VESID / Current Provider Information / Vocational Rehabilitation / Unified Contract Services / Financial Reporting

Guidelines to Providers for Completion of VR-370 Monthly Service Report

UCS Billing Process

View the UCS Billing Process Presentation on Your Screen (requires flash), or view the text of the presentation below. The presentation contains 14 slides.

Individual Consumer Services from Authorization to Payment

(The Graphic of Individual Consumer Services Authorization to Payment is described in text after the graphic.)

• Authorization written by counselor and sent to vendor branches to both:
  • Services Provided or
  • Open authorizations picked up on monthly VR370 Report branches to:
    • VR370 Report Mailed to Vendor
• Actual services and unused units to cancel recorded on VR370
• Completed VR370 mailed to District Office(s) with all required consumer reports
• VR370 & Consumer Reports Reviewed
• Units Approved for Payment? branches to either:
  • No - Vendor notified, Data not vouchered - process ends
  • Yes - Units entered on computer system (vouchered) - process continues to next bullet
• Vouchers “scooped” and transmitted to Fiscal Management for processing
• Scooped vouchers batched and sent to OSC
• Payment Direct Deposited or Check mailed
  

Billing for Individually Authorized Services

1. Complete the VR-370 report & mail to each appropriate district office each month for individual consumer services.
2. District Office reviews and enters approved units onto centralized data system.
3. Data is “scooped” and transferred to Fiscal Management for payment
4. Batched payment request sent to OSC for processing.

Step 1 – VR370 REPORT

(The Graphic of Step 1 – VR370 REPORT is described in text after the graphic.)

The following information is filled in in red on the VR370 report:

• FACILITY 000000
• PROVIDER NAME
• JUNE 2009 (with an arrow pointing to it that reads: Include only billing for current month)
• Mid-Hudson A.O.- followed by:
  • Send 370 report to the district office listed.
  • Some providers serve more than one district office
• enter # of units billed each month pointing to the field UNITS
• units to cancel pointing to the field CAN BAL

VR370 REPORT

(The Graphic – VR370 REPORT is described in text after the graphic.)

The following information is filled in in red on the VR370 report:

• Use the last page of the 370 to bill for units for individual consumers omitted from previous months.
  Do not include these units in the beginning of the current month.
  With arrows pointing to the fields:
  • CLIENT ID
  • START/DTE
  • UNITS

VR370 Report

• VR-370 should be sent to each appropriate district office by the 15th of the month, e.g., March 2009 report should be sent by April 15, 2009.
• Do not send in copies of the VR-370 to the Central Office in Albany.  Questions on the VR-370 should be directed to your district office liaison.

Utilization Report

• A Utilization Report is a cumulative report that lists all services to individuals you provide during the contract year.  It provides detailed information on Authorization Vouchers issued to you including the dates that services were vouchered and/or cancelled.  See sample that follows.
• The report is sent by e-mail to one vendor-designated recipient.
• VESID makes a contractor’s authorization activity available electronically as an Access database extract.  It includes data for non-UCS services as well, if applicable.  Firewall issues must be resolved first.  Please send your request  by email as follows:
  • To:  Jcebula@mail.nysed.gov
  • Subject:  Send database ######
    (where ###### your 6 digit VESID vendor code)
  • Do not write any messages.  A program scans this subject line & generates an electronic response automatically.

No-Show/Drop-Out Billing

• Applies to some, but not all, UCS services
• See Appendix B of the contract, or services and definitions
• After discussion with counselor:
  • Hourly-rate services –
    • Bill for ½ hr for no-show on VR370, cancel balance of authorization
    • For drop-outs, bill for actual hours provided
  • Non-hourly rate – Cancel original authorization in full. New authorization with primary code (i.e., 110) with support code “D” (i.e., 110D). This authorization will appear on next VR370 report to be billed against.
    • Fee is $30 for non-hourly applicable services, except
    • 112X – Assessment Level II – CBWA
      • 112D has a rate of $48/hr for Region 1, $43/hr for Region 2, and $46/hr for Region 3. Base billing on prorated hours up to drop out of service, up to five hrs/day

Utilization Detail Report

(The Graphic – Utilization Detail Report is described in text after the graphic.)

The following information is filled in in red on the UCS Detail Report

• Date of Report (with an arrow pointing to the File Date)
• Notation stating "Report is cumulative for the contract year"
• "Separated by type of service" with an arrow pointing to the case service code and service code description "***T Transportation"
• Contract # with an arrow pointing to the contract number
• Vendor # with an arrow pointing to the vendor number
• Provider name with an arrow pointing to the provider name
• Date and amounts vouchered with arrows pointing to the voucher date and amount vouchered.
• Balance on AV with an arrow pointing to the 0.00 Units
• Cancellation notation with an arrow pointing to the cancellation date

Billing for Services to Groups

• Entry Services 1 and Work and Benefits Community Information Sessions Only
• One monthly NYS Standard Voucher with all sessions held during the month reported.
• Roster(s) of attendees attached to voucher.
• Standard Voucher
  • Can be downloaded.
  • Voucher Forms
    1. AC 92 Standard Voucher (Word Template) - (AC 92 pdf)
    2. NYS Office of State Comptroller AC 92 Instructions
       
       
    3. AC 93 Continuation Sheet (Word Template) - (AC 93 pdf)
    4. NYS Office of State Comptroller AC 93 Instructions

Standard Voucher

(The Graphic – Standard Voucher is described in text after the graphic.)

The graphic depicts a New York State Standard Voucher (AC92), with key fields highlighted

• Box 1 (Originating Agency) is marked to note that "NYS Education Department/VESID" should be filled in
• Orig. Agency Code should contain "11000" to indicate the Education Department's Agency Code.
• Your contract number has an arrow pointing to Box 2 (P-Contract), which contains the text "Contract Number".  Please record your contract number here.
• Box 3 (Payee ID) is marked to note that your Federal Tax ID, Municipal ID, or Social Security Number must be completed.
• Box 4 (Payee Name) is marked to note that your Payee Name (Legal Agency Name) needs to be recorded.
• Arrows pointing to the Address Lines 1 and 2 and City, State and Zip Code boxes
• "This notation (20 characters) will appear on your check stub so you know what the check covers." with an arrow pointing to box 5 on the voucher - "Ref/Inv. No." field.
• Do not include consumer information on the standard voucher.
• Fill in all of the information noted with an arrow.
• "Note month you are submitting & attach roster" with an arrow pointing to the voucher box labeled "Description of Material/Service"
• Arrow pointing to Amount field.  Include the dollar amount for the service reported.
• Arrow pointing to Total field.
• Box 7 has arrows pointing to "Payee's Signature in Ink", "Title", "Date" and "Name of Company" lines
• Arrow pointing to Net field.  This will be the same as the Total line.

Billing for Services to Groups (cont.)

• The Standard Voucher and Roster of Participants should be sent to the local district office which requested the service.
• DO will review and forward approved vouchers and rosters to Fiscal Management for processing
  • DO staff
    • Include DO cost center on voucher
    • Keep copy in office contract file

Contact Information

• For questions regarding the VR370s and the billing process, please contact your district office liaison.
• The Central Office contact information (VR370 Mailing address changes and Utilization Report email contact changes):
  • Tim Hodder
    (518) 486-4706
    thodder@mail.nysed.gov
  • Also, Tina Seda at (518) 486-4706
  • or Jack LaFrank (518) 486-6585. 
• UCS Information Online:
  General UCS Information
  VR370 Financial Information