USCCB/MRS Migration &Refugee Information System Resource Guide R&P Remote Placement Program (RPP) Guide Reimbursements This MRIS Instructional Guide highlights the various types of reimbursements for activities within the RPP program and the submission processes for each in MRIS. 1. Direct Assistance Request/Voucher (MRS-AD5)... 2 2. Summary of Direct Assistance Given to Refugees (MRS-AD6)... 8 3. Per Capita Administrative Reimbursement Request (MRS-AD2).. 11 4. Suitability Determination RFP.. 15 5. Tracking Reimbursement Requests 19 6. Direct Assistance Budget by Case Report 23 With support of the United States Department of State. December 7, 2015
1. Direct Assistance Requests/Voucher (MRS-AD5) Reimbursement for Direct Assistance is submitted in MRIS via the Direct Assistance Voucher (MRS-AD5). RPP Direct Assistance is $1,125 per capita for FY 2016 and costs for direct assistance must be incurred within the case s 90-day service period. The reimbursement request must be submitted to USCCB within 180 days of arrival, however, we encourage you to submit all reimbursements the month following the date the cost was incurred (the exception for the 180-day submission requirement is for those cases arriving late in the fiscal year, who must submit prior to 180 days due to end-of-year federal reporting requirements). Submission after 180 days will not be allowed. The direct assistance voucher, like all reimbursement requests, requires a second signature or approver submission before the reimbursement request is submitted to USCCB. Vouchers also require a Summary of Direct Assistance in order to submit direct assistance reimbursement requests to USCCB. Please see the instructions below that detail the step-by-step instructions for the creation (step 1), approval by the Finance User (step 2) of the direct assistance voucher, and submission of the Summary of Direct Assistance by the Finance User (step 3). User Roles A Case Manager can only create the Direct Assistance Request/Voucher for cases assigned to him/her. The Case Supervisor and Administrator can create vouchers for all cases. The Finance User is the only user who can approve the voucher. The Finance User cannot create the voucher. User Instructions Case Manager, Case Supervisor and Administrative Users Creating Direct Assistance Vouchers 1. Click on the Cases & Refugees tab. 2. Select R&P Program in the drop-down menu under the heading Cases and Refugees. 3. Click on the Cases button then click on the case for which you would like to create a voucher. 4. You will be directed to a new screen called Case Information Screen. Click Create Voucher to navigate to the Disbursement Voucher for Direct Assistance Form. *** If the Create Voucher button is greyed out, check to make sure the case has an arrival date and that you are within the 180 day allowance period for submitting the voucher. If the case has no arrival date, contact the RPP Placement Coordinator. If the case needs to be verified, go to the Verifications tab and then the Incomplete tab to begin the process. If the case has been verified, check with the RPP Placement Coordinator to ensure it has been approved and assured by USCCB. If the 180-day submission deadline has passed, you will not be able to submit the direct assistance reimbursement request. If the Create Voucher button is still greyed out, contact mrishelp@usccb.org for further assistance. *** 2
5. Complete the Disbursement Voucher for Direct Assistance Form: a. Most of the data at the top of the form auto-populates (Name of Client, Case Number, Number of People in Family, Date of Arrival/Eligibility, Submitted By, and Total Expense to Date). Program, will generate as R&P since RPP is under the R&P Cooperative Agreement. Select the Date Expenses Incurred from the calendar icon. For the purposes of submitting the form in MRIS, the Date Expense Incurred must fall within the client s 90- day service period. Direct Assistance Augmentation is an option for R&P Budgeted Affiliates, not RPP providers. RPP providers should not check this option. b. Fill in the expense amount for each expense item. The Total Request for Reimbursement will auto-populate. *** Line #8 will only be available to complete if the voucher is for the Cuban/Haitian Entrant Program. *** 3
c. Complete the vendor payment information if applicable. Select cash or check from the drop-down menu. If payment was made via check, add the check number. Indicate the vendor for cash and check payments. To add multiple vendors to one disbursement voucher, click Insert item until all vendor payments are indicated. At the bottom of the voucher you will notice the earned direct assistance and available direct assistance available to you based on arrivals, amount of direct assistance paid/submitted to USCCB and amount pending submission. This snapshot will help you monitor direct assistance spending for all RPP cases. 4
6. You can save the form to continue to work on later by clicking Save for Later at the bottom of the page. To access a saved form, click on it under the Saved Forms tab. 7. Click Submit to send the form to the Finance User for approval. After you click Submit, you will see that Step 1 of 3 has been completed: *** If a Direct Assistance Voucher is returned to you by the Finance User for revisions, you will receive an alert. This can happen during the approval process for individual Direct Assistance Vouchers or if the Financial User removes the voucher from the Summary of Direct Assistance. *** 8. Pursuant to DDS Memo 11-2012, effective October 1, 2012, the Client Acknowledgement of Receipt of Direct Assistance must be maintained in the client s case file. Finance User Approving Direct Assistance Vouchers 1. Click on the alert in the Alerts tab to access direct assistance vouchers submitted for your review and approval. 5
