Common use of Billing Process Clause in Contracts

Billing Process. (A) Contractor shall submit itemized invoices for reimbursement to the attention of: HHSC – Office of Inspector General Attn: Contract Manager P.O. Box 85200 Mail Code 1300 Austin, Texas 78708-5200 (B) Contractor’s itemized invoices shall include the contract number, Contractor’s Texas Identification Number (TIN), and the OIG point of contract who assigned the case review. (C) HHSC-OIG will review and validate all invoices. Upon final approval, HHSC OIG will authorize payment and process all invoices. Persons Affected. 6 Underlying Principles 6 References 6 Agency Responsibilities 7 Executive Management Responsibilities 7 Supervisor Responsibilities 7 Traveler Responsibilities 8 Travel Office Responsibilities 8 Comptroller Travel Audits & Exceptions 10 Cancellations and Changes to Travel Reservations 10 Combining State and Personal Business 10 Coordination of Travel 12 Direct Billing Reservations 13 Discounts on Travel Expenses… 13 Packaged Travel Arrangements… 14 State Travel Service Contracts 14 State Travel Charge Card 15 Eligibility for State Travel Charge Cards 15 Travel Card Charges 15 Examples of Appropriate, Reimbursable Use 15 Inappropriate Use 16 Charge Card Payment Responsibility 16 Unauthorized Use of State Travel Charge Cards 16 Travel Expense Reimbursement… 16 Reimbursement Payments 17 Overpayments… 17 Supplemental Travel Claims… 18 Travel Claims Supporting Documentation 18 Cancellation Charges 19 Unavailable Attachments 20 Non-Reimbursable Travel Expenses… 20 Lodging Reimbursement 22 Reducing Meal Reimbursement Rate to Increase Lodging Rate 22 Lodging and Travel Distance 22 Emergency Services Lodging… 22 Shared Lodging… 22 Hotel Direct Billing Eligibility (HHSC and DSHS only) 23 Eligible Expenses 23 Reimbursement. 23 In-State Travel 23 Out-of-State Travel – All HHS Agencies… 24 Meal Receipts… 24 Prohibited Meal Reimbursements 24 Documentation of Mileage 25 Personal Vehicle Mileage Reimbursement 25 Courtesy Rides for Air Travel 26 Mechanical Failure Repairs 27 Mileage between Lodging, Restaurant, and Duty Point 27 Mileage between Residence and Airport 27 Mileage between Residence and Duty Point 28 Mileage between Residence and Headquarters 28 Daily Returns to Headquarters 28 Mileage for Returns to Headquarters from Personal Leave 28 Weekend Returns to Headquarters 28 Remaining at Duty Point over the Weekend 30 Airfare 30 Airline Reservations 31 Airline Requirement for Extra Seat 31 Chartered and Private Aircraft 32 Rental Cars 32 Vehicle Reservations 32 Rental Vehicle Expenses 32 Other Public Transportation 33 Miscellaneous Expenses… 33 Incidental Business Expenses 34 Airline Baggage Fees 35 Award Ceremonies 35 Conferences and Training Seminar Expenses 35 Registration Fees 36 Other Travel Documentation 36 Eligibility 36 Requesting a Travel Advance 37 Meal Receipts 37 Excess Travel Advance 37 Reimbursing the Travel Advance Fund… 38 Travel Authorization for Official Business 38 Submitting the Request for Travel Authorization 38 Travel to Washington, D.C. 40 Automobile Insurance for Travel in Mexico 41 Eligibility for Accommodation-Related Travel Expenses 41 Claiming Accommodation Expenses 42 Transportation… 42 Attendants and Personal Attendant Services… 42 Submitting a Travel Claim for Attendant Care and Personal Attendant Services 43 Parking 43 ▇▇▇▇▇▇ Assistance 44 Travel Expenses When Accompanying or Representing the Executive Commissioner 45 Reimbursement for Board, Committee, and Advisory Council Members 45 Claim and Settlement Status Definitions 55 Travel Authorization Status Definitions 56 Travel Advance Request Status… 56