40DHHS-S4018 - Fiscal Procedures.doc
DOC document 31 KB Posted
- Attached to
- Family to Family Support Services-2027
- Solicitation number
- 40DHHS-S4018
- Issued by
- Nevada
About this file
This document is a fiscal procedures guide issued by the Nevada Department of Health and Human Services, Division of Child and Family Services (DCFS), establishing financial and billing requirements for vendors providing services under DCFS contracts. The procedures address vendor responsibilities for maintaining fiscal records, submitting cost information in prescribed formats, and ensuring billing accuracy and consistency. Vendors must maintain adequate financial resources to operate services for a minimum of sixty working days and must exhaust all alternative funding sources, including Medicaid, before utilizing contract funds. Service authorizations are required prior to rendering any services, and all invoices must be submitted within twenty days from the end of the month services were rendered, clearly identifying the program, service title, youth's name, service dates, billing unit, and quantity.
All services must not exceed approved and posted rates at the time of service delivery, and vendors must work with the Contract Monitor to ensure expenditures do not surpass the contracted annual amount. Invoices must be accompanied by specific Service Approvals and submitted to the DCFS Fiscal Unit at 4126 Technology Way, Carson City, Nevada 89706-2009, with processing occurring within thirty days of receipt. Prior authorization is required for any services not identified in the Scope of Work. Vendors are responsible for using the same name and address on all billings as listed on the contract and must provide written notification to the DCFS Contract Contact immediately upon any name or address changes. These procedures apply to services provided under various DCFS programs including Youth Parole, Rural Child Welfare, Children's Mental Health, and Victim Services.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Quote Instructions.pdf | ||
| 40DHHS-S4018 - Insurance Requirements.docx | DOCX document | |
| 40DHHS-S4018 - Business Associate Addendum.docx | DOCX document | |
| 40DHHS-S4018 - reference_questionnaire.docx | DOCX document | |
| 40DHHS-S4018 - Standard-form-contract.docx | DOCX document | |
| 40DHHS-S4018 - Terms-and-conditions-for-services.pdf | ||
| 40DHHS-S4018 - Scope of Work.docx | DOCX document | |
| 40DHHS-S4018 - Certification-regarding-lobbying.pdf | ||
| 40DHHS-S4018 - request-for-proposals.docx | DOCX document | |
| 40DHHS-S4018-Vendor-Information-Response.pdf |
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Text version
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:
Division of Child and Family Services
4126 Technology Way
Division of Child and Family Services
Department of Health & Human Services
State of Nevada
Carson City, NV 89706-2009
Email: DCFSFiscal@dcfs.nv.gov
Phone: (775) 687-9010 CETS # X, Vendor Name Page 2 of 2
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