Claims Processing Services

The vendor is required to provide claims processing is the timely writing and processing of payments on behalf of department for goods and services that benefit eligible department clients.
- Claims processing
1. Disbursement packet quality assurance (QA) review
• Information needed to make the disbursement – the disbursement packet will consist of form 2311 and invoice documents containing information supporting the amount due and whom to pay such as, but not limited to, the following information:
o Who to pay;
o The vendor identification number for those goods and services as agreed upon by both parties;
o The exact amount of the disbursement, as designated in the form 2311;
o Where to send the disbursement; and
o Any special instructions.
• The aps contract manager, no later than close of business (cob) the day following receipt of the disbursement packet, to obtain required information or make corrections to form 2311.
2. Process accurate payments
• Each requested disbursement is made payable to the correct party; 
• Each requested disbursement is for the exact amount requested; 
• The processing of each form 2311 complies with any special instructions from department; 
• The processing of each disbursement meets the time outlined in the check processing timetable below; and 
• Each requested disbursement is sent to the specified party as required in the form 2311.
3. Reconcile disbursements
• Reconciling disbursements issued and claimed against the actual funds expended.
• The contractor must adjust any returned disbursements that have not cleared the contractor’s account, within 60 (sixty) days of issuance, in the next billing cycle as a credit adjustment.
- Required record keeping
1. Transaction records
• Documentation of the receipt and disposition of each disbursement packet
o Documentation of time and date initial disbursement packet received; 
o Documentation of any follow-ups to include requests for additional information or reissuances received; and
o Documentation of time and date disbursement was released.
• Form 2311 and receipts or invoices to support and reconcile disbursements; 
• Documentation to support overnight processing with the time and date sent indicated; 
• Additional documentation to support the disbursement was released to department staff at the contractor’s office to include:
o Name, title, and signature of person receiving disbursement; and 
o Check number
• All supporting documentation.
2. Other records
• Processed and cancelled checks 
• Billing documentation 
• Any contract-related emails or other written notifications and communications internal to contractor or between contractor and any external entities (including department).
3. Required reports
• Department may from time-to-time request reports from the contractor as needed to support the claims processing service. 
• The contractor must comply with any report request made by the department contract manager.
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: June 30, 2025