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Enter Expenditures & Authorize For Payment

  • Updated

SUMMARY:

This document will walk through how to enter a Service Expenditure for payment and Authorize the Expenditure for payment. Once an enrollment is entered and in “Enrolled” status, it is time to enter a service record and attach an expenditure for payment.

Entering a Service

  1. Program Services: Start a service entry under "Program Services" by clicking the green plus sign.
  2. Service Entry Form:
    • Select the service template and enter the Date of Service and Amount. The Date of Service field defaults to the current date, but should be adjusted to reflect the date the service is approved.
    • Choose the Type (e.g., Dollars, Hours) and review # People Served (auto-populated).
    • The Staff Assignment field is required and defaults to the staff person entering the service expenditure. It can be changed if needed.
    • Optional fields: 
      1. Follow-Up Date: Create by adding a date in the Follow-Up Date field. It will be created for the person listed in the “Staff Assignment” field.
      2. Time with Participant
      3. More Service Info
      4. Case Notes
  3. Service Descriptions: Select and attach the appropriate service descriptions. After choosing a service description, be sure to click ADD in order to attach it to the service record.
  4. Save: Click SAVE to unlock additional tabs (e.g., Outcomes, Referrals, Funding, Expenditures). 
    • Do not panic if you click SAVE AND CLOSE. You will simply have to edit the new “Program Service” record that will be populated for your Enrollment to continue.

Entering an Expenditure

  1. Expenditure Page:
    • Enter the Amount (auto-filled from Basic Information page’s Amount but editable).
    • Choose the Service Expenditure Type.
    • Specify the Vendor/Client (default: Vendor) and related details (e.g., Vendor, Acct #, or Address) based on who will receive the payment.
      1. In order to make a payment directly to a Vendor, select the name of the Vendor from the list. This field is populated from the list of Organizations entered in the “Organizations” screen. If the Vendor is not listed, quickly add it by clicking on ADD.
    • Fill in the Acct # / HH Street Address. 
      1. If a Vendor is being paid, choose “Vendor Code” and enter the reference/account details (account number, invoice number, or name of who the payment is being made for).
      2. If a client, enter the client’s address. The Billing Name will auto-populate if the payment is a client direct payment or the payment is made to a utility with a record entered on the Utilities Supplemental Form.
    • Leave the Check Number/PO field blank while setting up an expenditure. The field will automatically populate when check data is complete and/or imported into empowOR. 
  2. Attach Funding:
    • Select Funder Allotment and set the indicator to “Subtraction.”
    • Attach the appropriate funding source, which can be edited or removed if needed.
      1. To edit a funding source, click REMOVE FUNDING TRANSACTION on the Expenditure page. This will remove the funding transaction from the funding source and return the funds to the available balance.
      2. Be sure to click SAVE AND SHOW LIST or SAVE AND CLOSE after all changes are made.
  3. Check Status:
    • Set the status to Pending (default), Authorized for Payment, or Manually Paid. The status controls what expenditures are available for the Check Writing Process in Vendor Checks.
    • Use Description and Other Notes fields as needed.
  4. Save:
    • Click SAVE AND SHOW LIST or SAVE AND CLOSE to complete the Expenditure Entry process.
    • Additional expenditures can be added by clicking the green plus next to “Expenditure.”

Authorizing Expenditures for Payment

  1. Review Process:
    • Navigate to the Enrollment and Service record or use the Vendor Checks module.
    • Filter and review Expenditures by Program and Check Status (e.g., Pending).
  2. Update Check Status:
    • Change the status to Authorized for Payment to approve.
    • The Authorized Date auto-updates, while the Check Date remains blank until a check is written.
  3. Save:
    • Click SAVE AND CLOSE. The expenditure will no longer appear in the Pending list but can be viewed by updating the search to Authorized for Payment.

Additional Notes:

  • Expenditures can be reviewed using quick links (e.g., Household Name, Service Date, Amount).
  • Documentation and records can be downloaded for verification.
  • Status updates affect the visibility of expenditures in search results.

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