5010 Processing State Assistant Attorney General Invoices | ADMINISTRATION-5600-MANUAL
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Georgia Division of Aging Services |
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Chapter: |
5000 Purchasing & Procurement |
Effective Date: |
02/16/2023 |
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Section Title: |
Processing State Assistant Attorney General Invoices |
Reviewed or Updated in: |
MT 2023-03 |
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Section Number: |
5010 |
Previous Update: |
MT 2017-02 |
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Summary Statement
The Division of Aging Services (DAS) will validate and process invoices from the Department of Law to assure accurate and timely payment.
Background
Any time that DHS/DAS is a party to a legal action in any court of record in Georgia, a State Assistant Attorney Generals (SAAGs) must be retained to represent the Department. Such legal actions include but are not limited to the filing of petitions in probate court for the purpose of petitioning for the appointment of a guardian, conservator, successor guardian, modification of a guardianship order and/or restoration of rights; subpoenas; requests for production of documents; and other litigation as needed. SAAGs are not routinely involved in criminal matters, as it is the Prosecutor (District Attorney or Solicitor) who is the representative of the State before the justice system in criminal prosecution.
The DAS will only pay invoices for services requested by DAS in representation of DHS/DAS that are verified either by case documentation in the DAS data system, or by direct contact with the SAAG explaining the billed activity.
Procedures
Adult Protective Services and Public Guardianship Office Staff:
Adult Protective Services and Public Guardianship Office Staff shall validate the invoice as follows:
Step 1: The Law Department receives invoices from the attorneys, audits for monetary correctness and sends scanned invoices to the DAS Adult Protective Services (APS) Section Manager or other designated DAS staff member.
Step 2: The DAS APS Section Manager or designee validates the invoice by:
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Verifying the billed activity by DAS data system documentation OR
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Contacting the SAAG/Case Manager to verify the billed activity.
Step 3: If there is a discrepancy, the validated invoice is returned to the Law Department clearly indicating amount that will be paid. Amounts and items that are not to be paid will be clearly explained.
Step 4: The Law Department may then send a corrected copy of the invoice to the Division of Aging Services.
Step 5: The DAS APS Section Manager or Designee will assure that there are no changes to the amounts agreed upon and forward to the DAS Business Operations Section.
Business Operations Staff:
The Department of Human Services Office of Financial Services will process payment as follows:
Step 1: The Business Operations Administrative Assistant prepares the Basic Expense Form (BEF).
Step 2: The BEF is sent to the DHS Office of Budget Administration for Approval
Step 2: Once the BEF is approved, the invoice and BEF are routed to the Business Operations Section Manager for approval.
Step 3: Invoice is logged in SAAG Journal Spreadsheet.
Step 4: A copy of the Invoice and BEF is made and the original is sent to Accounts Payable for payment. The Business Operations Administrative Assistant retains the copy.
Step 5: Verify monthly SAAG payments upon request.