Hawaii
Web Infrastructure for Treatment Services
System
HI-WITS
WITS Invoicing
Provider Manual
July 1, 2014
State of Hawaii
Department of Health
Alcohol and Drug Abuse Division
601 Kamokila Blvd, Rm 360
Kapolei, HI 96707
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1. Introduction
The WITS invoicing is one of the two billing methods providers can use to receive
reimbursements for services provided under a government contract. This method is used
when the Contractor has deemed that the fee-for-service method is not feasible or appropriate
for either the provider or the contractor. The following are examples when the WITS
invoicing can be used.
• If the area served by a provider does not have the population to sustain the provider
agency and the contractor needs a provider to serve the area;
• The cost for a service cannot be attributed to a single client;
• Non-client services; or
• The cost to provide a service varies and a rate cannot be determined.
When the WITS invoicing billing method is used, you must have the following:
a. An active cost reimbursement tier; and
b. A current budget that is approved by the Contractor and input into WITS;
This document contains the step-by-step instructions on:
• Accessing WITS Invoicing
• Creating an Invoice
• Entering Invoice Line Item Amounts
• Billing an Invoice
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Accessing WITS Invoicing
To access the WITS Invoicing functions click on the Agency/Billing/Invoicing menu
link.
NOTE: If the Invoicing link is not visible, you have not been assigned the Agency
Billing and Agency Invoicing roles.
When you click on the Agency/Billing submenu item, WITS will try to first retrieve all
claim what have an ‘Awaiting Review’ status. After the Claim Item Search screen
appears, you can then click on the Invoicing submenu link. The Cost Reimbursement
Invoice Search screen will be displayed. From this screen, you can create new invoices,
update partially completed invoices, and view all other invoices. The search parameters
are listed below.
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Cost Reimbursement Invoice Search Parameters
All dropdown lists will contain selections that pertain to contracts with invoice type billing
forms (see item 4 Invoice Type).
NOTE: Each selection parameter is mutually exclusive and when multiple selection
parameter are used, the search is based on a logical ‘AND’ relationship. For example,
if you select a Contract # and Authorization Period, the filter will be ‘Select all the
contracts with the selected Contract # and selected Authorization Period.
1. Contract # dropdown list contains all contracts that have an invoice type tier, e.g. ADAD-
10-092, ADAD 14-065.
2. Authorization Period dropdown contains all the authorization periods that include invoice
type tiers, e.g. FY2013, FY2014.
3. Plan dropdown list contains all tier plans of contracts with invoice type tiers, e.g. ADAD
Block Grant, ADAD State Funds, ADAD Federal Funds.
4. Invoice Type dropdown list contain the three invoice types:
a. Cost Reimbursement
b. Budgeted Expenditure
c. Actual
5. Contract Name dropdown list contains all contract name whose contracts contain invoice
type tiers.
6. Contractor dropdown list contains all the contractors (payors) whose contracts contain
invoice type tiers, e.g. Alcohol and Drug Abuse Division.
7. Group dropdown list contains all tier groups whose contracts contain invoice type tiers,
e.g. ADAD Adult-Oahu, ADAD PPWC-Molokai, ADAD Dual Diagnosis-Kauai.
8. Adjudication Date
9. Invoice MM/YY. All invoices are identified by a two (2) digit month and a two (2) digit
year. Invoice MM/YY is assigned by WITS starting with 07/YY invoice.
10. Status dropdown list the following invoice status:
a. Paid – the invoice has been adjudicated by the payer.
b. Pended by Payer – the payer is holding the invoice.
c. Awaiting Review – the invoice in awaiting review by the payer.
d. Released – the invoice has been released by the agency.
e. Billed – the agency has billed the payer.
f. Accepted by Payer – the payer has accepted the invoice.
g. Rejected by Payer – the payer has rejected the invoice.
11. Clear button is used to clear all filters and the invoice list table.
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12. Go button is used to execute the cost reimbursement search. Clicking the Go
button with no search parameters will list all – paid, awaiting review, rejected,
etc. - invoices for the agency.
13. Tier dropdown list of all active invoice type tiers. This dropdown list is used to identify
the Invoice Tiers that are available to create an invoice. An invoice will be created when
an active invoice tier is select and the Add Invoice link is pressed.
14. Add Invoice link is used to create the next month’s invoice for the tier selected in the Tier
dropdown list (item 13 above).
