This entry details important information on how arrears payments must be handled within HMIS.
It is extremely important that no payments are lumped into a single cost entry, as it will be impossible to track, and will require your staff to go back and correct the entry to separate the costs.
There are TWO options for entering arrears placements in HMIS. Please follow the one requested by your Grantee. In the examples below, we will use January, February, March 2010 as the dates in arrears that are being paid for Utility Payments. This example will also assume the payment was made on April 2nd 2010 totaling $525.00.
OPTION 1: Multiple placements for each month of arrears.
[HPRP] Utility Payments – Start Date: 01/01/2010 End Date: 01/31/2010 – Expense Cost: 200.00 – Expense Date: 04/02/2010
[HPRP] Utility Payments – Start Date: 02/01/2010 End Date: 02/28/2010 – Expense Cost: 150.00 – Expense Date: 04/02/2010
[HPRP] Utility Payments – Start Date: 03/01/2010 End Date: 03/31/2010 – Expense Cost: 175.00 – Expense Date: 04/02/2010
OPTION 2: Single placement, multiple Expense Records.
[HPRP] Utility Payments – Start Date: 01/01/2010 End Date: 03/31/2010
—> Separate Expense Record: Expense Cost: 200.00 – Expense Date: 04/02/2010 – Note: January
—> Separate Expense Record: Expense Cost: 150.00 – Expense Date: 04/02/2010 – Note: February
—> Separate Expense Record: Expense Cost: 175.00 – Expense Date: 04/02/2010 – Note: March
PLEASE NOTE: Setting the proper EXPENSE DATE on the expense record is vital. The expense date determines which Quarter of the QPR the services are recorded under.
All entries that were made lumping costs into a single expense entry MUST be corrected.
RSS