Invoice requirements

• Invoice standards require the following –

  • payee name and address, pre-printed (letterhead, business invoice, etc.) on invoice or written on the invoice by the provider

    • if an invoice is received without the name of the provider, the QE2 invoice should be sent to the provider for signature (staff cannot write the name of the provider on the invoice)

  • provider’s original signature, if the provider’s name and address is not pre- printed but the provider has written it on the invoice.
  • detailed description of the goods or services provided
  • quantity purchased
  • unit prices shown and totals extended, if applicable
  • date(s) goods or services were received/provided
  • consumer’s name when payment is made to a third party
  • if invoice refers to attachment, quote, bid, list, etc. a copy must be attached

• If an invoice is lost, a copy of an invoice can be used. Write and initial on the copy “Use as original”.
• If faxes, copies, or carbon invoices (with the exception of gas tickets) are used as an original invoice, stamp with “Original from Vendor” stamp and initial.
• Invoices are to be processed within 3 days after receipt of invoice. If this standard cannot be met, a brief explanation of why should be included on the invoice (e.g. “invoice held until report received”). This standard does not apply to invoices that require ATP approval for payment.

Dates

• Cash Advances

  • Invoice date = date the payment is entered in QE2
  • Start/end dates = Use the date the consumer will be paid as the begin and end date.
  • Due Date = Due Upon Receipt, or can change to a date in the future.

• Consumer reimbursement -

  • Invoice date = date the consumer signed the reimbursement form
  • Start/end dates = date of purchase
  • Due date = Due upon Receipt

• Provider invoice

  • If the invoice has payment terms or a due date:

    • Invoice date = the date on the invoice
    • Payment terms = terms on the invoice
    • NOTE:Due upon receipt cannot be written on the invoice by VR

  • If the invoice does not have payment terms:

    • Invoice date = date invoice stamped in office
    • Payment terms = net 30
    • EXCEPTION: If the date of service or the date goods were purchased is more than 30 days in the past, use the stamped in date as the invoice date and pay it due upon receipt.

  • Start/end dates = Payment start/end dates must be the actual service dates for which we are being billed.

Client Payments

• Cash advances must include –

  • an automatic payment invoice
  • a brief description of what was authorized if the service is “Other services”

• Consumer reimbursements must include –

  • completed consumer reimbursement form, including a description of goods/services, and consumer name, address, and signature;
  • itemized receipts showing that the consumer paid for the goods or services

Specific Invoice Requirements

• College – invoice must show number of hours taken and cost per credit hour charged (fee schedule rate or a calculated rate if less than the fee schedule)
• Supported employment – invoice must show milestone, begin/end dates of milestone, number of hours working (if applicable), and the average number of hours worked per week during the month before the invoice.
• Fuel – invoice must reflect gas/fuel was purchased (i.e., # gallons and price per gallon).
• Car repair – if date on invoice is date of estimate, note date of actual repair.
• Subscriptions – service dates must include the entire time frame.
• OJE/OJT – invoice must show hours/minutes OR hours/decimals. Total fees must be consistent with the daily time shown.

Invoice Adjustments

• Staff cannot increase the amount billed to us or make other changes to an invoice. If the information on an invoice is incorrect, obtain a new invoice from the provider with the correct information.
• Amounts may be adjusted on the invoice when the result is a reduction as follows:

  • Sales tax or Federal Excise tax added - Line through tax charge, reduce amount due and initial change. Do not deduct sales tax on receipts presented by the consumer for reimbursement.
  • Medicaid rates –Amount due should be adjusted to the total of Medicaid rates if less than invoiced amount due or to authorized amount, whichever is less. Note and initial on the invoice an explanation and the corrected amount, and advise the provider of what is being paid by mailing or faxing a copy of the billing documents with the notations.

Miscellaneous

• Charges for groceries must include an itemized list verifying no purchase of tobacco products, alcoholic beverages, firearms, ammunition, or other prohibited purchases

Purpose

The state office is responsible for pre-auditing case service payments done by the field offices 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 may be returned to the offices.

Guidelines

• Case service payments must have a QE2 transmittal with an associate signature.
• Case service invoices must be signed by a specialist or office director.
• The attached documentation must be an invoice, not a statement or quote.
• Payments cannot be made until service has been completed or goods have been received. If a provider requires prepayment, contact the State Office.
• All invoices must be date stamped in by the 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 then 5 weeks.