This business process flow shows the high level steps utilized when setting up and authorizing a vendor payment for PPS programs.
See PPS Vendor Payments Process.
Vendor Payments may be authorized on a time limited or one-time only basis if the consumer has a specific need which cannot be met through Medicaid, the monthly subsidy payment or another resource. Adoption Assistance, Permanent Custodianship Subsidy, Youth Independent Living, Family Services and Adult Protective Services all utilize Vendor Payments.
Vendor Payments require 3 steps:
Completing the Needs and Service Arrangement pages,
Setting the Vendor Payments (VenPay) program block to Active, and
Entering the Payment Request when the bill/invoice is received.
For Adoption Assistance, Permanent Custodianship Subsidy, and Youth Independent Living the PPS Vendor Payment is to be added to the PPS case. For Family Services and Adult Protective Services the PPS Vendor Payment can be added to an EES case on which the consumer is listed as a household member. If the consumer is not known to KEES a new case must be created. See File Clearance and Registration. All household members must be added to a case established for Family Services, while only the recipient of services is to be added to the Adult Protective Services case.
As all vendors are populated in the Resource Databank by SMART, workers must complete a search of the Resource Databank to verify the Payee (Provider) listed on the PPS-2833 is in the Resource Databank. See Searching the Resource Databank.
If the Payee is found in the Resource Databank, proceed to Adding a PPS Vendor Payment.
If the Payee is found in the Resource Databank with inaccurate information or is not found, submit the required paperwork to SMART. When the information has been updated proceed to Adding a PPS Vendor Payment.