8-Appendix AA.pdf

This is an Invoicing Submission Requirements appendix (Appendix AA) for the Delaware County Department of Human Services in Pennsylvania, establishing standardized procedures for vendors and service providers billing the county for contracted services. The appendix outlines two submission methods—mail delivery to the Department of Human Services Administration at 4990 State Road, Suite 101, Drexel Hill, PA 19026, or electronic submission to DelCoHSA_AP@co.delaware.pa.us—with explicit instructions that invoices must not be submitted through both methods simultaneously to prevent duplication. All invoices must be signed, dated, assigned a unique invoice number, and include the County Program Office and Program Name designation. For submissions containing client-specific data, a required coversheet must accompany the invoice with supporting detail documentation as directed by the assigned Program and Fiscal County Staff.

Electronic submissions are subject to additional requirements including separate email submission for each invoice in PDF format only, with non-compliant formats subject to rejection by Accounts Payable. The email subject line must include the agency name, County Program or Program name, invoice number, invoice date, and invoice amount. Cost Reimbursement Invoice Coversheets must include provider letterhead and address, the DHS Program Office designation, Program Name, invoice date, invoice number, service month, and invoice amount, and must be signed by an authorized representative with title designation. These standardized requirements apply to the evaluation services contract (SSCP-000023 JDRC) for the Department of Juvenile Detention and Rehabilitative Services.