1. Reference Guide Module 5: Billing November 2014 Reference Guide Module 5: Billing November 2014

2. Performance Based Prevention System (PBPS) Reference Guide Welcome to the Performance Based Prevention System (PBPS) Reference Guide. PBPS is Washington State’s data entry system used to track participants involved in publicly funded prevention activities. This is Module 5 of 5, Billing. In this guide you will learn how to use the PBPS to plan and review your Budget and Invoice your A19s. 2 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

3. Performance Based Prevention System (PBPS) Reference Guide To enable all features of this module, please make sure you are viewing this Power Point presentation in slide show mode. Either click on the Slide Show icon in the bottom left corner of your screen… – OR – Select Slide Show from the tool bar, then select From Current Slide Division of Behavioral Health and Recovery PBPS Reference Guide: Module 1 Getting Started 3

4. Performance Based Prevention System (PBPS) Reference Guide At any time you can click on the icon in the bottom right corner of the page to return to the Content Guide. Sometimes an icon will appear in the top right corner of the page you are viewing. Hover over the icon to read quick tips about the content you are viewing. 4 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

5. Billing Budget Invoice Submitting A19s 5 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing Managing your Budget Using the Balance Page Budget Helpful Hints Printing & Uploading A19s Invoice Helpful Hints

6. Billing Budget Managing your Budget Log into PBPS (www.kithost.net/wa)www.kithost.net/wa From your Home page select Billing On the next page select Budget 6 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

7. Billing Budget Managing your Budget The PBPS Budget page is designed to allow you manage your Budget and see what you have spent. The Budget page is where you can review your Balances 7 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

8. Billing Budget Using the Balance Page 8 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing Select the Organization you are submitting an A19 for if it is not displayed. This is a summary of your Total Contracted Budget and the remaining Balance (based on what has been entered into the PBPS). Your Year 1 Fiscal Planned Budget is displayed here. The dollar amounts are based on what you entered into the PBPS under Programs. Select Edit to make any changes. This will take you to the Program Submission page. Your Year 1 Actual Budget is displayed here. These cannot be edited. Your PSM will use the Lock feature at the close of a fiscal year to prevent further billing for that period. Any remaining funds will automatically be transferred to Year 2 when this occurs.

9. Billing Budget Using the Balance Page 9 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing Your Year 2 Fiscal Planned Budget is displayed here. The dollar amounts are based on what you entered into the PBPS under Programs. Select Edit to make any changes. This will take you to the Program Submission page. Your Year 2 Actual Budget is displayed here. These cannot be edited. This is a summary of your Biennial Budget. These totals will change as changes are made to Years 1 and 2.

10. Billing Budget Budget Helpful Hints 10 The Budget displayed only reflects what you have entered into the PBPS. Changes in your Budget in excess of 10% will require you to resubmit the Program’s revised budget to the PSM for approval. Once you have added Services to a Program you will no longer be able to edit the Budget. Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

11. Billing Invoice Submitting A19s The Invoice feature in the PBPS allows you to submit your A19s – This process will: streamline contractor Billing eliminate the submission of A19s on paper allow contractors to report expenditures by multiple funding sources 11 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

12. Billing Invoice Submitting A19s From your Home page select Billing On the next page select Invoice 12 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

13. Billing Invoice Submitting A19s 13 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing Select the Organization you are submitting an A19 for if it is not displayed. Select a Billing Month Select the Billing Month associated with the A19 you are submitting. You will not be able to modify the following fields at this time: Date Created, Billing #, and Invoice Status.

14. Billing Invoice Submitting A19s Date Created – If you select a month that has an A19 submission, PBPS will autofill the date to the date you created the previous Invoice. If this is a month without any Invoices, the date will remain blank until you submit the A19. PBPS will autofill the Date Created and Date Submitted with today’s date. Billing # – this tracks the number of A19s submitted for the month selected – For example: 1 is the first A19 for the month 2, 3, etc. are supplemental A19s for the month – If you need to modify a previously submitted A19 in a given month change the Billing # to the appropriate A19 Invoice Status – lets you know the status of the A19 – Draft – you have not yet submitted the A19 – Pending Review – you have submitting the A19 and are waiting for DBHR approval – Accepted – DBHR has accepted the A19 and it will be processed for payment 14 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

15. Billing Invoice Submitting A19s After you select the Billing Month, you will see the Billing Detail displayed at the bottom of the page. Only Programs with Services for that billing month will show up in the Billing Detail. 15 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing

16. Billing Invoice Submitting A19s Select in the task pane. Select in the task pane when you are finished. 16 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing Now you can modify spending amounts by clicking on the box you want to edit. In this example the Programs only have SAPT funding. If they had multiple funding types you could edit any of the funding sources. If you have been given any exemptions by your PSM to submit Invoices for future month services, please include those details in the Notes section. You can now Submit your A19 to DBHR.

17. Billing Invoice Printing and Uploading A19s DBHR’s new Billing module in the PBPS does not require an actual signature on your A19. Because you are entering PBPS through your own personal account, an implied electronic signature is assumed. – However, some contractors may have processes where a signature is required before staff can submit bills for payment. In this case you may print your A19 for signature before submitting it to DBHR. To print your A19… 17 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing Select the Billing Month Select Print

18. Billing Invoice Printing and Uploading A19s Your A19 will open up in a print screen. Print the document and get the necessary signatures. To upload your signed A19 back into the PBPS, scan the document into your computer. – Use a naming convention that is easy to identify when saving the A19 For example: Evergreen Community Coalition Prevention A19_Aug2014 18 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing After saving the A19 to your computer, select Choose File. Your computer drives will open to select the file. Type in a brief Description, like Evergreen Community Coalition A19 for August 2014. When you are finished, select Upload.

19. Billing Invoice Invoice Helpful Hints 19 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing The total amount billed in the A19 cannot exceed the total contracted amount by funding source. A19 review will occur online using the PBPS. A list of Invoices Pending Approval will be available to the appropriate staff. An email documenting the submission of an A19 will be sent to the contractor who submitted the Invoice, DBHR, and the primary contact identified in PBPS. If your A19 is not accepted by DBHR the Invoice Status will change back to Draft. You will receive an email saying you need to modify your Invoice. Once you make changes, resubmit your A19. If your Invoice is accepted, DBHR will submit the A19 to the DBHR fiscal staff for payment. The Invoice Status will change to Accepted.

20. Performance Based Prevention System (PBPS) Reference Guide For more information on using PBPS, please review the other PBPS Reference Guide Modules  Module 1: Getting Started  Module 2: Planning  Module 3: Service Entry  Module 4: Reports If you need further assistance on any topic covered in this Reference Guide, please contact your Prevention System Manager at DBHR. 20 Division of Behavioral Health and Recovery PBPS Reference Guide: Module 5 Billing