Senior Accounting Clerk

Reviews & Codes

Accounting Clerk I
Enters Payment
Invoice &
Documentation
Accountant III
Reviews & Approves Invoices
& A/P Edit Report
Flow Chart #1
Invoice Payment
Process
Adoption Date: 10-01-04
Revision Date: 01-28-09
Revision #4
Approved: ___________
Both Natural & Sub Accounts
Solomon Accounting
System
Accounting Clerk II
Issues Payment
Payment
Documentation
Finish
Start A
Solomon A/P
Edit Report
A/P Edit Report
File
(Date)
Authorized By:
Authorization List
Procedure
AP-432
or Contract
Accounting Manager
Releases A/P Batch
With Final Approved
A/P Edit Report
Invoice Documents &
Aging Report
Solomon A/P
Edit Report
Start B
Senior Accounting Clerk
Payment Selection
Checks signed out by
the Accounting Manager
EFT
By
CFO
COA: FIN 7.03
Accounting Clerk I
Files
Invoice/Documentation
Invoice File
(A Z)
Invoice &
Documentation
Mail
Manual
Check
Payments
Entered
Contract Manager
Review/Reconcile/Approve
Provider Invoice
Flow Chart #3A
Purchased Services - General
Payment Process
Adoption Date: 10-01-04
Revision Date: 1-28-09
Revision #4
Approved: ___________
Data Input Into the Utilization
Management System (UM) by
Care Coordinators
Examples: DBT, Home Licenses,
Non-Room & Board, Services by
Rate Agreement, D&E, Misc. Contract
Services
Finish
Start
Invoice Payment Process
(Reference Flow Chart 1,
Start B)
Director of Operations Wrap & Clinical Care
Confirms Services Render & Attaches Delivery
of Service Documents to the Provider Invoice
D&E invoice?
Yes
No
Both Natural &
Sub Accounts
Provider Invoice &
Delivery of Service
Documents
UM
Services Authorized
Services Delivered
Approved
Contracts
Accounting Clerk II
Reconcile/Record/Code
Invoice entered
into UM?
Yes
Contract Manager
Review/Reconcile/Approve
No
Invoice Payment Process
(Reference Flow Chart 1,
Start A)
Payment Recorded
Into the UM
COA: FIN 7.03
Data Input Into the Utilization
Management System (UM) by
Care Coordinators
Contract Manager
To Approve
CPA Invoice
Flow Chart #3B
Child Placing Agency (CPA)
Payment Process
Adoption Date: 10-01-04
Revision Date: 8-19-08
Revision #3
Approved: ___________
Correction Data Input Into the
Daily Placement Log
Both Natural &
Sub Accounts
Finish
Start
Invoice Payment Process
(Reference Flow Chart 1,
Start B)
Accounting Clerk II
Verifies
Children Listed on CPA Invoices
Resided At the Location Managed
By the CPA
Children on the invoice
verified?
Yes
No
Once Verified
ICWSIS
System
Intake Department to Reconcile
with the CPA
Accounting Clerk II
Codes
Accounting Clerk II notifies Senior
Accounting Clerk if ICWSIS
correction is needed
Correction Data Input Into ICWSIS
Daily
Placement
Log
COA: FIN 7.03
Senior Accounting
Clerk
Senior Accounting Clerk &/or Accountant III
Review/Reconcile/Code/Enter
Into ICWSIS
(Adoption Payments Set to be Recurring in ICWSIS
& Solomon Accounting System)
Medicaid Data & Intake Specialist
Review/Reconcile
ICWSIS Authorization Report
Adoption
Authorization List
Flow Chart #5
Adoption Subsidy
Payment Process
Adoption Date: 10-01-04
Revision Date: 1-28-09
Revision #3
Approved: ___________
Approved Data
Input Into ICWSIS
Senior Accounting Clerk &/or
Accountant III
Issues & Codes
ICWSIS 188s
Invoice Payment Process
(Reference Flow Chart 1,
Start B)
Finish
Start
ICWSIS 188
ICWSIS Authorization
Report
ICWSIS Documents:
Authorization Reports &
188s
Provided By:
Medicaid Data & Intake
Specialist
-Issued Monthly-
Authorized By:
Dir. of Operations - Child &
Family Services
Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component
Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System
Director of Operations Child &
Family Services Approves Final
ICWSIS Authorization Report
COA: FIN 7.03
Intake Specialist
Reviews/Reconciles
ICWSIS Authorization Report
Senior Accounting Clerk
Generates ICWSIS Authorization
Report
Flow Chart #6
OHC
Room & Board
