40DHHS-S3391-VOC - Fiscal Procedures.doc
DOC document 39 KB Posted
- Attached to
- VOC Claim Management Software
- Solicitation number
- 40DHHS-S3391
- Issued by
- Nevada
About this file
This document is a fiscal procedures attachment for a contract with the Division of Child and Family Services (DCFS), detailing vendor requirements and billing protocols. While specific project details are not comprehensively outlined, the contract appears to cover various child welfare and youth services programs including Youth Parole, Rural Child Welfare, Children's Mental Health, and Victim Services.
The fiscal procedures specify vendor financial responsibilities, including maintaining adequate financial resources for at least 60 working days, exploring all funding options before utilizing contract funds, and adhering to strict invoicing guidelines. Key billing requirements mandate submitting invoices within 20 days of service delivery, clearly identifying services by program, including youth's full name, service dates, and billing units. Vendors must obtain prior service authorizations, not exceed approved rates, and work closely with the Contract Monitor to ensure they do not exceed contracted fiscal year amounts. Invoices will be processed within 30 days of receipt by the DCFS fiscal unit, with payment contingent on proper documentation and service approvals.
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Text version
ATTACHMENT XX - 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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