A NOTE ABOUT ACCESS: This function is available to authorized users only. In addition, those who have access to this function may not have access to all fields and buttons mentioned in this document. Please contact the person who set up your access rights if you have any questions.
Billable Log validations are managed via the Billable Log Errors tab. The Errors tab will list errors associated with the Billable Log record. From this screen the user will be able to view current and past errors as well as manage each error separately. After the disposition of each “Undecided” error has been determined the record will either be set to “Rejected” or “Validated.”
Go to Service Management > Billable Log tab > Select Work with Errors > click ‘Go’
Error Code: 110 Ignorable?: No
Cause |
An Address ID value does not exist for the Agency for the Paying district on the FMS Export tab.
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Resolution |
Check the Agency’s FMS Export tab for an address record that matches the RFP’s Paying District.
This error must be confirmed. Once the Address ID has been supplied for the Agency then the record may be reprocessed. |
Notes |
Paying District from the RFP is the one valid for the date of service delivery.
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Error Code: 109 Ignorable?: No
Cause |
An FMS Vendor ID value does not exist for the Agency on the FMS Export tab.
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Resolution |
Check the Agency’s FMS Export tab.
This error must be confirmed. Once the Address ID has been supplied for the Agency then the record may be reprocessed. |
Notes |
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Error Code: 100 Ignorable?: Yes
Cause |
The Date of Service falls within an RFP Cancellation date range.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Check the related RFPs Cancellation tab for conflicts with the Billable Log’s Service Date. |
Notes |
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Error Code: 102 Ignorable?: Yes
Cause |
The current record has contributed to exceeding the daily-allocated units of service.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
To see all records contributing to the total units delivered for the day of this service, filter the Billable Logs by the associated RFP ID on the date of service for the record in error.
Billable Logs with a status of DRAFT or REJECTED are not included in the total calculation used for this validation. |
Notes |
Only applies to Hourly Rate Billable Logs.
1 Unit = 5 Minutes
Units of service for the Billable Log can be found on the Billable Log screen’s Log Information tab in the Billable Information section.
The allocated, or total number of units of service that may be delivered in a single day is equal to the Minutes value on the associated RFP’s Service Request tab in the Period Information section.
It is possible that more than one service session was delivered to the student in a single day, and therefore, more than one Billable Log is contributing to the total units delivered for the day. This validation sums up all Billable Log records for the RFP ID on the day of this service where the Billable Logs have a status of ERROR, VALIDATED, APPROVED, INVOICED or EXPORTED. |
Error Code: 106 Ignorable?: Yes
Cause |
The Billing and Paying districts from the RFP (based on service delivery date) and the Student’s district at the time the service was delivered are not all the same.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Check the RFP Billing and Paying District values and the Billable Log’s Log Information tab for the School at the time of service delivery. |
Notes |
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Error Code: 103 Ignorable?: Yes
Cause |
The time of day that the provider delivered this service is in conflict with another record in the system; showing the provider was with another student at the time, or that the provider did not have sufficient time to travel between locations for service delivery. |
Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Review Conflicting Service Visits listed at the bottom of the Billable Log Errors tab. |
Notes |
This validation uses the start time, duration and location of the service delivery to compare with other records.
The Billable Log’s Start and End times (displayed on the Log Information tab in the Billable Information section) are compared it to other records in the system to determine if the provider was previously engaged.
This validation also uses the Location where the service was delivered (Billable Log’s Log Information tab, Billable Information section, Service Location field) to determine if the provider had sufficient time to travel between locations.
The start time, duration and location information for the current record is compared to the provider’s other Billable Logs with a status of ERROR, VALIDATED, APPROVED, INVOICED or EXPORTED to ensure there was not overlap of services. |
Error Code: 104 Ignorable?: Yes
Cause |
The time of day that the student was provided this service is in conflict with another record in the system; showing the student was with another provider at the time, or that the student did not have sufficient time to travel between locations for service delivery. |
Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Review Conflicting Service Visits listed at the bottom of the Billable Log Errors tab. |
Notes |
This validation uses the start time, duration and location of the service delivery to compare with other records.
