Use this procedure to view summary and detail vendor payment information, and to view payment adjustment information.
To view summary payment information:
From the Left Navigation menu, select Payments, then select Vendor Payment Search.
The Vendor Payment Search page displays.
Enter Payment ID to search for payments with a specific payment identification number or proceed to Search for a Vendor Payment.
Click Search.
The page refreshes to display the list of payments associated with the vendor ID entered in the search.
Click the edit icon next to the payment to view.
The Payment Summary page displays.
View the Vendor Information, Payment Calculation, and Payment Line Items sections.
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The VaCMS issues a single payment per vendor per payment cycle and includes payments for attendance received across all localities with children being served by the vendor. The payment amount displayed is the total amount paid to the vendor for the payment ID (across localities). The co-payment amount displayed is the total co-payment subtracted from the vendor’s payment. |
Click Next.
The Payment Detail page displays.
To view the detailed payment calculations for each child included in the payment:
The Payment Detail page displays.
View the payment Calculation Detail for all of the children included in the payment identification number.
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If a family has multiple children authorized to different vendors, the VaCMS deducts the co-payment based on the defined authorization co-payment split. If a family has multiple children authorized to the same vendor, the VaCMS deducts the co-payment amount owed by the family to the vendor from the total amount paid to the vendor. If a child is attending an in-state vendor, the vendor’s locality is used to look up the appropriate payment rate. If the child is attending an out-of-state vendor, then the child’s locality is used to determine the appropriate payment rate. The VaCMS makes payments based on hours and authorizations, either full day (FD) or part day (PD). Less than five hours is considered a PD. A FD is between 5-11.99 hours, a FD and a PD is between12-16.99 hours, and two FDs are between 17- 24 hours. Two PDs do not equal one FD. If a child attends child care for two hours, but only has FDs available, the VaCMS uses one FD to pay the vendor for the two hours of service. This is for consecutive hours of the same day and not hours occurring on consecutive days. |
Click Next.
The Payment Adjustments page displays.
To view payments adjustment information:
The Payment Adjustments page displays.
Review the Pending Adjustments section.
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Adjustments are created manually or generated by the VaCMS and are associated to a vendor, family, child, authorization, and funding program. When the VaCMS generates an adjustment, it automatically creates and adds a task and reminder to the VaCMS homepage of the case worker who is assigned to the case, so they can work with the financial manager to take appropriate action. When the funding program information is retroactively changed, the case worker should update the authorization accordingly with the new funding program. The VaCMS automatically transfers fund expenditures between programs. The VaCMS generates an adjustment when an update to a case is made that affects a prior payment. The VaCMS generates a payment adjustment in two scenarios: First, when the date of birth is updated for a case. Second, when the special need rate indicator is retroactively changed. Only Pending Adjustments can be voided. To void a pending adjustment, select the checkbox next to the adjustment that is to be voided and click the Void button. |
View the Approved Adjustments section.
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The Approved Adjustments section displays summary information for an adjustment Approved by the worker. Only overpayment adjustments in Approved status will have a checkbox next to them indicating that the adjustment can be included in a receivables account. Underpayment adjustments will never have a checkbox next to them. Once an adjustment is included in a receivables account, the status will display as Open in the Approved Adjustments section and the checkbox will no longer display. Workers will only be able to Approve adjustments specific to their own locality and will only be able to view the pending adjustments for other localities. |
To create a manual adjustment for a payment:
Click the Create Manual Adjustment button.
Proceed to Create a Manual Adjustment.
To update a manual adjustment:
Click the edit icon next to the adjustment to be updated in the Pending Adjustment section.
Proceed to Update a Manual Adjustment.
To approve a pending adjustment:
Click the edit icon next to the adjustment in the Pending Adjustment section.
Proceed to Approve a Pending Adjustment.
To void a pending adjustment:
Proceed to Void a Pending Adjustment.
To view or update adjustment details:
Click the edit icon next to the adjustment in the Approved Adjustment section.
Proceed to View or Update Adjustment Details.
To create a receivables account:
Select the checkbox(s) next to the appropriate adjustment(s) to be included in the account in the Approved Adjustment section.
Click Create Receivables Account.
Proceed to Create a Receivables Account.
The summary and detailed payment information, and the payments adjustment information is viewed.
Updated 05/02/2014
