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Invoice Standards

Contact: Amy Hancock
Created: 07/22/2022
Date Emailed to Staff: 09/18/2023
Effective Date: 09/11/2023

Summary of Changes

The following changes were made to 1) clarify information needed for invoices; 2) update requirements due to electronic submission; and 3) updated language, where needed 

• Deleted requirement for a transmittal from QE2;
• Clarified that signing the invoice verifies goods/services were received;
• Clarified the invoice/statement must be itemized;
• Changed requirement to “date stamp” invoices to “dating invoices”, since move to work from home;
• With move to electronic submission of invoice, removed requirement for “original” invoices;
• Changed all “consumer” references to “client”;
• Simplified the provider invoice date to just the date on the invoice rather then the stamped in date;
• Reworded information on client reimbursements clarifying what’s required;
• Added an allowable invoice adjustment when paying “as authorized”;
• Removed reference to Miscellaneous Charges for groceries;
• Added in invoice requirements for hourly services and mileage. 

Forms - New or Revised

None

QE2 Update

None

To Do

Fiscal associates should review the invoices standards and use when processing invoices.

Team Communication

None

VRIS Posting

Invoice Standards

Monitoring Requirements

Invoices are audited against these standards when sent in for payment and returned when they are not met

Training Dates

Review of these changes was provided at Fiscal Associate meetings and is ongoing through emails and support from State Office