Fiscal Procedures.docx
DOCX document 32 KB Posted
- Attached to
- Behavioral Hospital Laundry Service
- Solicitation number
- 40DHHS-S3885
- Issued by
- Nevada
About this file
This fiscal procedures document outlines the financial management requirements for vendors contracted with the Nevada Division of Child and Family Services (DCFS) to provide services including youth parole, rural child welfare, children's mental health, and victim services. The document establishes the procedural framework for invoicing, payment processing, and service authorization rather than detailing specific products, quantities, or contract timelines. Vendors must obtain Service Authorizations prior to rendering any services and submit invoices within 20 days of service completion, clearly identifying the program type, service title, youth name, service dates, billing units, and quantities. All invoices must be submitted to Southern NV Child & Adolescent Services - Accounts Payable at 500 E. Warm Springs Road, Suite 100, Las Vegas, NV 89119, with payment processed within 30 days of receipt by the DCFS fiscal unit.
Vendors must maintain fiscal records demonstrating compliance with contracted rates and document how contract funds are disbursed, while also considering all alternative funding sources including Medicaid prior to utilizing this contract. All services are not to exceed approved and posted rates at the time of service delivery, and vendors must maintain adequate financial resources to operate for a minimum of 60 working days. Vendors must submit cost information in prescribed formats when requested, maintain consistent billing name and address information as listed on the contract, and immediately notify DCFS in writing of any name or address changes. Prior authorization is required for any services not identified in the Scope of Work, and vendors will not receive payment for services lacking proper Service Authorizations or invoices that do not comply with the agreement's billing requirements.
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Other files
| File | Type | Posted |
|---|---|---|
| Standard-form-contract~21.docx | DOCX document | |
| Terms-and-conditions-for-services~28.pdf | ||
| Confidentiality Addendum~1.docx | DOCX document | |
| Quote Instructions.pdf | ||
| Federal Laws and Authorities~2.docx | DOCX document | |
| 40DHHS-S3885-Request for Proposal.docx | DOCX document | |
| 40DHHS-S3885 -Vendor-Information-Response.pdf | ||
| 40DHHS-S3885-reference-questionnaire.docx | DOCX document | |
| Insurance Schedule~8.docx | DOCX document | |
| 40DHHS-S3885 - Certification-regarding-lobbying.pdf | ||
| 40DHHS-S3885 - SCOPE OF WORK.docx | DOCX document | |
| 40DHHS-S3885-Cost Schedule.docx | DOCX document |
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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:
| PROGRAM/FACILITY NAME: |
| Southern NV Child & Adolescent Services – Accounts Payable |
| BILLING ADDRESS |
| 500 E. Warm Springs Road, Suite 100 |
| BILLING CITY, STATE ZIP |
| Las Vegas, NV 89119 |
| BILLING PHONE NUMBER |
| 702-486-8064 |
| BILLING EMAIL |
| AP@DCFS.NV.GOV |
CETS # X, Vendor Name Page 2 of 2
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