Child Welfare Providers and Partners

​​​​​​Invoicin​​​g and payment

• Contracted Provider Invoice Training Presentation
  Overview of recent Child Welfare Contract Invoice changes and what providers can expect.
  
• ODHS Contract Invoice Orientation
  Video training to help providers complete of the contract invoice. 
  
• Invoicing Form​ - Revised 5/10/2021
  Note: You need the most current version of your web browser to access the invoicing form (see "Invoice Limitations" below).
  
• Electronic Funds Transfer E​nrollment Fo​rm (MSC 0189)
  Note: ​New ODHS providers are required to enroll in Electronic Funds Transfer for payment. 
• Frequently asked questions about invoicing and payment
• Branch office email contacts for invoice submission
  
  

Invoice ​​limitations

If you are using Excel 2003 or earlier versions:

• The sort and sync functions of the invoicing form won't work in Excel 2003 or earlier versions.
  
• These versions of Excel are not recommended. They are no longer supported by Microsoft and pose a security risk. (You can purchase Microsoft Office 365 for $99/year for up to 5 users.)
  
• These versions of Excel still allows other functionality to be used, and can still be used to enter and submit payment requests.

To expedite your payments: Always use the standardized Excel invoicing form and submit it as an Excel file.

​Web resour​ces

• ​ Secretary of State Business Entity Registration
  The State of Oregon must enter into contracts with legal entities that are registered with the Secretary of State (exception: Sole Proprietor, Government Entity).
• Oregon Procurement Information Network (ORPIN)
  Information on competitive solicitations currently available through the s​tate of Oregon.
• Certification Office for Business Inclusion and Diversity (COBID)
  Minority and wo​men owned businesses and emerging small business owners can access additional tools and assistance.

IRS form​​ W-9

• W-9 form Request for Taxpayer Identification Number and Certification
  
• W-9 Instructions

New providers must submit the W-9 form prior to contract execution to:
Provider Support ​childwelfare.contractsupport@odhsoha.oregon.gov

Background chec​k requirements

ODHS contractors must adhere to requirements for background checks as described in OAR407-007-0200 through 407-007-0370​.

What you need to ​know

Vendor information: Doing business with ODHS

If issues arise, contact your Contract Administrator to discuss resolution.

Critical sections of the contract to review prior to signing are:

• Contractor Name
• Common issues:
• Contract written with incorrect legal name
• Discrepancy between contractor name and registered Tax ID
• Statement of Work
• Common issues:
• Statement of Work should accurately reflect agreed service, reporting, and invoicing requirements.
• Payment rates should match the terms negotiated.
• Insurance requirements
• Common issues:
• Contract language does not match insurance industry standards.
• Contract insurance requirements exceed current coverage.​​

Provider and Client Rig​hts

• Complaint Review
• Client Rights
• Foster Youth Bill o​f Rights
• Governor's Advocacy Office
• Risk Management Claims Submission
  Process for providers who suffer damages as a result of providing care for children in state custody.​