1.1. Business Process Steps
The worker identifies services for children, adults and their families to ensure their safety and well-being. Follow the steps below to request, set up and process a Vendor Payment in KEES.
Worker
· Work with the consumer to identify all services needed.
· Fill out the PPS 2833: PPS Client Purchase Agreement Payment Request and Authorization form to show what services are needed for the consumer.
o Research SMART to determine if the vendor already exists or is a new vendor.
NOTE: If the Social worker completes the 2833 they will email the form and all supporting documents to the PPS Worker.
· The Completed form and any supporting documents are emailed to Operations.
· Image the PPS 2833: PPS Client Purchase Agreement Payment Request and Authorization form and all supporting documentation into ImageNow using the guidance below:
o Application Plan: KEES Case – PPS
o Capture Profile: Package Mode
o Drawer: Case – No Task
o Document Type: PPS Payments
· Create a VenPay program block once the vendor exists in KEES, all information is up to date and a bill/invoice has been received for services provided.
o If the consumer already has a PPS case number the VenPay program block will be set up on the existing PPS Case number. SEE Add New Program - PPS
o If the consumer does not have a PPS case number but received benefits on an EES case number, the VenPay program block will be set up on the existing EES case number. SEE Add New Program - PPS
o If the consumer does not have a PPS or EES case number a new case will need to be created for the VenPay program block. SEE New Case Registration – PPS
· Consumer(s) who are referred to PPS by Adult Protective Services (APS) or Family Services will most likely not have an established case in KEES.
o Set up and submit the payment for the Vendor in KEES.
§ The SMART interface will send the payment information from KEES to SMART. SEE Vendor Payments (VenPay) - PPS
Operations
· Evaluate the 2833 to determine if the Vendor is new or already exists.
o If the Vendor is new create them in SMART.
§ The nightly SMART interface will send the new vendor to KEES. The new vendor will not be added to KEES until the next business day.
o If the Vendor already exists update any information that is incorrect.
§ If a change is made to an existing vendor in SMART, the nightly SMART interface will send the updated information to KEES. The new information will not be updated in KEES until the next business day.
· Consumer(s) who are referred to PPS by Adult Protective Services (APS) or Family Services will most likely not already have an established case in KEES.
1.2. Identified Changes
· VenPay program block will be set up in KEES.
· VenPay forms and supporting documentation will be imaged to ImageNow
1.3. Key Process Considerations
· If a payment requires an invoice, the invoice must be received before entering payment information into KEES.
· The PPS 2833: PPS Client Purchase Agreement Payment Request and Authorization form is primarily used to record vendor payments, but other forms can be used in certain situations.
· The SMART interface is a nightly batch. The new/updated vendor information will not be available until the next business day.
· Funding Limit Validations:
o Maximum: Payment Request cannot be approved when at or above this limit
§ VenPay: $3500
§ Message: Adjusted Amount - Requested Amount exceeds issuance threshold
· Worker should adjust the amount to something below the threshold or have a supervisor contact KEES Help Desk if approved to authorize over the threshold amount.
o Secondary: Supervisory Approval is Required
§ Message: Adjusted Amount – Supervisory approval required.
If Issuance Method is EBT and Adjusted Amount is equal to or greater than $2000, then the worker will not able to Approve the payment request. An ‘Authorize Payment Request’ task is generated for the PPS-CO queue. PPS Admin staff will need to claim the task, authorize the payment using the Supervisor Approval button and then complete the task with a Status Reason of ‘DCF-Complete’.