A. General Billing Instructions

  1. Services rendered are accounted for through the submittal of monthly reports and billings. The Department will provide billing forms and instructions. Billings must be received from the Provider no later than the 10th day of the month following the month of service. Billings must be in the format of back up documentation and reports in the format specified under each Program Section. Billings received without proper documentation will be returned to the Provider for resubmittal. There will be no exceptions.

    Final billings must be received by the 10th day of the month following the end of the Agreement period.

  2. Providers must certify that all claims are accurate, complete, and fully supported through case file documentation. Failure to submit timely billings in accordance with instructions will affect reimbursement of funds and performance rating for future contracts. During program monitoring, the absence of support documentation in case files may result in disallowances.
  3. In the event there are no billables during a given month, the Provider must report no billable services on their monthly billing form.
  4. Audit/Monitoring Corrections should be handled in the same manner as a regular billing package with "Audit Correction" or "Monitoring Correction" indicated. Audit/Monitoring corrections to disallow expenses may result in a negative or zero amount. The Billing Summary Pages(s) should provide all the details along with the related finding. For back-up documentation include the findings and corrective action page(s) from the audit or monitoring report.
  5. Billings submitted by the Provider for services rendered in months other than the current month's services are referred to as addendum billings. An addendum billing follows the same rules and instructions as a regular billing package with the added instruction to indicate "ADDENDUM BILLING".
  6. A Billing Acknowledgment Letter will be sent to the Provider each month after a bill is processed by the Billing Section. This letter will inform the Provider if any adjustments were made to their billing, an explanation of why the billing was adjusted, how much of the billing was approved and whether the billing was worked off against the Provider's advance balance or if the billing was processed for payment.
  7. The Provider agrees that the pre-signing and post-dating of any forms used for verification of program services for payment is expressly prohibited.
  8. The Department is not liable for the costs incurred by the Provider when units of service exceed the total funds stated in this Agreement.
  9. The Department reserves the right to correct or return to the Provider for correction any documents with mathematical or computational errors in payment subtotals or total contractual obligation.
  10. It is expected that by the December 2012 bill, due on January 10, 2013, the Provider will have earned and billed 50% of their Administrative Costs awarded. If not, this Agreement will be deobligated by the amount not earned. Also at this time, supportive service funds will be deobligated as appropriate.
  11. It is expected that by the January 2013 bill, due on January 10, 2013, the Provider will have earned 50% of their Placements with Retention payment awarded. If not, the Agreement will be deobligated by the amount not earned.
  12. Job Placement with Retention Providers will receive an initial advance to cover Administrative and supportive service costs. Providers will work off the advance in the service months of January and February 2013.
  13. Job Placement with Retention Providers will receive a 1/12th Administrative payment in July 2012. In August 2012, providers are expected to be serving and maintaining 100% of the contracted number of the contracted number of customers to be served each month and have them engaged in countable SNAP E&T activities. Providers will be paid 1/12th of their monthly administrative dollars when 100% of the contracted number of customers to be served are assigned and engaged in countable SNAP E&T activities that month. Any month a Provider serves and engages less than 100% of the contracted number of customers assigned in countable SNAP E&T activities they will be paid at a prorated per customer amount. If a Provider serves and engages less than 100% of the contracted monthly number of customers in countable SNAP E&T activities, the Provider will not be allowed to earn the difference in subsequent months.

B. Billing Packages Submittal Addresses

Cook County:

Illinois Department of Human Services

Bureau of Program Support and Fiscal Management 

Cook County Billing Section

401 South Clinton, 2nd Floor

Chicago, IL 60607

Downstate:

Illinois Department of Human Services

Bureau of Program Support and Fiscal Management 

Downstate Billing Section - Mail Stop # 6

100 South Grand Ave., East, 2nd floor

Springfield, IL 62762

C. Technical Assistance

Technical assistance will be provided upon the request. To request technical assistance in the following areas:

Statewide Contact: Phone: Fax:

Caprisca Randolph-Robinson, 

Bureau Chief

(773) 602-4313 (773) 602-4220
Dale Eddy, Supervisor, Billing Section (312) 793-6621 (312) 793-3627