Online Invoice User Manual - Agency
Contents
1. c Code Enter Code above Submit Go hack to lopin page Page 6 of 33 MFA Online Invoicing User Manual September 2014 5 The account and access levels are subject to confirmation by MFA You will receive an email that your request has been submitted It may take up to two business days to confirm your account Once it has been confirmed you will receive another email that your account has been approved Confirmation may include MFA staff contacting the supervisor or director at your agency to verify access C LOG IN TO THE ONLINE INVOICING SYSTEM 1 Once approved you may log in to the online invoicing system at http local housingnm org LoginPortal You will see the Welcome Screen 0 MFA Abang Abe ero Welcome to MFA Secured Systems Please enter your login information and click Login to continue UserName pasword id Login Forgot Password New User Registration 2 Enter your user name and password then click Login If you do not have a user name please Register as a New User see Section A Register a New User 3 If your user name and password are correct you are now logged in If your user name and or password are not correct you will see the following message at the bottom of the screen Invalid Username and or password please try again Login attempt 1 Warning You will be locked out after 3 invalid login attempts If you are locked out you will need to call the MF2. Residential Non Residential Total Unduplicated fo gd Duplicated oo o Household and Gender iee Population Residential Only Exit Information oF Hyg aan amp Wink gt Warming Pleaze note that no clients have been reported in amy of the categories under the Target Population tab If this is unusual for your agency please provide a comment below to explain This report can still be signed and submitted Comments Notes 0 of 500 characters OI have verified the mformation above 6 As you begin entering data in each tab Race and Ethnicity Household and Gender Target Population Residential Only and Exit Information of the Monthly Report form notes and warnings may appear at the bottom of the screen These will direct your attention to deficiencies or errors in the data you have entered 7 Ifyou have comments to add to the report enter these in the Comments Notes box below the report form and any warnings 8 Please note In order to protect your data from accidental deletion please remember to save frequently by clicking either of the Save buttons located at the top left and bottom left of the screen The date and time when the report was last saved will be noted at the bottom of the screen Page 17 of 33 MFA Online Invoicing User Manual September 2014 9 As each activity s Monthly Report is completed and saved the Activity Status of that particular activity will change from red
3. 2 Select Online Invoicing MFA Moan Abe deiro Welcome to MFA Secured Systems Please Select the System you want to use Please Select a Syste HomeLoanSery Lender Connection Note Loan Reservation System Use Online Inv Ni EnergyS mart eless Program and RAP Prog Online Invoicing Secure File Transter WCMS Page 5 of 33 MFA Online Invoicing User Manual September 2014 3 Then click the link for New User Registration a MFA Asesinas Aee Afeira Welcome to MFA Secured Systems Please enter your login information and click Login to continue UserName 1 pasword i Forgot Password New User Registration 4 Please complete the User Registration form Clarification of each field can be obtained by selecting Click HERE for help New User Registration SAI fields are required Click HERE for Help Please choose a bogin mame with no spaces and Symbols Requested Login Name _ upto 15 Characters First Name Last Name Service Provider Choose a Sennce Provider v The password must be between to 12 characters and mast contan at least oae number and one lener wiih no symbol Password ReType Password Emal Requested Access Level Edit amp submit scope of work to MFA _ Complete amp sign imvorce Complete amp sagn monthly reports LJ View only Subm mvoice and monthly reports to MFA Select Security Question Choose a Secunty Quesbon Answer
4. ail i Aa cae eac ae Notes to agency on Approve or Ders es f Societe Menem Reger DII Reve verified Ge uxioerestion above Page 13 of 33 MFA Online Invoicing User Manual September 2014 2 To enter the amount to bill click each box under the Current Expenditures column and enter expenditure amounts for each program activity For activities in which no expenditures were made during that month enter 0 00 3 To enter the match amount type in the dollar amount select the source from the drop down and then click Add You will need to click Add after entering each item If there is anything unusual in the invoice please type a comment in the Comments Notes box 5 Once you have entered all of the information click Save Invoice 6 If you see warnings at the bottom of the screen as in the figure below review them and make the corrections needed For example there will be a warning if the year to date match amount is less than the year to date expenses You can correct this by adding additional match or by including a comment explaining your agency s situation and your expectations for match that will be available in future months H rr oe s 334 OO s 168 00 ye hd Page 14 of 33 MFA Online Invoicing User Manual September 2014 7 Once any corrections have been made you can complete the invoice portion by clicking Sign Invoice You will then see the Sign Invoice Screen On
5. 7 The monthly report will open in a new window and can be saved or printed df Jor nv rnd inet i e AN Contract 13 01 CRV RAP 001 f Month Reported November 2014 MFA iuei Meter Afaimo Activity 3 Emergency Shelter Essential Services Number of Persons Seved Emergency Shelters Only Complete this box Residential Non Residential Total Average bed spaces available Unduplicated Total bed nights provided Duplicated Unduplicated Information Only Below Dashed Line Ethnic amp Racial Characteristics Total Hispanic Non Hispanic White Black African American Asian American Indian Alaskan Native Native Hawaiian Other Pacific Islander American Indian Alaskan Native White Asian amp White Black African American amp White American Indian Alaskan Native amp Black African American Other Multi Racial Total D Oo G O DO D D D D amp se oe ee Sjo amp D Household and Gender Information Persons in Adult only Households Male Female Children Total 0 Total Adults single 18 and over 0 0 L UPDATE USER PROFILE INFORMATION 1 To update your user information including your email phone number and security question go to the User Info Menu and click on Update Profile Scope of Work Lequests for Reimbursement Summary Data Page 31 of 33 MFA Online Invoicing User Manual September 2014 2 You will then see the User Profile Screen Your Profile Information User Name d
6. AAN t MFA Housing New Mexico Online Invoicing User Manual For programs Continuum of Care Performance Emergency Homeless Assistance Rental Assistance Program September 2014 MFA Online Invoicing User Manual September 2014 TABLE OF CONTENTS Pie Gee SEA Cece vecccecesencasatecemecestecdeaaeeesanacsicedeneeewansaesbecasneseucacaesncudess E ieesasduat donnbetecoaadaabaieonedescecaeneaen 4 Be PECEREN WU E oy caer raccairteqen E E A EE A E E E A 5 C Login to the Online Invoicing System esesssseesesrererrrresrrrerrrresrerererrserresreresetresetresreresrtreseereseeresetreseereseereseeresee 7 De ROSET PA SWO eae E E A E E E A 8 E View Scope of Work Activity Budgets cssscsscssssrescsssrencusssencusrsecensrencacaseneususeveusrencaaseneususenenstencassencucsses 10 F Create a New Request for Reimbursement ccccessccccesscccceseccccesececeueccceeuececeuseceesuceeeeeecessuecetsueeesenecetseneees 11 Ge ETOP SM AVON CC esenee E E Ta RE A E E R Ea RE 13 H Enter a Monthly Report essssesssssesessrsesrrrerrrrssrrresrrrueserresrtresttrsttrestttes ettore ttes doanneesaaseeseadnenabanadeasaucduseadesaranabualeese 15 l Enter Monthly Report Dale saiostssicicesancdtecdeamovadinsaransdaskanscdessduleetacagonsinanases bolasansiesaiuasdecbanddvancedestaabondsiwearsncbanaawesaese 19 J Submit Request for Reimbursement ceccccesscccceseccceesececeececceuececeusececeuececeuecesseeeeeseeecessunecetsueceeseg
7. Subenitied Program Type ee a Lani Normal sepan ESG On 2004 ia hiath titat Nenad COTES 7 Esa Sep 2054 neces ation Bowe Nonmnal jiita ESG Amg 1014 ucus tummies a No SN F lee A Y ESG dancer 1220 0 127814 OLIW bal DOES bras e Sea maae Namai ewan r EMERE J y ESG dewey 017014 OS 17 2014 OF 127014 3 You will then be directed to the Monthly Report screen The Month Reported and Contract Number should appear at the top right of the screen 4 From the Select Activity drop down tab near the top of the screen choose the activity for which you plan to enter data Online Invoicing System Creative Agency Monthly Report te Select Acuity Choose an Activity v Help Month Reported November 2014 ee Numbers Wont show up until you select an activity above Contact Number 4 02 CRV EHA 00 Seicty Seasus EESTI IT oes pens 0 00 44 Complete Page 16 of 33 MFA Online Invoicing User Manual September 2014 5 Once an activity is selected you will have editing capabilities in the form below Enter data in each of the white boxes shown in the Monthly Report form If there is no data to report for a particular activity that month enter zeros Online Invoicing System Creative Agency Ja D lanian e Help Month Reported November 2014 MFA Select Activity Shelter Essential Services we Activity Stabus Peep i ae BO ioe al Br Dorot activities completed 0 00 Sa Complete Activity 3 Emergency Shelter Essential Services
8. apartment no subsidy Public Housing Section 8 Shelter Plus Care no time limit Supportive Housing Program no time limit HOME subsidized house or apartment Other subsidized house or apartment Homeownership Moved in with family or friends on a permanent basis Can include a person who is going back to a formerly abusive situation if the situation is now relatively safe and stable 3 Exited to Other Unknown this means the client did not exit to Transitional or Permanent Housing but instead was in another exit scenarios including the client disappeared went to jail went to another shelter went to a hotel or motel passed away or is going back to an abusive situation that is unsafe and or unstable J SUBMIT REQUEST FOR REIMBURSEMENT Once the Invoice and all Monthly Reports have been completed they need to be verified and submitted 1 To begin the process log in to the system 2 From the Home Screen you will see the pending requests Click on the Edit View Request s button Online Invoicing System Creative Agency Scope of Work Requests for Reimbursement Summary Data Submit Invoice eee eee r MFA Approval 3 Review all of the invoice information If it is correct check the check box below the Comments Notes certifying that you have verified the information Nev 1014 EE Oct 1014 Sey wu ER Aug 2014 Erm Fu 2014 pecs Online Invoicing System ZH EE eee eee ee Type Intedne Statu
