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.