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NIS Payment Process

Categorized In: Operations - NIS Information

Approved Date: October 02, 2018

Owner: Cathy Callaway

Guidelines

All invoices received in the mail that pass the pre-audit at the State Office are sent to NIS the day they are received.

Steps

  1. Create invoice in QE2
  2. From the Team Overview screen, check the invoices ready for payment and select the Prepare Batch for NIS button to get a transmittal.
    • Put all client payments on one transmittal.
    • All transactions, with the exception of Expense Reimbursement Documents, require a transmittal (including Intrastate Billing Transaction’s)
  3. Attach the transmittal to the invoices and send the batch to the State Office
    • All information on the transmittal must print correctly (business unit, subledger, consumer/provider name, FTIN/SSN, etc.)
    • If paying an IBT, the ABN on the transmittal must match the Interagency Billing # on the IBT
    • All invoices and attached transmittals must balance.
    • Do not send a transmittal unless all invoices are attached.
  4. State Office pre-audits all QE2 batches
    • pre-audit = checking signatures, coding, invoices are attached, invoice amounts equal transmittal amounts, FTIN, etc.
  5. State Office sends groups of QE2 batches electronically to NIS each day.
  6. QE2 batches sent to NIS are put on a NIS batch and each payment is given a document number
    • If payment does not go into NIS due to error (e.g. ABN, invoice # missing, journal entry missing, invalid invoice number, etc.)
      • Payment must be fixed in QUEST and re-sent with another group.
      • If the payment is on a QUEST batch with other payments, the payment is unchecked from the QUEST batch, prepared with a new QUEST batch number, and re-sent to NIS with another group.
    • If payment goes into NIS with errors (e.g. amount wrong, incorrect coding) it can be edited manually in NIS and left on the NIS batch.
  7. State Office prints a pre-audit report which identifies all of the documents paid on the NIS batch
  8. The pre-audit report is checked against the transmittals to be sure all of the payments went into NIS correctly (coding, ABN, amount, etc.)
  9. NIS batch number and NIS document numbers from the pre-audit report are written on each invoice
  10. The NIS batch is forwarded to Central Accounting for audit and posting
  11. Central Accounting reviews for correct coding, provider, invoice number on IBT’s, etc
  12. If errors on any document, entire NIS batch is returned to VR for corrections
  13. Once corrections are made, NIS batch must be re-approved by VR and then returned to Central Accounting
  14. Once audit is finished, Central Accounting posts the NIS batch
  15. NIS batches are posted in the order they enter the posting queue with batches from all other state agencies
  16. Once the batch has posted, Central Accounting returns the General Ledger Posting report to VR SO
    • Posted in NIS = each document pays according to the payment terms on the document



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