Attachment 1200-1: Invoice Processing Procedures

Updated: 09/2024

Designated DORS staff are responsible for processing invoices received from DORS approved vendors. The process is almost fully electronic, with few exceptions. This document provides instructions and guidance for those staff who initiate the process, approve payments, enter payments, and/or release the payments.

For disability related accommodations regarding the processing of invoices, please consult with the Office Director.

DORS vendors have two options to submit invoices (and reports):

DORS Invoice and Report Portal
Electronic faxing

Regardless of the option used, the invoice is received in a designated email mailbox. The mailbox has more than one staff person who checks for invoices on a daily basis. Each office determines which staff will manage the mailbox and/or the invoices.

For the purposes of this document, the presumption is that all invoices are processed in a .PDF format, using Adobe Reader. Invoices which are received in a Microsoft Word format should be converted to a .PDF format.

Initial Receipt of Invoice

Staff who open the invoice will create a "Comment box" in the PDF. Note: Do NOT use the "Received by…" dynamic stamp.
In the Comment box, Support Staff types in:
1. "Received [date the invoice arrived in the DORS invoice email]"
  - Example 1: The DORS invoice/report portal was used, and the message arrived in the email In Box on 3/01/2021. Support Staff opens the message and begins processing the invoice/report on March 2nd. The "Received date" is 3/01/2021.
  - Example 2: The e-fax was used, and the message arrived in the Inbox on Saturday, 3/06/2021. Staff open the message and begin processing the invoice/report on Monday, March 8th. The Comment box "Received date" is 3/06/2021.
2. The initials of the person typing the date
3. The authorization number
Support Staff forwards the invoice to the Counselor or the designated Review person.
Counselor opens the "TOOLS" in Adobe, then opens "STAMPS."
1. Using the "dynamic" stamp "Reviewed by…" Counselor stamps the document. Note: Do NOT use the "Received by…" dynamic stamp.
2. Counselor forwards the PDF to the Supervisor, Technical Specialist, or designated Approval person.
Supervisor/Technical Specialist opens the "TOOLS" in Adobe, then opens "STAMPS."
1. Using the "dynamic" stamp "Approved by…" Supervisor/Technical Specialist stamps the document. Note: Do NOT use the "Received by…" dynamic stamp.
2. Supervisor/Technical Specialist forwards the document to Support Staff who originated the process.
Support Staff enters payment in the AWARE™ Authorization. The "Entered" date = the "Received" date.
Support Staff attaches a copy of the "Paid" invoice in AWARE™, and attaches a copy of the Portal documentation/message from which the invoice/report was received.
Support Staff submits Paid invoices to the DORS Accounting office at the end of the business day by placing them electronically in the "+Accounting AWARE Bill Pay" folder, which is found on the shared H:Drive.

DORS Accounting Procedures

Designated DORS Accounting staff access the "+Accounting AWARE Bill Pay" folder.
Open the assigned OBVS, WTC or OFS Region folder. Each Regional folder has a sub-folder for each district office.
Open each invoice to verify the information on the invoice matches what is in AWARE™.
If the invoice is correct, release payment in AWARE™ and place the invoice in the designated folder on the H:Drive. This designated folder is created daily by Accounting staff and is used for all invoices for that day.
If there are any discrepancies, a sub-folder is created (within the District folder or Office folder):
1. The sub-folder is titled with the information needed to release it.
2. Examples include:
  - vendor address is not in AWARE™
  - invoice is not paid in AWARE™
  - missing the DORS bill to address
3. Office Support Staff are contacted by email and informed of the discrepancy and sub-folder.
All invoices remain in the AWARE™ released folder for each individual day. The following day those invoices are reconciled to a batch report in AWARE™.
1. All invoices are manually totaled by an adding machine and should reflect the same monetary amount as the AWARE™ report.
2. If everything balances, a file is created and sent to MSDE.
3. If there is a discrepancy:
  1. MSDE is notified that today's report has invoices in it to be deleted.
  2. MSDE is provided with the new total.
  3. The DORS Accounting Supervisor and the DORS Director of Fiscal Management are emailed to:
    1. Make corrections in AWARE™, and
    2. Have the invoice rolled back and re-released for the next day.
Hard copies of invoices and AWARE™ batch reports for each day are kept in Accounting in case of an audit.

