1. All case service, operating expenses, P-Card, Office Depot and Contract/Letter Contract payments must be sent electronically to the State Office, who will upload and attach in E1.

2. Employee expense reimbursements are not reviewed by State Office, they are pre-audited directly by Central Accounting once they are submitted in QE2. VR staff will be contacted by Central Accounting staff if there are questions or missing documents.  If you need to contact accounting, email them at; nde.centralaccounting@nebraska.gov. 

 

All Payments –

1. Forward payment or scan to your own email from your copier
2. Each scan must include ​​​: All related invoices, receipts, proof of cost, etc. documentation;
3. If there is more than one page of documentation for a payment, pages must be numbered ( ie. 1 of 3, 2 of 3, 3 of 3)
4. After scanning or before emailing, verify –

• All pages scanned in or received from providers, are clear and readable; if not, darken before sending.
• No pages are missing 

5. Email the scan to SO Acctg Fax Receivers (vr.soacctgfaxreceivers@nebraska.gov)

• Indicate in the Subject line:  Team Name then either; “Provider Payment”, "Client Payment", "Contract/Letter Contract payment," "Pcard statement" or “Operating Expense”, and "Office Depot Invoices".

Case Service Payments (Provider, Client and Contract payments)

1. Invoice must be signed by a Specialist or Office Director;
2. Payee address must be listed on the paperwork; 
3. Payments to clients (cash advance/reimbursements) must be in a separate scan from payments to providers; 
4. Contract/letter contract payments must be in a separate scan from payments to providers;
5. If the invoice has more than one payment against it (e.g one payment for services, one payment for mileage), note the number of payments at the top of the invoice and number each payment next to each amount (e.g. payment #1, payment #2);
6. If the invoice is for more than one client (e.g., Project Search, college invoice) include the calculation verifying the amount paid per client;
7. After emailing, upload in the electronic case file.

Operating Expenses – 

1. Invoice must be signed by an Office Director or other authorized designee;
2. Each operating expense must be in a separate scan, however, all operating expense scans can be sent in one email;
3. Make notes in the body of the email about any operating expenses that need further clarification or need another person’s approval/signature from State office.

Purchase Card-

Using the Purchase Card Statement, compile recipts/paid invoices behind statement in the order the charges appear. These are due to State office by 8th of each month; or before, if this date falls on a weekend. VR State Office Fiscal Team Member will reply to Central accounting email with batched and coded documents for P-card holders purchases on their statement. 

1. Follow Purchasing Card Chatper- https://webforms.nebraska.gov/program_manual_chapters/1076

2. If a purchase was made for the office/employee be sure you have a copy of completed DPA attached behind paid invoice 

3. If purchase was for approved training, include a copy of Training Request behind paid invoice 

4. Send in completed compliation of P-Card statement/documents to vr.soacctgfaxrecivers@nebraska.gov