You are here

How to Submit Your Federal Invoice

Monthly Invoicing Instructions

Invoices are to be received before the 10th of each month. (For example, January’s invoices are to be received by February 10th)

Vendors are required to submit the following each month:

  • Part A (summarization of the services – no client names listed on Part A)
  • Part B (each client with services listed)
  • Monthly Treatment Report for each client
  • Daily Log containing services received, time in/out, client and vendor initials
  • Receipts (Copayments/bus passes, etc.)
  • Central Specimen Log

Program Plan

 Bill only those services and quantities authorized on Program Plan (Form 45)
Pay special attention to Effective Dates on the Program Plans

Daily Log

Transfer services provided on the Daily Log to Part B of the invoice. The counselor will also pull the services from the Daily Log and list on the Monthly Treatment Report (MTR).
Daily Logs may be handwritten

Daily Log (Example)

dATE OF service type of service provided time in client initials time out client initials vendor initials
06/01/08 UA - 1010 1:00PM JD 1:10PM JD kek
06/03/08 1010 2:15PM JD 2:18PM JD kek
06/03/08 2010 2:30PM JD 3:30PM JD ejs
06/10/08 Group - 2020 7:00PM JD 9:00PM JD kek
             

Part B (Example)

Client name client number date of service project code quantity (units) unit price cost
John Doe 15555 06/01/08 1010 1 $ 10.00 $ 10.00
    06/03/08 1010 1 $ 10.00 $ 10.00
    06/03/08 2010 2 $ 10.00 $ 20.00
      TOTAL     $ 50.00

 

Monthly Treatment Report

  •  Make sure all services are listed from the Daily Log.
  • The MTR needs to be typed and signed by the counselor.
  • Remarks by counselor should include client’s adjustment, responsiveness, and significant problems. Comments should not only note attendance and participation.

Common Errors

  • Charging for no shows
  • Charging for stalls or insufficient quantities on UAs
  • Charging for both application and removal of the sweatpatch (only bill upon removal)
  • Not charging correct unit amounts (1 unit = ½ hour; 2 units = 1 hour)
  • Putting Pretrial clients on the Probation invoice
  • No original signature on invoice
  • Not providing all documentation with invoice
  • Charging the incorrect unit price (See Order for Supplies or Services for correct prices)
  • Multiplication errors