9. that no clients have been reported in any of the categories wider the Target Population tab If this is umusual for your agency please provide a comment below to explain This report can still be signed and submitted Comments Motes 0 of 500 characters Save Sign Go to Invoice Undo 4 Ml I have veri ed the information above Page 25 of 33 MFA Online Invoicing User Manual September 2014 9 Repeat these two steps 5 amp 6 for all activities Upon verifying all activities the monthly report needs to be signed Online Invoicing System Creative Agency Scope of Work Requests for Reimbursement Sign Monthly Report Aar f Month Reported November 2014 MFA Contract Number 14 02 CEV EHA 001 I hereby certify that the information m the report s 1s true correct and reflects persons served under the Scope of Work for the above contract FirstName U i E LastName SS Usemame dstsentry ot ee 10 The system will then redirect you to the Submit Screen Type in your First and Last Name capitalized and properly spelled then click Submit to MFA 11 Online Invoicing System Creative Agency Submit Invoice and Monthly Report for MFA Approval ov ti AN t Month Reported Nor 2014 MFA Contract Number 14 02 CRV EHA 001 kinna te FP uct I hereby certify that the total amount due is true correct and was expended in the performance of services related to the completion of the scope of work under the above r
10. A When you are finished with your tasks you will need to logoff from the system 1 To logoff go to the User Info Menu and click Logoff Scope of Work Requests for Reimbursement Summary Data User Info Update Profile Change Password gt Logoftf Page 33 of 33
11. A Program Manager to unlock your account Page 7 of 33 MFA Online Invoicing User Manual September 2014 D RESET PASSWORD 1 If your account is locked out you will need to call the MFA Program Manager to unlock your account before you can reset your password 2 To reset your password use Internet Explorer to go to http local housingnm org LoginPortal You will see the Welcome Screen O MFA Aeau Aiba Aeara Welcome to MFA Secured Systems Please enter your login information and click Login to continue UserName 1 pasword OOOO Forgot Password New User Registration 3 Type in your user name 4 Click Forgot Password You will see the Reset Password Screen with your security question A MFA Paing Aa inre Welcome to MFA Secured Systems Reset Password Security Question What is the name of your first pet Answer Po H Go back to login page 5 Enter the answer to your security question the one you selected when you registered for the account then click Submit 6 You will then see a window letting you know that a new password has been emailed to you Page 8 of 33 MFA Online Invoicing User Manual September 2014 a MFA Eain Aae iio Welcome to MFA Secured Systems Reset Password Security Question What is the name of your first pet Message from webpage Your password has been reset An email with your new password has been sent to you 7 Check your email to fin
12. age that the report has been successfully signed Message from webpage oe This document has been successfully signed ENTER MONTHLY REPORT DATA When Reporting is Required Any time an agency is using one of the four 4 program activities funds Emergency Shelter Operations Homeless Prevention Essential Services and Continuum of Care Performance a monthly report on that activity is required This includes agencies that are using multiple activities which they have allocated out of Emergency Shelter Operations funds The clients reported must be those whose assistance is provided from the activity funds Monthly reports are required for every month of the contract year even after funds have been fully expended Agencies with ongoing activities for example emergency shelters will report clients served for the whole year regardless of whether funds are expended in that month Page 19 of 33 MFA Online Invoicing User Manual September 2014 Unduplicated and Duplicated Reporting of unduplicated and duplicated clients will vary based on which activity is being reported Activities are reported in this order 1 Emergency Shelter Operations SHO 2 Homeless Prevention HMP 3 Essential Services Only ESS 4 Continuum of Care Performance COC Unduplicated For the first activity listed for any agency each new client served that month will be reported as unduplicated New clients are those who have not receiv
13. ataentry First Name fo Last Login Date 10 28 2014 LastName sd Service Provider Creative Agency Email fs Phone S O 3 Please make sure your information is accurate in the event MFA staff needs to contact you with a question about the request for reimbursement 4 You can also update your Security Question and Answer shown below please choose a question and answer you will remember Please note that this information can be seen by authorized MFA staff Security Q amp A The following Question will be asked of you if you forget your password Question What is the name of your first pet The following Answer 1s required to receive your password via email Answer IO Characters Max M CHANGE PASSWORD 1 To change your password go to the User Info menu and click on Change Password User Info Page 32 of 33 MFA Online Invoicing User Manual September 2014 2 Then you will see the Change Password page Change Password The new password must be between to 12 characters contain one digit and one alphabetic Old Password New Password Verify New Password 3 You will need to type in your Old Password and then type in your New Password Your new password needs to be at least 8 characters long include at least 1 letter and 1 number It cannot be more than 12 characters long Every 90 days the system will also prompt you to change your password ae OXCTO Ty O Rl
