Purpose

The state office is responsible for pre-auditing and batching case service payments to ensure completeness and accuracy prior to forwarding them to Central Accounting for payment.

The following guidelines will be used to pre-audit case service invoices. Invoices that do not meet these guidelines will be returned to the offices.

Guidelines

• Case service invoices must be signed by a specialist or office director; signature indicates verification the service has been completed or goods have been received;
• Payments in QE2 cannot be made until the invoice has been signed;
• The invoice must be completed in it's entirety by the provider; VR staff cannot complete information on an invoice for the provider;
• The invoice or statement must be itemized, clear and legible.
• All invoices must be dated by the field office when received.
• Payments cannot be made until service has been completed or goods have been received. If a provider requires prepayment, contact the State Office.
• College invoices can be paid 5 weeks after the start date of service or at the end of the refund period, whichever is sooner. Documentation from the college of the refund period policy must be attached if paying sooner than 5 weeks.

Invoice requirements

• Invoice standards require the following –
  • Payee name and address, pre-printed (letterhead, business invoice, etc.) on invoice or written on the invoice by the provider
  • Provider’s original signature, if the provider’s name and address is not pre- printed but the provider has written it on the invoice
  • Detailed description of the goods or services provided
  • Quantity of goods purchased/service hours provided
  • Unit prices shown and totals extended, if applicable
  • Date(s) goods or services were received/provided
  • Client's name 
  • If invoice refers to attachment, quote, bid, list, etc., a copy must be attached
• Invoices are to be processed within 3 days after receipt of invoice. If this standard cannot be met, a brief explanation of why should be included on the invoice (e.g. “invoice held until report received”). This standard does not apply to invoices that require ATP approval for payment.

Specific Invoice Requirements

• College – invoice must show number of hours taken, cost per credit hour charged and dates of service.
• Fuel – invoice must reflect gas/fuel was purchased (i.e., # gallons and price per gallon).
• Car repair – if date on invoice is date of estimate, provider must note date of actual repair.
• Client hours worked– invoice must show hours/minutes converted to decimals 
• Providers who bill for an hourly service (i.e., Job Coach, Worksite Skills trainer, Interpreter, etc) invoice must have:
  • Start/End time per day
  • Number of hours per day and Grand total for invoice
  • Rate per hour
• Providers billing for Mileage -invoice must have:
  • Proof of mileage showing calculation; proving miles per day
  • Miles per day (in excess of 25 miles round trip) and Grand total miles for invoice
  • Mileage rate (at current NDE vendor mileage rate)

Dates

• Cash Advances
  • Invoice date = date the payment is entered in QE2
  • Payment start/end dates =date the client will be paid
  • Due Date = Due Upon Receipt or can change to a date in the future.

• Client reimbursement -
  • Invoice date = date the client signed the reimbursement form
  • Payment start/end dates = date of purchase
  • Due date = Due upon Receipt

• Provider invoice
  • Invoice date = date on invoice; if no date, use the date the invoice was received in the office.
  • Payment start/end dates = actual dates of service dates billed by provider
  • Payment terms = terms on invoice; if no terms use net 30 (Due upon receipt cannot be written on the invoice by VR.)
    •  EXCEPTION: If the date of service or goods purchased is more than 30 days in the past, use the date the invoice was received and due upon receipt.

Client Payments

• Cash advances must include –
  • A signed automatic payment (AP) invoice
  • A brief description of what is authorized on the (AP) invoice, if the service is “Other Assistance”

•  Client reimbursements must include –
  • Client ​reimbursement form completed by the client, including a description of goods/services, and client name, address, and signature;
  • Proof of purchase documentation showing the detail/date of purchase, how client paid for the goods/services (e.g., itemized receipt, invoice indicating payment, internet confirmation, credit card statement, cancelled check, etc.). 

Invoice Adjustments

• Staff cannot increase the amount billed to Nebraska VR, complete an invoice or make other changes to an invoice. If the information on an invoice is incorrect or incomplete, obtain a new invoice from the provider with the correct information. Provider must initial next to any changes to existing invoice.
• Staff may reduce an invoice when the result is a reduction as follows:
  • Sales tax added - Line through tax charge, reduce amount due and initial change. Do not deduct sales tax on receipts presented by the client for reimbursement.
  • Medicaid rates –Medicaid spreadsheet calculation determines the amount to be paid.  Nebraska VR staff will mark up the invoice by crossing through the amount and write and "Pay only $XX" and advise the provider of what is being paid.
  • Authorized amount - When invoice is more than the authorization amount; cross through amount billed and write "Pay as authorized $XX."
• Add Encumber. Payment against an authorization can exceed the amount authorized for the following:
  • Shipping/freight
  • Tax (if from another state)
  • Authorization amount was in error and provider contacted VR (document in task note)
  • If the addtional amount is due to a misue of funds, follow the Client Accountability Policy or contact the provider;
  • If an invoice is received for more than the amount authorized for a reason other than those mentioned above, contact State Office to discuss options.