Yes, purchase orders are connected to the case in OR-Kids.

The supervisor of the worker who creates the piece of work will receive the electronic approval request via the system.

No. The purchase order request cannot have multiple participants. Payment will be entered for each child with only one purchase order.

Most of the reporting/querying will be done through a reporting system outside of OR-Kids. Search results from the Payment Search Utility can be printed.

No, Access Control security parameters will not allow this.

Currently caseworkers allow foster parents to keep receipts for clothing and other items purchased via purchase orders. How will this process work in OR-Kids?

Caseworkers should inform foster parents that they will need to submit a copy of the itemized receipt for payment processing. Foster parents can obtain copies or gift receipts from the retailer.

Currently donated funds are placed into accounts linked to SPOTS cards. If SPOTS payments are to be entered into OR-Kids, how will the donated funds get added to the OR-Kids budget?

Funds that are donated by community partners or raised through branch fundraising activities will not be entered into the OR-Kids budget. Similarly, SPOTS payments using these funds will not be entered into OR-Kids.

Currently receipts go to Central Office, therefore, how will payment clerks in local offices issue payments against vouchers?

On the OR-Kids Purchase Order, there is a statement requesting that the vendor return both the purchase order and the receipt to the local branch office that authorized the purchase order. Should a vendor send the receipt to Central Office, they will be re-routed to the branch for payment processing.

Other than invoice-driven payments for BRS placements there are no placement-related approvals within the financial module.

Ongoing foster care payments will automatically begin when the placement request is approved and will continue until the placement is ended.

How can we research payments issued in OR-Kids?

OR-Kids will allow several ways to research payments such as through the Payment Search Utility page, Check Disposition page, or the Navigation Search by provider, case, or participant on the Payment icon.

How do purchase orders work in OR-Kids?

A worker will request a Purchase Order (for PO eligible service types, like Clothing) by using the Services page. The PO authorization must be approved by the worker’s supervisor, and then printed. After a bill/invoice/receipt is received in the branch for the purchase, a Payment Clerk must create a one-time payment to issue payment. The Payment Clerk must reference the authorization number of the original purchase order request by clicking on the Authorization link and retrieving the correct PO authorization. After the one-time payment has been approved by the Office Manager or Supervisor, it will be sent out on a check.

How is a payment request entered for a purchase for which the actual payment amount is unknown?

A worker should always have a receipt from a purchase made (i.e., the SPOTS VISA) and use it to enter the payment request into OR-Kids. If the payment amount is unknown, a Purchase Order request would have to be initiated (if the service type allows) and the dollar amount would have to be an estimate.

How is payment issued to a non-case member?

Payment can be issued to anyone listed as a provider in OR-Kids; however, the payment must be made on behalf of a case participant.

How will a worker order bulk items in OR-Kids if purchase orders are connected to specific cases?

This would depend on the payment type chosen. You could choose to purchase bulk items via a SPOTS VISA, checks or a one-time payment.

How will branch budgets be managed in OR-Kids?

Budget ledgers and allocations will be maintained through the OR-Kids budget module. Please refer to the budget-related training materials for further information about this process.

How will checks issued to youth in ILP work in OR-Kids?

All ILP expenditures will need to be authorized/ approved by the Central Office ILP unit. The checks will continue to be sent to DHS case workers for distribution.

How will contracts be created and paid in OR-Kids?

Contracts will continue to be physically written by appropriate staff – whether in the field or at Central Office – and will be entered into the system by specific staff at Central Office. Business processes are still being finalized and will be posted to OR-Kids Online in the near future.

How will itemized receipts for clothing vouchers be stored in OR-Kids?

Authorized staff will verify valid purchases for clients and enter the exact dollar amount into OR-Kids with receipts scanned into the provider’s record.

Private providers will continue to be created centrally. If field staff need to create a purchase order or payment request for a provider not currently in the system, Financial Program Support staff will need to be notified of the request. Once the provider is created, field staff will be able to complete the purchase order or payment request.

How will payments and encumbrances be adjusted in OR-Kids?

The OR-Kids system will not deploy the functionality that adjusts payments and encumbrances accordingly until Stage 2 implementation.

The total cost should be divided evenly by the number of children and entered separately for each child.

If a supervisor fails to approve a placement, will payment to the provider be delayed?

Yes, payment to the provider cannot be made until the placement is approved.

If payment requests are entered after the service via input from a receipt, how will services be authorized prior to execution of the purchase?

Workers will obtain approval from their supervisor prior to the event via phone or email, as much as possible. Upon entry of the payment request, the worker will forward the approval request to the supervisor who made the authorization via phone or email. When applicable, workers can use the Purchase Order functionality in OR-Kids to obtain pre-authorization. At other times, the 1300 form will be used, just as it should be used today.

If the electronic radio button is selected in the “Remittance Advice” group box will the remittance advice be sent via email? If no email address is on record, will the system prompt the user to enter one at that time?

No to both questions; all remittance advice is automatically sent by mail with the payment at each financial cycle. We do not yet have the ability to send them out electronically.

If we are doing away with many paper forms in OR-Kids, how will auditors ensure approval compliance without signatures?

OR-Kids maintains a rigid audit trail including historical electronic signatures which comply with audit needs. Additionally, some forms will continue to be used and they will be scanned into the OR-Kids File Cabinet.