NOTE: WITS will assign the invoice month and year sequentially, starting with the
tier starting month and year.
15. Export link. This link will create an excel spreadsheet of the Invoice List table.
16. Invoice List table lists the results of cost reimbursement search.
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Creating an Invoice
1. To create a new invoice
a. Select a tier from the Tier dropdown list (find and click the selected tier).
b. Click on the Add Invoice link.
2. The shell of the newly created invoice, Invoice Profile, will be displayed. To view the
invoice lines, you must create the invoice:
a. Verify that the invoice month (MM/YY) is ‘correct’; and
b. If ‘correct’, click the Save button. If it is ‘incorrect’, click the Cancel button.
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NOTE: You must create an invoice for every month of the fiscal period, even if the
invoice amount is zero. When you click the Add Invoice link, WITS will create an
invoice template with the next month (the MM/YY field) of the fiscal period.
Invoice templates are created sequentially.
For example, when you add an invoice for the fiscal year 2014 tier, the first invoice
(template) that will be created is 7/13. The next time you add another invoice, the
invoice (template) will be 8/13, then 9/13, 10/13, 11/13/, 12/13, 1/14, etc.
3. When you click the Save button, the invoice line items, which are exactly the
same as the budget line items, will be displayed.
NOTE: If you need a new invoice line item, a revised budget with the new
budget/invoice line item must be entered into WITS before you create the invoice.
Once the budget is updated, the revised budget with the new line item(s) will be in
the invoice template.
4. Click the Finish button to exit the invoice and return to the Cost Reimbursement
Search and Invoice List screen. The Invoice will be displayed in the Invoice List with the
Invoice Period month/year and Authorization Period in parenthesis; the Amount
Invoiced (the Amount Invoice in the example is zero because no invoice line item
amounts were entered); and a Status of Awaiting Review .
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There are three (3) possible Actions that can be performed on an Invoice from
Invoice List table by clicking on one of the following links:
a. Profile - this link will display the Invoice Profile screen and invoice line items.
If the invoice has an ‘Awaiting Review’ status, you will be able to add or change
the amounts for each invoice line item; or bill the invoice to the Contractor.
b. Delete – this link will delete the invoice. This link will be displayed only when
an invoice has an ‘Awaiting Review’ status. When there are multiple invoices
with an ‘Awaiting Review’ status, the invoices must be deleted in a descending
Invoice Period order, e.g. the latest invoice with an ‘Awaiting Review’ status
must be deleted first.
c. View Paid Invoice – this link will display a print view of the Provider Invoice
Profile. Click on the Print Invoice link. A copy of the invoice will be
displayed in a PDF format. See sample invoice.
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Entering Invoice Line Item Amounts
To enter an invoice line item amount:
1. Locate the invoice line item and click the Edit link under the Actions column.
2. The invoice line item description will be displayed in the Line Item field .
3. Enter the invoice line item amount in the Current Month text box . The cursor
is already positioned in the text box so you just have to the dollar amount.
4. After you have entered the invoice line item amount, click on Update Invoice link
. If the Current Month field changes to a blank, the invoice amount entered
will be displayed in the Current Month Invoice column. As you enter invoice
amounts, it will automatically be accumulated in the Current Month Invoice Total
field.
NOTE: You can modify an invoice line item amount by re-entering a new
amount for the invoice line item.
5. Repeat steps 1 through 4 until you are done, then click the Finish button . The
Invoice List will be displayed with the updated invoice amount.
NOTE: You can always return to the invoice and enter or modify invoice line
item amounts.
NOTE: A negative amount may be entered, but the negative amount must be equal
to or less than the invoice line item adjudicated (Prior Period to Date – Paid)
amount.
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Billing the Invoice
Only one invoice can be billed to the Contractor at a time and invoices must be billed in
ascending invoice date (MM/YY) order.
To bill the Contractor:
1. Click the Profile link in the Invoice List of the invoice to be billed.
TIP: An invoice can be billed if the invoice can be Deleted (there is a Delete
link) under the Action column of the invoice.
2. When the Invoice Profile is displayed, click on the Bill It link.
An attestation statement will be required to be signed by a responsible person in
the agency before the invoice can be billed to the Contractor. There is a role
where only the individual authorized to attest to the invoice will be able to bill an
invoice.
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“I, first name-last name-title today’s date, am verifying the information in this
invoice is correct and accurate to the best of my knowledge.”
