All Payments –

1. Scan to your own email from your copier
2. Each scan must include –

• Office cover sheet with your TEAM and NAME, or TEAM/NAME included in the subject of the email ;
• 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, verify –

• All pages scanned in are clear and readable; if not, darken before scanning 
• No pages are missing 

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

• Indicate in the Subject line “Provider”, Client Payment” or “Operating Expense”

Case Service 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. If the invoice has more than one paymentagainst it (e.g one payment for services, one payment for mileage), note that on the invoice beside the amounts (e.g. payment #1, payment #2);
5. If the invoice is for more than one client (e.g., Project Search, college invoice) include the calculation verifying the amount paid per client;
6. After emailing, note on the invoice the date it was scanned and file in the case file.

Operating Expenses – 

1. Invoice must be signed by an Office Director;
2. Payee address must be listed on the invoice;
3. Each operating expense must be in a separate scan, however, all scans can be sent in one email;
4. 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;
5. After emailing, note on the invoice the date it was scanned and hold until payment is made.

1. All case service, operating, and agreement payments must be sent electronically to the State Office, who will upload and attach in E1.

2. Expense reimbursements will no longer be reviewed by State Office, they will be 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.