Subcontractor Response Requirements

150.8 – Subcontractor Response Requirements (Rev. 27, 12-19-03) • A subcontractor has 30 days from the date of a written request for access to books to make them available in accordance with the request. • If a subcontractor believes a request is inadequate because it does not fully meet one or more of the required elements listed in §150.7, it must advise the intermediary of the additional information needed within 20 days from the date of the request. Within 20 days from the date of the intermediary's response (providing the additional information), the subcontractor must make the books available. y A subcontractor must request (in writing) an extension of time within which to comply with an access request if it believes, for good cause, that the requested material cannot be made available within the 30 day period (e.g., the requested material is located at a home office or in storage and there will be a delay due to retrieval time). If such a request is made, the contractor shall either grant an extension for good cause shown or, if no date can be mutually agreed upon for making the books available, initiate a delay or denial of reimbursement for the cost of the services. y A subcontractor must make requested material available for inspection and audit during its regular business hours. NOTE: Since subcontractor books subject to access will contain both information germane to the cost item(s) in question as well as other business records (which could be sensitive in nature), CMS recommends that these books, or portions thereof, not be photocopied or otherwise reproduced. Instead, the contractor shall extract the germane information needed and record it in written working papers. If absolutely necessary, the intermediary shall photocopy/reproduce only the germane information.) y If a subcontractor is asked to reproduce books, the contractor shall reimburse the subcontractor for the reasonable costs of reproduction from Medicare funds. However, if a subcontractor reproduces books as a means of making them available, the contractor shall not reimburse the subcontractor for this reproduction. y A subcontractor must, at the request of a contractor, make the originals of any requested books available for inspection.