14. d this new password the email will be from webnotifier housingnm org and the password will be random letters and numbers 8 Write down or copy this new password and go to the Welcome Screen in Internet Explorer https local housingnm org onlineinvoice Login aspx 9 Enter your user name and the new password then click login 10 You will then see the Change Password Screen Change Password Change Password for user dataentry The new password must be between 8 to 12 characters and must contain at least one number and one letter It cannot be the same as the old password Verify New Password m Gon 11 Choose a new password following the guidelines and enter it in New Password Page 9 of 33 MFA Online Invoicing User Manual September 2014 12 Enter the new password again in Verify New Password then click Change Please write your new password down for future reference E VIEW SCOPE OF WORK ACTIVITY BUDGETS 1 To view your agency s current scope of work activity budgets and match sources for contracts in the Online Invoicing System choose View Scope of Work from the Scope of Work Menu Online Invoicing System Creative Agency Scope of Work Requests for Reimbursement Summary Data Choose Match Sources Scope of Work Budget Adjustment Request 2 You will then see your agency s contract year amp scope of work If there is not a contract number or scope of work showing please select the ap
15. e Repert Mame Sebenitind Progress Type tld iiss ta Nonna 111m1 ii Lanai ENA Neral ead Eager Nermal Hoant Om Prateeee Neral dence Deer rte Nowe Program Year July 01 2074 4 If there are unique circumstances please note it in the Comments section This will help the reviewer in processing your request for reimbursement Page 23 of 33 MFA Online Invoicing User Manual September 2014 5 General ledgers invoices data reports from HMIS and or Osnium must be uploaded to the Uploaded Documents section BARSISOS Comments Noys ty mt yarus For nen domerz tolase apero Export sa APP on thes mon and fm progres Been AMOS aed then upicsd 7 here Please call NOSCEH at 505 962 9000 with questass co Note to upiced documents yva penj wo antall Adobe Flash Uoi Paver 1f yos do net see a Upicad documazi box ussier is p O text vou cat dowtdesd Flash Plaver Seen q Upload F ss Fie Notes to agency oa Appeove o Dery weer tre ac ty Mort Repant A ave vertfhed the mtormance store 6 Click on the Go to Monthly Report button Notes to agency on Approve or Deny Go to Monthly Report Save Invoice Submit Page 24 of 33 MFA Online Invoicing User Manual September 2014 7 You will now see the Monthly Report screen Select the activity to review the information Online Invoicing System Creative Agency Scope of Work Requests for Reimbursement Summary Data ou A Monthly Repo
16. ecetseneeetees 23 ke RUM US REOT e EEE E E E E E E E E E S 27 L Update User PO Mle Mormaii Olt iien n E N R 31 Me CANEL NWO a OA A EE 32 N Logon iom the Sytema E E aT 33 Page 2 of 33 MFA Online Invoicing User Manual September 2014 Page 3 of 33 MFA Online Invoicing User Manual September 2014 A GETTING STARTED To get started you will need the following 1 A computer with Internet Explorer or Chrome browser and the most current version of Adobe Flash player installed a Please note that Internet Explorer must be in compatibility mode instructions are available from the Online Invoicing site on how to enable compatibility mode The Online Invoicing address http local housingnm org LoginPortal Once you have these set up you can register as a new user create edit submit requests for reimbursement and run reports Page 4 of 33 MFA Online Invoicing User Manual September 2014 B REGISTER A NEW USER Each user of the system needs an individual account which must be approved by MFA If a staff person leaves MFA must be notified immediately 1 Toregister a new user go to http www housingnm org and select Secure Login or http local housingnm org LoginPortal You will see the Welcome Screen MFA Heiss Ce lhara Welcome to MFA Secured Systems Please Select the System you want to use Please Selecta System Note Use Online Invoicing for ESG and State Homeless Program and RAP Program
17. ed any services since June 30 of the previous contract year On July 1 each year every client receiving services is counted as new For example RAP agencies will report all new Homeless Prevention clients each month as unduplicated Emergency Shelters will report all new shelter residents each month as unduplicated Continuum of Care agencies will report all new clients receiving Shelter plus Care services as unduplicated Duplicated As clients receive services from additional activities they are reported as duplicated For example RAP agencies will report all new Homeless Prevention clients under Essential Services as duplicated because the clients are being reported twice once for each activity RAP agencies will report all new clients receiving Essential Services without receiving Homeless Prevention as unduplicated because those clients are only being reported once There is no place in the reports to count people who receive services in more than one month in the year Additional examples e Ifan agency has only 1 activity then all new clients are unduplicated and NO duplicated clients should be reported e lf aclient is new in August and reported as unduplicated and then in October returns and receives services under the same activity the client is not reported e Ifa client was reported as unduplicated for an activity in August and then in October receives services under another activity the client is reported as duplicated i
