January 1, 2008

Dear Contractor/Provider,

The Department of Health and Senior Services (DHSS) requires financial assistance contractor/providers to complete the Business Management Assessment (BMA) form each year.  Part of managing financial assistance contracts, mini-initiatives, or participation agreements is assessing contractor/provider financial management systems to determine what special terms and conditions, if any, need to be included in the agreement.  Factors assessed include, but are not limited to: the contractor/provider’s history of managing federal funds, financial stability, management systems, and their ability to carry out program objectives.  The BMA form was developed as a tool to assist in this process, and as a measure to meet the department’s federal oversight compliance requirements.

Contractors/providers will submit one BMA form per calendar year per Employer Identification Number (EIN), regardless of the number of contracts or agreements with DHSS or the number of business locations.  For example, if a school district also has a day care center, the school district would only file one form but should indicate on the form the name of the day care center.  The results of the assessments will be available to every program in DHSS.  Programs will use the information obtained in this assessment to determine their program monitoring needs for the upcoming year.  Programs will not ask contractors/providers to provide this information again in other assessment forms.  Programs will continue to individually review the programmatic components of the contracts/agreements and conduct the financial monitoring processes currently in place which may include reviewing invoices and applicable source documentation during desk audits or on-site visits. 

Day care centers that receive only Child and Adult Care Food Program (CACFP) funds are not required to complete a BMA form.  However, if a day care center receives additional funding other than CACFP, they will need to complete a BMA form.

The BMA form can be electronically completed and submitted by clicking the ‘continue’ button at the bottom of this letter. Any attachments can be faxed to (573) 526-6049 or mailed to the attention of Becca Wilson at PO Box 570, Jefferson City, MO 65102-0570. If you have any questions regarding completion of this form, you may contact the DHSS Assessment and Compliance Unit at (573) 751-6104.

Sincerely,

Nancie McAnaugh, Deputy Department Director
Department of Health and Senior Services