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Payment Voucher: Policy and Instruction

PAYMENT VOUCHER (PV)

INSTRUCTION FOR COMPLETION

(Numbers on sample form correspond to numbers below.)

The term vendor is used below in reference to the person or company seeking reimbursement.

REMINDER: THE COMMONWEALTH'S FISCAL YEAR RUNS FROM JULY 1 THROUGH JUNE 30. PLEASE SUBMIT SEPARATE PVs FOR EACH FISCAL YEAR.

The case name and related assignment number must be noted on the PV and proof of services rendered (each date and description of services on business letterhead), proof of payment for services (canceled check or paid receipt from vendor), Attorney Certification (where applicable), and an allowed motion (where applicable) must be attached.

Attorneys are required to verify work performed by experts, investigators and social service providers by signing and dating the expert's payment voucher after adding the following prescribed language:

"I certify that the expert or provider who submitted this bill has provided services in this case."

  1. Vendor's Certification: Requires the original signature of either the provider of the services or the attorney, depending on who is seeking reimbursement.
  2. Dept: Will always be CPC
  3. Vendor Invoice Number: The first three digits will always be the court code (see Section IX of this Manual.) The next nine digits can be whatever the vendor wants to use as an identification number; usually CPCS attorneys use the nine-digit Notice of Assignment of Counsel number. This number will appear on the check stub.
  4. Vendor Code: A vendor code must be established and on file with the Commonwealth before a vendor may be paid. It consists of the social security number and the first four letters of the last name, or a federal income tax identification number and four assigned digits. To establish a vendor code, contact CPCS Private Attorney Payment Department.
  5. Vendor Name and Address: Name and address of the person whose vendor code is listed. The Committee must receive written notification of address changes on letterhead with an original signature.
  6. Quantity: How many units of work were provided, e.g. hours, copies, etc.
  7. Unit Price: Cost per unit, e.g., $25.00/hour, $2.50/copy, etc.
  8. Amount: Multiply unit price times quantity.
  9. Description:
  1. Client name
  1. Court
  2. Name of provider of service if different from vendor seeking reimbursement
  3. Type of service provided
  4. See section on documentation below.
  1. Amount: Total reimbursement requested.
  2. Dates of Services: Dates when services were actually rendered or delivered (in the case of reports or transcripts). PLEASE SUBMIT SEPARATE PV's FOR EACH FISCAL YEAR. A fiscal year runs from July 1 to June 30.
  3. After completing the Attorney Verification (where appropriate) forward the packet to the Committee for Public Counsel Services Billing Department, 44 Bromfield Street Boston, MA 02108.

DOCUMENTATION

The following documents must be attached in order for a PV to be processed.

  1. Proof of Indigency: An Affidavit of Indigency, a motion authorizing Commonwealth payment of fees due to client's indigency, or a copy of the Notice of Assignment of Counsel form.
  2. Proof of Payment: When an attorney requests payment for expenses, monies cannot be advanced. Proof of payment for the service is required. Either a signed receipt or a receipt that CLEARLY shows that the person or company providing the services has been paid PRIOR TO SUBMISSION of the PV is acceptable. A copy of a CANCELED check is recommended.

Reminder:

  • Do not seek reimbursement if you have not paid the vendor. Have the vendor bill us directly. In such cases, where appropriate, sign Attorney Verification and send the PV and supporting documentation to CPCS.
  • Do not seek reimbursement if someone else paid for the costs. Have him or her bill us directly.
  • Do not submit a PV and then include the amount in rate C of an RFP.
  • Separate PVs for each fiscal year must be submitted (the appropriations are fiscal year specific.)
  • Submit your vendor's bill promptly upon completion of vendor's services and your payment of expenses.
  • Vendors must keep itemized time sheets.
  • Vendors must bill actual time.
  • Vendors cannot bill waiting time, except as allowed for in-court waiting time.

    • Payment Voucher (PV form) can be downloaded in PDF

    Instructional PV

    Blank PV