Workers will continue to make mistakes and/or enter data retroactively, so there will still be over/under payment. However, much of this functionality has been automated in OR-Kids. There should be fewer over/under payments in the long run due to enhanced functionality, but there will likely be a higher number within the first few months after Go Live.

Central Office has identified the budget sources from which any particular type of service should be paid and this has been input into OR-Kids. When choosing a service, the budget source is usually input automatically by OR-Kids. There will be times that a service type might have more than one budget source from which it can be paid. In this instance, the payment clerk will have to make a selection and it will proceed through an approval process.

The number ranges that you see are inserted and managed through Bulk Inventory by clicking the Completed check box and Save which then enables the Add Inventory Items group box to populate the inventory making it available for distribution. Items can also be entered one at a time in the Add Inventory Items group box using the first data field and the Insert button. To enter a group of items, enter the serial number Range Begin # and the Range End #. The Insert and Insert Range buttons will become enabled only after numbers have been entered into the appropriate text boxes.

In OR-Kids, when we initiate vouchers, will we print an original for the transaction and a copy to send to Central Office?

While it is possible to print two with OR-Kids, offices no longer have to send a copy to Central Office because the transaction is already in the system and Central Office staff can access that information in real-time.

Is it possible to view and/or print a report of all cases sub-totaled by a trust accountant?

OR-Kids will not assign a ‘primary’ Trust Accountant. Reports functionality allows users to pull trust reports filtered by participant/cases only.

Is it possible to view provider payment history in OR-Kids?

Yes, provider payment history can be viewed from the desktop outliner or through Search under Case > Payment or Provider > Checks icons. Additionally, provider payment information can be viewed through the Payment Search Utility page (Utilities > Search Menu > Payment Search Utility).

Is it possible to split a single payment to separate funding sources or will this require the entry of separate payment requests? For example, if one transportation payment includes transportation for visits and for services should these be entered separately?

A payment cannot be split to account for different funding sources. If visitation transportation can be paid out of one budget while medical transportation is paid out of another budget, separate services/payments will have to be created in OR-Kids to account for accurate budget tracking.

Must we search for the provider if we have specific identifier information to initiate payment?

Yes, the system requires that you search for the provider. Once you access the Payment Request page, you can enter the provider ID to more quickly retrieve the correct provider.

On the Payment Request page, will the end date have to be updated manually or will the worker need to update it with each payment request?

The end date is driven by the Service Category and Type selected in the Service Information group box – some categories and types will automatically show an end date equivalent to the start date while others will require the user enter both a start and end date.

What happens if an authorized payment is not used?

If a payment record has final approval and is in Pay status, it will be picked up in the next check run and be sent to the provider. Payments that only have an initial approval will be in Pending status and will not be included in the check run. Payments with final approval can be canceled at any point prior to the check run. After payments have been sent out on a check (and are in Paid status), it is not possible to cancel them.

What is the definition of “receipt” in OR-Kids?

The word “receipt” can be defined in different ways in OR-Kids, depending on the kind of work being done. The system allows for creation of receipts (Receipting – Field View page) to give to providers/vendors when they have given the agency money – to apply to an overpayment or to give to a child, for example. The system also tracks receipts that are provided by vendors/provided to the agency for billing purposes.

What is the maximum value for a purchase order in OR-Kids?

All of the current policies will remain in effect around purchase order maximums. In OR-Kids the purchase order shows a maximum dollar amount of $99,999,99.

When a child moves from one placement to another will CANS rate follow or will it need to be re-entered as a new service?

The Enhanced Supervision (CANS) screening is child, not placement specific and will move with the child from placement to placement. Note – the screening is valid for one year and is not applicable to Non-Foster Care placements.

Yes, the worker would have to enter each Bulk Item with a different cost separately to maintain accurate cost accounting in OR-Kids.

Project staff is developing reference materials to assist system users with service definitions. Although this information will not be covered in classroom training, the reference materials will be available for all users at OR-Kids Online in the near future.

The provider information page displays the payment address the system uses for payment remittance.

Will a SPOTS log still be used for VISA purchases?

Yes. A SPOTS log documenting purchases for children and families will still need to exist because not all charges are case-related. Central Office will be able to access the purchases made via OR-Kids for reconciliation of SPOTS purchases. Please note, that business processes related to SPOTS reconciliation is changing due to the functional capabilities in OR-Kids and administrative charges may be handled differently.

Will current CMCs be allowed to be payment clerks in OR-Kids, or is there a conflict related to the separation of duties for auditing purposes?

CMCs may be payment clerks in OR-Kids but if so, will not be allowed to open a provider nor issue a payment in OR-Kids.

Will someone other than a worker’s supervisor be able to determine which placement requests have pending approvals?

Yes, users with access to the utility search menu can view pending placement requests through the service authorization search. However, best practice would dictate that a worker would recall/reroute pending placements/approvals to another supervisor if the worker’s supervisor is unavailable.

Yes, the Funding Request Form will still be required for certain requests until Stage 2; however, the form is being modified to eliminate FACIS-specific or Or-Kids duplicate information.

To meet federal requirements, electronic approval processes act as signatures for approval and creates an audit trail.