2. Review the reimbursement and take action: a. Approve this holds the form until the Summary of Direct Assistance for the corresponding month is created and approved by the Finance User for submission to USCCB/Accounting. b. Revisions Needed this sends an alert to the preparer of the form to revise the form. Instructions for what revisions are needed must happen outside of the MRIS system. There is no notes section for this action. After you click Submit, you will see that Step 2 of 3 has been completed: 3. Once the Finance User has approved all of the Direct Assistance Vouchers to submit to USCCB/Accounting, s/he must create the Summary of Direct Assistance (MRS-AD6). See instructions below for more information. Direct Assistance Vouchers cannot be submitted 6
individually to USCCB/Accounting. They must be part of the roll up within the Summary of Direct Assistance, even if there is only one voucher to submit. 7
2. Summary of Direct Assistance (MRS-AD6) The Summary of Direct Assistance (MRS-AD6) bundles all individual Direct Assistance Vouchers (MRS- AD5) into one summary package for USCCB to review and approve. The Summary of Direct Assistance is required even if there is only one voucher to submit. Individual vouchers must first be approved by a Finance User before being included in the Summary of Direct Assistance. Individual vouchers do not get submitted to USCCB on their own, but must be included in the Summary of Direct Assistance in order to be reimbursed. User Roles Only the Finance User should create and submit the Summary of Direct Assistance. Case Managers, Case Supervisors and Administrative Users cannot create the summary. User Instructions Finance User Creating the Summary of Direct Assistance 1. Click on the Administration tab. 2. Click on MRS AD Forms. 3. Click on MRS AD-6 R&P. 4. Click on Create. (The number of approved vouchers included in the Summary of Direct Assistance will also appear next on this button.) 5. This form auto-populates based on your program s data and vouchers that have been approved by the Finance User. 6. You can remove vouchers you do not want included in this summary by clicking Remove Voucher. The Disbursement Voucher for Direct Assistance form will appear and you must check mark to remove at the top right-hand side of the form. Click remove selected at the bottom of the form. You will be redirected to the Summary of Direct Assistance. If you remove a voucher from the summary, an alert will go to the preparer of the form under the status of Revisions Needed. The preparer of the form must then re-submit the voucher to the Finance User for inclusion in a future Summary of Direct Assistance. If you do not intend to submit the voucher at all to USCCB, email mrishelp@usccb.org and ask that the voucher be deleted. The email subject line should be Delete Voucher. Please include the case number(s) and voucher total you would like deleted. 8
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7. You can save the form to continue to work on later by clicking Save for Later at the bottom of the page. To access a saved form, click on it under the Saved Forms tab. 8. Click Approve to submit the Summary of Direct Assistance AND individual Direct Assistance Vouchers to USCCB/Accounting. The direct assistance vouchers are automatically submitted to USCCB/Accounting with the Summary and require no additional action. Once you click Approve you will note that Step 3 of 3 has been completed and the voucher and Summary of Direct Assistance have been submitted to USCCB for processing. 10
3. Per Capita Administrative Reimbursement Request (MRS-AD2) The Per Capita Administrative Reimbursement Request (MRS-AD2) is the mechanism to be reimbursed for agency administrative costs associated with RPP cases. The FY 2016 administrative reimbursement rate is $900 per capita, and follows the same cost incurred and submission time frames as the direct assistance voucher. Administrative costs for RPP must be incurred within the case s 90-day service period, which begins at date of arrival, and the reimbursement request must be submitted within 180 days of arrival submission one month following the date cost incurred is encouraged (the exception for the 180-day submission requirement is for those cases arriving late in the fiscal year, who must submit prior to 180 days due to end-of-year federal reporting requirements). Submission after 180 days will not be allowed. The per capita administrative reimbursement is created by an Administrative User and approved by a Finance User. Like all reimbursement requests, the per capita reimbursement requires a second signature or approval and will not be submitted to USCCB for processing without that second step. Please see the instructions below that detail the step-by-step instructions for the creation (step 1) and approval (step 2) of the per capita administrative reimbursement. RPP Per Capita Reimbursement Requests will not be approved by USCCB in MRIS until the RPP 30-Day Home Visit Report is submitted to and accepted by the Remote Placement Coordinator (submission of the report is done outside of MRIS). User Roles Only the Administrative User should create the Per Capita Administrative Reimbursement Request. Only the Finance User can approve the reimbursement request. Case Managers cannot create or approve reimbursement requests. Case Supervisors cannot create or approve reimbursement requests. User Instructions Administrative Users Creating Per Capita Administrative Reimbursement Request 1. Click on the Cases & Refugees tab. 2. Select R&P Program in the drop-down menu under the heading Cases and Refugees. 3. Click on the Cases button then click on the case for which you would like to create the reimbursement request. 4. You will be directed to a new screen called Case Information Screen. Click Per Capita Reimbursement Request. 5. Complete the form: 11
