CJA Voucher Process - cacd. Voucher End‐to‐End Process Attorney or Expert Submits Voucher...

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Transcript of CJA Voucher Process - cacd. Voucher End‐to‐End Process Attorney or Expert Submits Voucher...

  • CJAVoucherProcess:Nuts&BoltsandRecentChanges&ChallengesCynthiaDixonCJASupervisingAttorney

  • Volume 19,000 vouchersperyear 1,600 permonth 80 perday

  • Staffing

    2010 Staffnumbered8

    2011 Staffnumbered6

    2012 Staffnumbered4

  • CJAVOUCHERPAYMENTPROCESS

  • ProcessDescriptionWhat? Ensureclaimsareforauthorizedservicesandexpenses. EnsureclaimsareinaccordancewithapplicableJudicial

    ConferenceGuidelines. Amountclaimednecessaryandreasonableforadequate

    representation.

    How? Multiplereviewsandcertifications. Strictdivisionofdutiestoensureaccuracyand

    accountability. Repeatedmanualentryofinformationin2separate

    systems(CJAServicesand6x).

  • CJAVoucherEndtoEndProcess

    AttorneyorExpertSubmitsVoucher

    MathematicalandTechnicalReview.CreateCJA6xVoucher

    Entervoucherdatainsystem.Addexpertvendorrecord,ifneeded.Referenceauthorization,ifapplicable

    CJASupervisingAttorneyReview

    Reasonablenessreview

    CircuitLevelReviewandApproval(ifrequired)$9,700FinalVoucher

    CJA6xVoucherinputEnterCircuitapprovals

    (ifrequired)

    VoucherApprovalReviewinputforaccuracy,approvalandprocessfor

    payment

    AOProcessingSendPaymenttoPayee

  • RolesandFunctions

    SUBMITTER

    AvoucherclaimissubmittedbyaSubmitter,suchastheappointedCJAPanelAttorneyorserviceprovider.

    PROCESSOR

    Reviewsandchecksvoucherforaccuracyandcompletion.Createsclientnotebookinpaymentsystem,ifneeded.

    REVIEWER

    Performsmathematicalandtechnicalreviewsofsubmittedvoucherstomakesureallhoursclaimedarecorrectlycalculated,allnoncompensableservicesornonreimbursableexpensesareidentified,andverifythatallrequiredsupportingdocumentationisattached.

  • RolesandFunctions(cont.)

    APPROVER

    ReviewsandevaluatesthereasonablenessofaSubmittersclaim,approvesordisapprovesamountsforpayment,andsignsthevoucher.Forvouchersclaimingamountsmorethanthestatutorymaximum,forwardstothecircuitforreviewandapproval.

    EXCESSAPPROVER

    ConsidersthevoucherandassessthereasonablenessoftheSubmittersclaimspriortoapprovingordisapprovingtheamountsandsigningthevoucher.Approvedvouchersareprovidedtocourtpersonnelforfurtherprocessing.

    2ndAPPROVER

    Verifythatallinformationonvouchermatchesinformationon6x(securitysafeguard).

  • ProcessingandReviewingaVoucher

    WhenCJAreceivesavoucher,itisreviewedtoverifytheinitialappointmentdata,amountsclaimedforcompensationandexpensereimbursement,andformathematicalaccuracyandtechnicalsufficiency.

    Themathematicalreviewincludesacarefulrecalculationofallhourssubmittedbythepanelattorney,makingsurethatallhoursweresubmittedintheproperformat;namely,intenthsofanhour.

    Thetechnicalreviewincludesverifyingthatallrequiredsupportingdocumentationisattachedtothevoucher.Thereviewersalsoidentifyclaimsforpossiblenoncompensableservicesornonreimbursableexpenses.ThesereviewsarecriticaltotheCJAvoucherpaymentprocess.Aftertheyarecompleted,dataisenteredintothenational6xprogram.Thevoucheristhenprovided,withtheReviewers'observationsandrecommendations,totheauthorizeddesignee.

