How Do I Submit Requests for Reimbursement from a Funding Source Within SETWorks?

Electronic Billing requires special configuration. If you're not sure if you have eBilling enabled, speak with you SETWorks Implementation director. 

Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

How To Submit Electronic EVV and Billing

1. Ensure all the EVV check-in data is correct in the Manage User Locations tool in the Select Dropdown.
   
2. Navigate to the Manage Batches and Submit Billing option in the Select Dropdown in the top-right of SETWorks.
   
3. On the Configuration tab, navigate to the Manage Batches section and click “add new batch”.
   
4. Enter the name of the Batch in the Description field and click Insert. We recommend keeping the naming convention consistent as you continue.
   
5. Scroll up and set the date range filters and other filters to narrow down the list of Activity Records you would like to submit for billing.
   
6. You can check the box in the header to bill for all the filtered records or you can check the box and select records individually.
   
7. Once ready, make sure the corrected Batch is selected in the Available Batches section and click “add to batch”.
   
8. Navigate to the Review tab and find the “Batches for EVV submission:” dropdown. Ensure your batch is selected and then click “submit/resubmit batch to EVV”. This will submit your data to the EVV aggregator.
   
9. Once the submission is finished you will get a message back in SETWorks through the Message Center. If there are errors, please correct them. You can also use the EVV User Location Report and the EVV User Location and Consumer Times Mismatch Report to investigate.
   
10. If needed, resubmit any EVV claims needing corrections. Reference this article for more information: How to Void or Resubmit EVV Claims
    
11. At this point, we recommend running a Billing Report for the Batch to make sure everything is accurate. We suggest the Activity Record Billing Report Export with Subtotals and Exceptions. 
    
12. If there are any issues/errors, go and correct those and then re-run the report to make sure billing is accurate. 
    
13. Once ready, navigate back to the Manage Batches and Submit Billing option from the Select Dropdown and go to the Review tab.
    
14. You can drill in to view records you would like to bill for but if you already ran a Billing Report then this isn’t necessary.
    
15. Find your Batch in the “Batches for submission” dropdown and then click “submit batch”.
    
16. You will receive a few messages letting you know the status of your Batch within a few minutes.
    
17. You should be able to view your submitted claims through the funder the next business day.