18. ed as duplicated If the client was already reported under Continuum of Care Performance this year then the client should not be reported again Residential Non Residential Clients Residential clients are the clients who stay overnight when operations of the overnight facility are paid with MFA program funds Non residential clients are clients who receive assistance but do not stay overnight Definitions by activity 1 Emergency Shelter Operations clients who stay overnight are Residential all others are Non Residential 2 Homeless Prevention All clients are Non Residential 3 Essential Services All clients are Non Residential 4 Continuum of Care Performance clients are Residential if MFA funds are used to pay for operating expenses of a housing facility All other clients are Non Residential Race and Ethnicity Race and ethnicity must be reported for all unduplicated clients The total of all races amp ethnicities reported must equal the total number of unduplicated clients Household and Gender Membership in a household must be reported for all unduplicated clients There are two types of households adult only households and households with children under 18 Adult children 18 and over are not counted as children but as adults The total number of people in households must equal the total number of unduplicated clients The total number of households must also be reported Each single individual is counted as a h
19. eferenced Contract First Name Last Name Cw A Page 26 of 33 MFA Online Invoicing User Manual September 2014 12 The system will provide a message that the request has been submitted or will provide a Verification Error Message Online Invoicing System Creste Agency c A U iets I liner inf Subunit Invoice and Monthly Report for MFA Approval i Meri Reported Aavember 1014 MFA Contract Numbe 402 CRU EHA 0 I bercbe certify thar the otal amet due is mye coerert and was expended ia the perfomnasce of services related to the compienoa of Be scope of wodt ander the abone neferenced Contract Furst Nane jisa Message from webpage A This decurnent hes been successfully submitted bana aia ig Message from webpage 13 This message means that the either the invoice or one or more of the monthly reports have not been verified You will need to go to the invoice and or the reports review the information and check the checkboxes 14 Once that correction has been made the system will return you to the Submit Screen You should now be able to submit K RUN A SUMMARY REPORT Summary reports on expenditure and reporting data can be run from the Summary Data menu This menu also allows you to view save or print final approved copies of invoices and reports Page 27 of 33 MFA Online Invoicing User Manual September 2014 Summary Data Invoices 1 To run a report on invoices choose the Invoice ite
20. line Invoicing System Creative Agency a So So eo Sign Invoice AAN t Month Reported October 2014 MFA Contract Number 14 02 CRV EHA 001 marg Ve te I hereby certify that the total amount due of 5 200 00 is true correct and was expended in the performance of services related to the completion of the scope of work under the above referenced Contract First Name i Last Name Usemame me qq 8 When the Sign Invoice Screen appears enter your first and last name capitalizing the first letter of both and click the Sign Invoice button You will receive a pop up message that the invoice has been successfully signed 9 Now that the invoice has been signed it will need to be verified and the Monthly Report needs to be completed before it can be submitted H ENTER A MONTHLY REPORT Page 15 of 33 MFA Online Invoicing User Manual September 2014 1 To create or edit Monthly Reports you can log in to the system and see any available reports in your agency s Home Screen see Enter an Invoice or start by clicking on the View Edit Request s option under the Requests for Reimbursement drop down tab in the main menu bar 2 From the View Request s Screen click the Monthly Report link in the row that corresponds to the month you are editing Online Invoicing System Creative Agence View Reqwestis Program Year tay 01 2014 Jane I0 2015 v View jA Masih Type bavodce Seats Report Stans
