Billing Due Date Flow Chart for All Contract Types

Definition: Pre-Employment Career Training Program (PECT)

Contract Type Required Paperwork Date Provider sends to local DRS office/courtesy copy to Contract Advisor Date DRS Office sends to Contract Advisor Date Contract Advisor sends Bureau of Support Services Knowledge Check
CRP PECT Program and Project SEARCH Group Billing Sheets By the 5th business day of the month following services, or the following business day if this falls on a weekend or holiday 15th of the month, or the following business day if this falls on a weekend or holiday 5 business days after receipt Students complete quarterly.
Early Start PECT Program Early Start Student Flow Chart and Progress Note Monthly the 15th of the month, following the month of services, or the following business day if this falls on a weekend or holiday. 20th of the month, or the following business day if this falls on a weekend or holiday 5 business days after receipt Students complete quarterly.
MATCH (Certified Personnel Expenditures)- PECT Program Contracts only Match Packet Submitted only to IDHS-DRS Contract Advisor Monthly, by the 15th of the month following services, or the following business day if this falls on a weekend or holiday N/A Certify services within 7 business days after receipt N/A
Specialized PECT Program Specialized PECT Work Verification and Flow Chart Monthly by the 15th of the month, following the month of services, or the following business day if this falls on a weekend or holiday. 20th of the month, or the following business day if this falls on a weekend or holiday. 20th of the month, or the following business day if this falls on a weekend or holiday. Students complete quarterly.
PECT Program PECT Program Work Verification and Flow Chart MONTHLY by the 15th of the month, following the month of services, or the following business day if this falls on a weekend or holiday. 20th of the month, or the following business day if this falls on a weekend or holiday. 5 business days after receipt Students complete quarterly.

All June billing must be completed and submitted by the 5th business day of July.

Paperwork - Gotta Have It!

INFORMATION AND FORMS/WORKSHEETS

Community Service Agreement Tracking System (CSA) Required Contractual Documents

Document What Is It? Who Gets It? When is it due?
Initial Contract Paperwork: Signature Page, TIN, Financial Disclosures, and Standard Certifications Required paperwork to begin contract DHS.OCA.SignaturePages@illinois.gov with a copy DHS.CommunityResources@illinois.gov Providers will have 14 business days to sign and return the required contract documents issued by the State
Amendment Paperwork: Signature Page and TIN Required contract for amendment DHS.OCA.SignaturePages@illinois.gov with a copy to DHS.CommunityResources@illinois.gov Providers will have 14 business days to sign and return the required contract documents issued by the State
Final Reconciliation Shows total approved budget, year-to-date expenditures, and unexpended balance. IDHS-DRS Contract Advisor By date communicated annually.
Student Time Sheets Document that details the dates and hours student worked. Can be an employer generated document, student kept calendar, pre-vocational general document. Entered into WebCM by school provider under the PECT Program and Specialized PECT Program contracts. Maintain a copy of the hours in student file at the school.CRP PECT Program and Early Start PECT Program will maintain a copy in the Provider file. Monthly documentation
Wage Verification for all employer-paid Work-Based Learning Experiences (WBLE) Submitted with the monthly billing to the IDHS-DRS counselor and IDHS-DRS Contract Advisor.
Work Site Agreement for WBLE Describes student's work site, work site supervisor, job title, job duties, and work schedule as well as information re: wages and who is paying. Provider enters information into WebCM. Before start of any job