Administration guidance for Service Providers to ensure successful invoicing, claims processing, and compliance with program requirements.
Invoices must include the following details:
- Invoice date
- Name and address of the provider
- Name and address of the parent
- Name of the student
- Individual dates of service
- Unit cost/cost per session for services (for example, tutoring $20 per hour, $100 per week, etc.) and total number of units (for example, 3 hours at $20 per hour, total $60 dollars)
- Description of allowable service (e.g., tutoring, music lessons, afterschool program)
- An indication that the invoice has been reviewed and approved by the parent/guardian (for pay-to-provider claims)
*Claims lacking the above items will be rejected, and a new invoice must be submitted for review. Resubmitted invoices will undergo expedited review to minimize delays (parents must notify Merit that the claim has been resubmitted).
Schedule of Fees:
- A schedule of fees must appear on the provider’s website or be on file with Merit.
- Fees included on invoices must align with fee schedules online or submitted.
- Fees posted in the Marketplace must align with the online or submitted fee schedule.
- Fees should be the same for students with ACE accounts and non-ACE participants.
- Packages exclusive to ACE participants are not allowable.
Claims:
Thirty-Day Guidance
- Claims paid directly to a vendor cannot invoice for services more than 30 days in advance. This applies to all service categories.
Common examples of unallowable expenditures include, but are not limited to:
- Costumes for recitals
- Childcare
- Uniforms and other clothing merchandise
- Club memberships (museum and zoo memberships are acceptable)
- Tuition
- Electronic devices
- Fees related to competitions and recitals
Thank you for your cooperation and commitment to the Ohio ACE program. Please note the above requirements are in addition to previously issued guidance and requirements.