21. ly report Enter Monthly Report H 11 Click Enter Invoice to enter expenditures for the selected month or click Monthly Report to enter monthly report data You may begin with either option specific instructions for each are in this manual Page 12 of 33 MFA Online Invoicing User Manual September 2014 G ENTER AN INVOICE 1 Once you have reached the Invoice Screen you will see your agency s funding activities and budget for each activity Online Invoicing System Cranve Agency E ET ee ee ee D Method of Pavment Check oner Direct Depost OCheck ee ee eee MFA 2014 so 2015 Program Year batt Help Type Normal Mosth October 2014 Imuoxer 28 Commate 1402 CRy SHA Exoerpeacy 2 900 00 ET 760 00 1300 00 WS SHOR 3 000 06 a ee Services RapidRe SLOGO hime 0 00 tdid ous 1 610 00 aaan O nni co vii Acustance Dun 2 000 00 BH 0 00 S000 000 WO flodo Coilecnom Berasas Carey w Aad HAES E Da S000 na 300 00 2000 aT 0 3 000 00 a a 8238 Berens Carer ina Fetal 8 64000 m 8 20000 STAKO pow soo WARNINGS Cotsments Notm 7 Ec cancer ee an APR oe hen morth and thas fos HAIS and then uplowd it here Piere call XN a 105 942 9000 wrih qaeraons co Note w upload decoment yos seed te austall Adobe Flash pleaded Documents Paver Tiron de net see a Uploed doctamer box usder this 5 text you can Gownioed Flash Plarer from Uptoad Files Fite
22. m under Summary Data Scope of Work Reguests for Reimbursement Summary Data Invoice Monthly Report 2 When you choose this item you will see the Invoice Report Options below and Individual Invoice List 3 To see totals across multiple months choose the start month amp year and the end month amp year and click the Run Aggregate Report button The months are based on the month when service was provided Online Invoicing System Creative Agency Home Requests for Reimbursement Invoice Report Options Month Year Month Year Aggregate Invoice Start 10 Oct_v 2014 v End 10 Oct_w 2014 v 4 Anewwindow will open with the report the report will include all expenditures for the months you selected and the respective match amounts reported hodO0t t 25 aa Meroe of egret Chece ove Vores iasa Drent emee mi o _ ao Se Correc 1 05 Cfy 2 442 001 ey Denr Tar he te evcert ae of 2150 00 amne Orec Ooo wes BeOoed A De pe Omaras d te woes Wea tc Me commeter of he Scape ciann Le he Dow wtrerced Aoin Deron Correct Oes Erry TOCADO IS tt 17 Oo aM k erroi Mue borers S Owe VFA Apoorp A Deis Page 28 of 33 MFA Online Invoicing User Manual September 2014 5 This report can be saved or printed by using the menu at the top 6 When you choose the Invoice option from the Summary data menu you will also see the Individual Invoice list From this list you can view any individual invoice to see the final informati
23. n the second activity Definitions by activity 1 Emergency Shelter Operations SHO New clients who have received Emergency Shelter Operations assistance should be counted as unduplicated If the client was already reported under Emergency Shelter Operations this year then the client should not be reported again 2 Homeless Prevention HMP New clients who have received only Homeless Prevention assistance should be counted as unduplicated If the client was already reported under Emergency Shelter Operations this year then the client should be counted as duplicated If the client was already reported under Homeless Prevention this year then the client should not be reported again 3 Essential Services Only ESS New clients who have received only Essential Services should be counted as unduplicated If the client was already reported this year under Emergency Shelter Operations or under Page 20 of 33 MFA Online Invoicing User Manual September 2014 Homeless Prevention then the client should be counted as duplicated If the client was already reported under Essential Services this year then the client should not be reported again 4 Continuum of Care COC New clients who have received only Continuum of Care Performance assistance should be counted as unduplicated If the client has already been reported this year under Emergency Shelter Operations Homeless Prevention or Essential Services then the client should be count
24. oice menu stems Use the User Info menu to update your profile change your password or jog out of the system Click here to get the Online Invoice Manual 4 You can also find the Requests for Reimbursement drop down tab in the main menu bar and click Create New Request Home Scope of Work Requests for Reimbursement Page 11 of 33 MFA Online Invoicing User Manual September 2014 5 You will then see the Create New Request Screen Create New Monthly Funding Request Select Contract 14 02 CR V EHA O01 w eg Month 6 First select the Request Type Normal or Addendum Invoice A normal request should be filed each month An addendum request is used to make corrections or report additional information 7 Then select the Contract Number for the funding you are requesting 8 Then choose the Reporting Month from the options provided in the drop down which should only be months for which a request has not yet been submitted The Reporting Month is the month in which the expenses were incurred and the services took place 9 Finally click the Create Request button You will then see the Request Created Screen 10 You will see buttons to Enter Invoice and Enter Monthly Report depending on your account permissions for example if you do not have access to the invoice you will not see that button Funding Request created for October 2014 Would you like to start with the invoice or month
