Administrative Task Claims

Policy:

Administrative Task Claims are bills submitted by the F/EA to the program for the work that the F/EA does. Billing for Administrative Tasks varies significantly by state. Policies, procedures and internal controls vary and should be updated accordingly for each state and program.

Submit Administrative Task Claim to Program Payer

Policy:

On a <<monthly>> basis, the F/EA submits claims to the program adminstration agency to be reimbursed for the F/EA's work in the program. This is referred to as the "administrative claim." The administrative claim must be submitted by the <<15th day>> of the month following the month being invoiced. <<insert any other policy information for your administrative claim process.>>

Procedure:

<<insert the appropriate procedures for the F/EA's unique administrative claiming process into each of the sections below, or create different sections.>>

Prepare and Validate Administrative Billing Claim

Prepare Final Administrative Claim File for Submission to Program Administrator

Upload Administrative Claim File to Program Administrator

Enter Monthly Admin Billing to YTD Accounts Receivable

Internal Controls:

The internal controls used by F/EA to monitor this process establish responsibility, segregate duties, document procedures and ensure independent internal verification.

<<insert internal controls based on the F/EA's procedure>>

Process Administrative Task Claim Payments

Policy:

The program administration agency pays administrative claims submitted by the F/EA. <<Insert the policy for that here.>>

Procedure:

<<Insert the procedure for collecting administrative claim payments from the payor.>>

Internal Controls:

<<Insert internal controls based on the procedure.>>

Post Administrative Task Claims and Payments to General Ledger

Policy:

<<Insert the F/EA's policy for posting administrative claim payments to the F/EA's General Ledger.>>

Procedure:

<<Insert the F/EA's procedure for posting administrative claim payments to the F/EA's General Ledger.>>

Internal Controls:

<<Insert the F/EA's internal controls, based on the procedure, for posting administrative claim payments to the F/EA's General Ledger.>>

Process Denied Administrative Task Claims

Policy:

<<In some cases, an administrative claim may be denied and never receivable and an F/EA will post that never receivable claim to the general ledger in a particular way. Enter the policy for determining if a claim will not ever be receivable and for entering the claim into the General Ledger.>>

Procedure:

<<Insert the procedures for determining if a claim will not ever be receivable and for entering the claim into the General Ledger.>>

Internal Controls:

<<Insert the internal controls based on the procedure.>>