(Sample) INVOICE NC State Veterans Home.xlsx

XLSX spreadsheet 183 KB Posted

Attached to
DMVA Operation and Management of North Carolina State Veterans Homes
Solicitation number
Doc1866061723
Issued by
Buncombe County, Biscoe Town, North Carolina

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This document is an invoice processing spreadsheet template used by United Veterans Services of North Carolina, Inc. (UVSNC) for billing the North Carolina Department of Military and Veterans Affairs (NCDMVA) regarding the operation and management of North Carolina State Veterans Homes. The spreadsheet facilitates monthly invoicing through two primary components: an expense-based component that calculates allowable reimbursable expenses after deductions for penalties, legal fees, non-reimbursable items, management fees, administrator wages, accrued expenses, and prepaid expenses; and a revenue-based component that applies a management fee percentage to net revenues subject to the fee. The template includes detailed worksheets for tracking resident refunds, accounts receivable adjustments, accrued expense details, prepaid expense details, and penalty calculations. The document provides comprehensive e-mailing instructions for submitting monthly invoices to james.woodard@ncmail.net, requiring submission of specific sheets including the invoice calculation, journal entries for accounting purposes, accrued expense details, accounts payable information, prepaid details, and any applicable penalties.

The invoicing process requires manual entry of certain data points identified by yellow cell highlighting, while most calculations are automated through formulas. Key procedures include entering year-to-date periods and month-end dates, calculating unadjusted balances, identifying non-reimbursable penalties, tracking management fee expenses based on both expense and revenue components, and recording journal entries to establish receivables and revenue recognition. Supporting documentation required for invoice submission includes accounts receivable aging reports from both Windows-based and DOS-based long-term care systems, income statements for the applicable company code, and scanned copies of relevant accounting records. The template establishes accrual-based accounting with reversing journal entries for management fees recorded monthly, and references a cutoff date of March 7, 2004, for distinguishing liabilities between the old and new contract periods.

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1677390536 RFP Vet Homes Ops Mgt Final.pdf PDF
(Sample) NC State Veteran Homes Income Statement Detail-DETL 2025.xlsx XLSX spreadsheet

