Billing and Payment
The “General Assistance Mandatory Billing Form” (GA 18) is the ONLY Acceptable Method of Billing the General Assistance Program. It must be completed appropriately and submitted by the RCH facility to bill the county. Instructions for the completion of the GA 18 are on the reverse side of the form. General Assistance (GA) Payments for clients who are residing in a State Licensed Residential Care Home/Board and Care facility are issued through a county warrant and are paid directly to the facility in the month AFTER the facility bills the county. The Personal Needs portion of the payment is issued to the client through their EBT Account, unless an EBT Cash Exemption is requested. [Refer to "Exemption from Cash EBT" in the Common Place HB].
The RCH facility must submit the GA 18, AFTER the last day of the month for which payment is requested. The county must receive the completed GA 18, by the 5th of the month. If the recipient leaves the RCH facility PRIOR to the end of the month; the facility must complete and submit the GA 18 within ten (10) calendar days of the recipient’s leaving the facility. If the bill is a “final” bill, that information MUST be indicated on the GA 18.
IN ADDITION, if a SAR 7 is due, it must be completed and submitted with all required verifications. The EW MUST process the SAR 7 appropriately, prior to issuing a payment to the RCH.
The GA 18 and related documents may be submitted to the General Assistance Office by email to the GA Office’s email inbox; by fax, or by US mail.
Incomplete GA 18s, must be returned to the facility. UNDER NO CIRCUMSTANCES IS AN RCH TO BE PAID WITHOUT A COMPLETED GA 18.
The County Use Only section of the GA 18 must be documented with any pertinent information such as billing and payment discrepancies, etc., and it MUST be returned back to the facility as a form of receipt.
The escalation process below has been established for the RCH facility to contact the County regarding the status of a submitted bill (GA 18).
| Level of Contact | The Facility Will Contact the | When |
| 1st | Eligibility Worker | 11 days (after submission of the GA 18) |
| 2nd | Eligibility Work Supervisor of assigned Worker | 3 days (after communicating with the EW) |
| 3rd | GA-RCH Liaison | 3 days (after communicating with the EWS) |
| 4th | OMC and SSPM | 30 days(after 30 days of the submission of the bill (GA 18), if the issue is not resolved) |
[Refer to "GA 18" in the DEBS BP].
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