CMS Pub. 100-06, ch. 8, § 150.8

• 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.