a. The top portion of the form will auto-populate (Case Number, Date of Arrival, Case Manager, Name of Primary Applicant, and Case Size). Enter Date Expenses Incurred. If you prefer to submit one per capita reimbursement request for the full amount available at one time and the date expenses incurred spans multiple days of service, select one date and enter it in this field. b. The Reimbursement Formula/Total Reimbursement Request will automatically calculate based on the case size, maximum per capita amount, and any previously claimed expenditures for this case. Enter the Total Reimbursement Request. Total Reimbursement Request plus Total Expenses To Date may not exceed the Maximum Available Amount. 6. You can save the form to continue to work on later by clicking Save for Later at the bottom of the page. To access a saved form, click on it under the Saved Forms tab. 7. Click Submit to send the form to the Finance User for approval and submission to USCCB. 12
After you click Submit, you will see that Step 1 of 2 has been completed: Finance User Approving the Per Capita Reimbursement Request 1. Click on the alert in the Alerts tab or on the main page of the MRIS to access reimbursement requests submitted for your review. 2. Review the reimbursement and take action: a. Approve this submits the form to USCCB for approval. b. Revisions Needed this sends an alert to the Administrative User to revise the form. Instructions for what revisions are needed must happen outside of the MRIS system. There is no notes section for this action. 13
After you click Submit, you will see that Step 2 of 2 has been completed: 14
4. Suitability Determination Request For Payment (RFP) Suitability Determinations are eligible for reimbursement within the RPP program. Additionally, any mileage and interpretation costs associated with the home study are also reimbursable, subject to approval by USCCB. Suitability Determinations conducted pre-arrival and post-arrival will be reimbursed, even pre-arrival suitability determinations that result in a case not being placed with your agency. The Home Study conducted as part of the suitability determination is reimbursed at a flat rate of $1,000 (FY16). Mileage may be reimbursed up to the current fiscal year IRS approved mileage rate, up to 100 miles, and interpretation costs may be reimbursed up to $45/hour up to 3 hours. Administrative Users will receive an alert for the Suitability Determination RPF once USCCB has approved the corresponding Suitability Determination. The Suitability Determination RFPs must be submitted to USCCB within 90 days of the date the corresponding suitability determination is submitted to USCCB, however, we encourage you to submit all reimbursements the month following the date the cost was incurred. Submission after 90 days will not be allowed. The Suitability Determination RFP, like all reimbursement requests, requires a second signature or approver submission before the reimbursement request is submitted to USCCB. Please see the instructions below that detail the step-by-step instructions for the creation (step 1) and approval (step 2) of the Suitability Determination RFP. User Roles A Case Manager can only create the Suitability Determination RFP for cases assigned to him/her. The Case Supervisor and Administrator can create Suitability Determination RFPs for all cases. The Finance User is the only user who can approve the Suitability Determination RFP. The Finance User cannot create the reimbursement. User Instructions Case Manager, Case Supervisor and Administrative Users Creating Suitability Determination RFPs 1. An alert for the Suitability Determination RFP will appear once USCCB approves the Suitability Determination. 2. Search for Suitability Determination RFP in the Form Name box under the alerts tab to find it. 3. The due date for the reimbursement request will display and the alert will turn red if overdue. Suitability Determination RFPs are due within 90 days of submission of the corresponding Suitability Determination, with the exception of end-of-year reports which must be submitted prior to the 90 days in order to accommodate end-of-year federal reporting. 15
4. Click on the Alert to open the reimbursement request. 5. The top of the form populates with data about the case, as does the Home Study/Suitability Determination flat rate of $1,000. This field is not editable. 6. Complete the mileage and interpretation line items as appropriate and keeping in mind the guidelines for reimbursement rates and allowances noted above. Enter the distance for mileage amount and the number of hours for interpretation. Provide the rate for each ($ amount). 16
