Library: Policy

OKDHS:2-11-30. Claim payments

Issued 8-1-06

     Claims for payment against the Oklahoma Department of Human Services (OKDHS) are submitted to the Finance Division within 90 days of receipt of the corresponding goods or services.

• (1) Administrative invoices.  Administrative invoices must include:
  • (A) invoice date;
  • (B) service or delivery date;
  • (C) date received at the OKDHS location authorized to receive the items;
  • (D) receipt certification signature by an authorized OKDHS employee;
  • (E) an itemized list of goods or services;
  • (F) quantity of items;
  • (G) description of goods or services;
  • (H) unit price;
  • (I) extended price;
  • (J) invoice total;
  • (K) signature of the person authorized to approve purchases as indicated on Form 10CL222E, Authorized Signature Card; and
  • (L) when applicable, the contract number or information regarding the client's:
    • (i) case number;
    • (ii) name;
    • (iii) date of birth;
    • (iv) Social Security number; and
    • (v) specific purchase authorization number.
• (2) Automated authorizations.  Automated authorizations are initiated and printed at the local office level for client benefit services programs.  Instructions for completing the authorizations are included on the form.
  • (A) The automated authorizations are:
    • (i) Form 10CL014E, Children and Family Services Division Authorization;
    • (ii) Form10CL016E, Children and Family Services Division Nonrecurring Fees Authorization;
    • (iii) Form 10CL011E, Child Welfare Clothing Authorization;
    • (iv) Form 10CL013E, Family Support Services Division (FSSD) Authorization;
    • (v) Form 10CL012E, Diversion Assistance Authorization;
    • (vi) Form 10CL018E, Family Support Services Division (FSSD) Flexible Funds Authorization; and
    • (vii) Form 10CL015E, Fingerprinting Services Authorization.
  • (B) An authorization that is submitted to the Finance Division for payment without complete and accurate information is returned to the local office, and results in vendor payment delays.
  • (C) The original authorization must have the OKDHS official signature signed in red ink.
  • (D) The local worker must verify the prospective vendor is listed on the Finance Division master vendor file.  If the vendor is not listed on the master vendor file, the worker prints and attaches Form 23CO135E, Vendor Information Form, to the authorization form and instructs the client to request the vendor complete Form 23CO135E and submit it with the authorization form.
• (3) Employee reimbursement.  Employee reimbursement during non-emergency situations must be pre-authorized by the Finance Division.  Reimbursement to an OKDHS employee for emergency purchases is permitted only when a vendor refuses to invoice OKDHS for goods or services.  Claims for reimbursement are submitted to the Finance Division on Form 10AD012E, Claim Form, which must contain the:
  • (A) original signature of the employee requesting reimbursement;
  • (B) original signature of the approving official;
  • (C) signature and seal of a notary public;
  • (D) a declaration on the face of the form stating:  "I certify that an emergency existed and that the vendor was unable to invoice the OKDHS."  Claim for reimbursement for a client's birth certificate is exempt from the declaration;
  • (E) an annotation from the vendor indicating the acquisition is paid in full;
  • (F) proof of expenditure that is evidenced by the itemization of charges on the employee's:
    • (i) cash payment sales receipt;
    • (ii) copy of the front and back of the canceled check;
    • (iii) copy of the credit card receipt; or
    • (iv) credit card impressed receipt;
  • (G) when applicable, the case number of the client for whom the purchase was made; and
  • (H) a justification memorandum signed by the appropriate division director for each reimbursement request exceeding $100.
• (4) Remote entry.  The chief financial officer may approve on request that claims be input in the Finance Division AS400 computer system from specified remote OKDHS administered locations.
  • (A) Requests are submitted to the Finance Division Claims Unit manager from the appropriate division director.
  • (B) Each supporting corresponding invoice is mailed to the Finance Division Claims Unit with the appropriate approval signature and a temporary claim number is assigned.
  • (C) The Finance Division Claims Unit auditor:
    • (i) recalls the claim from the temporary claim number;
    • (ii) reviews and verifies the information for compliance with claims processing requirements and accuracy in the entry process; and
    • (iii) releases the claim for payment, or returns it for correction.
• (5) Standard payments.  A contract specifying standard fixed-amount monthly payments for services may be paid by specialized, customized, and time critical claims processing procedures.
• (6) Signature authority.  The Finance Division may grant signature authority for travel, administrative, and foster care claims to specified employees at the request of the applicable chief officer administratively responsible for the affected entity.
  • (A) All requests are submitted to the Finance Division on Form 10CL222E.
  • (B) If an employee's approval authority changes, the supervisor notifies the Finance Division immediately.
  • (C) The Finance Division performs random audits of the signature authority files and may elect to delete signature authority for:
    • (i) failure to respond to audit inquiries;
    • (ii) notification of employee termination; or
    • (iii) duty station changes.
• (7) Master vendor file.  Each vendor must submit Form 23C0135E to the Finance Division Claims Unit to be included in the joint master vendor file maintained by the Finance Division and Office of State Finance (OSF) on the CORE PeopleSoft system.  Payments are only made to vendors listed on the master vendor file.