Reimbursement GuidanceWork Authorization

Purpose

Clarify the Work Authorization Process

Understand updates/changes to the Work Authorization Process

Understand how to use the 007 AAF

Objectives

Review the work authorization process

Explain proper use of Proposed and Contingent Units

Explain how incomplete or deficient reports are to be handled

Explain use of the new 007 AAF

Definitions

Pre-Approval = Authorization = Pre-Authorization Work Performance Period = the start and end of a

phase or sub-phase; has nothing to do with reimbursement

The Work Authorization Process:“pre-approval”

ReleaseReported

DEQ AssignsPC# and

Case Manager

Consultant/RPand DEQdiscuss

Work Scope

ConsultantPrepares/edits

Scope/AAF andsubmits to

DEQ

DEQ reviewsScope/AAF

Scope/AAFOK?

NO

Consultant/RPAnd DEQSign AAF

YES

Work

!

• Proceed @ own risk• Discuss with GWM• RP to cover $

Confirmed Release Letters

For combined IA/SCR Reports, DEQ Case Managers will specify a single due date

For separate IA and SCR Reports, DEQ Case Managers will specify separate due dates for the deliverables

AAF Pre-Approval

DEQ & Consultant/RP discuss scope

Consultant/RP develops AAF DEQ reviews AAF and discusses

needed changes w/ consultant/RP Consultant/RP amends AAF as

necessary DEQ signs AAF and returns to

consultant/RP

The Work Authorization Process:“change in work scope”

SiteConditions

RequireChange/Increase

In scope

Consultant/RPContacts DEQ

Case Manager to Get approval for

Additionalunits

Contingent UnitsSufficient? NO

YES Work

WorkConsultant/RP

documentsApproval!

Approvalreceived?

YES

NO • Proceed @ own risk• Discuss with GWM• RP to cover $

Proposed and Contingent Units

Proposed Units Units to complete entire work scope Based upon existing knowledge of site

Contingent Units Units for reasonable changes to work

scope Changing or unknown site conditions Circumstances arising during work Rationale for use must be supported

The Work Authorization Process:“verification”

Consultant/RPSubmits

Deliverable &Work-performed

AAF to DEQ

DEQCase Manager

Reviewsdeliverable

NO

YES

DEQ CaseManager

Verifies AAF(30 days)

DeliverableComplete?

Work

DEQ CaseManager

Sends VAAF toDEQ CO

DEQ CaseManagerConveys

Denial info to Consultant/RP

To Reimbursement

AAF Verification

DEQ Case Managers may request additional documentation

Consultant/RPs must document rationale for contingent unit use

DEQ Case Managers must document rationale for denials (comments field)

DEQ Case Managers have 30 days to complete

Deliverables

Deliverables must be well defined at time of pre-authorization

Deficient deliverables shall be returned for completion – no additional units authorized

Addenda – additional units shall be authorized for expanded/new scope of work

Deficient Reports

Standard and/or requested report items missing with no rationale

Incorrect work, e.g. calculations are wrong, improper well construction, contours are wrong, etc

Poor quality, e.g. illegible, obviously boilerplate (wrong references, not site specific), report is self-contradictory, missing rationale, unsupported conclusions

Deficient Reports (cont)

Supporting documents missing, e.g. analytical reports, manifests, correspondence, access agreements, photos, field logs, etc Incorrect work, e.g. calculations are wrong, improper well construction, contours are wrong, etc.

Incomplete scope of work (field work)

Addenda

New/additional work needed - not in original scope of work

Phased approach being used Unforeseen circumstances: e.g.

undocumented utilities encountered, weather difficulties, land use or planned land use affecting scope of work (use or planned use not in existence before finalizing scope of work)

The 007 AAF

Landscape format No pre-printed T-Codes Scope of work broken into Activities

New field order - Code and Description

Separate comment fields

The 007 AAF

Monitoring Well InstallationM0089 Equip Mob/demob event 1 1 Possible 2nd wk drilling

M0123 5 in. mon well inst foot 80 4 wells @ 20’/ 60

X001 Titanium Widget unit 1 Est. cost = $250

The 007 AAF

Reimbursement Period

Jan Feb Mar Apr May Jun

AAFAAF

LabInvoice

LabInvoice

ReportWriting

ReportWriting

Sub-Phase Period

Phase Period

Electronic AAF

Microsoft Excel spreadsheet Automatically populates code

descriptions Documents tracking of changes Summarize Total units Easily emailed

The Work Authorization Process:“Reimbursement”

ClaimantPrepares a

ReimbursementClaim Package

ClaimantSubmits ClaimTo DEQ CO

NO

YES

ClaimComplete?

From:Verification

Process ClaimAnd

Yield Decision

DEQ COQA/QCs claim

Decision

Reject Claim orRequest

Additional infofrom

Claimant

VAAFReceived from

RO? DecisionMailed

Return Claim to Claimant

YES

NO

ClaimPassesQA/QCNO

YES

Payment

The Work Authorization Process:“Reconsideration”

ClaimantReceives

ClaimDecision

SeekRecon?

From:Reimburse-

ment

DEQ CO copies docs to RO

ClaimReviewed

Claimant FilesReconsideration

Claim & SupportingDocs to DEQ CO

(45 days)

AdditionalInfo

Needed?

Analyze Claim,Render a

Draft Decision

NO

YES

PaymentStop

RO Reviews &Responds to

DEQ CO

Decision &Conversion ltrTo Claimant

PanelType?

Panel Convenes &

Renders FinalDecision

ROInput

Needed?

DecisionMailed

YES

NO

NO

YES

M

W

Transition to Sub-Phases

Jan Feb Mar Apr May Jun

PSCRMon Sub-Phase Period198 SCR

Jul Aug Sep Oct Nov Dec

PSCRMon Sub-Phase Period

PSCRMon Sub-Phase Period

2007