The Billable Log’s Start and End times (displayed on the Log Information tab in the Billable Information section) are compared it to other records in the system to determine if the student was previously engaged.
This validation also uses the Location where the service was delivered (Billable Log’s Log Information tab, Billable Information section, Service Location field) to determine if the student had sufficient time to travel between locations.
The start time, duration and location information for the current record is compared to the student’s other Billable Logs with a status of ERROR, VALIDATED, APPROVED, INVOICED or EXPORTED to ensure there was not overlap of services. |
Error Code: 107 Ignorable?: No
Cause |
The RFP’s Program Source and Paying District do not match an entry in the Program Source Allocation table. A Program Source Allocation record was not found.
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Resolution |
Check the Program Source and Paying District from the RFP against values in the Program Allocation Maintenance table.
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Notes |
Must be managed at the District Level by users responsible for Program Allocation Maintenance.
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Error Code: 101 Ignorable?: Yes
Cause |
The Provider is not listed as valid on the linked Contract’s Billing Type for the date of service.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Check the Provider against the Contract’s Billing Type entry for valid Provider dates. |
Notes |
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Error Code: 105 Ignorable?: Yes
Cause |
The date of DOE Approval is GREATER than the Billable Log Service Date by 90 or more days.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
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Notes |
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Error Code: 108 Ignorable?: Yes
Cause |
The service was delivered more times than is specified by the RFP for the prescribed interval.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Check the Interval and Frequency value on the RFP and search for other records delivered within that interval. |
Notes |
Based on the RFP, the service may be limited in the number of times it can be delivered within a period of time.
Within the Interval specified on the RFP, if the service is delivered on more days than is specified by the Frequency value, then this error is generated.
The Interval value is found on the RFP screen’s Service Request tab in the Period Information section.
The Frequency value is found on the RFP screen’s Service Request tab in the Period Information section.
Only applies to Hourly Rate Billable Logs. Does NOT apply to RFPs with Frequency “Anytime” or Interval set to “Day”. |
Error Code: 111 Ignorable?: Yes
Cause |
This service was delivered too close to another service within the same Interval. The minimum number of days between service delivery dates has been exceeded.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
Check the RFP for Interval and Frequency values and search for other records within the same Interval. |
Notes |
Only applies to Hourly Rate Billable Logs. Does NOT apply to RFPs with Frequency “Anytime” or Interval set to “Day” or “Once”.
Minimum Days (MD) between service delivery sessions is calculated to determine the proper spacing for the delivery of services. When the number of days between records is less than the MD value then an error is generated. |
Error Code: 113 Ignorable?: Yes
Cause |
The total Billed Units for all submitted records is greater than the RFP’s total allocated units.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
The Total Allocated Units value can be found on the Billable Log’s Errors tab by selecting the error record from the Error Information list and viewing the Detailed Error Description.
The equivalent Total Minutes value can be found on the RFP’s Service Request tab.
To review all records billed against the RFP, filter the Billable Log by RFP ID. |
Notes |
Only applies to Hourly Rate Billable Logs.
1 Unit = 5 Minutes
Units of service for the Billable Log can be found on the Billable Log screen’s Log Information tab in the Billable Information section.
The allocated, or total number of units of service that may be delivered in a single day is equal to the Minutes value on the associated RFP’s Service Request tab in the Period Information section.
It is possible that more than one service session was delivered to the student, therefore, more than one Billable Log may be contributing to the total units delivered for the service. This validation sums up all Billable Log records for the RFP ID where the Billable Logs have a status of ERROR, VALIDATED, APPROVED, INVOICED or EXPORTED. |
Error Code: 117 Ignorable?: Yes
Cause |
The service was delivered more times than is specified by the RFP for the prescribed weekly or monthly interval and the current record has contributed to exceeding the allocated units of service.
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Resolution |
Resolution policy for ignoring the error is to be defined by DOE.
To see all records contributing to the total units delivered for the specified interval of this service, filter the Billable Logs by the associated RFP ID within the interval of service for the record in error.
Billable Logs with a status of DRAFT or REJECTED are not included in the total calculation used for this validation.
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Notes |
Only applies to Hourly Rate Billable Logs.
An Error is generated if:
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