Common use of Billing Instructions Clause in Contracts

Billing Instructions. 4.1 Grantee shall bill System Agency on a monthly basis for allowable services provided to Title V eligible clients. Bills for all allowable services shall be submitted as aggregate activity reports with a System Agency Monthly Reimbursement Request and shall not refer to or identify individual clients. Grantee shall bill within thirty (30) days after the end of the month in which services were provided or within sixty (60) days in cases of potentially Medicaid eligible individuals who are denied eligibility by the Health and Human Services Commission. All bills shall be submitted within forty-five (45) days of the end of the Contract term. 4.2 Grantee shall request payment using the Purchase Voucher Form 4116 which coincides with the appropriate Monthly Reimbursement Request (MRR), for Title V Fee for Service Program (Form #EF21-12005). With each Purchase Voucher Form 4116 and MRR, Grantee shall submit the following acceptable supporting documentation for reimbursement of the required services/deliverables: 1. Title V Maternal-Child Services Report (Child Health & Dental) – (Form EF21-12005); and 2. Monthly Aggregate Activity Report (Form EF21-12005). Each report shall detail the total unduplicated number of clients seen for the first time within a service category type during the contract period by age, and race/ethnicity. Billing requests will not be processed for payment by System Agency unless accompanied by a complete corresponding aggregate report. 4.3 Grantee shall submit Purchase Vouchers, MRRs, and supporting documentation to the email address(es) listed on the purchase voucher and MRR. Purchase Vouchers and MRRs shall be submitted each month for actual expenditures of the program, even if there are zero monthly expenditures or the contract limit has been reached. 4.4 Grantee shall request payment from System Agency as directed by the Title V Maternal and Child Health Fee for Service Program Policy Manual whether via voucher or a web-based system. 4.5 Grantee shall submit a “Financial Reconciliation Report” (Form GC-10) no later than sixty (60) days after the end of the attachment term. This report must be signed and marked “Final” and shall be scanned and emailed to email address(es) listed on the Form GC-10. 4.6 System Agency shall distribute funds in a way that will maximize the delivery of authorized services to eligible clients. System Agency will monitor Xxxxxxx's billing activity. If utilization is below that projected in Grantee's budget, shown in the Signature Document, Grantee's ceiling may be subject to a decrease for the remainder of the Contract period. Grantee may be subject to contract ceiling amount decreases if Grantee's billing activity is less than projected. 4.7 System Agency may pay for additional services as specified in this Contract if provided by Grantee during the term of this Contract (but not otherwise paid during the term of this Program Attachment) if it is in the best interest of the State and the System Agency Program to do so, and if funds are available. If Grantee exceeds the ceiling amount of this Contract, Grantee shall continue to bill System Agency for the services provided. System Agency may pay for these additional services if funds become available at a later date. 4.8 Grantee shall accept reimbursement or payment from System Agency and any applicable fees from clients for clinical health services as payment in full for services or goods provided to clients. Grantee shall not seek additional reimbursement or payment for services or goods from clients other than applicable fees for clinical health services. 4.9 At the request of HHSC, contractor may be required to provide additional supportive documentation with invoices.

Billing Instructions. 4.1 Grantee shall bill ‌ (a) The Contractor should submit invoices using the Standard Form 1034 (Public Voucher for Purchases and Services Other Than Personal) electronically through the Oak Ridge Financial Service Center's (ORFSC) Vendor Inquiry Payment Electronic Reporting System Agency on a monthly basis for allowable services provided (VIPERS). The VIPERS system allows vendors to Title V eligible clientssubmit invoices, attach supporting documentation and check the payment status of any voucher submitted to the DOE. Bills for all allowable services shall Submitting electronically provides benefits to vendors by: • Reducing the cost of paper and postage • Allowing supporting documentation to be submitted as aggregate activity reports attached and routed with a System Agency Monthly Reimbursement Request the voucher to program and shall not refer approving officials • Immediately interfacing invoices to or identify individual clients. Grantee shall bill within thirty (30) days after the end of the month in which services were provided or within sixty (60) days in cases of potentially Medicaid eligible individuals who are denied eligibility by the Health and Human Services Commission. All bills shall be submitted within forty-five (45) DOE’s accounting system saving several days of mail and manual processing time • Decreasing potential errors caused by manual input • Facilitating the end prompt payment of invoices (b) To obtain access to and to use VIPERS, please visit the Contract term. 4.2 Grantee shall request payment using web page at xxxxx://xxxxxx.xxx.xxx.xxx. Detailed instructions on how to enroll and use the Purchase Voucher Form 4116 which coincides with system are provided on the appropriate Monthly Reimbursement Request (MRR), for Title V Fee for Service Program (Form #EF21-12005)web page. With each Purchase Voucher Form 4116 Please do not send a paper copy of a voucher that has been submitted electronically. The invoice must include a statement of cost and MRR, Grantee shall submit the following acceptable supporting documentation for reimbursement services rendered. This statement should include, as a minimum, a breakout by cost or price element and of all services actually provided by the Contractor, both for the current billing period and cumulatively for the entire contract. (c) The Contractor may submit invoices not more than once every two weeks in accordance with FAR 52.232-7 “Payments under Time-and-Materials and Labor- Hour Contracts” (AUG 2012). (d) The Contractor shall submit a Monthly Invoice Package in accordance with the Section J-3, Deliverables that shall contain the hours and labor categories billed for each separate Work Plan as well as provide the prior month’s performance for each Work Plan and an update of the required services/deliverables: 1performance to date. Title V Maternal-Child Services Report (Child Health & Dental) – (Form EF21-12005); and 2. Monthly Aggregate Activity Report (Form EF21-12005). Each The report shall detail the total unduplicated number include a narrative description of clients seen for the first time within a service category type during the contract period by agescope accomplished, progress on corporate and specific performance metrics, and race/ethnicity. Billing requests will not be processed for payment by System Agency unless accompanied by a complete corresponding aggregate reportdeliverables, as well as an update of the project schedule. 4.3 Grantee shall submit Purchase Vouchers, MRRs, (e) The invoice (Standard Form 1034) must include a statement of cost and supporting documentation to the email address(es) listed on the purchase voucher and MRR. Purchase Vouchers and MRRs shall be submitted each month for actual expenditures of the program, even if there are zero monthly expenditures or the contract limit has been reached. 4.4 Grantee shall request payment from System Agency as directed by the Title V Maternal and Child Health Fee for Service Program Policy Manual whether via voucher or a web-based system. 4.5 Grantee shall submit a “Financial Reconciliation Report” (Form GC-10) no later than sixty (60) days after the end of the attachment term. This report must be signed and marked “Final” and shall be scanned and emailed to email address(es) listed on the Form GC-10. 4.6 System Agency shall distribute funds in a way that will maximize the delivery of authorized services to eligible clients. System Agency will monitor Xxxxxxx's billing activity. If utilization is below that projected in Grantee's budget, shown in the Signature Document, Grantee's ceiling may be subject to a decrease for the remainder of the Contract period. Grantee may be subject to contract ceiling amount decreases if Grantee's billing activity is less than projected. 4.7 System Agency may pay for additional services as specified in this Contract if provided by Grantee during the term of this Contract (but not otherwise paid during the term of this Program Attachment) if it is in the best interest of the State and the System Agency Program to do so, and if funds are available. If Grantee exceeds the ceiling amount of this Contract, Grantee shall continue to bill System Agency for the services provided. System Agency may pay for these additional services if funds become available at a later date. 4.8 Grantee shall accept reimbursement or payment from System Agency and any applicable fees from clients for clinical health services as payment in full for services or goods provided to clients. Grantee shall not seek additional reimbursement or payment for services or goods from clients other than applicable fees for clinical health servicesrendered. 4.9 At the request of HHSC, contractor may be required to provide additional supportive documentation with invoices.

