Iowa Admin. Code r. 441-151.4 - Billing and payment
The chief
(1)
Claim forms and
instructions. The instructions and forms used for billing shall be
available to the provider from each judicial district office. Electronic
versions of all forms are available.
a.
Court-ordered services .
(1) The provider
shall prepare a claim for court-ordered services on Form GAX, General
Accounting Expenditure. An original, itemized invoice may accompany a Form GAX
in lieu of a claimant's original signature.
(2) Juvenile court services shall maintain an
approved application with court order to validate payment for services.
b.
Community-based intervention and supportive enhancements.
(1) The provider shall prepare a claim for
community-based intervention and supportive enhancements on Form GAX, General
Accounting Expenditure.
(2) The
provider shall also submit an approved invoice or a copy of the provider 's list
of the eligible children for whom the claim is made. The document submitted
shall include the name of each child and the number of units of service
provided to that child each month.
c.
School-based
supervision. The provider shall prepare a claim for school-based
supervision on Form GAX, General Accounting Expenditure.
(2)
Preparation of claim.
Form GAX, General Accounting Expenditure, shall be submitted with all claims.
The Form GAX submitted shall not include claims for more than one fiscal year.
The provider , as vendor, must enter on Form GAX:
a. The vendor code,
b. The vendor's name and mailing
address,
c. The vendor's service
month,
d. A short description of
the item or service that was purchased, and
e. A claimant original signature of the
provider unless an original invoice is submitted.
(3)
Support of claim. The
provider bears ultimate responsibility for the completeness and accuracy of
each claim submitted. The provider must maintain a record of the days and times
during which each service was provided for each eligible child . The provider 's
record must correspond to the units billed.
(4)
Submittal of claims to juvenile
court services. Providers shall submit claims to the contract
administrator accountant in the judicial district in which the service was
provided. The provider shall submit the original Form GAX and any required
support of claim pursuant to subrule 151.4(3).
a. Claims shall be submitted timely to allow
the chief juvenile court officer to submit the claim to the department within
90 calendar days of the date of the claim's accrual.
b. To ensure payment from funds appropriated
for the fiscal year, claims shall be submitted timely to allow the contract
administrator accountant to submit the claim to the department within 45
calendar days of fiscal year end, June 30.
(5)
Review and approval of
claims. The chief juvenile court officer is responsible for accuracy
and disposition of claims. The contract administrator accountant shall verify
the accuracy of the provider 's billings and approve the claims.
a. Juvenile court services may complete Form
GAX when the provider submits an original invoice or may enter the following
information on Form GAX when the provider has omitted it from the form:
(1) The name and mailing address of the
agency or individual providing the services.
(2) A short description identifying the
specific services or item purchased. The description will be entered on the
warrant sent to the provider .
b. To approve the claim, the chief juvenile
court officer or designee shall sign Form GAX in the space titled, "order
approved by." The signature shall be deemed as certification that the billed
expenses were incurred, that the amounts are correct, and that payment should
be made by the department .
(6)
Juvenile court services submittal
of claims to department . The contract administrator accountant shall
prepare and submit claims to the department . Juvenile court services shall make
the required number of copies for submittal and shall submit the required
documents to the Department of Human Services, Division of Fiscal Management,
Bureau of Purchasing, Payments and Receipts, 1305 East Walnut Street, Des
Moines, Iowa 50319-0114. The documents required to be submitted are as follows:
a.
New contract and any contract
amendments. For the first claim submitted for a new contract or a
contract amendment, juvenile court services must submit:
(1) Two copies of the signed contract or
signed contract amendment.
(2) Two
copies of the Pre-Contract Questionnaire.
(3) The original and one copy of Form GAX,
showing the contract number, if applicable.
b.
Ongoing contract. For
subsequent claims for contract payment, juvenile court services shall submit
the original and one copy of Form GAX, which shall include the contract number,
if applicable.
(7)
Claim records. The chief juvenile court officer or approved
administrator shall have responsibility for retention of records, maintenance
of records, and authorized access to records.
a. Juvenile court services shall retain one
copy of the claim and supporting documentation as submitted to the department
as well as any additional required supporting documentation submitted to
juvenile court services by the provider . The copy of Form GAX and supporting
documentation, as submitted to the department , as well as any additional
required supporting documentation submitted to juvenile court services by the
provider , are subject to audit.
b.
Each chief juvenile court officer shall establish a system for retention of the
records in an organized, audit-friendly manner. During the required retention
period, the records and knowledgeable personnel must be accessible and
available for the audit. All documents related to each other must be
appropriately attached and organized in a manner that provides easy
access.
(8)
Claim payment. The department shall reimburse providers for
contract costs when claims are submitted according to the required procedures.
a. The bureau of purchasing, payments and
receipts of the division of fiscal management shallprocess a claim through the
state appeal board's administrative process for approving outdated invoices
when the department receives the claim:
(1)
More than 90 calendar days after the date of its accrual; or
(2) More than 45 calendar days after the date
of its accrual at fiscal year end, June 30.
b. If the claim cannot be processed through
the state appeal board's administrative process for approving outdated
invoices, the claim must be submitted to the state appeal board for
approval.
Notes
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