"Request for Payment" Printout 415-35-10-05

(Revised 12/1/03 ML #2895)

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The following is a very general statement of the billing process. For details and to answer specific questions from vendors, refer to the "Billing Instructions" section of the Vendor's Billing Manual Chapter 416-01.

 

  1. Information Given on the Report

In the upper left-hand corner will be printed the vendor's name, address, telephone number, and the vendor identification number. The vendor ID number is a seven-digit number.

 

At the top center of the report is given the name of the report and the date on which the report was printed.

 

In the upper right-hand corner will be printed the instructions to the vendor for completing the billing section.

 

The information for each customer is listed in alphabetical order of the customer's last name. It includes the name and billing number of the customer. If the customer account number was included on the "Household Data" screen, it will be included on the report. (Customer account numbers for MDU, Xcel Energy, Ottertail, and Ferrellgas are submitted on their web billing.) The customer's co-payment percentage, the LIHEAP benefit percentage, and the authorization period are given on the report.

  1. Completing the Billing Section

To the right of the customer's billing number are blanks for the vendor to use to write in the amount of unpaid bills. The vendor MUST complete the date of delivery, write in the code for the type of fuel provided, the amount of product (gallons, KWH, etc.) and enter the cost of the delivery. Vendors of fuel oil, propane, etc., will be asked to submit the invoice number of the delivery ticket. This will NOT apply to utility companies who do not use delivery tickets. Vendors will also be asked whether they have billed the "cash" price, by entering a Y (yes) or N (no). This also will not apply to utilities. The vendor may submit one bill on each line, and there are two lines provided for each customer, so he may bill for up to two deliveries for each customer. The vendor may NOT combine more than one delivery on each line. (See 415-35-10-15 for how to bill more than two deliveries.)

 

The date of delivery must be completed with a total of six digits as follows: 01-01-95. The date of delivery must be the date the fuel was provided to the household, or if it is a metered fuel such as electricity or natural gas, the date of delivery must be the date the meter is read. The computer will not accept a delivery date if it has been submitted previously.

 

The computer will go through a series of edits to determine if a bill is a "duplicate" that should be rejected. If the delivery date is the same as a bill already paid, the system will check for a different invoice number or a different fuel type. Is so, the bill will be accepted for payment. This computer capability at the time of vendor billing should greatly reduce the number of miscellaneous payments county staff must handle.

 

The code for the type of fuel must be WRITTEN IN . . . ONE type of fuel for each delivery date. If a customer changes type of fuel within the authorization period and the dealer is the same, you will need to enter unpaid bills as miscellaneous payments for the previous fuel type. However, if a customer uses two types of fuel, and you have authorized both on the computer, both deliveries can be on the same form when the vendor is the same for both (EXCEPTION: All payments for secondary electric heat are entered by the county through a miscellaneous payment).

 

             

 

 

Customer Billing #

 

Delivery

Date

 

 

Type

 

 

Invoice

 

Quantity

Delivered

 

 

Cost

 

Cash

Disc

 

100108234

 

10-11-10

 

03

 

1434

 

300

 

$250.63

 

Y

 

100108234

 

11-09-10

 

01

 

1435

 

275.25

 

$275.40

 

Y

 

 

 

The codes translate as follows:

   

 

01. . . . . . . . . .Oil

 

05. . . . . . . . . .Wood

 

02. . . . . . . . . .Natural Gas

 

06. . . . . . . . . .Coal

 

03. . . . . . . . . .Propane

 

07. . . . . . . . . .Other

 

04. . . . . . . . . .Electricity

 

08. . . . . . . . . .Tank Rent

 

 

 

16. . . . . . . . . .Hook Up

 

 

 

The cost of the fuel must be that for a single delivery of fuel only. The vendor may enter the exact amount of the delivery including the cents. He may also add in any normal delivery charges, but not finance charges. Deposits may NOT be included.

 

If he chooses, the vendor may hold the "Request for Payment" until all customers listed have a bill to be submitted, although most vendors will likely want to submit bills for those customers owing money at least once per month, if not more often. Those customers who do not owe a bill at the time the report is completed may simply be left blank. Their names will appear again on the next updated "Request for Payment."

 

  1. Mailing the Report and Vender Signature

Instructions for mailing the "Request for Payment" are printed on the left side at the bottom of the list of names on the last page of the report if the list of approved customers is more than one page long.

 

The vendor agreement is printed on the right side at the bottom of the list of names on the last page of

the report.

 

The vendor MUST sign and date the "Request for Payment" before it will be processed.