The Mayerson Report

You have a fully executed settlement agreement, pendency order, or a final decision by the hearing officer in your child's favor. Now what? What must now be done to secure payment?

Provider Invoices
Most service providers will provide you with a detailed invoice that will reflect the date and rate of service, the type of service that was provided, the time value of the service and the amount that is being billed. As you pay your bills, please note at the bottom of each invoice the date of payment and form of payment that you used. If you paid with a check, make reference to the check number. This will serve as a backup to prevent the school district from saying "we don't know which invoice this check relates to" -- a common excuse we will hear that, until resolved, often delays payment.

If your child is working with multiple providers within the same discipline or has any group treatments, co-treats, or participates in clinics, the invoices should be detailed enough to reflect what rates are being used for each provider. Many of our client families will maintain a weekly or monthly schedule of their child's services. This helps the family to check incoming invoices for accuracy as to the date and time reflected for service, particularly in the case of "overlap" or "co-treat" situations.

Proof of Payment
Proof of payment issues are often the culprit in delayed payment situations. The following are considered acceptable forms of proof of payment:

Checks: If you paid by check, you must submit BOTH the front and back of any checks that have been processed through your bank. If your bank, like so many banks these days, does not provide front and back images with your statements, you can request a copy through the bank branch, or print a copy through online bank websites. The business offices of school districts seek to confirm that a check was both written and cashed, and the date that it was processed. Bank records that only include the front of the check have sometimes been contested resulting in delay.
Credit Card Statements: Another acceptable form of proof of payment are credit card statements. Here, the school districts are looking for the name of the provider, the date, and the amount that was paid. You must submit a complete copy of your credit card statement, not simply receipts. Please note, information not related to the service provider payments can and should be redacted.
Bank Statements: School districts will also accept bank statements as proof of payment if it details what provider was paid, the amount that was paid, and when the check cleared through your bank account. If you provide a copy of the check that came in your bank statement, school districts will ask for a copy of the back of the check as well (see above). Again, information not related to your reimbursement can and should be redacted.

An Important Note Regarding Borrowed Funds
Many families will borrow monies from family members or close friends. When this is the case, the school district will be looking for some form of "loan agreement." It is possible to establish a loan agreement through testimony, but it is far easier to establish a loan arrangement with an actual, documented loan agreement.

The loan agreement should set forth the amount of the loan, any operative terms, the reason for the loan (i.e, tuition payment, ABA therapy, etc.), the names and addresses of all parties involved with the loan(s), and a statement confirming that even if the case is not successful, the loan monies will still need to be paid by the borrower.

Affidavits
Affidavits are notarized, sworn statements attesting to the provision of services. For providers, this will include the provider's name, tax ID number, the service that was provided, rate of service, and total amount charged. The affidavit must be notarized. Please note that we can notarize affidavits, but only if the person signing the affidavit comes into our office and signs the affidavit in our presence.

The foregoing recommendations are general guidelines. Specific questions concerning your particular situation can be addressed to Janna Wince.

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