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E-MAILING INSTRUCTIONS
1)Copy only those sheets that will e-mailed to NCVA in a separate file as follows:
-open a blank spreadsheet and name it NCVA - SALISBURY- month and year
-open the spreadsheet containing the final calculation for the month
for the INVOICE, JE FOR CO 43, ACCRD EXP DETAIL, AP ON PRUITT CORP, PREPAID DETAIL,
OTHER NON-REIMB EXP, AND PENALITES (if any) sheets highlight the spreadsheet and copy to
the NCVA - FAYETTEVILLE - month and year spreadsheet using the PASTE SPECIAL and VALUES
commands (so only values, not F9 formulas will copy).
2)Have Joann send you an AR aging for the month from Windows-based LTC in PDF format.
3)Get a scanned copy of the AR aging off the DOS-based LTC from Alison
4)Obtain an income statement for co 43 in PDF format (either from Margie or run it ourselves when new
software is received.
5)Retrieve and update the e-mail cover letter to Lynda Poyner
6)Attach the excel invoice file
7)E-mail the file you have created for invoice purposes to:james.woodard@ncmail.net
SEQUENCE
1- enter ytd period and and month end date on INPUT sheet
2- hit F9 to calculate unadjusted balances for company 37 and 43
Referring to the INVOICE sheet
3- identify any penalties included in ytd cost. These penalties are not allowed as a reimburseable cost. Enter any
penalties in the PENALTIES sheet. This will automatically carry to the INVOICE sheet and the JE FOR CO 43 sheet
as a deduction to reimburseable cost.
4- Legal fees should automatically carry to the invoice, company 43's JE and company 37's invoice via the F9 formula on
line 4 of the invoice.
5- Meal sales and rental income offsets may be the only items to be included in line 5 of the invoice. These are automatically
carried to the invoice from the OTHER NON-REIMB EXP sheet via F9. If there are any new types of expenses, check with
Mitch to see if the expense should be included on the OTHER NON-REIMB EXP sheet.
6- The source for the accrued expenses to be deducted from invoiceable cost is the ACCRD EXP DETAIL sheet. The beginning
point for the ACCRD EXP DETAIL sheet is per book balance of each 2***** g/l account. These liabilities must be reduced by
liabilities applicable to the old contract period, liabilties for non-expense items (e.g., withholdings, etc.), and liabilities for
non-allowable expense.
NOTE: Each month payments (debits) posted to the accrued vacation and accrued sick pay liablity accounts must be keyed
into the SUB SCH - ACCRD VAC, SICK sheet. The assumption is that all payments are made to the balance accrd at 3/7/2004
before any payments are applied to a liabilty incurred after that date.
Most of the amounts on the ACCRD EXP DETAIL sheet are automatically computed. However the yellow highlighted cells
were hard-keyed. These hard-keyed amounts should cease to exist within a month or two of the March 04 invoice, as 100%
of the liability balance becomes applicable to the period after March 8, 2004.
7- The amount of management fee expense for line 7 of the invoice is automatically entered via F9.
8- The amount of prepaid expense for line 8 of the invoice comes from the PREPAID DETAIL sheet. Balances on the PREPAID
DETAIL sheet are automatically pulled via F9.
9- The amount entered on line 10 for Allowable YTD Expense from Previous Month Invoice must be entered manually each month.
10- Entries to line 13, Denials for Payment, should be rare. Joann or Mitch will inform you of these.
11- The amount entered on line 17 for Prior Month YTD Management Fees Due must be entered manually each month.
Refer to the CHECK INFO sheet for some edits and reminders. Any variances represent errors and must be corrected.
Note: the invoiced amount for Resident Refunds = the current month payments per acct 200900 of co. 37. Since this amount is
already a credit in acct 200900 on co. 43, there is no need for this to carry to the JE for co 43. When payment is received
they should be posted as a credit to acct 200900 on co. 37 and as a debt to acct 200900 on co. 43.
Go to e-mail instructions
NOTE: On all worksheets of this file, a yellow highlight indicates that input is required (i.e., not automatic)

mailto:james.woodard@ncmail.net

INVOICE

UNITED VETERAN SERVICES OF NORTH CAROLINA, INC.
INVOICE FOR "NCVA (APPICABLE HOME)"
MONTH ENDEDInvoice Date
EXPENSE-BASED COMPONENT
1.YTD Expense for United Veterans of NC, Inc.NCVA"Name of Appicable Home"0.00
2.Less:Penalties (identify on separate list)0.00
4.Less:Legal Fees0.00
5.Less:Other non-reimburseable (identify on separate list)0.00
6.Less:Management included in YTD expense on line 10.00
7.Less:Administrator Wages, Benefits, and Travel Expenses0.00
8.Less:Intercompany Interest0.00
9.Less:Accrued expenses (net of beginning of yr balance)0.00
10.Plus:Pre-paid Expense - see list (net of beginning yr balance)0.00

11. = Total Allowable YTD Expense 0.00

12. Less: Allowable YTD Expense from previous month invoice 0.00

13. = Expenses to be reimbursed for the month 0.00

REVENUE-BASED COMPONENT

14. YTD Net Revenues of NC State Veterans Home %RBN% 0.00

15. Less: Denial of Payments (identify on separate list) - 0

16. YTD Revenue Subject to Management Fee % 0.00

17. Management Fee % - Current 0.00%

18. YTD Management Fees due 0.00

19. Prior Month YTD Management Fees due 0.00

20. Management Fees Due for Current Month 0.00

21. Patient Refunds made on behalf of NCVA in the invoice month 0.00 see RESIDENT REFUND worksheet

22. AR OTHER -- Invoices paid/not on G/L 0.00 see AR OTHER worksheet

23.INCENTIVE/PENALTY FY END (PER CONTRACT)0.00see Incentive--Penalty worksheet
0.00

