ACT and the Autism Funding Unit have been working together to try and help parents and service providers avoid some common errors that slow down the rapid processing of invoices. Here are some of the pitfalls that the AFU has shared with us:
1. Insufficient funds set aside by ‘A Request to Pay’ to cover invoice
The service provider has submitted an invoice but the ‘Request to Pay’ that the AFU has on file does not cover the amount – the parent must complete a ‘Request to Amend’ form if they agree with the charge and want to increase funds.
2. The Service Provider has increased their hourly rate but AFU has not received a ‘Request to Amend’
The AFU can only make a partial payment on an invoice at an increased hourly rate until the parent approves the increase by submitting a ‘Request to Amend’ form.
3. Lack of clarity on who receives the payment – company or individual?
The invoice has both a company name and the name of an individual but does not specify whether the payment goes to an individual or to the company Or The invoice is submitted by a company but the ‘Request to Pay’ form specifies an individual associated with the company.
4. Billing in Advance
The AFU does not provide advance payment for services.
5. No hourly/daily rate on invoice
Hourly/daily rates are required on each invoice and this should match the ‘Request to Pay’ as authorized by the parent.
6. Calculation errors
If the amounts do not add up properly, the AFU must clarify with the service provider –thus slowing down the issuing of payment.
7. Invoices sent in multiple times
Sending in duplicate invoices slows down the process of issuing payment.
8. Dates of service missing
All invoices must specify the date/s that the service was provided.
9. Child’s name is missing
Every invoice has to specify the name of the child. Service providers should check with the family what is the name that they use with the Autism Funding Unit.
10. Service Provider submits invoices before authorization has been received by the AFU
In order for the service provider to receive payment, the Autism Funding Unit must first receive the authorization from the parent –the Request to Pay form.