Do not authorize payment for a product or service without an accurate and complete invoice from the provider.
When an invoice is inaccurate or incomplete, use the following process to return it to the vendor for correction:
- Return the invoice to the vendor within 21 days of receipt using the DARS3460 Vendor Invoice Additional Data Request. This form is the means by which the CRS program indicates to the vendor what additional information the state agency requires in order to process payment to the vendor.
- Create a ReHabWorks case note to document the date on which the invoice was sent back to the vendor and why it had to be returned.
- Upon receipt of the corrected invoice, it should be date-stamped, and used as the invoice of record for the purchase.
- Do not acknowledge receipt of the invoice in ReHabWorks until the provider submits a corrected invoice or until the disputed point is resolved. The date of resolution should be used as the invoice received date in ReHabWorks and invoice should be date-stamped with that date.
Note: The date of resolution should be used as the invoice received date in ReHabWorks, and the invoice should be date-stamped with that date.
For medical billing invoices, attach the ReHabWorks-generated invoice to the medical billing invoice.