Supporting Documents: This means that every request has to be
supported by legal tender in form of receipt or invoice. Ensure that these are
perfectly labeled so that a regular client can comprehend at a glance.
Submit on Time: To minimize cases where errors are made, fiscal re-
imbursements should be given time limits during which the request should be made.
Step 4: Utilize NHAC Resources
The National HIDTA Assistance Center is available to help agencies that are trying to use the FMS system. Take advantage of:
Helpdesk Services: If there is any problem experienced with the system, contact the NHAC help desk for assistance. They can advice on correction of minor error or even fix some technical issues.
Training Programs: Currently, many of the NHACs deliver FMS training in two formats, conventional and online. Do not wait for your workers to come and ask for these programs but ensure that they join the programs willingly.
Financial Management Guidelines: NHAC offers agencies the most current information on financial specifications to increase awareness of what is necessary to be in compliance with legal stipulations.
Step 5: Stay Audit-Ready
HIDTA funding on the other hand requires a continuous preparedness on the financial audits to be made.
Track Every Expense: Make sure that every expenditure is input correctly together with their respective project numbers and codes before posting into the FMS system.
Keep Documentation Consistent: The Journal Voucher Number entered into FMS should match your internal records for total finances. Any of them can trigger flags when auditing is being conducted.
Run Internal Audits: Perform periodic assessment within the company to look for problems that would require the attention of an internal audit before carrying out an assessment.
Step 6: Keep Up with Updates
There may be times where there are changes made by NHAC to the FMS system, new guidelines released or changes made to the audit process. Staying informed is crucial. Be sure to:
Subscribe to Updates: Make sure you are subscribed to listservs or receive information blast about changes in the FMS system or HIDTA program policies.
Participate in Ongoing Training: If there is a modification of elements that include new features or altering the guidelines or procedures then ensure that one’s team attends a training course.