DVSS Legal Services Supplemental Invoice Instructions

Purpose of the Supplemental Invoice

The Supplemental Invoice is used when additional services, adjustments, or corrections need to be documented after the original invoice has been issued. This ensures that clients receive an accurate record of all charges and that DVSS remains compliant with state reporting requirements.

When to Issue a Supplemental Invoice

• Changes in case scope after the initial billing period.
• Correcting clerical errors on the original invoice (e.g., mistyped rates, missing line items).
• Adding latefiled services that were performed but not billed.
• Reversing a previously billed amount due to overpayment or dispute resolution.

StepbyStep Instructions

1. Verify Eligibility

1. Confirm that the service or adjustment falls within the billing period covered by the original invoice.
2. Check that the clients account is still active and has not been closed or transferred.
3. Ensure there is a documented justification (e.g., supervisor note, case file amendment).

2. Gather Required Information

• Original invoice number and date.
• Client name, case number, and contact details.
• Date(s) of the additional service(s) or correction.
• Detailed description of each supplemental charge.
• Applicable rate schedule or fee agreement.
• Signature or electronic approval from the supervising attorney.

3. Create the Supplemental Invoice

Use the DVSS Supplemental Invoice template in the internal billing system. Complete the following fields:

1. Header Include Supplemental Invoice in the title, reference the original invoice number, and assign a new unique supplemental number.
2. Client Information Replicate the client details from the original invoice.
3. Line Items Add each new charge as a separate line. Include service date, description, quantity, unit price, and total.
4. Adjustments If correcting an error, list the original amount, the correction, and the net adjustment.
5. Total Due Sum all new charges and adjustments; the total may be a credit (negative amount) if refunding the client.
6. Notes Provide a concise explanation for the supplemental billing.

4. Review and Approve

The draft supplemental invoice must be reviewed by:

• The supervising attorney or designated billing manager.
• The finance department for compliance with state regulations.
• Any required external auditors if the adjustment exceeds $5,000.

All approvals must be captured within the electronic system before the invoice is finalized; a paper signature is not acceptable.

5. Issue the Invoice to the Client

1. Export the finalized supplemental invoice as a PDF.
2. Email the PDF to the clients primary contact using the standard Billing Supplemental Invoice subject line.
3. Attach a brief cover note summarizing why the supplemental invoice is being sent.
4. Log the transmission in the case management system (date, recipient, method).

6. Record the Transaction

Update the clients billing ledger:

• Enter the supplemental invoice number, date, and total amount.
• Reconcile the entry with the accountsreceivable ledger.
• Flag the case file for audit trail verification.

7. FollowUp

If the supplemental invoice includes a balance due, initiate the standard collection process:

1. Send a reminder email 7 days after delivery.
2. If unpaid after 30 days, issue a formal notice and contact the client by phone.
3. Escalate to the Collections Unit if the amount remains unpaid after 60 days.

Common Errors and How to Avoid Them

• Mismatched Invoice Numbers: Always reference the original invoice number in the header and notes.
• Incorrect Rates: Verify the current rate schedule before adding line items.
• Missing Approvals: The system will block finalization if required signatures are not logged.
• Late Submissions: Supplemental invoices must be issued within 90 days of the original billing period unless a statutory exception applies.

Key Policies & References

DVSS Billing Policy Section 4.3: Defines permissible reasons for supplemental invoicing and the 90day issuance window.

State Law 4522B: Requires all supplemental invoices to be retained for a minimum of seven years and to be accessible for audit.

Internal Controls Manual Chapter 7: Outlines segregation of duties between billing, supervision, and finance.

Contact Information

If you have questions about the supplemental invoice process, please reach out to the Billing Support Team:

• Email: billing.support@dvss.gov
• Phone: 18005550123 (option 2)
• Office Hours: Monday Friday, 8:00am 5:00pm CT