  • ApprovalProcess Afterpreliminaryreviews,allvoucherssubmittedforcompensationrequireajudicialreview.Theauthorizeddesigneereviewsthereasonablenessoftheclaimandapprovespaymentwithinthelevelsoftheirdelegated/statutoryauthority.

    Forvouchersclaimingamountsexceedingstatutorymaximums,afterthedesigneecertifiesthattheexcessamountsareauthorizedandappropriatethevouchermustbeforwardedtothechiefcircuitjudge(orcircuitjudgedelegate)forreviewandapproval.PaymentsinexcessofCJAcompensationmaximumsmaybemadetoprovidefaircompensationincasesinvolvingextendedorcomplexrepresentationwhensocertifiedbythecourtandapprovedbythecircuitapprovalauthority.[Guide,Vol.7, 230.23.40(a)]

    Theapprovingjudicialofficershouldfirstmakeathresholddeterminationastowhetherthecaseiseitherextendedorcomplex[Guide,Vol.7, 230.23.40(b)].Afterestablishingthatacaseisextendedorcomplex,theapprovingjudicialofficershoulddetermineifexcesspaymentisnecessarytoprovidefaircompensation.[Guide,Vol.7, 230.23.40(c)]

    Oncevouchersareapproved,thepaymentinformationiselectronicallysubmittedtotheAOforprocessingandpaymentdisbursement.

  • CommonMistakesthatDelaytheProcess

    Expensesnotitemized Allexpensesandtravelmustbeitemized. Requiredreceiptsmissing Alltravelandanynontravelexpenseinexcessof$50mustbeaccompaniedbysupportingdocumentation(e.g.,receipts,canceledchecks),wherepractical.

    Hoursreportedimproperly Allhoursmustbereportedinhoursandtenthsofanhour.

    Mathematicalerrors. Incorrectmileagerates. Justificationmemorandumismissingforamountsexceedingstatutorymaximum

    Requiredpriorauthorizationforservicesismissing(wherecostofservicesobtainedexceedsthe$800 limit,excludingexpensesreasonablyincurred).

    TaxIdentificationNumberofclaimant/payeeismissing.

  • WhatYouCanDoToExpeditePayment

    Submittimelyvouchers Checkvouchersfortechnicalandsubstantiveerrors

    Includealloftheappropriateattachmentstoyourvouchers

    RefrainfromcallingtheCJAOfficetocheckonthestatusofyourvouchers

  • CurrentStatus

    September1,2012CJA20

    September11,2012CJA21

    August28,2012CJA24

    CurrentCJA29

    CurrentCJA30

    September6,2012CJA31

  • RecentChangestoCJA29Authorizations

    AODirectiveRe:$800limit CJACommitteeDirective

  • AOs$800LimitInterpretation

    Thetotalcostofservicesobtainedwithoutpriorauthorizationmaynotexceed$800,excludingexpenses(seealsoCJAGuidelines 310.20.30).Oncethe$800limitationhasbeenmetbyanyoneorcombinationofserviceproviders,priorauthorizationmustbeobtainedfromthecourt,unlesscounselmeetstheexigencyrequirementsof 3006A(e)(2)(B).

  • EffectofAOsInterpretation

    150newCJA29authorizationsina4monthperiod

    Stafftimetracking$800limitinnotebooks

    40%ofCJA21vouchersreturnedbecause$800limitexceeded Adjustmentforms Questionsandcomplaints

    Increasednumberofnunc protunc requests

  • CJACommitteeDirective

    Consultwithpresidingjudgeregardingcertaintypesofserviceproviderrequests:

    MentalHealthExpert

    SentencingMitigation

    Uncommon

  • EffectofCJACommitteeDirective

    5dayrulenolongerapplies Additionalreviewcancausedelay

  • CJAUPDATES&RESOURCES

    ElectronicCJAVoucherProcessingSystem(eCJA VPS) Nationalapplicationforelectronicsubmission,processing,approval,andpaymentofCJAvouchers.

    NationalCJAVoucherReferenceTool

    http://www.uscourts.gov/uscourts/cjaort/index.html