Billing Instructions. 4.1 Grantee shall bill System Agency on a monthly basis for allowable services provided to Title V eligible clients. Bills for all allowable services shall be submitted as aggregate activity reports with a System Agency Monthly Reimbursement Request and shall not refer to or identify individual clients. Grantee shall bill within thirty (30) days after the end of the month in which services were provided or within sixty (60) days in cases of potentially Medicaid eligible individuals who are denied eligibility by the Health and Human Services Commission. All bills shall be submitted within forty-five (45) days of the end of the Contract term. 4.2 Grantee shall request payment using the Purchase Voucher Form 4116 which coincides with the appropriate Monthly Reimbursement Request (MRR), for Title V Fee for Service Program (Form #EF21-12005). With each Purchase Voucher Form 4116 and MRR, Grantee shall submit the following acceptable supporting documentation for reimbursement of the required services/deliverables: 1. Title V Maternal-Child Services Report (Child Health & Dental) – (Form EF21-12005); and 2. Monthly Aggregate Activity Report (Form EF21-12005). Each report shall detail the total unduplicated number of clients seen for the first time within a service category type during the contract period by age, and race/ethnicity. Billing requests will not be processed for payment by System Agency unless accompanied by a complete corresponding aggregate report. 4.3 Grantee shall submit Purchase Vouchers, MRRs, and supporting documentation to the email address(es) listed on the purchase voucher and MRR. Purchase Vouchers and MRRs shall be submitted each month for actual expenditures of the program, even if there are zero monthly expenditures or the contract limit has been reached. 4.4 Grantee shall request payment from System Agency as directed by the Title V Maternal and Child Health Fee for Service Program Policy Manual whether via voucher or a web-based system. 4.5 Grantee shall submit a “Financial Reconciliation Report” (Form GC-10) no later than sixty (60) days after the end of the attachment term. This report must be signed and marked “Final” and shall be scanned and emailed to email address(es) listed on the Form GC-10. 4.6 System Agency shall distribute funds in a way that will maximize the delivery of authorized services to eligible clients. System Agency will monitor Xxxxxxx's billing activity. If utilization is below that projected in Grantee's budget, shown in the Signature Document, Grantee's ceiling may be subject to a decrease for the remainder of the Contract period. Grantee may be subject to contract ceiling amount decreases if Grantee's billing activity is less than projected. 4.7 System Agency may pay for additional services as specified in this Contract if provided by Grantee during the term of this Contract (but not otherwise paid during the term of this Program Attachment) if it is in the best interest of the State and the System Agency Program to do so, and if funds are available. If Grantee exceeds the ceiling amount of this Contract, Grantee shall continue to bill System Agency for the services provided. System Agency may pay for these additional services if funds become available at a later date. 4.8 Grantee shall accept reimbursement or payment from System Agency and any applicable fees from clients for clinical health services as payment in full for services or goods provided to clients. Grantee shall not seek additional reimbursement or payment for services or goods from clients other than applicable fees for clinical health services. 4.9 At the request of HHSC, contractor may be required to provide additional supportive documentation with invoices. 2.5 HHSC reserves the right to alter, amend, or withdraw this RFA at any time prior to the execution of a Contract if funds become unavailable through lack of appropriations, budget cuts, transfer of funds between programs or agencies, amendment of the appropriations act, health and human services agency consolidations, or any other disruption of current appropriations.