1. (a)

   1. (1) Arkansas Rehabilitation Services requires segregation of duties to ensure effective internal control in regard to authorizing services.
   2. (2) The implementation of the new case management system (CMS), System 7, enables staff to perform key functions required by their role.

   3. (3) The authorization process is as follows:

      1. (A) Support staff creates the authorization from the invoice;
      2. (B) The counselor approves and dates the authorization;
      3. (C) Service provision to client will be verified by staff and client satisfaction documented in the ECF; and
      4. (D) The support staff submits payment to accounts payable.

2. (b) Accounts payable.

   1. (1) Verify proper invoice with authorization/payment.
   2. (2) Verify dollar amounts, vendor and client name.
   3. (3) Reject authorizations/payments that contain errors.
   4. (4) Approve authorization for final payment.

3. (c) Additional provisions.

   1. (1) All authorizations must have a copy of the invoice attached.
   2. (2) All new counselors’ authorizations must have manager approval.
   3. (3) Authorization for five thousand dollars and one cent ($5,000.01) or more but less than ten thousand dollars ($10,000) (tax excluded) will require manager approval.
4. (d) Chief of Field Services. Authorization for ten thousand dollars and one cent ($10,000.01) or more but less than twenty-five thousand dollars ($25,000) (tax excluded) will require the approval of the Chief of Field Services through the manager.

5. (e) Procedures — Provision and authorization of services.

   1. (1) Before an authorization is issued the counselor must consider the following issues:

      1. (A) Is this service allowable under Arkansas Rehabilitation Services policy;
      2. (B) What, if any, limitation exists to providing this service;
      3. (C) Are there any comparable benefits available to provide the service;
      4. (D) Has the counselor verified financial need;
      5. (E) What other required references need to be accessed (i.e., fee schedule, vendor list);
      6. (F) Does the counselor have sufficient funds in the allotment to procure/provide the service and if not, whom does the counselor contact;
      7. (G) What documentation is needed to procure/provide the service (i.e., licensed medical consultant, prior approval, case note);
      8. (H) Document method of calculating cost of services (i.e., estimates, quotes, recommendations, fee schedule, etc.) and explain why the current service is needed;
      9. (I) How is the paperwork routed; and
      10. (J) Determine if the vendor is in the case management system vendor list.
   2. (2) Complete a W-9 if needed.
   3. (3) The case management system will generate the status move after required data is keyed.

   4. (4)

      1. (A) The authorization is routed to the vendor.
      2. (B) It can be emailed, copied, faxed, or mailed, and the copy is automatically generated in the ECF.
      3. (C) The individual may be provided a copy.
   5. (5) Key required information into the case management system for Arkansas Rehabilitation Services purchase authorization.

   6. (6)

      1. (A) When billing statement is received, verify the individual received the service.
      2. (B) Document in the ECF.

   7. (7)

      1. (A) Key required information into the case management system for payment.
      2. (B) Support staff will be responsible for making payments.
      3. (C) Payment will not be processed without an attached bill from the vendor.

Codification Notes: “ECF” means electronic case file.