Readying a Reimbursable for Invoicing

A reimbursable record can be Readied for Invoicing only after Readying it for Authorization.

To Ready a Reimbursable for Invoicing:

1.      Navigate to the Manage Reimbursements Screen for the selected reimbursable record.

2.      Validate that the reimbursable record data matches the data in the attached M-371A Form.

3.      Click the Ready for Invoicing button. The reimbursable record status changes to Ready for Invoicing.

The reimbursable record appears in the Ready for Invoicing section of the My HOP Reimbursements & Inspections Work Queue for appropriate users.

The reimbursable record will be included in a batch process that runs twice-per-month (1st business day and 1st business day after the 15th calendar day), where the following occurs:

• An invoice is generated (PDF file) listing all reimbursable records that were in Ready for Invoicing status (for the same Billing Account).

• All associated M-371A forms are uploaded to the Electronic Document Management System (EDMS).

• An Email is sent to the corresponding contacts listed on the Billing Account, with an attached copy of the invoice, and hyperlinks to the associated M-371A forms in EDMS.

• The reimbursable record status changes to Invoiced.

Note: Users can not Delete a Reimbursable Record from the permit (while it is in Ready for Invoicing or Invoiced status).