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 15th 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 an 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, IDHS 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.
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 bill, due on January 15th. If not, the Agreement may be de-obligated by the amount not earned.
Providers will be paid monthly through reimbursement payments for actual program costs expended by the provider. Payments are processed through submittal of Expenditure Documentation Forms, due monthly, to grantee's provider manager. Advance payments may be available beginning in July through the submission of an approval form which must be approved in order to receive advanced payments. Advanced payments received must be "worked off" before further payments will be processed. Providers are expected to be serving and maintaining a minimum of 80% of the contracted number of customers to be served each month and have them engaged in countable TANF activities.
Under special circumstances or unforeseen circumstances out of the control of the provider which prevent or limit the reasonable ability to deliver services the 80% provision may be lowered or altogether waived at the sole discretion of the Department.
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
