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The process covers monthly validation of fee-for-service and cost reimbursement submissions using CFCHS data systems, provider monitoring visits, and contract manager report extraction. Sliding fees are applied by comparing prior signed spreadsheets, and data variance reporting supports identifying over/under prorated shares. A certification section requires subcontractors to confirm invoice accuracy, demographic and service event data submission compliance, and absence of undisclosed alternative funding sources before approval.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":21,"@type":70,"position":76},"https://docshare.wps.com/template/invoices/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/subcontractor-invoice-validation-and-approval-policy-guidelines/335659/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/subcontractor-invoice-validation-and-approval-policy-guidelines/335659.png","ImageObject",442,249,{"name":88,"@type":89},"Taylor Morgan","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-17","2026-09-21",true,{"@type":98,"interactionType":99,"userInteractionCount":76},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What is the purpose of the Subcontractor Invoice Validation and Approval policy?","Question",{"text":108,"@type":109},"It establishes guidelines to validate and approve reverse invoices generated from the CFCHS data vendor site and cost reimbursement forms within required timeframes.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"How are subcontractor fee-for-service submissions validated and when are they due?",{"text":113,"@type":109},"Subcontractors submit data according to Florida Department of Children and Families Pamphlet 155-2, due by midnight on the 5th of the month following the month of services (or the next business day if the 5th is a weekend/holiday). CFCHS contract managers pull reports and enter validated/accepted data into monthly payment spreadsheets.",{"name":115,"@type":106,"acceptedAnswer":116},"What does the certification section require before an invoice is approved?",{"text":117,"@type":109},"The signatory certifies the information is accurate, no other funding source was known at the time of submission for the invoiced services, and all client demographic and service event data were submitted to CFCHS in accordance with the contract.","https://schema.org",{"og:url":78,"og:type":120,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":122,"canonical":78},"index,follow",{"doc_id":124,"site_id":56},335659,1790530666,{"code":4,"msg":5,"data":127},{"doc_id":124,"user_id":128,"nickname":88,"user_avatar":129,"doc_module":9,"category_id":20,"category_name":21,"doc_title":59,"doc_description":61,"doc_content":130,"file_id":131,"file_url":132,"file_type":133,"file_size":134,"view_count":76,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":76,"language":135,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":136,"faqs":137,"seo_title":138,"seo_description":61,"update_tm":139,"read_time":9},1099523885336,"https://ap-avatar.wpscdn.com/davatar_276721f389ce27ea32af1340a28f341c","| Policy Title: Subcontractor Invoice Validation and Approval |  |  |\n| --- | --- | --- |\n| Department: Contracts |  |  |\n| Date Issued: 02/07/2012 | Revised Date: 05/11/2024\u003Cbr>Review Date: 05/11/2024 |  |\n| CEO Approval: | Effective Date:\u003Cbr>  9/22/2024  |  |\n\nPOLICY:  \nIt is the policy of Central Florida Cares Health System , Inc. (CFCHS) to ensure Subcontractors’reverse invoices are accurate and approved within the required time frame.  \nRELATED POLICIES:  \n• Accounting and Financial Policies and Procedure Manual  \n• DCF Data Collection and Reporting Policies – Authority  \n• Sliding Fee Scale  \nPURPOSE:  \nTo establish guidelines for validating and approving reverse invoices generated from the CFCHS data vendor site and cost reimbursement forms.  \nPROCEDURES:  \nInvoice validation through accepted data , as well as cost reimbursement forms occurs monthly for CFCHS Subcontractors through reverse invoices processed for payment. In addition to the monthly invoice process, data/costs submitted are validated during the provider monitoring visits.  \nThis policy discusses the following methods of payment:  \n1. Fee-for-service  \n2. Cost Reimbursement  \nFee-For-Service  \n1. Subcontractors must submit data in accordance with the Florida Department of Children and Families (Department) Pamphlet 155-2 (PAM 155-2) . Data is due no later than midnight on the 5th of the month following the month of services, unless the 5th falls on a weekend or state recognized holiday. In that instance, the data is due by midnight of the next business day.  \n• PAM 155-2 data is submitted [to cfchsdata.org](to cfchsdata.org).  \n• Prevention data is submitted to [https://florida.prevention.systems](https://florida.prevention.systems)  \n2. The CFCHS Contract Managers pull reports from the data system(s) and enter information into the individual Subcontractor’s monthly Payment per Covered Service and Burn Rate spreadsheet.  \n• Validated and accepted data [from cfchsdata.org](from cfchsdata.org) is entered in the ‘YTD Units in Data System’ column.  \n• Sliding fees are obtained from the previous month’s signed Subcontractor Payment per Covered Service and Burn Rate spreadsheet and are entered in the‘Sliding Fees Reported YTD’ column. Sliding Fees reduce the amount to be paid to the Subcontractor.  \nAgency: Provider XYZ PO Box 12345, Sunnytown, FL 33210  \n\n| Covered Service Description July August September October November December January February March April May June rand Total Pa Contracted Difference Burn Rate Unit Rate\u003Cbr>YTD Units Paid |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |\n| Residential Level III | $ 25,723.58 $ 25,723.58 $ 308,683.00 $ 282,959.42 8.33% $ 85.73 300.05 |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n| Sub Total | $ 25,723.58 | $ - | $ - | $ - | $ - | $ - | $ - | $ - | $ - | $ - | $ - |  | $ - | $ 25,723.58 | $ 308,683.00 | $ 282,959.42 | 8.33% |  |  |\n|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n| GRAND TOTAL $ 25,723.58 $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 25,723.58 $ 308,683.00 $ 282,959.42 8.33% |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n| Data Variance Report | Program | Cost Center | Cost Center | Fund | YTD Units in Data\u003Cbr>Sys | Sliding Fees\u003Cbr>Reported YTD | Sliding Fees\u003Cbr>reported\u003Cbr>converted to\u003Cbr>units | YTD Total Units\u003Cbr>(less sliding fees\u003Cbr>reported) | Over/Under Prorated Share | Prior Month Sliding Fees MTD |  |  |  |  |  |  |  |  |  |\n| Provider XYZ | ASA | 20 | Residential 3 | SAMH | 2353.00 | $ - | 0.00 | 2353.00 | 175,999.11 | $50.00 |  |  |  |  |  |  |  |  |  |\n|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n|  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |  |\n| CERTIFICATION & APPRO","cbCail9ErJYYJTfX","https://ap.wps.com/l/cbCail9ErJYYJTfX","pdf",274243,"English","# Policy: Subcontractor Invoice Validation and Approval\n## Purpose and scope\n## Monthly invoice validation process\n## Payment methods\n### Fee-for-service\n### Cost reimbursement\n## Data variance and payment calculation\n## Certification & approval workflow","[{\"question\":\"What is the purpose of the Subcontractor Invoice Validation and Approval policy?\",\"answer\":\"It establishes guidelines to validate and approve reverse invoices generated from the CFCHS data vendor site and cost reimbursement forms within required timeframes.\"},{\"question\":\"How are subcontractor fee-for-service submissions validated and when are they due?\",\"answer\":\"Subcontractors submit data according to Florida Department of Children and Families Pamphlet 155-2, due by midnight on the 5th of the month following the month of services (or the next business day if the 5th is a weekend/holiday). CFCHS contract managers pull reports and enter validated/accepted data into monthly payment spreadsheets.\"},{\"question\":\"What does the certification section require before an invoice is approved?\",\"answer\":\"The signatory certifies the information is accurate, no other funding source was known at the time of submission for the invoiced services, and all client demographic and service event data were submitted to CFCHS in accordance with the contract.\"}]","Subcontractor Invoice Validation and Approval - Policy Guidelines | PDF",1790011850]