Purpose

Identify filing requirements for case service invoices. Identify filing procedures for multi-consumer invoices

Guidelines

Field offices are required to retain copies of all case service invoices. Non case-service invoices paid by the State Office will be filed in Central Accounting.

Case Service Invoices

• Copies of all paid invoices, with required attachments, must be kept in the consumer case file.
• Field offices will retain copies of these invoices in accordance with Records Retention Schedule 39-113, available for download from the Nebraska Secretary of State’s website @ www.sos.state.ne.us/admin/record_manage/retention_schedules.html

Multi-consumer Invoices

• Invoices which contain the names of more than one consumer must be copied and placed in each individual consumer case file. When copying multi-consumer invoices, each consumer case file must contain enough of the invoice copy to create a reimbursement, if necessary.
• Multi-consumer files are not allowed.
• Names of all consumers except for the one the file is for must be blacked out on the invoice.

Non Case-Service Invoices

• NDE Central Accounting retains originals, according to retention requirements, for five fiscal years or ongoing audit, whichever is longer.