0.00

RESIDENT REFUNDS

Detail of Current Month Resident Refunds (Account: "XXXXXX")
MONTH AND YEAR
DateVendorInvoice numberAmount

Total - 0

AR OTHER

Detail of Current Month AR OTHER -- XXXXXXX
MONTH AND YEAR
DatePayeeAmount

Total 0.00

CER DETAIL

Business Unit BU Name Journal ID Journal Date AP Modified Date Jrnl Source Jrnl Hdr Descr Period Year Account Account Name Dept Dept Name Oper Unit Affiliate UHS Ref Jrnl Line Vchr Line Jrnl Ln Descr Amount Voucher Invoice Date Invoice ID Vendor ID Vendor Name Item Item Description AP Unpost Sequence AP Posting Process Distribution Line Number Row # Node Entered By Posted Date

JE FOR VA SIDE

ERROR:#REF!
JOURNAL ENTRY TO RECORD MANAGEMENT FEE EXPENSE
MONTH ENDED

To record expense based component of management fee for current month (NOTE: MUST REVERSE NEXT MO.) This is posted when the allocation is completed.

Journal Entry #Journal Description/Name
DebitCredit
90000.00
90000.00
0.00
0.00
To record revenue based component of mgt fee for current month (NOTE: MUST REVERSE NEXT MO.)

Sheet1 (Qtr End Only)

