120-5          FEE AGENT BILLING AND PAYMENTS

Field Services manages the billing process to ensure fee agents are paid timely for services they provide to DPA Division of Public Assistance.  In addition, Field Services also perform other tasks related to fee agent payments, which include providing verification of fee agent payments for eligibility staff and other agencies such as Department of Labor.

120-5 A.     RESPONSIBILITIES OF THE FEE AGENT BILLING COORDINATOR

• Maintain an updated master list of all DPA Division of Public Assistance fee agents.

• Obtain a signed Fee Agent Agreement (FA 33 Fee Agent Provider Agreement) form from all fee agents and ensure that forms are current.

• Maintain personnel files for active fee agents that include copies of the signed FA 33 Fee Agent Provider Agreement, Fee Agent Update (FA 36 Fee Agent Update) form, and other forms required by Division of Finance such as the Substitute Form W-9.

• Coordinate submission of all Fee Agent Billing Report (FA 8 Fee Agent Billing Report) forms to Division of Finance.  This involves:

• receiving and verifying information reported on fee agent billing forms;

• verifying that transactions comply with policies and procedures;

• preparing batches of FA 8 Fee Agent Billing Report for data entry and submission;

• entering fee agent billing and payment information in an Excel spreadsheet;

and

• keeping all records of billing forms.

• Respond to fee agent questions and inquires about their billing payments.

• Provide information to Department of Labor when conducting audits.

• Ensure confidentiality when providing fee agent information to other agencies and institutions.