Revision 23-2; Effective Sept. 8, 2023

This section provides policy requirements for submitting for reimbursement, data collection and required reports.

6100 Reimbursement, Data Collection and Reports

Revision 24-2; Effective Sept. 30, 2024

Submission of the Monthly Invoice and Monthly Reporting Packet (MRP)

The reimbursement officer sends the MRP for both programs by email at the start of each state fiscal year. Each MRP submission should only include services provided in the preceding month as applicable to the grant. Late or absent submissions can impact HHSC midyear utilization determination, which is decided during the second quarter of the state fiscal year. The September MRP for both programs must be submitted and reimbursed by Dec.1. Submissions that do not meet the above requirement will not be processed.

Send monthly submissions to HDS.ADS@hhs.texas.gov. They are due within 30 business days after the end of the preceding service month. Billing or reporting forms may not be altered in any manner.  

Grantees need to:

  • complete the date and contact information on the Monthly Reimbursement Request (MRR);
  • supply supporting documentation (billing strip);
  • complete the service quantities on the 185 and 186 tabs; and
  • complete demographic data and unduplicated number of clients on the Monthly Activity tab.

Appropriate Supporting Documentation

Grantees must maintain a monthly billing log, also known as billing strips, either automated or manual, to support their Monthly Reporting Packet (MRP) submissions. The log should contain a unique client number, client’s age at time of service, date of service, and procedure code for each service billed.

Reconciling Discrepancies on Previously Submitted Monthly Reporting Packets (MRP)

Incorrect or missing information that requires clarification or follow-up by HHSC staff may delay payment. A response is required within five business days of the initial outreach to the grantee. Discrepancies can occur that result in a grantee receiving payment for services not billed appropriately during a service month. This can be corrected by subtracting the amount from the next month, adjusting all information. 

If an MRP requires a correction, grantees should resubmit a corrected MRP with supporting documentation as a new email submission to HDS.ADS@hhs.texas.gov.

Grantees must maintain records that document the necessary information for services provided and billed for reimbursement. 

Supplemental Invoices

Instances can occur that result in missed reporting of a prior month’s services that have not yet been billed TVFFS. Any services performed before the current service month must be submitted as a supplemental invoice, with a separate invoice for each service month applicable. Use your MRP to submit the supplemental invoice to HDS.ADS@hhs.texas.gov. Include supplemental in the message’s subject line. 

Submission and Reporting After Entire Contract Award is Expended

Grantees must continue to submit the MRP even after the contract award has been expended. Grantees bill for allowable services provided to eligible clients and will receive reimbursement up to their grant award amount. Once all award funds have been expended, no other funds will be available for reimbursement. Grantees who have exhausted their awarded funds must continue to serve their existing clients. 

An MRP must be submitted even if the reimbursement requested amount is zero. Any cost over the contract award after deducting program income should be reflected under Non-HHSC Funding. This submission must continue reporting expenditures on any program income collected monthly and to provide HHSC with statistical information about the use of services.

Submission of Final Invoice and MRP

Grantees may have claims after the submission of their August billing. Additional services must be submitted within 45 calendar days after the end of the contract term. Mark this as final. Submit the final invoice and MRP before this date if the 45-day deadline falls on a weekend. Reimbursement requests submitted over 45 days after the contract term end will not be paid.

Submission of Financial Reconciliation Report (FRR)

The FRR must include all reimbursements and adjustments in payment for the contract term and must submit them to HDS.ADS@hhs.texas.gov 60 calendar days from the end of the contract year, which is Oct. 31.