Printing an Invoice
After the invoice has been adjudicated, the invoice (see Sample Invoice) can be printed. With
you cursor, mouse over the pencil icon and click on the View Paid Invoice link.
A popup window with detail line items of the invoice will be displayed. Click on the Print
Invoice link. This will display another window with the invoice in a PDF format.
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Click on the PDF Print icon to print the invoice.
NOTE: The invoice will be printed on an 8 ½ x 11 paper in a portrait orientation (see Sample
Invoice).
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Sample Invoice
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SSRS Reports
To support the WITS invoicing functions, cost reimbursement reports are located in the Provider
Reports/Billing Reports/02. Invoice/Cost Reimbursement folder.
Cost Reimbursement Monthly Clients’ Services List
This report lists by invoicing month all clients served, their services and total contact
billing units, e.g., hours, that were billed (Released to Billing) and adjudicated by the
contracting agency, e.g. ADAD. The report is sorted in ascending order by:
• Contract Number
• Contract Tier
• Invoice Service Month
• Client Name
• Unique Client ID
• Modality
• Service
The filters available for this report are the service date ranges – Service Start Date is the
earliest service date and Service Start Date1 is the latest service date. Only claims that
inclusively fall within the service date range and were adjudicated and ‘paid’ will be
selected for this report.
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Tier
Inv oice
Service
Month
Client Name Client ID Modality Service Name
Total Contract
Billing Unit s
ADAD Block Grant/ADAD Adults 2014-07 Abadaba, Richard RXAB0103891 Pre-Admission Assessment (H0001) 4.00
Motivational Enhancement (H0047/ME) eff
7/1/2013
6.00
Transportation of Client (A0160) 12.00
22.00
Allsquare, Cube CXAL1212851 Pre-Admission Assessment (H0001) 4.00
4.00
Azbakward, Rend RXAZ0401881 Pre-Admission Assessment (H0001) 4.00
4.00
Donot, Noel NXD00331931 Outpatient Treatment Assessment (H0001) 4.00
Individual Counseling (H0004) 1.00
5.00
Inapinch, Ima IXIN0229751 Pre-Admission Assessment (H0001) 4.00
4.00
Juiced, Oran G.E. OGJU0707841 Pre-Admission
Motivational Enhancement (H0047/ME) eff
7/1/2013
28.00
Transportation of Client (A0160) 13.00
41.00
Kalltoduty, Veteran VXKA0808882 Pre-Admission
Motivational Enhancement (H0047/ME) eff
7/1/2013
38.00
Transportation of Client (A0160) 22.00
60.00
Krashed, Before BXKR0401752 Pre-Admission
Motivational Enhancement (H0047/ME) eff
7/1/2013
31.00
31.00
Lucky, Lucy LXLU0909802 Pre-Admission Assessment (H0001) 8.00
Motivational Enhancement (H0047/ME) eff
7/1/2013
10.00
Transportation of Client (A0160) 3.00
21.00
Needles, Pricissila PXNE0606662 Pre-Admission
Motivational Enhancement (H0047/ME) eff
7/1/2013
21.00
Transportation of Client (A0160) 6.00
27.00
Wanabe, Sober SXWA0401881 Pre-Admission Assessment (H0001) 2.00
Motivational Enhancement (H0047/ME) eff
7/1/2013
.25
2.25
221.25
221.25
221.25
ADAD Block Grant/ADAD PPWC 2014-07 Mouse, Minnie MXMO1225922 Pre-Admission
Motivational Enhancement (H0047/ME) eff
7/1/2013
13.00
Transportation of Client (A0160) 7.00
20.00
Goofy, Gloria GXGO0101892
Intensive Outpatient
Treatment
Group Counseling - Cultural Group (H2021) eff
7/1/2013
3.00
Group Counseling - Education Group (H0025) 2.00
Group Counseling - Process Group (H0005) 2.00
Individual Counseling (H0004) 6.00
Transportation of Client (A0160) 6.00
19.00
39.00
39.00
39.00
260.25
CONTRA CT TIER TOTA L
CONTRA CT TOTA L
REPORT TOTA L
CLIENT TOTA L
INV OICE SERVICE MONTH TOTA L
ADAD 14-888
CLIENT TOTA L
INV OICE SERVICE MONTH TOTA L
CONTRA CT TIER TOTA L
CONTRA CT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
CLIENT TOTA L
Cost Reimbursement Monthly Clients Services as of 11/12/2014
Contract No
ADAD 14-555
CLIENT TOTA L
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Cost Reimbursement Contract Services Summary List
This report lists by invoicing month all services, number of clients that used the service
and total contact billing units, e.g., hours, that were billed (Released to Billing) and
adjudicated by the contracting agency, e.g. ADAD. The report is sorted in ascending
order by:
• Contract Number
• Contract Tier
• Invoice Service Month
• Modality
• Service
The filters available for this report are the service date ranges – Service Start Date is the
earliest service date and Service Start Date1 is the latest service date. Only claims that
inclusively fall within the service date range and were adjudicated and ‘paid’ will be
selected for this report.
