Finance Invoicing arrangements for Framework Agreements

Transcription

1 Finance Invoicing arrangements for Framework Agreements With the commencement of the new Framework contract there are some changes to invoicing arrangements. Currently providers send invoices to different places because of where Devon County Council finance clerks are based and what client group they support. As the framework is generic our intention is to process invoices in a more coordinated way so that each provider has one invoicing and contact point only. Therefore in Appendix 1 you will see a list of the 28 Lead providers and an contact for the provision of an electronic invoice, in the prescribed excel format. The reason for this requirement is that if an office should have a query for a service user who resides in another Zone then they can the provider invoice to the finance clerk in that zone so they can make the necessary enquiries. As always it helps the clerks enormously if you can state on the detailed record why the delivery of a service is not as commissioned. Secondly this is an opportunity to reinforce the invoice requirements in that invoices should be sent within 10 days of the end of the 4 weekly invoice period, for payment within 20 days of the date of the invoice. Invoices will not be accepted for different periods or settlement periods. The timetable is attached in Appendix 2 as is the required format of the invoice. The agreement actually states 5 working days however Devon County Council understands with the introduction of subcontracting that 10 days is a more realistic timescale at least for an initial period. Devon County Council understands that providers will have different invoicing applications which may output individual service user invoices or a summary invoice. Devon County Council s requirements are a summary invoice supported by the individual service user delivery as outlined in Appendix 2. The reason for this requirement is that the information supplies the basis for billing our service users any individual charges. Existing service user business should already be invoiced in this way and will continue to be sent by existing providers until service users are transferred to lead providers, however there is now an opportunity for both new and existing invoices to be sent in the one format. It has become apparent that alternative local arrangements have devolved which have not been agreed with procurement under the current terms of invoicing. This is an opportunity to ensure that these arrangements are now unified so that Devon County Council can process incoming invoices efficiently for the benefit of both providers and our service users. Finally Lot 3 providers who currently use CM2000 have already been sent a letter detailing how new business will be invoiced using existing systems. The normal CM2000 timetable applies and is attached as Appendix 3. 1

2 Appendix 1 Manual Invoices Lot 1, 2 and 3 (where CM2000 is not in use) Ark Home Healthcare Ltd Assisted living South West Brandon Trust Caraston Hall Care UK Homecare Ltd Caretime Ltd Carewatch care services Ltd Chapter 1 Chapter Care (North Devon) Ltd Dartmoor care consort (Headway) Guiness Care & Support Helping hands Homelife Carers Group Ltd Larkstone Supported Living Leonard Cheshire Disability Lifeways Community care Lyndridge Magna Housing Association Ltd Mulholland Care Nestor Primecare t/a SAGA Newcare (Devon) Ltd Newcross Q care Ltd Sanctuary Home Care Ltd Selbourne care Ltd t/a DOVE The Disabilities Trust (Birt) Trenovissick Well UK 2

3 Appendix 2 Non CM Weekly Invoice period From Monday To Sunday Invoice & supporting detail to DCC (latest date) 12/03/ /04/ /04/ /04/ /05/ /05/ /05/ /06/ /06/ /06/ /07/ /07/ /07/ /07/ /08/ /07/ /08/ /09/ /08/ /09/ /10/ /09/ /10/ /11/ /10/ /11/ /11/ /11/ /12/ /12/ /12/ /01/ /01/ /01/ /02/ /02/ /02/ /03/ /03/ /03/ /04/ /04/2013 3

4 LOTS 1, 2 (& 3 where CM2000 is not in use) Name of Provider: Address: Service User's Name CareFirst No. Please this supporting return with your invoice to within 10 days of the end of the billing period Care Service delivered for four week period 15/04/ /04/ /04/ /05/2012 Cancel Code TOTAL Notes Where there is a variation to the contracted service for the week ending date please show the service not delivered in the cancel column and the reason (A; B or C) in the code column. Where relevant this information is required to ensure correct charging to the service user. Reason Code A Hospital B Service user cancelled with 48hrs' notice C Service user cancelled - no notice (i.e. aborted visit) 4

5 CM Payment Processing Schedule weekly invoice period 09/04/ /05/ /05/ /06/ /06/ /07/ /07/ /07/ /07/ /08/ /08/ /09/ /09/ /10/ /10/ /11/ /11/ /12/2012 Providers reconciling data and running pending invoices. (8 days after period end). DCC Finance review pending invoices. (4 working days). Providers create final invoice. (2 days) DCC Finance to authorise invoices in CM2000 (1 working day after submission of invoice) Systems Support process batches and generate automatic invoice (2 working days) DCC Finance to check Provider invoices and mark as complete (2 working days) Systems Support to set up extract to finance system (1 working day) Provider Payment Received (for BACS payments) 17/05/ /05/ /05/ /05/ /05/ /05/ /05/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /06/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /07/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /08/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /09/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /10/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /11/ /12/ /12/ /12/ /12/ /12/ /12/ /12/ /01/ /01/ /01/ /01/ /01/ /01/ /01/ /01/2012 * Normal processing days may have changed due to Public Holiday(s) within this processing period. 5