(a) Claims and reports for Federal and State reimbursement and supporting documentation must be prepared in accordance with the directions of the department or, absent such directions, in accordance with the requirements of the relevant Federal agency. The information contained in the claims and supporting documentation will be used by the department in determining whether such claims should be reimbursed.

(b) Except as otherwise directed by the department, claims and supporting documentation must be prepared monthly and submitted to the department at its office in Albany by the 20th of the month following the month to which they relate.

(c) An original statement of claim and supporting documentation must be submitted to the department, and a copy of the claim and documentation must be kept on file by the social services district in a manner to facilitate audit. Any copies required by the fiscal officer of a social services district or other authorities must be supplied by the district.

(d) Claims for reimbursement must be submitted by or through the commissioner of the social services district charged with the administration of the program under which reimbursement is sought. Claims must be certified by the authorized social services official, or his or her deputy, or other official authorized to certify claims for reimbursement, and by the fiscal officer, or his or her deputy, of the municipality or other governmental unit making the claim.

(e) Social services districts must maintain records to supplement their accounts pertaining to indirect expenses included in claims. Such records must reflect the volume of service or supplies provided, the rates at which charges are computed, the total charge for each period covered by a claim and the bases for the rates or charges. The records must be maintained with the same care and protection afforded the operating accounts of the district and must be retained and made readily available for inspection and audit as the department requires.