Billing Due Date
Providers are required to submit monthly invoices for each service category/contract to the Grantee Office no later than the fifteenth (15th) day of the month following the month services were provided (or other date designated by the Grantee Office).
Providers are responsible for submitting bills that only include eligible clients, services and units. Invoices including ineligible clients, services or units will not be reimbursed until Provider deletes the ineligible units from CAREWare.
Documents must be submitted to your Provider Secure FTP Folder.
- Cover page signed by the Provider's authorized signatory.
- Request for Payment - Cover Page (PDF). / Request for Payment - Revised Cover Page (PDF).
- CAREWare financial report (CAREWare).
- General Ledger (monthly, generated from Provider's accounting system); or other supporting documentation acceptable to the Grantee.
- Payroll Report (monthly, generated from Provider's payroll system).
- Administrative Monthly Expense Report (XLS).
Late Submissions & Extensions
- Late submissions may be subject to a 10% monetary penalty.
- Requests for extension must be made in writing and submitted to the Program Manager or Supervisor on or before the due date.
- Maximum extension allowed is 5 (five) business days.
- Providers are allotted a maximum of 4 (four) extensions per fiscal year.
- If extension deadline is missed, a 10% monetary penalty may be imposed.
Fee-for-Service Reimbursement Reconciliation of Actual Costs
The Ryan White Part A (RWPA) program is a cost reimbursement program and the Provider is required to perform an annual year - end reconciliation of the amount charged for services with the actual cost of delivering the services. This also applies to reimbursement based on the Arizona Health Care Cost Containment System (AHCCCS) (Medicaid) fee for service schedule.
The Grantee will provide year-end instructions to Providers by March 31 after the end of the grant year; the reconciliation of actual costs to amount charged will be due no later than April 30.
Providers may be paid for allowable costs over and above the fee for service earnings if there are sufficient unobligated funds remaining in the grant.
Where earnings are higher than actual costs, providers may be required to reimburse the over-payment, or an adjustment may be made to the subsequent grant year reimbursements.