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Pre-Authorized Expenses

Request Forms

Policies

Frequently Asked Questions

Submitting a Request

  • ​On the final page of the PAE Nintex form, you will check “yes” to the question “Does this request need to be backdated."
    • An additional box will pop up with a note asking you to provide justification.​
    • In the signature section of the form, you will then select the earliest date of service in the “Effective Date” box.​
    • When backdating a request, you​r submission/signature date should remain current. Only the effective date should be backdated.​​​

  • ​Airfare can be requested on the Long Form.
  • You must book airfare within 60 days of the approval date of your authorization.
    • If this is not done, you will need to email our department at CSS@opds.state.or.us and ask to have the airfare reissued, otherwise you will not be able to book your flight.
  • Airfare must be pre-authorized and booked through Corporate Travel Management (CTM). Their contact information is printed in the travel section of the authorization.
    • If airfare is not booked through CTM and you purchase your own ticket, you
    • will not be reimbursed.​​

  • Select a service category, then select the specific service in the “Service Requested” drop down. This list is more expansive than the one found on our PDF forms, so most services will be listed here.​​
    • If you are not able to find an appropriate option, you may select “Miscellaneous Services” in the service category, and then “Other Services” in the service requested drop-down. A fillable box will pop up where you are able to describe the type of service you are requesting.
​

  • Travel time must be pre-authorized for all providers except the following:
    • Case managers
    • Investigators
    • Mitigators
    • Attorneys
  • Travel time for Case managers, Investigators and Mitigators is included in their total authorized service hours.
  • Hourly attorney travel time should not be requested through PAE. Travel time is routine for hourly attorneys and should be included in the invoice for hourly services.​

  • Yes, if the provider is intending to bill mileage, it must be authorized on the PAE. Mileage will not be added automatically.
  • We will review and approve all travel expenses requested. If we receive a request listing travel time but no mileage, we presume the provider does not intend to bill their mileage.​

  • No. If you are assigned to more than one case for a client, please determine the case number with the highest charge and submit under that one case number.
    • Any other case numbers for the client should be listed in your answer to the questi​on “What are the charges/allegations?”, that way we can take into account all the cases that may be involve​d.
    • If there are multiple cases with the same level of charges, please choose the oldest case that is still open.​

  • If you are still using our PDF forms and are having issues, please submit through our online Nintex form instead. This form is more user friendly, and typically does not have issues when submitting.​


  • To request services for a provider that is not yet approved with OPDC, please submit a Long Form request for the provider's services and attach a copy of their CV/resume. New provider information will go through our qualification and rate review process.
    • A CV/resume is not needed for Investigators new to OPDC. They simply need to be DPSST licensed, which will be verified upon review of the request.​

After You've Submitted a Request

  • If you need to make a change to a PAE authorization, email our department directly at CSS@opds.state.or.us​ with “AMENDMENT” in the subject line, and in the body of your email provide the authorization number you would like amended, and a brief description of what you are needing changed and why.
    • Please note, we are unable to amend for a provider change unless they are working within the same company as the original provider.
      • If they are not within the same company, please have the current PAE authorization withdrawn and submit a new request form for the new provider​.​

  • If you have a PAE authorization that needs to be withdrawn, email our department directly at CSS@opds.state.or.us​.
    • Please provide the authorization number in the body of your email and indicate that the authorization will not be used or billed on, and that you would like it withdrawn.
  • If a PAE authorization is not going to be used, it should be withdrawn, so we can cancel the funding from the overall case costs.​
​

  • If after submitting your request you realize a correction needs to be made, please reply to the original email you submited your request on and let us know what information needs to be updated.
    • The amended information will be sent to the reviewer and added to the original form, even if it is still pending review.
  • If you receive an authorization and a correction is needed, you may email our department at CSS@opds.state.or.us​ to request an amendment. (Please see above, “How do I amend a request?”, for further instructions.)



  • If you need a request expedited due to an impending trial or last-minute travel, please call our department directly at 503-378-2700, option 3 (Business Office), option 1 (Pre-Authorized Expenses), to explain the need for a rush approval.
    • Most often, Short Form requests will not be expedited, as they are typically processed within one business day.



