2020 Finance Breakout Partner Agency Orientation December 13, 2019 1 - PDF document

2020 Finance Breakout Partner Agency Orientation December 13, 2019 1

 2018 ‐ 2019 Core Agency Billing Wrap ‐ Up  2020 Invoice Template Changes  Policy Changes Impacting Invoice Process  Invoice Template Data Field Reminders  Submission & Processing Timeline Agenda  Held Transactions  Finance Communications  New Employees  New System Update  On The Horizon  Questions & Answers During today’s presentation we will discuss the following: 2

 For current funded agencies, all transactions from prior cycle must be submitted before billing for 2020 may begin  You must e ‐ mail csffinance@stlouisco.com and your CSF finance contact after you receive your last invoice submission report 2018 ‐ 2019  We recommend January 31, 2020 as your final submission date Core Agency  Any held transactions will be reviewed and cleared when possible Billing  Final held transaction list will be sent one week after you Wrap ‐ Up notify of final submission with a one ‐ week response turnaround time  We will use information provided in response to process final invoice submission, pushing through any cleared transactions  After push through invoice is processed, you are eligible to receive 2020 invoice template All information in this slide will also be sent via e ‐ mail to finance contacts for all currently funded partners. 3

 Site/School ID Consolidation  Warning column reminders 2020 Invoice  Materials Units Template  Unit Quantity Calculation  Release Date Site/School ID: As part of the invoice process, whenever possible we are now asking for the site at which the service is rendered. We requested this information as part of the application for funding. All sites will be consolidated into one list that is a living document. We recognize providing this information is not always possible in all circumstances, such as home ‐ based services and street outreach services. In these limited cases, we will assign a placeholder site ID. The site, school, and placeholder ID listing will be sent for review to agencies in early January to allow the opportunity to add additional feedback before billing begins. Agencies are encouraged to not only review this document, but also to be sure Warning Columns: Since CSF added new functions into the invoice template beginning in 2019, we have areas that notates when either: the quantity calculated does not match what you have entered in the quantity field and/or when the unit entered is incorrect for the length of time indicated. There will also be a warning column when it calculates a negative quantity, which can occur when AM/PM designation is entered incorrectly or if an end time is after midnight but not indicated. Materials Unit: New this cycle we are asking agencies to provide us cost basis information for materials units prior to billing. If you are awarded this unit in your contract, please provide the cost ‐ basis to us prior to billing. Unit Quantity Calculation: The function to calculate correct quantities that was added beginning in 2019 will remain. As a reminder, if you provide a unit quantity that does not match the calculated quantity, it will be overridden. These are for units measured in a 4

period of time less than daily. If your agency specifically needs to calculate differently, contact your CSF Finance representative before Friday, February 1. Release Date: The 2020 invoice template will be sent via e ‐ mail to agency billing contacts beginning on Friday, February 14. For 2018 ‐ 2019 Core organizations that have not finalized their billing, you will not receive the template until the prior cycle is fully resolved. 4

 School ‐ Based Services  If client is residential ZIP code is not in St. Louis County, yet they attend a Residency school located in St. Louis County, all services rendered in the school are Policy Changes eligible Impacting  Still use the actual residential ZIP code Invoice and provide the school ID  Transaction will be held, but will be Process cleared on future submission  Do not provide school ID if the service is not rendered in a school 5

 Youth Experiencing Homelessness  If client’s last known address is available, use that as ZIP code Residency  If client’s last known address is not Policy Changes available, use your location’s ZIP code Impacting and record locator for client Invoice  Not applicable if shelter location is Process outside St. Louis County  Use prior shelter as client’s last known address if applicable 6

 Court Custody  If client’s current address is not in St. Residency Louis County and they are in St. Louis Policy Changes County Court Custody: Impacting  Use current placement ZIP code Invoice  Notate St. Louis County Court custody in Process notes/remarks field  Transaction may be held 7

 Shelter Passes  Agencies that provide shelter services to clients may bill for administrative unit Shelter Policy under limited circumstances when client Changes is not in residence Impacting  Agencies that regularly use the Invoice administrative unit or who bill child/dependent unit must notate shelter Process pass in agency notes/remarks field  CSF finance staff will periodically review submitted transactions for compliance 8

 Formatting (all data fields)  Project ID  Unique per program  Agencies with multiple programs – ensure correct project ID  CPT Code Invoice  Only CPT codes on contract schedule A may be used Template Data  Reviewed manually after invoice upload  Client ID Field  Same ID must be used for the same individual  Group billed units can differentiate Reminders  Client ZIP Code  Residential ZIP code of client  Staff  Must be consistent  No abbreviations (RN, MSW, etc.) Formatting for All Data Fields: Commas are not permitted in any field of data, there must be a space in between minutes and the AM and PM designation. This is still common in the agency remarks field so please be sure to review prior to submitting. Project ID: This ID number is on your contract and is different for each program. Those agencies with multiple programs need to pay particular attention that the transaction line is using the correct project ID. CPT Code: These are also on your contract. Only those CPT codes that are on your contract may be used. Please make sure for any units that have different codes for the same service in varying intervals that you use the correct CPT code. This is checked manually after your invoice is uploaded and may cause a delay in processing of your payment. Client ID: This must be a unique identifier for individually billed service. This includes group units that are billed on an individual basis. Each client should be assigned a client ID that is used for all services rendered. This includes if they participate in multiple funded programs and if they leave and return to your agency. By doing this, CSF has a more accurate glimpse of the services rendered to each unique individual client at your organization. Units billed as a group can be approached differently. For example, presentations in a school may be a combination of a client ID number, school name, and/or class name in order to distinguish different presentation sessions happening simultaneously at a school. Client ZIP Code: This should be the client’s residential ZIP code. If they reside outside St. 9

Louis County, their accurate ZIP code should still be used. Any additional information regarding residency that is needed to ensure eligibility should be placed in the agency remarks field. An example of this is VICC students. Please also note that if services are provided to an individual at a school, the individual’s ZIP code must be used, NOT that of the school. Staff: This field should be the staff member’s name. The method that you choose must be entered consistently. Once billing of 2018 services ends in early April, we will send a de ‐ duplicated list to each agency and update prior billed records. We request that you do not include any abbreviations regarding staff qualifications such as RN, MSW, etc. These are reviewed at your site visit. 9