The Mass Payment page is used to create a payment request for multiple consumers for a single provider. In order to use this functionality, users cannot create a Need or a Service Arrangement for each individual participant.
Select Resource Databank from the Global Navigation. The Resource Search page displays.
Enter name and address of the provider and click the Search button. The Resource Search page redisplays with the search results.
Click the Name hyperlink of the provider. The Resource Detail page displays.
Click Services from Task Navigation. The Service List page displays.
Click the Service Type hyperlink. The Service Detail page displays.
Select Mass Payment from Task Navigation. The Mass Payment page displays.
Select the appropriate Aid Code from the drop-down menu.
Aid Codes include:
ET: Use this to issue payments related to FAET services
GOALS: Use this to issue payments related to GOALS services
TAF Employment Svs: Use this to issue payment related to Work Programs services
NOTE: Only one aid code can be selected at a time. The selected aid code will apply to all payments entered on the page.
Enter the Case Number, then click the Select button. The Select Person page displays.
Complete a search with as much of the consumer’s information as possible:
First Name and Last Name
Social Security Number
Date of Birth
Client ID (10 digits)
Enter the search criteria and click the Search button. The Select Person search results page will display.
Select the radio button associated with the correct participant.
Click the Select button. The Select Case page displays.
Select the radio button associated with the correct case number.
Click the Select button. The Mass Payment page displays.
Select the appropriate Name from the drop-down menu.
Select the appropriate Need Category from the drop-down menu.
Select the appropriate Need Type from the drop-down menu.
Enter the amount.
Enter the Begin Date and End Date using the <mm/dd/yyyy> format or the calendar icon for the fields.
Click the Add button to add another entry.
Repeat STEPS 8 through 16.
NOTE: All entries must have mini box associated to each entry.
Click the Approve button.
NOTE: All entered entries will be saved and the appropriate need, service arrangement, and payment request will be created and saved.
This business process flow shows the high-level steps utilized to enter mass payments for multiple consumers for a single provider.
Send in an invoice to the local DCF office for multiple participants they provided services for during the previous month.
Verify the invoice contains accurate billing information for the service provided.
If the invoice is correct:
Route the invoice information to the Operations Staff
If the invoice is incorrect:
Return the invoice to the Provider and work with the Regional Provider Agreement Manager to get the invoice corrected and ready to send to the Operations Staff.
Receive the invoice and perform a search for the provider in the Resource Databank.
Select the provider with a ‘Smart Vendor’ Service Type from the Resource Search page.
Select the ‘Smart Vendor’ service from the Service List page.
Access the Mass Payment page and indicate an aid code, the case number, case name, need category, need type, amount, and begin and end dates for each participant.
Upon clicking the ‘Approve’ button, KEES automatically creates the service arrangement and issues the payment request.
Payments related to Provider Services will be processed in KEES.
A need and service arrangement should only be set up at the time of payment in an effort to avoid creating duplicate needs and service arrangements when Employment Services Mass Payments are completed.
Approving a Mass Payment also authorizes each individual payment request for processing by SMART.
The Begin and End dates for a payment entry defaults with the current date and current date + 1, respectively.
Only one aid code can be selected at a time. This means the selected aid code will apply to all payments entered on the page.
Aid Codes include:
TAF Employment Svs: Use this to issue payments related to Work Programs services
ET: Use this to issue payments related to FAET services
GOALS: Use this to issue payments related to GOALS services