  • If you would like a denial reconsidered, please email our department directly at CSS@opds.state.or.us​ with “RECONSIDERATION” in the subject line, along with the authorization number you would like reconsidered.
  • In the body of the email, provide any missing or addi􀆟onal justification based on the denial leter that you received.
  • Provide supporting documentation if applicable.​



  • When you receive an email from our intake staff statng we are unable to process your PAE request, typically it is not a denial of services; we simply need additional/corrected information in order to process your request.
    • This is considered to be a returned submission, as opposed to a formal denial of the request.
  • A denial is what you will receive instead of a PAE authorization, if it’s determined that your request is not able to be approved.
    • The notice will explain the reason for the denial and may indicate whether any missing information is needed for reconsideration.



  • Per PAE policy, our turnaround time for processing PAE requests is 5 business days. Short Form requests are typically processed within 1-2 business days.
    • If it has been less than 5 business days since you’ve submited your request, we ask that you please wait to reach out regarding the status unless there is an immediate court mater.
    • If it has been 5 days or more since you’ve submited your request, you may contact our department by email at CSS@opds.state.or.us​, or by phone at 503-378-2700, option 3 (Business Office), option 1 (Pre-Authorized Expenses).
      • You will need to provide the case number, the type of service requested, and the approximate date and time of your submission.



  • When our department receives a request for a large number of hours, we may split the hours between multiple authorizations.
    • Splitting hours this way allows the provider to bill as they complete their work.
    • Investigation Short Form requests exceeding 40 hours will be automatically split into multiple authorizations.
  • If you are submitting on the Long Form and do not want your hours split onto multiple authorizations, select “no” to the question, “Do you want to have this authorization split?”.
    • Please note, this question will only appear if you enter a quantity of 50 or more.



  • Yes. Once the work on the first authorization has been completed, you may submit a new request for additional hours.
    • Please do not request an amendment in this situation; a new PAE request form is required.
    • The Long Form must be used for subsequent requests. You will need to list the work that has been completed on the previous authorization and the work that remains, to support the need for additional time.

Attorneys

  • To update the recipients for PAE authorizations, the attorney must email CSS@opds.state.or.us with their bar number, and the email addresses that need to be added/removed.
    • If an assistant is submitting this email, they must Cc the atorney to indicate their approval of the changes.
    • Please note, our system allows for up to two recipients.





  • To update contact information, the attorney must email CSS@opds.state.or.us​ with their bar number, and the information they would like to be updated.
    • If an assistant is submitting this email, they must Cc the attorney to indicate their approval of the changes.
  • Please note, other departments may have their own databases where they keep attorney contact information. Please make sure you are informing all applicable departments.



  • No. Requests for co-counsel to provide direct client representation must be submited to the OPDC Trial Support & Development division.
    • The Co-Counsel Request Form is located on the OPDC website.
      • From the main page, navigate to the Provider menu and select “Forms and Programs”.
      • You will find the form under the category “Special Request Forms”.
    • If approved, co-counsel will bill directly to Accounts Payable and does not need a PAE.



  • Currently OPDC does not have a formal list of approved providers and their services that is available for distribution.
    • If you are having difficulty finding a specific type of provider, please email our department at CSS@opds.state.or.us​ with information on the type of provider you are looking for.
    • We can do a search for OPDC providers that are already approved on file for the requested service.



Interpreters

  • Pre-Authorization is only required if the interpreter’s rate exceeds the rate listed in the Hourly Service and Expense Rates schedule OR if there is not an OJD Certified or Registered interpreter available.​​

  • If you are billing the guideline rate, you do not need a PAE for interpretation (spoken or ASL).
  • If you are billing the guideline rate, you do not need a PAE for translation of court documents or attorney/client communication (writen).
  • All other translation and transcription services from audio or video must be approved on a PAE authorization.



