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If your agency identifies that a paid invoice was billed to the wrong Fund Source or Project, Falling Colors can assist by manually swapping the full amount of the invoice to a different project/allocation. Fund Swaps should be used in cases where:

  • Services were rendered and paid outside of the allowed fund source service window.

  • A provider mistakenly billed against the wrong allocation .A provider and has no remaining funds against a specific allocation to complete their billing for the FY.

  • The agency and/or Falling Colors determines the case for invoices to be fund swapped to be necessary.

Fund Swaps are not eligible:

  • In cases where a recoupment route could be used (such that, we can recoup the existing paid invoice and assist the provider in resubmitting their services).

  • For non-paid invoices where the provider has billed the services to the wrong fund source. Please deny any invoices that have not yet been paid to the correct fund source.

Falling Colors can assist agencies and providers in the best route forward if a fund swap may be needed. Please contact us at support@fallingcolors.com for assistance.

How does one request a Fund Swap?

As of FY25, fund Fund swap requests should must be included in made through a Letter of Direction.

To request a Fund Swap, please first consider the following details:

  1. What provider invoices need to be fund-swapped?

Info

Please include the following:

  • The STAR Invoice ID(s) of the relevant invoices.

  • The amount of each relevant invoice.

  • The original current fund source/project on the invoice.

  • The needed fund source/project on the invoice.

  1. Has the agency been billed for the provider charges on a corresponding ASO invoice?

If an ASO invoice needs to be swapped, please include the following:

  • The STAR ASO Invoice ID(s).

  • The STAR Invoice ID(s) of the corresponding payable invoices, as noted in the supplemental PDF on the ASO invoice.

  1. Is there sufficient funding, payable and receivable, to facilitate the fund swap?

Note

Prior to requesting a fund swap, please ensure that there is sufficient funding for the needed fund source in the budget.

In the LOD, include a direction to allocate funding to the relevant provider(s) for the intended fund source to account for the total of the invoices involved.

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Please ensure the service dates of the invoice(s) are within the Service Window and Liquidation Date of the intended fund source to be swapped.

Example Fund Swap LOD:

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Purpose: This Letter of Direction will give guidance on the needed fund swap for the following FYXX invoices from Fund Source A to Fund Source B. (OR - from Project A to Project B)

Falling Colors Responsibilities:

Falling Colors is directed to process the following allocation adjustments and fund swaps as identified:

  1. Allocate funding from Fund Source B to:

    1. Provider 1 in the amount of

$X

    1. $X.

    2. (Expand to repeat if multiple providers are involved).

  2. Process fund swaps between Fund Source A to Fund Source B on the following invoices:

    1. STAR-XXX 012 345

    2. STAR-XXX 456 789

    3. etc.

  3. Once fund swaps are processed (if needed) de-allocate the following amounts from Fund Source A for the following providers:

    1. Provider 1 in the amount of $X.

    2. (Expand to repeat if multiple providers/allocations are involved).

Member Agency Responsibilities:

The agency is responsible to review and reconcile all changes made once confirmation of implementation has been received.

FAQ: