State of Oregon: Child Welfare Providers and Partners - Invoicing Frequently Asked Questions

Question	Answers
Who can I contact with additional questions about this change?	Please contact your Contract Administrator or local office manager.
How do I know which person to send my invoice to at the local DHS office?	All Child Welfare offices have standardized email available for the submission of electronic invoices and any required supporting documentation. Local offices will insure the standard email boxes are checked regularly so you do not need to rely on one particular person.
Do I have to complete each field on the Child Welfare invoice?	YES. All fields are required. If a field does not apply to your billing, please enter “N/A.”
What is the benefit of this change?	There are multiple benefits: Contractors will experience greater control over the timing of their billing process and invoice organization. Contractors will be able to edit their invoice from month to month rather than having to complete a new blank form each month. Services billed to DHS will be able to be more accurately validated. Contractors will be paid more quickly.
How will I receive the information I need to complete the invoice?	Your service referral and contract execution notice, combined, should contain all information necessary to complete the billing invoice. Please contact the referring staff, or your contract administrator, if you require additional information.
Do I have to complete each field on the Child Welfare invoice?	YES. All fields are required. If a field does not apply to your billing, please enter “N/A.
Will I need to create a separate invoice for each local office served?	Yes. Contractors need to invoice each local branch individually, as they will only be validating services provided to their office.
How can I access this new form?	The new form is on the DHS Child Welfare Provider website and was created in Microsoft Excel, 2010. The invoice requires current versions of Internet Explorer, Google Chrome or Mozilla Firefox. You may need to update your web browser in order to access the invoice form.
How do I know which person to send my invoice to at the local DHS office?	All Child Welfare offices have a standardized email available for the submission of electronic invoices and any required supporting documentation. Local offices will insure the standard email boxes are checked regularly so you do not need to rely on one particular person.
Who can I contact with additional questions about this change?	Please contact your Contract Administrator or Resource Developer.
Who do I contact if I have a question or concern about my invoice, or if an invoice is returned to me?	Please contact the local standard invoice email box or the local Child Welfare office.
I am having problems with the invoice. How can I get help?	See the Invoice Limitations section on the Contracted Service Providers page.
Who do I contact if I have a question or concern about my invoice, or if an invoice is returned to me?	Please contact the local standard invoice email box or the local Child Welfare Office.
How will I receive the information I need to complete the invoice?	Your service referral and contract execution notice, combined, should contain all information necessary to complete the billing invoice. Please contact the referring staff, or your contract administrator, if you require additional information.
Will I need to create a separate invoice for each local office served?	Yes. Contractors need to invoice each local office individually, as they will only be validating services provided to their office.
Why is Child Welfare changing to a standard invoice?	There are three main reasons for creating a statewide standard contract invoice for all contractors to use: Promote good business practice Increase the timeliness in which DHS issues payment to providers Increase communication between contractors, DHS field offices and DHS Office of Financial Services