  • Yes, you will need a PAE authorization for all services and any related travel expenses.
  • All providers must be approved through PAE and will have a rate set for their services.
  • If you are not sure if you are approved, please email CSS@opds.state.or.us​ and we can confirm.
  • If OPDC does not have a CV or resume on file, one may be requested before services can be approved. This is typically a one-time review process.



  • If the interpreter is certified or registered through OJD, and billing services at the guideline rate, a PAE authorization is not needed for written translation of attorney/client or court/client communication.
  • All translation and transcription services from audio or video must be approved on a PAE authorization.
  • All translation of discovery must be approved on a PAE authorization.



  • If the service was completed by phone or video appointment, the provider should list the attorney’s name on the worksheet and then note “telephonic” on the signature line (instead of the signature).
  • If the attorney simply forgot to sign, or was unable to, please note that on the signature line.



​When billing any interpretation or translation, the provider must list the dates of service on their invoice (or worksheet) along with the actual start and stop times. 

  • ​OPDC will pay a two-hour minimum if the service provided requires less than two hours.
  • If the interpretation is in conjunction with an in-custody polygraph or in-custody evaluation, OPDC will pay a four-hour minimum regardless of time spent interpreting. Actual interpretation time must still be documented. Interpreters must notate on the interpreter worksheet the name of the facility where services took place and identify the type of service (polygraph, psychological evaluation or drug and alcohol evaluation).



  • Travel time and mileage:
    • If your services are approved on a PAE for the actual service time, the travel time and mileage must also be approved on that PAE authorization.
    • If your services are being billed as routine (without a PAE) your mileage and travel time are also routine, and do not require a PAE.
    • Any mileage more than 100 miles outside the state of Oregon must be approved on a PAE authorization.
  • Lodging and meals:
    • All overnight travel, lodging, meals, etc., would require a PAE authorization.



  • If you have already been paid on the authorization, the attorney will need to request a new, separate authorization for the travel time and mileage.
  • If you have not been paid on the authorization, the attorney will need to email the PAE Intake staff at CSS@opds.state.or.us​ to request an amendment. That should be done before submitting your invoice, so that you have an authorization with all the approved expenses included.




Providers

  • New providers may submit their CV/resume to our department via email at CSS@opds.state.or.us. Please include specific details about what service(s) you would like to be approved for.
  • Alternatively, an attorney may submit a PAE request for a new provider with a copy of the provider’s CV/resume attached. Please refer to “How do I request services hours for a provider that is new to OPDC?” under the FAQ tab titled “Submitting a Request”.



No. Per PAE policy, we can only send authorizations to the attorney, who then must forward them to the provider.

If you have a question or are needing clarification on your OPDC approved rate, please email our department directly at CSS@opds.state.or.us for assistance.​

Expiration Dates

  • The expiration date is the final date you may submit the PAE for payment prior to it being considered a late billing. This date refers to the services approved on that authorization specifically, not the provider’s services for the life of the case.
    • If an authorization is coming close to expiring, the provider must bill out all completed services, and counsel will need to request a new authorization for any work that remains.



  • No. The expiration date only applies to the services approved on that authorization specifically. It does not apply to the provider’s work on the case.

  • If an authorization has expired, please note we are unable to extend the expiration date.
  • The provider should submit their bill to Accounts Payable immediately.
    • For instruction, please refer to the Billing and Invoice Submission policy, located on the Policy page of the OPDC website (Accounts Payable section).



Other

​Yes! Feel free to save the following PDF to your computer for quick and easy access to our frequently asked questions. 


To use the PDF Fill-in forms correctly, you must use an Adobe Acrobat product - Pro or Reader. You can download a free version of Adobe Reader. Windows Adobe Reader Download or Mac Adobe Reader Download.You also MUST download the form and save it to your computer, then open it in Adobe for the form to process correctly. You cannot fill it out directly from your web browser.

Hourly Service and Expense Rates

Contact Information

Business Services
198 Commercial St SE, Suite # 205
Salem, Oregon 97301
Phone: 503.378.2700
 
Requests for PAE - Pre-Authorized Expenses may be emailed to the PAE department