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Clark County details invoice deadlines, payment timing and submission steps
Summary
County staff told providers invoices are cost-reimbursement, due on the 15th of the month after services, and — if complete and accurate — will be paid within 30 days; special-year-end deadlines have tighter schedules.
Clark County staff outlined invoicing procedures during a recorded program training, saying invoices are paid on a cost-reimbursement basis and are due on the 15th of the month following services. County staff said they will process approved invoices and that, "After invoices are submitted complete and accurate, the invoice will be paid out in 30 days."
The training explained steps agencies should follow when submitting invoices: submit a complete invoice packet (claim voucher, payment request form or PRF, general ledger and required backup), ensure the claim voucher (CV) number is unique, and send the packet to the program contact for eligibility review before it advances to finance. Presenters emphasized that incomplete or previously used CV numbers will cause the invoice to be bounced back for correction, which delays payment.
County staff warned providers about two scheduling constraints: calendar-year-end invoices (December services invoiced in January) and the state fiscal-year-end invoices (June services invoiced in July). The presenters said those two months have very tight schedules and altered submission deadlines likely cannot be accommodated. The county will send reminder emails in advance of those deadlines.
The PRF must match the totals on the claim voucher and general ledger. Staff said the PRF is an Excel document that carries budget rows and a section for budget change requests (unilateral budget modifications). Providers were told to include contact information on the PRF bottom lines so program coordinators know whom to contact with questions.
Submission options listed in the training included email, secured servers/OneDrive, and a county-hosted upload platform (Cerberus) for large files; agencies needing Cerberus access were told to contact their county program contact. Presenters urged agencies to ask questions in advance rather than submitting unclear invoices and then seeking forgiveness.