25. on by clicking the links at the right side Individual Invoice Invoice Year Month Method Notes Submitted 902 2010 8 Direct Deposit View 902 901 2010 7 Direct Deposit View 901 7 The invoice will open in a new window and can be saved or printed just like the reports Summary Data Monthly Reports 1 The Monthly Report item under Summary Data allows you to run reports on the client demographics and numbers that have been reported and also to print or export reports Page 29 of 33 MFA Online Invoicing User Manual 2 Once the Monthly Report item is selected you will see the Monthly Report Data Screen Online Invoicing System Creative Agency September 2014 Scope of Work Requests for Reimbursement Summary Data Aggregate Monthly Report Report Year Month Create ID 3424 3568 3538 3386 3385 2263 2264 2266 2738 2237 2019 947 954 lt 2014 2014 2014 2014 2014 2013 2013 2013 2013 2012 2012 2011 2010 Start 10 Oct_v 2014 v Monthly Report Options Month Year Month Year Individual Monthly Report End Run Aggregate Report Report Links Date 09 08 14 Emergency Shelter Essential Services Rapid Re Housing Financial Assistance 10 28 14 Emergency Shelter Essential Services Rapid Re Howsing Financial Assistance 10 09 14 Emergency Shelter Essential Service Rapid Re Housing Financial Assistance 08 12 14 Emergency Shelter Essential Service Rapid Re Ho
26. orted based on the agency s facilities where the clients are staying this month not based on destination when the clients leave For Continuum of Care Performance agencies if there are no residential clients this does not need to be reported The categories are 1 Barracks clients are staying in 1 or more large rooms with multiple beds 2 Group large home clients are staying in the facility which is set up like a large home with no more than 1 or 2 clients per bedroom 3 Scattered site apartments clients are living in their own apartments Single family detached house clients are living in their own single family homes 5 Single room occupancy clients are living in individual rooms in a multiple resident building with shared bathrooms and kitchens or rooms may have kitchenettes and or half baths 6 Hotel motel clients are living in hotels or motels The residential programs cannot pay for hotel or motel stays so this category should not be used 7 Mobile home trailer clients are living in a mobile home 8 Other any other living situation not described above This category should not be used regularly and if used the living situation must be described in the Comments Notes box Total Occupancy Total Occupancy must be reported for agencies with Emergency Shelter Operations only and does not differ based on clients status as unduplicated or duplicated There are two categories 1 Bed spaces available
27. ousehold and each family is counted as a household Based on the number of people reported in each household type the reporting form will estimate the total number of households which may be different from the total you enter due to varying family arrangements Target Population Target population must be reported for all unduplicated clients A given client may be in one or more target populations the total does not need to equal the total unduplicated clients The categories are 1 Chronically homeless anyone who has been homeless for at least 12 consecutive months or who has had 4 episodes of homelessness staying in a shelter or on the streets in the past 3 years Severely mentally ill anyone who has a diagnosed severe mental illness Chronic substance abuse anyone who has a chronic substance abuse issue Other disability anyone with a physical developmental or other disability not included above Veterans anyone who has served in the military regardless of discharge status Persons with HIV AIDS anyone with an HIV AIDS diagnosis Oy a eS Page 21 of 33 MFA Online Invoicing User Manual September 2014 7 Elderly anyone over 62 Residential Only This tab is only available for agencies with Emergency Shelter Operations or Continuum of Care Performance Current Shelter Housing Type Current Shelter Housing type information must be reported for all unduplicated residential clients These should be rep
28. propriate year View Scope of Work Choose the contract year 2014 w A Contract Number 14 02 CRV EHA 001 w Program Type Approved Award Amount Match Source Data Collection HMIS 52 000 00 Bernalillo County Data Collection HMIS 3 000 00 Bernalillo County Emergency Shelter Essential Services 2 000 00 Bernalillo County CDBG City of Las Cruces Health and Human Services funds Rapid Re Housing Financial Assistance 1 610 00 Bernalillo County Page 10 of 33 MFA Online Invoicing User Manual September 2014 F CREATE A NEW REQUEST FOR REIMBURSEMENT Each request includes two components the invoice and one or more reports Reports are for each activity funded To enter either an invoice or a report the request first needs to be created 1 Tocreate a new Request for Reimbursement log in to the system You will then see your agency s Home Screen 3 Ifthere are no requests already created you will see the button Create New Request for Reimbursement Online Invoicing System TT See Oe eee eee IM Funding Requests that have been Signed but not Submitted yet Incomplete or Demed Funding Requests Invoices waiting approval Welcome to the online invoicing system Use the menus above to navigate through the system The home menu tem brings you back to this page e To yew your Scope of Work check on the Scope of Work menu stem To view edit of change an mvoce clack on one of the Inv