ERROR:#REF!ACTUALS5010601060Physical Therapy- 0ERROR:#REF!
ERROR:#REF!ACTUALS5011601060Speech Therapy- 0ERROR:#REF!
ERROR:#REF!ACTUALS5012601060Occupational Therapy- 0ERROR:#REF!
ERROR:#REF!ACTUALS5013601060Respiratory Therapy- 0ERROR:#REF!
ERROR:#REF!ACTUALS5014601060Oxygen Therapy- 0ERROR:#REF!
ERROR:#REF!ACTUALS5020601060Pharmacy Consultant- 0ERROR:#REF!
ERROR:#REF!ACTUALS5020743000Pharmacy RX- 0ERROR:#REF!
ERROR:#REF!ACTUALS5020743990Pharmacy Non RX- 0ERROR:#REF!
ERROR:#REF!ACTUALS5030601060Lab- 0ERROR:#REF!
ERROR:#REF!ACTUALS5040710000Chargeable Medical Supplies- 0ERROR:#REF!
ERROR:#REF!ACTUALS5041710000Wound Care Supplies- 0ERROR:#REF!
ERROR:#REF!ACTUALS5042710000Non-Chargeable Med Supplies- 0ERROR:#REF!
ERROR:#REF!ACTUALS5043710000Disposable Diapers- 0ERROR:#REF!
ERROR:#REF!ACTUALS5045710000Blood Glucose- 0ERROR:#REF!
ERROR:#REF!ACTUALS5050710000Fluidized Air- 0ERROR:#REF!
ERROR:#REF!ACTUALS5055601060X-ray- 0ERROR:#REF!
ERROR:#REF!ACTUALS5100601060Ambulance svc- 0ERROR:#REF!
ERROR:#REF!ACTUALS5150601060Transportation- 0ERROR:#REF!
ERROR:#REF!ACTUALS5200601060Physician Care- 0ERROR:#REF!
ERROR:#REF!ACTUALS6000601060DON Salary & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6007601060Patient Care Coordinator- 0ERROR:#REF!
ERROR:#REF!ACTUALS6100601060RN Salaries & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6101601060RN SCP Salaries & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6102601060RN MDS Case Mix Director- 0ERROR:#REF!
ERROR:#REF!ACTUALS6108601060RN Float Pool Salaries & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6109601060Clinical Competency Coordinator- 0ERROR:#REF!
ERROR:#REF!ACTUALS6200601060LPN Salaries & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6300601060Nurse Aide Salaries & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6500601060Ward Clerk Salaries & Benefits- 0ERROR:#REF!
ERROR:#REF!ACTUALS6600601060Nursing- 0ERROR:#REF!
ERROR:#REF!ACTUALS7120601060Complex Medical Eqp- 0ERROR:#REF!
ERROR:#REF!ACTUALS7150601060Dental Care- 0ERROR:#REF!
ERROR:#REF!ACTUALS7200601060Social Svc- 0ERROR:#REF!
ERROR:#REF!ACTUALS7225601060Admissions Department- 0ERROR:#REF!
ERROR:#REF!ACTUALS7300601060Recreation- 0ERROR:#REF!
ERROR:#REF!ACTUALS7400601060Medical Director- 0ERROR:#REF!
ERROR:#REF!ACTUALS8100601060Dietary- 0ERROR:#REF!
ERROR:#REF!ACTUALS8200601060Laundry- 0ERROR:#REF!
ERROR:#REF!ACTUALS8300601060Housekeeping- 0ERROR:#REF!
ERROR:#REF!ACTUALS8500601060Maintenance- 0ERROR:#REF!
ERROR:#REF!ACTUALS8800710000Beauty & Barber- 0ERROR:#REF!
ERROR:#REF!ACTUALS8900710000Staff Development- 0ERROR:#REF!
ERROR:#REF!ACTUALS9000601060Administration- 0ERROR:#REF!
ERROR:#REF!ACTUALS9180601060Medical Records- 0ERROR:#REF!
ERROR:#REF!ACTUALS9500950200Depreciation- 0ERROR:#REF!
ERROR:#REF!ACTUALS9500951100Amortization-Software- 0ERROR:#REF!
ERROR:#REF!ACTUALS9500952990Interest Expense Rel Pty- 0ERROR:#REF!
ERROR:#REF!ACTUALS9500954000Lease Equip- 0ERROR:#REF!
ERROR:#REF!ACTUALS9500955000Property Insur- 0ERROR:#REF!
ERROR:#REF!ACTUALS130305Management Fee Payable - New Contract- 0ERROR:#REF!
ERROR:#REF!ACTUALS130400Deferred Payable- 0ERROR:#REF!
ERROR:#REF!ACTUALS9000900000Administration- 00.00
ERROR:#REF!ACTUALS130305Management Fee Payable - New Contract- 00.00

Post spreadsheet at the close of prelims for quarter end month with no reversing date.

JE FOR SN SIDE

ERROR:#REF!
ADJUSTING JOURNAL ENTRY
ERROR:#REF!

Debit Credit

130310Mgt Fee Receivable - New Contract0.00
130300Deferred Mgt Fee Revenue0.00
130310Incentive/Penalty Receivable0.00
5900317000Mgt Fee Income - Expense Based0.00
9200317000Incentive/Penalty0.00
9200317000Mgt Fee Income - Revenue Based0.00

last month 130310

ck figure
0.00
0.00
0.00
ENTRY TO UPLOAD AFTER INVOICE IS COMPLETE
ERROR:#REF!ACTUALS130310Mgt Fee Receivable - New Contract0.00
ERROR:#REF!ACTUALS130300Deferred Mgt Fee Revenue0.00
ERROR:#REF!ACTUALS130310NCVA-IP-EXIncentive/Penalty Receivable0.00
ERROR:#REF!ACTUALS9200317000NCVA-IP-EXIncentive/Penalty0.00
ERROR:#REF!ACTUALS5900317000Mgt Fee Income - Expense Based0.00
ERROR:#REF!ACTUALS9200317000Mgt Fee Income - Revenue Based0.00
To record revenue based component for current month (NOTE: MUST REVERSE NEXT MO.)
Management fee can be requested after this entry is complete for all VA's.

File details come from the government source that posted it. Updated .