40DHHS-S4053-Division of Child and Family Services Fiscal Procedures.doc
DOC document 39 KB Posted
- Attached to
- Water Well Repair
- Solicitation number
- 40DHHS-S4053
- Issued by
- Elko County, Nevada
About this file
This is a fiscal procedures attachment document for the Nevada Division of Child and Family Services (DCFS) outlining vendor payment and billing requirements for state contract services. The document establishes operational standards for vendors providing services across multiple DCFS programs including Youth Parole, Rural Child Welfare, Children's Mental Health, and Victim Services. Vendors must maintain fiscal records corresponding to contractual rates, submit invoices within 20 days of service delivery, and obtain prior Service Authorizations before rendering any services. All invoices must clearly identify the program, service title, youth's full name, service dates, billing units, and quantities. The DCFS will process all invoices within 30 days of receipt by the fiscal unit.
Vendors are required to maintain adequate financial resources to operate for a minimum of 60 working days and must consider all other funding options, including Medicaid, before utilizing contract funds. Services cannot exceed the approved and posted rates at the time of service delivery, and vendors must work with the designated Contract Monitor to ensure they do not exceed the annual contracted amount. All services require prior authorization and must be accompanied by approved Service Approvals at the time of invoicing; vendors will not receive payment for unauthorized services. Billing submissions should be directed to the Nevada Youth Training Facility located at 100 Youth Center Road, Elko, NV 89801, with inquiries directed to Program Monitor Candita Strong at cstrong@dcfs.nv.gov.
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Other files
| File | Type | Posted |
|---|---|---|
| 40DHHS-S4053-Federal Laws and Authorities.docx | DOCX document | |
| 40DHHS-S4035-cost-schedule.xlsx | XLSX spreadsheet | |
| 40DHHS-S4053-Terms-and-conditions-for-services.pdf | ||
| 40DHHS-S4053-Vendor-Information-Response.pdf | ||
| 40DHHS-S4053-Insurance Schedule.docx | DOCX document | |
| Quote Instructions.pdf | ||
| Request for Proposal 40DHHS-S4053 Water Well Repair.docx | DOCX document | |
| 40DHHS-S4053-Standard-form-contract.docx | DOCX document | |
| 40DHHS-S4053-Certification-regarding-lobbying.pdf | ||
| 40DHHS-S4053-PREA Acknowledgement.docx | DOCX document |
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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:
BILLING INFORMATION
| Program/Facility Name |
| Nevada Youth Training Facility |
| Billing Address |
| 100 Youth Center Road |
| Billing City, State, Zip |
| Elko, NV 89801 |
| Billing Phone Number |
| 775-738-7182 |
| Billing Email |
| Nytc-apt@dcfs.nv.gov |
Program Monitor
(Name, Email) Candita Strong cstrong@dcfs.nv.gov
CETS # X, Vendor Name Page 2 of 2
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