29. rt Select Month Reported November 2014 MFA Activity Choose an Activity AM CRU_EUA etait Aae dieit i 7 Contract Number owe Activity Status pTi ee a Boas coe 2 oat of 2 activities completed 100 00 Complete 8 If it is correct check the check box below the Comments Notes certifying that you have reviewed the information Online Invoicing System Creative Agency D oe Monthly Report Select Activi i Help Month Reported November 2014 MFA Select Activity Emergency Shelter Essential Services ey eee bee ji i lt Contract Number 14 02 CRV EHA 001 eRe RSL ea hee Omens Sholter Freantial Services Rapid Ro Housing Fimamncial Assistece 2 cutof 2 activities completed 100 00 t Complete Activity 3 Emergency Shelter Essential Services Residential Non Residential Total Unduplicated gt o o a Duplicated o Rac snd Ethnicity Household snd Gender Target Population i Exit Information Current Shelter Housing Type Unduplicated Residential Clhents Total Occupancy sere Ses esens mesane Total bea gtts provides 0 Scatteres sne Apartments Bednights zvallable for 30 cays i SE Ary EENE RORE Donpancy should Mnciueie al overnight cients those WAS ava naw Chis morte Condupiicatedt and then Who ane mot aj Slmgie Roam Oocupency naw Gai month thoy wane reposted as uncuplicated M a ria E TTT ai DTO mOn 0 rema a Hobie Hims Trailer tener Tatal Warming Please note
30. this is the total number of spaces available at an agency for a single night 2 Total bed nights provided this is the total number of nights of shelter provided it should include all occupants both those who are new reported as unduplicated and those who have either continued to stay or have returned reported as unduplicated in a previous month not reported in the current month Exit Information Exit information must be reported for all unduplicated clients for the month in which they exit The number does not need to match the total unduplicated clients as clients do not necessarily exit in the same month they entered Exit information is also reported by household Every single person is a household and every family is a household For example a couple is 2 persons and 1 household A family of 5 is 5 persons and 1 household There are 3 categories 1 Exited to Transitional Housing this means the clients exited to one of the following Shelter Plus Care if there is a maximum length of stay Supportive Housing Program if there is a maximum length of stay HOME TBRA program HPRP Moved in with family or friends on a temporary basis Can include a person who is going back to a formerly abusive situation if the situation is now relatively safe but is unstable Page 22 of 33 MFA Online Invoicing User Manual September 2014 2 Exited to Permanent Housing this means the clients exited to one of the following Rental house or
31. to green at the top of the Monthly Report form Online Invoicing System Creative Agency ED mare MFA Hace z Help Month Reported November 2014 Select Activity Emergency Sheher Essential Services w z OE PERIL a ee Ao At Contract Number 14 02 CRV EHA 00 a d Activity 3 Emergency Shelter Essential Services 10 Once all of the data has been entered the report for each activity must be signed prior to submission The report can only be signed once all activities are completed Please make sure all the activities have been reported This is especially important for an agency with assigned tasks or different levels of authorization Once the boxes are green the person authorized to sign can submit the entire report 11 To sign an activity s report click the Sign button below the Comments Notes box at the bottom of the screen Page 18 of 33 MFA Online Invoicing User Manual September 2014 12 When the Sign Monthly Report Screen appears enter your first and last name capitalizing the first letter of both and click the Sign Monthly Report button Online Invoicing System Creanve Agency Sign Monthly Report Month Reported November 2014 MFA Contract Number 14 02 CRV EHA 001 I hereby certify that the information in the reportis es true correct and reflects persons served under the Scope of Work for the above contract Fast Name Last Name Username H 13 You will receive a pop up mess
32. using Financial Assistance 08 12 14 Emergency Shelter Essential Service Rapid Re Housing Financial Assistance 01 08 13 Emergency Shelter Operations Emergency Shelter Essential Services 01 08 13 Emergency Shelter Operations Emergency Shelter Essential Services 01 08 13 Emergency Shelter Operations Continuum of Care Performance Pemnanent Supportive Housing Essential Services Homeless Preventic 08 30 13 Emergency Shelter Operations Emergency Shelter Essential Services 13 13 12 Emergency Shelter Operations Emergency Shelter Essential Services 09 10 12 Emergency Shelter Operations Emergency Shelter Essential Services O4 171 11 Emergency shatter Operations Contimmn of Care Performance Pemnanent 5 tive Houzing Essential Service Homeless Preventic 04 1 1 1 1 Emergency Shelter Operations Contimmum of Care Performance Pennanent Supportive Housing Essential Services Homeless Preventic r gt 3 To see totals across multiple months choose the start month amp year and the end month amp year and click the Run Aggregate Report button The months are based on the month when service was provided 4 Anew window will open with the report the report will include all data for the month s selected 5 This report can be saved or printed by using the menu at the top 6 You can also view save or print an individual monthly report by clicking on the activity name in the list Page 30 of 33 MFA Online Invoicing User Manual September 2014
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