Time Standards for Filing Cost Reports

Section 140 Section 140.543  Time Standards for Filing Cost Reports a)         Except as provided in subsections (b) and (c) below, the cost report must be filed within five months of the end of the fiscal year of long term care (ICF/SNF) and residential (ICF/DD) facilities and developmental training (DT) agencies.  For facilities with June 30 year ends and earlier, the due date will be November 30 of the applicable calendar year. Extensions of the due date for filing a cost report will be granted by the Department only when a provider's operations are significantly adversely affected due to extraordinary circumstances over which the provider has no control.  The written request for an extension must be submitted to the Department of Healthcare and Family Services (HFS) Office of Health Finance prior to the original due date.  All requests shall be judged based upon the individual circumstances of the facilities affected to determine if the extension is warranted. b)         Change of Ownership – The new owner or lessee of the facility must file a cost report within five months of the close of its complete fiscal year. If the new owner or lessee can file a cost report for six full months or more with the period ending 12/31 of the calendar year of ownership change, then this cost report must be filed no later than May 31. 1)         A change of corporate stock ownership does not constitute a change in ownership. 2)         The Department will not recognize any subsequent transaction by the lessee as a new acquisition for purposes of capital reimbursement.  Capital costs are allowed only when a facility is constructed, sold or leased for the first time.  The Department will recognize the one lease as a new acquisition. c)         New Facility – A long term care or residential facility which is licensed for the first time must file a cost report of capital costs before any warrants will be released to the facility.  A full cost report must be filed within five months after the close of the facility's first fiscal year (covering at least the first six months of operation). After the first cost report filing, the facility must also file a cost report within five months after the close of its fiscal year each year thereafter. d)         A set of small scale residential facilities licensed as ICF/DD-4 or ICF/DD-6, as defined in Section 140.561(b), shall file one combined cost report that covers each facility in the set.  The section of the cost report pertaining to fixed asset cost and depreciation must be prepared separately for each licensed facility.  The fixed asset section of the cost report must be completed with data combined for each licensed facility in the set.