Contract No Tier
Inv o ic e
Service
Month
Modalit y Service Name # of Client s
Total Contract
Billing Units
ADAD 14-555 ADAD Block Grant/ADAD Adults 2014-07 Outpatient Treatment Assessment (H0001) 1 4.00
Individual Counseling (H0004) 1 1.00
MODA LITY TOTA L 1 5.00
Pre-Admission Assessment (H0001) 6 26.00
Motivational Enhancement (H0047/ME) eff
7/1/2013
7 134.25
Transportation of Client (A0160) 5 56.00
MODA LITY TOTA L 10 216.25
11 221.25
11 221.25
11 221.25
Cost Reimbursement Contract Services List as of 11/12/2014
SERV ICE MONTH TOTA L
CONTRA CT TIER TOTA L
CONTRA CT TOTA L
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Cost Reimbursement Monthly Invoice Report
This report will list all the Cost Reimbursement invoices that were adjudicated by the contracting agency, e.g., ADAD. This
report can be downloaded into an Excel format.
Contract No Contract Tier 2014-07 2014-08 2014-09 Total
01. Salaries $74,846.00 $6,383.74 $5,673.74 $8,178.63 $20,236.11
02. Payroll Taxes & Assessments $6,970.28 $1,227.37 $1,173.04 $625.68 $3,026.09
03. Fringe Benefits $16,007.13 $1,046.55 $1,046.55 $772.42 $2,865.52
$8,657.66 $7,893.33 $9,576.73 $26,127.72
01. Airfare, Inter-Island $1,120.00 $0.00 $0.00 $593.11 $593.11
03. Audit Services $2,500.00 $0.00 $0.00 $0.00 $0.00
04. Contractual Services - Administrative $12,048.00 $1,004.00 $1,004.00 $1,004.00 $3,012.00
05. Contractual Services - Subcontracts $7,000.00 $168.00 $370.83 $559.92 $1,098.75
06. Insurance $2,500.00 $0.00 $865.00 $558.50 $1,423.50
09. Lease/Rental of Space $500.00 $0.00 $0.00 $0.00 $0.00
11. Postage, Freight & Delivery $190.00 $5.80 $8.46 $15.37 $29.63
13. Repair & Maintenance $400.00 $0.00 $0.00 $0.00 $0.00
14. Staff Training $150.00 $0.00 $0.00 $25.00 $25.00
15. Subsistence/Per Diem $270.00 $0.00 $0.00 $118.92 $118.92
16. Supplies $2,450.86 $0.00 $60.80 $0.00 $60.80
18. Transportation $600.00 $0.00 $0.00 $295.51 $295.51
19. Utilities $1,412.73 $78.23 $78.23 $78.23 $234.69
30. Auto Expenses $7,040.00 $205.70 $0.00 $0.00 $205.70
$1,461.73 $2,387.32 $3,248.56 $7,097.61
$10,119.39 $10,280.65 $12,825.29 $33,225.33
$10,119.39 $10,280.65 $12,825.29 $33,225.33
INVOICE CA TEGORY TOTA L
B. OTHER
CURRENT
EXPENSES
INVOICE CA TEGORY TOTA L
FISCAL YEAR TOTAL
CONTRA CT TIER TOTA L
ADAD 14-555
ADAD Block Grant-
ADAD Adults
2015
A. PERSONNEL
COST
Monthly Invoice Line Item Details as of 11/12/2014
Invoice Month (Total Paid Amount)
State
Fiscal
Year
Tot al
Authorized
Amount
Tot al
Budgeted
Amount
Inv oice
Category
Invoice Line Item
Budget Amount
Over %