7. You can save the form to continue to work on later by clicking Save for Later at the bottom of the page. To access a saved form, click on it under the Saved Forms tab. 8. Click Submit to send the form to the Finance User for approval. After you click Submit, you will see that Step 1 of 2 has been completed: Finance User Approving the Suitability Determination Reimbursement Request 1. Click on the alert in the Alerts tab or on the main page of the MRIS to access reimbursement requests submitted for your review. 1. Review the reimbursement and take action: a. Approve this submits the form to USCCB for approval. 17
b. Revisions Needed this sends an alert to the Administrative User to revise the form. Instructions for what revisions are needed must happen outside of the MRIS system. There is no notes section for this action. After you click Submit, you will see that Step 2 of 2 has been completed: 18
5. Tracking Reimbursement Requests The complete process of a financial reimbursement from the submission of the request to the Finance User for approval to the cutting of a check by USCCB can be tracked multiple ways within MRIS. Reports: Status Tracking Only (The viewing of a form is not available in a report.) o Requests Pending Finance User and/or USCCB Approval Click on the Reports tab. Select Financial Forms Pending USCCB Approval or Rollup. You can search for a particular form or the name of a person who submitted the form by typing into the white text box next to the words Find/Next and hitting enter. o Payment Summary: Checks that have been issued by USCCB Click on the Reports tab. Select Request for Payment Summary. You can search for a particular form, invoice number, or check number by typing into the white text box next to the words Find/Next and hitting enter. 19
Per Capita Administrative and Suitability Determination Reimbursement Requests: Status/Payment Tracking and Viewing Form o To track payment of a per capita administrative reimbursement request, follow the steps above to run a report on either forms that are pending USCCB approval or that have been paid. o To view a copy of the submitted form, follow the instructions below. Only Administrative Users, Case Supervisors and Case Managers can view this submitted form. Click on the Cases and Refugees tab. Select the program from the drop-down menu. Select the case from the Cases tab. Scroll to the bottom of the Case Information Screen and find the voucher of interest in the Forms Submitted Grid. If you would like to view and print a submitted reimbursement request, click on the form. Once the form appears, click print preview at the top of the form. Right click anywhere in the Print Preview screen and select print." MRS Ad-Forms: Status/Payment Tracking and Viewing Form o Click on the Administration tab and then click on the MRS AD Forms tab. o Select the AD-Form for which you would like to view the status. o Within the AD-Form screen you will see all corresponding AD Forms and their statuses. o If a form has been submitted to USCCB, you will see the status as Submitted. If the form has been approved by USCCB, you will see the status as Approved. (See the Submission Status Definition Guide for more information on form statuses.) o An approved form does not indicate a check has been issued yet. If a check has been issued by USCCB, you will see a check number and check date in the Submitted Forms Grid. o If you would like to view and print a submitted reimbursement request, click on the form. 20
o o Once the form appears, click print preview at the top of the form. Right click anywhere in the Print Preview screen and select print." Direct Assistance Vouchers: Status/Payment Tracking and Viewing Form o Click on the Cases and Refugees tab. o Select the program from the drop-down menu. o Select the case from the Cases tab. o Scroll to the bottom of the Case Information Screen and find the voucher of interest in the Vouchers Submitted Grid. o If a form has been submitted to USCCB, you will see the status as Submitted. If the form has been approved by USCCB, you will see the status as Approved. (See the Submission Status Definition Guide for more information on form statuses.) o An approved form does not indicate a check has been issued yet. If a check has been issued by USCCB, you will see a check number and check date in the Submitted Forms Grid. o If you would like to view and print a submitted reimbursement request, click on the form. o Once the form appears, click print preview at the top of the form. o Right click anywhere in the Print Preview screen and select print." 21
6. Direct Assistance Budget By Case Report The R&P Direct Assistance Budget by Case Report is designed to help you better track R&P direct assistance earning and spending. The report shows case-specific details related to what direct assistance has been paid by USCCB on a case s behalf, what is pending submission for the case and what is pending payment by USCCB for a case. It also shows the corresponding check information for the payment and whether or not the case has been paid the minimum direct assistance required based on case size. If the minimum for a case has not yet been met, the text indicating the difference will appear in red. The report also provides an aggregate snap shot of the amount of direct assistance your agency has earned based on arrivals, total amount pending reimbursement and payment, total paid by USCCB, and total direct assistance available. Use it to help track your reimbursements to ensure you can recoup full reimbursement for direct assistance spending. A suggestion would be to check this report regularly to ensure any outstanding reimbursements are submitted within submission deadlines (180 days after arrival). 22
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