ASO Policies and Procedures
Request a Fund Swap
- Emily Goleski
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 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).
How does one request a Fund Swap?
As of FY25, fund swap requests must be included in a Letter of Direction.
To request a Fund Swap, consider the following details:
What provider invoices need to be fund-swapped?
Please include the following:
The STAR Invoice ID(s) of the relevant invoices.
The amount of each relevant invoice.
The current fund source/project on the invoice.
The needed fund source/project on the invoice.
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.
Is there sufficient funding, payable and receivable, to facilitate the fund swap?
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.
Example Fund Swap LOD:
Have questions? Contact support@fallingcolors.com
Falling Colors Corporation © 2024