Payment Process
Adoption Date: 10-01-04
Revision Date: 1/28/09
Revision #4
Approved: ___________
Approved Data
Input Into ICWSIS
Invoice Payment Process:
(Reference Flow Chart 1,
Start B)
Finish
Start
ICWSIS Documents:
Authorization Reports,
188s
Senior Accounting Clerk
Issue ICWSIS 188s
Invoices
Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component
Senior Accounting Clerk &/or
Accountant III
Code ICWSIS 188s
Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System
ICWSIS 188s
Intake Department:
Daily Placement
Log (DPL)
Director of Operations Child &
Family Services Approves Final
ICWSIS Authorization Report
Senior Accounting Clerk
Reconciles/Updates ICWSIS
System Daily with the DPL
COA: FIN 7.03
Daily
Placement
Log
P&D Request/
Invoice
Finish
Start
Invoice Payment Process
(Reference Flow Chart 1,
Start A)
Flow Chart #7
Prevention & Diversion
Payment Process
Adoption Date: 08-09-05
Revision Date:
Revision #0
Approved: ___________
Authorized By:
Authorization List
or Contract
COA: FIN 7.03
Senior Accounting Clerk &/or Accountant III
Review/Reconcile/Code/Enter
Into ICWSIS
Senior Accounting Clerk &/or Accountant III
Reviews
ICWSIS Authorization Report
Invoice/ Check Request/
Approved IL Support List
Flow Chart #8
Independent Living
Payment Process
Adoption Date: 10-01-04
Revision Date: 1-28-09
Revision #4
Approved: ___________
Approved Data
Input Into ICWSIS
Senior Accounting Clerk &/or Accountant III
Issue ICWSIS 188s
Invoice Payment Process
(Reference Flow Chart 1,
Start B)
Finish
Start
Issue ICWSIS 188
ICWSIS Authorization
Report
ICWSIS Documents:
Authorization Reports
188s
Authorized By:
IL Services
Contractor
Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component
Senior Accounting Clerk &/or Accountant III
Code ICWSIS 188s
Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System
COA: FIN 7.03
ICWSIS Check Request/
Invoice
Finish
Start
Flow Chart #9
ICWSIS Provider
Set Up Process
Adoption Date: 08-09-05
Revision Date:
Revision #0
Approved: ___________
Invoice Payment Process
(Reference Flow Chart 1
Start A)
Provider/vendor
in ICWSIS?
Accounting Department
acquires the Provider/Vendor
payment information.
Rev Max Unit inputs the
Provider/Vendor information
into ICWSIS.
Yes
No
COA: FIN 7.03
ICWSIS Vouchering Clerk and/or
Analyst
Review/Reconcile/Code/Enter
Into ICWSIS
ICWSIS Analyst
Review & Approve
ICWSIS Authorization Report
Flex Fund Request
Flow Chart #2
Flex Fund Request
Payment Process
Retired Process
Reference Comment
Adoption Date: 10-01-04
Revision Date: 07-01-05
Revision #2
Approved: ___________
Approved Data
Input Into ICWSIS
Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component
ICWSIS Vouchering Clerk and/or
Analyst
Issue ICWSIS 188s
Invoice Payment Process
(Reference Flow Chart 1)
Finish
Start
Issue ICWSIS 188
Authorized By:
Authorization List or
Contract
ICWSIS Authorization
Report
ICWSIS Documents:
Authorization Reports
188s
ICWSIS Vouchering Clerk and/or
Analyst
Code ICWSIS 188s
Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System
ICWSIS Vouchering Clerk and/or
Analyst
Review/Reconcile/Code/Enter
Into ICWSIS
ICWSIS Analyst
Review & Approve
ICWSIS Authorization Report
Invoice/
Check Request
Flow Chart #4
OHC - Other
Payment Process
Retired Process
Reference Comment
Adoption Date: 10-01-04
Revision Date: 07-01-05
Revision #2
Approved: ___________
Approved Data
Input Into ICWSIS
Coding:
ICWSIS expense code
determined by:
-Eligibility
-Program Component ICWSIS Vouchering Clerk and/or
Analyst
Issue ICWSIS 188s
Invoice Payment Process
(Reference Flow Chart 1)
Finish
Start
Issue ICWSIS 188
Authorized By:
Authorization List or
Contract
ICWSIS Authorization
Report
ICWSIS Documents:
Authorization Reports
188s
ICWSIS Vouchering Clerk and/or
Analyst
Code ICWSIS 188s
Coding:
Both Natural & Sub Accounts
For the CBCB Accounting
System