Authorized By:

Authorization
List Procedure
AP-432
or Contract

Start A

Flow Chart #1
Invoice Payment
Process
Adoption Date: 10-01-04
Revision Date: 01-28-09
Revision #4
Approved: ___________

Invoice &
Documentation

Both Natural & Sub Accounts

Senior Accounting Clerk

Reviews & Codes

Accounting Clerk I
Enters Payment

Start B
Accounting Manager
Releases A/P Batch
With Final Approved
A/P Edit Report

Solomon Accounting
System

Accountant III
Reviews & Approves Invoices
& A/P Edit Report

Solomon A/P
Edit Report

Payments
Entered

Senior Accounting Clerk

Payment Selection

Invoice Documents &

Aging Report

Accounting Clerk II
Issues Payment

Payment
Documentation

Checks signed out by

the Accounting Manager
Mail
Manual
Check

Invoice &
Documentation

EFT
By
CFO

Invoice File
(A Z)

Accounting Clerk I
Files
Invoice/Documentation

Solomon A/P
Edit Report

A/P Edit Report

File
(Date)

Finish
COA: FIN 7.03

Start

Flow Chart #3A

Purchased Services - General
Payment Process

Provider Invoice

Adoption Date: 10-01-04

Revision Date: 1-28-09
Revision #4
Approved: ___________

D&E invoice?

Director of Operations Wrap & Clinical Care

Confirms Services Render & Attaches Delivery
of Service Documents to the Provider Invoice

Provider Invoice &

Delivery of Service
Documents

Examples: DBT, Home Licenses,

Non-Room & Board, Services by
Rate Agreement, D&E, Misc. Contract
Services

Data Input Into the Utilization

Management System (UM) by
Care Coordinators

Data Input Into the Utilization

Management System (UM) by
Care Coordinators

Yes
No

Invoice entered
into UM?

UM
Services Authorized
Services Delivered

Yes
No
Payment Recorded
Into the UM

Accounting Clerk II

Contract Manager

Reconcile/Record/Code

Review/Reconcile/Approve

Contract Manager

Invoice Payment Process

(Reference Flow Chart 1,
Start A)

Review/Reconcile/Approve

Invoice Payment Process

(Reference Flow Chart 1,
Start B)

Approved
Contracts

Both Natural &

Sub Accounts
Finish

COA: FIN 7.03

Start

Flow Chart #3B

Child Placing Agency (CPA)
Payment Process
Adoption Date: 10-01-04
Revision Date: 8-19-08
Revision #3
Approved: ___________

CPA Invoice

Accounting Clerk II
Verifies
Children Listed on CPA Invoices
Resided At the Location Managed
By the CPA

Both Natural &

Sub Accounts

ICWSIS
System

Senior Accounting
Clerk

Yes

Accounting Clerk II
Codes

Children on the invoice

verified?

Daily
Placement
Log

No

Contract Manager
To Approve

Intake Department to Reconcile

with the CPA

Correction Data Input Into the

Daily Placement Log

Once Verified

Invoice Payment Process

(Reference Flow Chart 1,
Start B)

Correction Data Input Into ICWSIS

Accounting Clerk II notifies Senior
Accounting Clerk if ICWSIS
correction is needed
Finish
COA: FIN 7.03

Flow Chart #5
Adoption Subsidy
Payment Process
Adoption Date: 10-01-04
Revision Date: 1-28-09
Revision #3
Approved: ___________

Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component

Start

Adoption
Authorization List

Senior Accounting Clerk &/or Accountant III

Review/Reconcile/Code/Enter
Into ICWSIS
(Adoption Payments Set to be Recurring in ICWSIS
& Solomon Accounting System)

Provided By:
Medicaid Data & Intake
Specialist
-Issued MonthlyAuthorized By:
Dir. of Operations - Child &
Family Services

Approved Data
Input Into ICWSIS

ICWSIS Authorization
Report

Medicaid Data & Intake Specialist

Review/Reconcile
ICWSIS Authorization Report

Director of Operations Child &

Family Services Approves Final
ICWSIS Authorization Report

Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System

Finish

Senior Accounting Clerk &/or

Accountant III
Issues & Codes
ICWSIS 188s

Invoice Payment Process

(Reference Flow Chart 1,
Start B)

ICWSIS 188

ICWSIS Documents:
Authorization Reports &
188s

COA: FIN 7.03

Flow Chart #6
OHC
Room & Board
Payment Process
Adoption Date: 10-01-04
Revision Date: 1/28/09
Revision #4
Approved: ___________

Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component

Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System

Finish

Start

Intake Department:
Daily Placement
Log (DPL)

Senior Accounting Clerk

Generates ICWSIS Authorization
Report

Approved Data
Input Into ICWSIS
Intake Specialist
Reviews/Reconciles
ICWSIS Authorization Report

Director of Operations Child &

Family Services Approves Final
ICWSIS Authorization Report

Senior Accounting Clerk

Issue ICWSIS 188s
Invoices

Senior Accounting Clerk &/or

Accountant III
Code ICWSIS 188s

Daily
Placement
Log

Senior Accounting Clerk

Reconciles/Updates ICWSIS
System Daily with the DPL

ICWSIS 188s

ICWSIS Documents:
Authorization Reports,
188s

Invoice Payment Process:

(Reference Flow Chart 1,
Start B)
COA: FIN 7.03

Flow Chart #7
Prevention & Diversion
Payment Process
Adoption Date: 08-09-05
Revision Date:
Revision #0
Approved: ___________

Start

Authorized By:
Authorization List
or Contract

P&D Request/
Invoice

Invoice Payment Process

(Reference Flow Chart 1,
Start A)

Finish

COA: FIN 7.03

Flow Chart #8
Independent Living
Payment Process
Adoption Date: 10-01-04
Revision Date: 1-28-09
Revision #4
Approved: ___________

Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component

Start
Invoice/ Check Request/
Approved IL Support List

Senior Accounting Clerk &/or Accountant III

Review/Reconcile/Code/Enter
Into ICWSIS

Senior Accounting Clerk &/or Accountant III

Reviews
ICWSIS Authorization Report

Senior Accounting Clerk &/or Accountant III

Issue ICWSIS 188s

Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System

Senior Accounting Clerk &/or Accountant III

Code ICWSIS 188s

Authorized By:
IL Services
Contractor

Approved Data
Input Into ICWSIS

ICWSIS Authorization
Report

Issue ICWSIS 188

ICWSIS Documents:
Authorization Reports
188s

Invoice Payment Process

(Reference Flow Chart 1,
Start B)
Finish

COA: FIN 7.03

Start

Flow Chart #9
ICWSIS Provider
Set Up Process
Adoption Date: 08-09-05
Revision Date:
Revision #0
Approved: ___________

ICWSIS Check Request/

Invoice

Yes

Provider/vendor
in ICWSIS?

No
Accounting Department
acquires the Provider/Vendor
payment information.

Rev Max Unit inputs the

Provider/Vendor information
into ICWSIS.

Invoice Payment Process

(Reference Flow Chart 1
Start A)

Finish
COA: FIN 7.03

Start
Flow Chart #2
Flex Fund Request
Payment Process

Flex Fund Request

Authorized By:
Authorization List or
Contract

Retired Process
Reference Comment
Adoption Date: 10-01-04
Revision Date: 07-01-05
Revision #2
Approved: ___________

Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component

Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System

ICWSIS Vouchering Clerk and/or

Analyst
Review/Reconcile/Code/Enter
Into ICWSIS

Approved Data
Input Into ICWSIS

ICWSIS Analyst
Review & Approve
ICWSIS Authorization Report

ICWSIS Authorization
Report

ICWSIS Vouchering Clerk and/or

Analyst
Issue ICWSIS 188s

Issue ICWSIS 188

ICWSIS Vouchering Clerk and/or

Analyst
Code ICWSIS 188s

Invoice Payment Process

(Reference Flow Chart 1)

Finish

ICWSIS Documents:
Authorization Reports
188s

Start
Flow Chart #4
OHC - Other
Payment Process

Retired Process
Reference Comment
Adoption Date: 10-01-04
Revision Date: 07-01-05
Revision #2
Approved: ___________

Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component

Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System

Invoice/
Check Request

Authorized By:
Authorization List or
Contract

ICWSIS Vouchering Clerk and/or

Analyst
Review/Reconcile/Code/Enter
Into ICWSIS

Approved Data
Input Into ICWSIS

ICWSIS Analyst
Review & Approve
ICWSIS Authorization Report

ICWSIS Authorization
Report

ICWSIS Vouchering Clerk and/or

Analyst
Issue ICWSIS 188s

Issue ICWSIS 188

ICWSIS Vouchering Clerk and/or

Analyst
Code ICWSIS 188s

Invoice Payment Process

(Reference Flow Chart 1)

Finish

ICWSIS Documents:
Authorization Reports
188s