4. You will be directed to a new screen called “Case Information Screen.” Click “Create Vouc her ” to navigate to the Disbursement Voucher for Direct Assistance Form.
*** If the “Create Voucher” button is greyed out, it means that a) the enrollment of the case into Match Grant is pending USCCB approval b) enrollment into Match Grant has been rejected by USCCB, or c) the allowable billing period for this case has ended. You can only create a voucher for cases that have been enrolled by you into the program and approved by USCCB.
If you believe a case was enrolled and you are not able to create a voucher, go back to the “Cases and Refugees” tab and click “Pending/Rejected Cases.” Under the “Status” column, you will be able to see what cases have been submitted to USCCB for enrollment approval (“submitted”) and what cases have been rejected by USC CB. You should receive an alert if case enrollments have been rejected by USCCB. ***
5. Complete the Disbursement Voucher for Direct Assistance Form:a. Most of the data at the top of the form auto-populates (Case Number, Date of Eligibility, total expense to date, etc. ). You will need to select the “Date Expenses Incurred” from the calendar icon.
*** If the date the expenses were incurred falls outside the 180-day Match Grant service period, the voucher cannot be submitted. ***
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. ***
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.
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.*** 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.