General Notes

College/University Bookstore Receipts

When submitting an invoice to DORS Accounting for books and/or supplies from a college or university, a receipt with the list of books/supplies needs to be included as part of documentation.
The invoice and the receipt must be sent as one (1) document; not submitted as two separate documents.

"Comments" Box on the PDF

The border of the "comments" box is red. This color is sometimes lost during the saving process. This has led to confusion regarding what is the "Received red date stamp."

Dispute Stamp

When is it used?
1. If the invoice is received seven or more days after the "invoice date,"
2. If there is a problem with the invoice caused by the vendor (missing info, incorrect address, and others), or
3. There is a dispute about the goods/services ordered.
It is NOT used when a delay in processing is due to DORS.
Procedures (see RSM 3, Section 1208.02c)

If "invoice received more than seven days" and no other issues, then:
1. Insert "comments" box on Invoice.
2. Type "other: delayed receipt, email message attached;".
3. Type "Date corrected" and type the date the invoice was actually received in the office.
4. Send invoice for staff approval.
5. Submit the final approved invoice and the copy of the original email message (which documents the receipt date) to Accounting.
If "missing or incorrect information" is the problem, then:
1. Insert "comments" box on Invoice.
2. Type "other: delayed receipt, email message attached."

Inaccurate or Incorrect DORS Address on the Invoice

If the vendor indicates anyone, or anything, other than "Division of Rehabilitation Services" or "DORS," the vendor is to be contacted and given the correct way to address the Invoice.
It is acceptable to use the PDF "comments" function, and electronically correct the Invoice (i.e., type in the correct name/address) in order to expedite processing of payment.

Inaccurate or Misspelled Consumer’s Name on the Invoice

It is allowable to use the PDF tools to place a line through the misspelling and add the "Comments" function to type in the correct spelling.
This is similar to what is done when using two different authorization numbers for the same invoice.

Inquiries for Payment Status

Field staff:
1. With the vendor, clarify procedure and usual timeframes for expecting payment.
2. Determine, in AWARE™, if invoice has been paid.
3. If lack of payment continues, DORS Accounting for assistance.
DORS Accounting staff:
1. Determine if the invoice has been released by Accounting.
2. Determine if MSDE has received the invoice and if it has been processed.
3. If MSDE received it, check FMIS (the "37 screen") to determine if the invoice has been transmitted to the Comptroller to be released and the check issued.
4. If there are issues with the actual invoice (such as incorrect vendor address), which were not discovered and addressed earlier in the process, contact vendor to correct the items.

Invoice Naming Convention

The required naming convention for invoices when placing them in the H:Drive is:

Authorization number (example: 123456)
space
consumer’s first initial (example: j)
last name (example: smith) (Note: no space between initial & last name)
space
Invoice number (example: 34521)

Example: 123456 jsmith 34521.

Invoice Date

The "invoice date" is not to be changed or manipulated by DORS staff.
If the "invoice date" is AFTER the date the invoice is received by DORS, the invoice is to be returned to the vendor, with a request to correct the date.

Invoice Number

When entering the invoice number in AWARE™, please only use the invoice number provided by the vendor. The invoice number can only be letters and numbers. No special characters, commas, hyphens etc. Just use a space instead.
- Example: Invoice # 123-456 should be entered as 123 456. If the vendor has not provided an invoice number, the invoice is to be sent back to the vendor, with the direction that a number is required.
An invoice number is required. If no number exists, the vendor is to be contacted and reminded of this requirement. If the vendor continues to leave out a number, the invoice is returned to the vendor with guidance that invoices will not be processed without the number.

Invoice Requirement Letter to Vendors

Here is a generic letter which DORS staff can email to vendors. The letter is a reminder of the items DORS requires to be on all invoices. It is also available on the Becoming A Vendor page of the DORS public website.

Released Payments

Please do not resend invoices that have already been released in AWARE™.
Before resending an invoice, please check AWARE™ to determine the status.

​​​​​​​RSM 3: Finance, Network & Facilities