A. General Billing Instructions
Interest earned from grant funds held in an interest-bearing account must be reported at least quarterly.
Services rendered are accounted for through the submittal of the monthly EDF (Expenditure Document Form). The Department must receive the monthly EDF's no later than the 10th day of the month following the month of service. The EDF's must be filled out in its entirety, or it will be returned to the Provider for resubmittal. If the Department discovers a document with errors, it will be returned to the Provider for correction. EDF's submitted for services rendered in months other than the current month's services must be marked "ADDENDUM BILLING". In the event there are no billables during a given month, the Provider must submit a EDF reporting no billable services.
The Provider must certify that all claims are accurate, complete, and fully supported through case file documentation. Failure to submit timely billings in accordance with these instructions will affect reimbursement of funds and the performance rating for future contracts.
EDF's will be sent to the Provider Manager who will verify eligibility and then forward them to the Billing Unit. All EDF's should be accompanied by supporting documentation such as receipts or customer statements. Employment verification documents include, pay stubs, AWVS, Work Number, DHS Form 3085, and income screen in IES.
An Acknowledgment Letter will be sent to the Provider each month after the EDF has been processed. This letter will inform the Provider if any adjustments were made along with an explanation of why, how much was approved and if of that amount was applied against the Provider's advance balance (Work off ) or if the billing was processed for payment.
Providers will be able to receive advances, only if the Provider requests an exception; and if advance is approved. The Provider will have to work off the advance within the following two months.
The Provider agrees that the pre-signing and post-dating of any forms used for verification of program services for payment is expressly prohibited.
The Department is not liable for costs incurred by the Provider when units of service exceed the total funds stated in this Agreement.
Providers are expected to have billed and earned 50% of their Administrative and Placement with Retention payments awarded by the December 2021 bill, due on January 10, 2022. If not, the Agreement may be deobligated by the amount not earned.
Providers will receive a 1/12th administrative payment in July 2021. Providers are expected to be serving and maintaining 85% of the contracted number of customers to be served each month and have them engaged in countable TANF activities.
Providers will be paid 1/12th of their monthly administrative dollars when 85% of the contracted number of customers to be served are assigned and engaged in countable TANF activities that month. Any month a Provider serves and engages less than 85% of the contracted number of customers assigned in countable TANF activities they will be paid at a prorated per customer amount. The Provider will not be allowed to earn this difference in subsequent months. Under special circumstances or other unforeseen situations that are out of the control of the provider and prevent or limit the reasonable ability of the provider to deliver services, this provision may be altered to a lower percentage or altogether waived.
B. Technical Assistance
Technical Assistance will be provided upon request. To request technical assistance, contact:
Statewide Program Contact
- Bureau of Employment and Training
- 401 S Clinton St- 3rd floor
- Chicago, IL 60607
- Phone: (312) 793-0208
- Fax: (312) 793-7835
- Statewide Billing Contact
