VENDOR INVOICES - HOW TO PREPARE AND SUBMIT YOUR MONTHLY INVOICES - U.S. PROBATION OFFICE & U.S. PRETRIAL SERVICES OFFICE

Sep 3, 2026

Vendor invoice guidance for the U.S. Probation Office and U.S. Pretrial Services Office, focused on preparing and submitting monthly invoices correctly and on time. The material explains invoice structure into summarization and itemized service sections, the required support documentation (treatment reports, daily logs, sign-in sheets, receipts, and treatment plans), and how to use a provided Excel template without altering formulas or formatting. It also covers program plan authorization requirements via PROB 45 and clarifies monthly due dates (received by the 10th following the service month).

LanguageEnglish

CategoryPresentations

FormatPDF

Pages58

Reading Time20 min

AccessFree to download

INTRODUCTION

Welcome & Purpose

Parts of the Invoice

Invoice Template

Due Dates

Program Plans (PROB 45)

Part B-Detail

Click here to go to the Table of Contents,then click on any icon. VENDORINVOICES HOW TO PREPARE AND SUBMIT YOUR MONTHLY INVOICES U.S.PROBATION OFFICE &U.S.PRETRIAL SERVICES OFFICE EASTERN DISTRICT OF CALIFORNIA IntroductionProcessStep 1Step 2OverviewGather YourPrepare Your DocumentsInvoiceStep 3Step 4CommonQuestions &Review YourSubmit YourInvoice ErrorsContact UsInvoiceInvoice Click on an icon above to go to the section you want. >Click on the seal in the upper right on any page to return to the Table of Contents. # INTRODUCTION INTRODUCTION # Welcome&Purpose Welcome to this Vendor Invoice presentation. The purpose of this presentation is to: Help you prepare your monthly invoices Ensure your invoices are correct and true for payment Reduce errors Reduce supplemental invoices Help ensure invoices are paid timely to each vendor # INTRODUCTIONParts of the Invoice Invoices are divided into three parts: 1. Part A-Summarization of all theservices and total amount billed 2. Part B-Itemized listing of allservices provided during themonth,by defendant/offender 3. Support Documentation:Monthly Treatment Reports(MTRs)Logs and Sign-In Sheets-DailyTreatment Logs(DTLs)&Sign-InSheets(Breathalyzer,Sweat Patch &Urinalysis) Reports-Intake,Physical,Psychological,Polygraph,etc.Receipts -Copayments,EmergencyFunds,Medication,Transportation,etc.Treatment Plans(Due every 90 days) ATTACHWENTJ DATE: 1092007 PA9_LF__ ADMsasTAATVE omce orTHE uNTED STATEs couRT9 TREATMENTSERVCES INYOCE BoC:2526 | | budnu oiwiu | 1.BPA | | --- | --- | --- | | | Vendu | | | | .Ad | | | | | | | | clde | | dden iimesteedleteweue D | | 7OUTITY二 | | ToTkCE | | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | BninceDu | | | | | | | | | | | | | | # Part B-Detail ADMNSTRATIVE OFFICE OF THE UNITED STATES cOURTS TREATMENT SERVCES ISNVOICE PARTB) | | | | | | | I.coST | .S9Y | | o | | --- | --- | --- | --- | --- | --- | --- | --- | --- | --- | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | | |

FAQs

What is the purpose of this vendor invoice presentation?

The presentation helps prepare monthly invoices, ensures they are accurate for payment, reduces errors and supplemental invoices, and supports timely payment to each vendor.

What are the three parts of the vendor invoice?

The invoice is divided into Part A (summary of services and total amount billed), Part B (itemized services by defendant/offender), and Support Documentation including monthly treatment reports, logs, sign-in sheets, receipts, and treatment plans.

How are monthly invoices submitted and when are they due?

Invoices must be received in the office by the 10th of each month following the month in which services were performed (e.g., January invoices by February 10).

What authorization is required before services can be billed?

Services must be authorized by a valid PROB 45 Program Plan signed by an authorized referral agent. Services provided without a valid program plan may be deducted before payment.

Sep 3, 2026

Upload by Quinn Holloway