ATTACHMENT O

May 26, 1998

MEMORANDUM FOR DISTRICT SUPERVISORS

From: Bill Hagood, Assistant Deputy Director

 

Subject:  Bill Paying 26 Closures

As a reminder, please ensure that your bill paying staff and counselors/teachers make every effort to secure billing for services from the vendor prior to submitting your RB-5’s for 26 closures.

 

I would suggest that when the case moves into Status 22, that you assign the responsibility to an appropriate staff member to monitor these outstanding bills on a monthly basis to make every attempt to obtain billing prior to submitting these to State Office. (Note: Our hope is that RA’s are the primary individuals assigned to bill paying in your office.)

 

Please feel free to send letters to delinquent vendors/service providers as necessary to assist you in obtaining these bills. You may instruct habitually late service providers that you will not provide payment for these services if the bill is not submitted by a specific date. If you have made adequate attempts at collecting outstanding bills to no avail, send your RB-5 for 26 closure and include all correspondence you have made to collect outstanding billing to State Office.

 

The invoices for all closures other than 26 must be submitted to State Office either with or prior to the closure forms. If you have tried for 6 months to obtain an invoice and have not received it you may write a letter giving a date beyond which the invoice will not be paid. After that date you may submit the closure along with copies of your correspondence attempting to obtain an invoice.

If you have any questions please let me know.

BH:jd

 

cc: Sally Howard Janet Renken