40DHHS-S3318-Fiscal Procedures.doc
DOC document 31 KB Posted
- Attached to
- Psychiatrist Services - NYTC
- Solicitation number
- 40DHHS-S3318
- Issued by
- Elko County, Nevada
About this file
This document is a fiscal procedures file for the Division of Child and Family Services (DCFS), detailing vendor requirements and billing protocols for a state-level contract. The document does not specify a specific project scope or service, but instead provides comprehensive fiscal guidelines for vendors providing services to DCFS across multiple program areas including Youth Parole, Rural Child Welfare, Children's Mental Health, and Victim Services.
The fiscal procedures outline specific vendor responsibilities including maintaining financial records, submitting accurate invoices within 20 days of service delivery, obtaining prior service authorizations, and ensuring services do not exceed approved rates. Financial requirements mandate that vendors maintain adequate financial resources to operate services for at least 60 working days, explore all funding options including Medicaid before drawing on contract funds, and submit detailed invoices with specific service identifications. Invoices will be processed within 30 days of receipt, and vendors must use consistent naming and contact information throughout the contract period, with immediate written notification required for any changes.
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Other files
| File | Type | Posted |
|---|---|---|
| 40DHHS-S3318-Business Associate Addendum.docx | DOCX document | |
| 40DHHS-S3318-Cost Schedule.docx | DOCX document | |
| Certification-regarding-lobbying~11.pdf | ||
| Standard-form-contract~11.docx | DOCX document | |
| Terms-and-conditions-for-services~12.pdf | ||
| 40DHHS-S3318-RFP_Psychiatric Services.docx | DOCX document | |
| Vendor Information Response~1.pdf | ||
| 40DHHS-S3318 Insurance Schedule.pdf | ||
| Quote Instructions.pdf | ||
| 40DHHS-S3318-Reference-Questionnaire.pdf |
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Text version
40DHHS-S3318
DIVISION OF CHILD AND FAMILY SERVICES (DCFS) FISCAL PROCEDURES
FISCAL INFORMATION
1. Vendor shall maintain fiscal records as necessary to correspond with the contractual rate when audited and how funds provided by this contract have been disbursed.
2. Vendor shall submit cost information in the prescribed format when requested by the DCFS.
3. Vendor agrees to use the same name and address on billings as is listed on the contract, to ensure timely payment.
4. Vendor agrees to notify the DCFS Contract Contact immediately, in writing, when a name and/or address change occurs.
5. Vendor must maintain adequate financial resources to operate all aspects of vendor’s respective services for a period of no less than sixty (60) working days.
6. All other funding options (including Medicaid) must be considered and determinations to use said funds documented prior to drawing upon the services of this contract and utilizing other legislatively approved funding.
BILLING INFORMATION
1. Prior authorization is required for all services not identified in the Scope of Work.
2. Vendor will submit an invoice within 20 days from the end of the month that the services were rendered.
3. All invoices shall be submitted to the corresponding address listed on the first page of the contract or as noted in the Bill To Section of this attachment.
4. Vendors will not be paid for services that are not properly invoiced in accordance with the rates outlined in the agreement.
5. All invoices will be processed within 30 days from receipt of invoice by the DCFS fiscal unit.
6. All services are to be clearly identified as applicable on the invoice by program (i.e. Youth Parole, Rural Child Welfare, Children’s Mental Health, Victim Services, etc.), service title, youth’s full and complete name, date(s) of service, billing unit and quantity.
VENDOR RESPONSIBLITIES
1. All services are not to exceed the approved and posted rates at the time services are rendered.
2. The vendor shall work with the Contract Monitor, or designee, to ensure they will not exceed the contracted amount for each fiscal year identified in Section 3 – Consideration of the contract.
3. Vendor shall receive Service Authorizations prior to any services rendered. All invoices must be accompanied by specific Service Approvals. Vendor will not be paid for any services that do not have an approved Service Authorization.
BILL TO INFORMATION:
CETS # X, Vendor Name Page 2 of 2
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