Billable windows can be easily updated to the needed billable start date by the Vendor submitting a request to Falling Colors Support by completing the following form and receiving approval from the Lead Agency.
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What is a billable window?
Billable windows in STAR are set at the project level to span from the 1st of the previous month to the current date to encourage timely filing in STAR. Providers will encounter an error message regarding timely filing issues when they attempt to submit services for dates of service outside of the project’s current billable window.
Billable windows span from the 1st of the previous month to the current date and are specific to each project. For example, if today is 10/15, the current billable window will be set to 9/1.
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Billable windows reset on the 1st of each month. For example, on 11/1, the billable window will update from 9/1 to 10/1. Unless, it is specifically requested otherwise. |
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Requests to reset a billable window are valid for 30 days in STAR. If a request to reset the billable window is submitted on 10/15, it will be valid until 11/15 and will not be effected by the typical reset date configuration. |
How does a Vendor submit an Open Billing Window Request?
Please download and submit the following form:
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To be filled out by the Vendor:
Date of Request: Enter the date the request is being submitted on.
Organization Name: Enter the name of the Provider/Vendor the request is for.
Requestor Name: Enter the name of the individual requesting that the billable window be opened.
Requestor Email Address: Enter the email address of the Requestor.
Project Name(s) listed in STAR: Indicate the name of the Project that the billable window needs to be opened for. Please indicate only as the PROJECT is listed in STAR and do not include Fund Sources, as billable windows can only be opened for Projects and not Fund Sources.
Date to open window back to: Indicate the date that the billing needs to be rendered for.
Explain the reason for this request: The Vendor should indicate their organization’s reason that the billable window needs to be reopened for. (Ex: timely filing, staff turnover, missed billing, etc.)
This reason will be entered into STAR and can be reviewed on the Lead Agency Report.
To be filled out by the Lead Agency only:
Program Manager: the authorizing individual should list their name here.
Date: Indicate the date that the request was reviewed.
Approved or Denied?: Indicate if the request is approved or denied.
If Denied, Indicate Reason: Enter additional information if needed.
Vendor Submission Instructions:
Once you have completed the Green sections, submit the request to the corresponding Lead Agency authorizer for review and approval. Open billing window requests must be authorized by the Lead Agency in order for Falling Colors Support to process them.
Lead Agency Submission Instructions:
Once you have completed reviewing the Green sections and given your approval in the Bluesections, submit the request to Falling Colors Support (support@fallingcolors.com) for processing.
Who needs to approve my Open Billing Window Request?
Agency | Authorizer | Email Address | ALTSD|||
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Raymond Duran | BHC | Raymond Duran | |||
BHSD | Cynthia Gonzales | ||||
CYFD BHS | Elisha Wray | ||||
CYFD DV | Elisha Wray | ||||
CYFD PS | Elisha Wray | elisha.wray@cyfd /PS | Corine Martinez | ||
DDC | David Gonzales or Deana (Dee) Reyes | ||||
DOH ERD | Liza Suzanne, Melodie White, or Naja Druva | DOH OSAH | Jim Farmer | ||
DOH SBHC | Kristin Oreskovich | ||||
ECECD HV | Johanna Kehoe or John Acuna | ECECD PRQI | Kassandra Gonzales |
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HED | Raymond Duran | Raymond.Duran@hsd ECECD PRQI | Lela Wendell |
Lead Agency: Billing Window Request History Report
Lead Agency Financial Approvers can review Billing Window Requests submitted in STAR by running the Billing Window Request History Report.
Log in to STAR.
Navigate to your Invoices (Lead Agency) link.
Click Run Report under Run Reports for Overview.
Select the Billing Window Request History report.
The report will generate a list of all Open Billing Window Requests processed for this Lead Agency and the projects you have access to. This can be filtered by:
From Date: The from date of the specified date range.
To Date: The to date of the specified date range.
Provider: The name of the Provider the request was for.
Location: If the Provider has multiple sites, you can filter to the specific site.
Program: the Program that the requested project falls under.
Project: the Project the request was for.
Update these fields as desired and then click Run Report.
The report will populate based on the specified fields and show the following fields:
Provider: the name of the requesting Provider/Site.
Program/Project: The Program and Project affiliated with the request.
Request:
The Date the Request was submitted on.
The Individual who requested the request.
The Reason indicated on the request.
Status: Approved or Denied.
Billing Window Current: The billable start date at the time of the request.
Start Date Requested: The billable start date per the processed request.
