Service Provider Expert User Manual
Contents
1. ar 123 Legal Blvd South yTown OC 345 USA Phone 888 555 4000 x 638 55 Expert Specialties Your current assigned specialties are E General Chemist Toxxcolog Changing Your Username and Password You may change both your username and password in your profile You may access your profile from the home page by clicking the My Profile link to the right of the user profile picture Or you may select My Profile from the Help menu Click Edit on the right side of the Login Info section Login Info Username change Your Login information prt Password reset CM ECF Access is NOT validated To change your username type the new username and click change Passwords will expire every 180 days Passwords must be a minimum of eight characters in length and contain One lower case character One upper case character One number One special character To change your password click the reset hyperlink Type the new password and retype it in the confirm field and click Reset Click Close to exit the Login Info section CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Personal Info Service Provider Expert Manual 5 The Personal Info section of the profile contains your designation name and contact information If any information is missing or incorrect you can change your personal info by clicking Edit to the right of this section of the profile Only self employed Service P2. Service Provider Expert Manual 1 AC Administrative Office of the U S Courts Office of Information Technology Service Provider Expert User Manual Release 4 1 2 2015 CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 2 Introduction The CJA eVoucher System is a web based solution for submission monitoring and management of Criminal Justice Act CJA functions Browser Compatibility e Windows Internet Explorer IE 8 or newer e Apple Macintosh Safari 5 1 or newer e Apple Mobile Safari is approved but with limitations o Chrome Mozilla Firefox and other browsers may not be used with CJA eVoucher CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 3 Accessing the CJA eVoucher Program Your court staff will provide you with information on how to access eVoucher It is suggested that you bookmark it for easier access Enter your username and password and click Log In CJA eVoucher Electronic Voucher Management System d vie USER LOGIN Train 6 Release 4 2 Existing user Please log in Usemamne a Log In Forgot your login Notice Ths is a Restricted Web Ste for Official Court Business only Unauthorized entry is prohibited and subject to discipline by the Court and or prosecution under Title 18 of the U S Code All activties and ac
3. and click Add Be sure to save your items b Basic Info b Services b Expenses Claim Status Documents Confirmation Claim Status mega ee End Date 8 3 2014 Interim Payment payment Reminder Please select the appropriate daim status Required Fields The Claim Status tab will include the date range of your services The dates default to the day of the creation of the voucher Ensure that the date range covers the days for which you are billing services and expenses Under Payment Claims make a payment selection Final payment indicates you will not be billing more on this particular appointment Interim payments must be OK d by the court but may be applicable for CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 14 those involved in long cases Supplemental payments cover forgotten charges discovered after final payment has been requested Navigate to the Documents tab and attach any receipts invoices or documents as PDF documents Label and describe the attachment in the description field and click Upload to attach the PDF documents Basic Info Services o Expenses Claim Status b Documents Confirmation Supporting Documents File Upload Only Pdf files of 10MB size or less File Browse Description Delete View No Attachments When you have entered all expenses and documents and are ready to submit the voucher advance to t
4. be checked on any of the CJA forms CJA 21 CJA 24 or CJA 31 created in eVoucher Expert Specialties Please select what specialties apply to you List your assigned specialties General _ Accountant Ballistics Expert L CALR Westlaw Lexis etc Chemist Toxicologist Computer Hardware Software Systems L Computer Forensics Expert _ Documents Examiner Duplication Services LI Fingerprint Analyst _ Hair Fiber Expert LJ Interpreter Translator L Investigator _ Jury Consultant LI Legal Analyst Consultant LitgatonSupport Services _ Mitigation Specialis Other _ Other Medical Expert LI Paralegal Services Pathologist Medical Examiner L Pol yoraph Examiner L Psychiatrist L Psychologist C Voice Audio Analyst L Weapons Firearms Explosive Expert Transcript L Court Reporter CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 9 Home Page and Navigation menu The home page provides access to information about your cases and billing which you submit Welcome Abraham Astey Expert Mv Submitted Documents Eisa To group by a particular Header drag the column to this area Search Case Defendant Type Status 1 13 8 00553 G6 Patricia Ward CJA 21 Submitted to Attorney Osmed A ae ERE aera Closed Documents 1 Page 1 of 1 2 items To group by a pa
5. cess attemnts are booed Users will be required to change their passwords within 30 days of the first time they log in to eVoucher Passwords must be at least eight characters in length and contain e One lower case character e One upper case character e One number e One special character Users are required to change their passwords periodically If you forget your username or password click the Forgot your Login hyperlink Enter your username or email address and click Recover Logon You will receive an email with instructions on how to reset your password Forgot your Login Please tell us your username and or email address We will send you an email to reset your password Username andir CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 4 Profile Your profile contains your login information your contact information as well as the billing information which will be used to pay for your services Your district may allow you to manage and update this information Edt Login Info UserName Astley CM ECF Access is NOT validated Expert Info Your Name Abraham Astley Ea Your Contact Info Phone 210 555 3434 Cel Phone 702 555 1212 Fax deadmal Gsupport aotx uscourts gov deadmal support aotx uscourts g Geadmal Ssupport ur our Address 0 Man Steet San Antonio TX 7821 Billing Info Your default biling info is g Abraham Astley a SSN EIN
6. harlene Campos SSN EIN 6 789 123 Legal Blvd South Form CJA21 AnyTown DC 12345 USA Phone 888 555 4000 Fax 888 555 4001 CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 12 To enter your service fees and expenses from the Basic Info screen click the Services tab at the top of screen or click Next at the bottom of the screen Basic Info b Services gt Expenses Claim Status Documents gt Confirmation Services Date Description Hours oOo ate h Required Fields To group OY a partadar leader drag te column to his area Required fields are marked with a red asterisk Enter the date of the service number of hours billed and the rate A description of the service provided is required Click Add CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 13 To enter charges for any additional expenses click the Expenses tab at the top of the screen or click Next at the bottom of the screen e Basic Info Services Expenses e Claim Status e Documents Confirmation Expenses Date 08 08 2014 4 Description round trip travel to interpret for interview Expense Type Travel Miles ys Miles at 0 5600 per mile Amount 31 36 Add Required Fields Date Description 06 08 2014 round trip travel to interpret for interview Page 1of 1 1 items Enter expenses
7. he Confirmation tab You will be able to review the summary of the voucher and can add any notes which will be available for the attorney and the court staff auditing the voucher Attention The notes you enter will be available to the next approval level Public Attorney 1 have attached a PDF copy of the invoice Notes I swear and affirm the truth or correctness of the above statements Date 8 8 2014 15 41 0 To submit the voucher select the I swear and affirm checkbox This action will also date and time stamp the submission The Submit button will become active Click Submit to move the voucher forward to the attorney who must review your voucher before submitting it to the court CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 15 Returned Vouchers To group by a particular Header drag the column to this area Case Defendant Type 101 000 1 14CR 08505 AA Thomas Howell 1 ClA 21 Voucher Entr Stat OSM 2014 Claimed Amount 0 00 Abraham Astley 4 Edit ii End 05 08 2014 Chemist Toxicologist _ Page lof 1 2 items Should there be any issue with your voucher the attorney may return the voucher to you for correction or additional documentation Any voucher returned to you will appear with a gold yellow background Often the return of the v
8. lidations have been added to billing information to ensure the data is in the proper format to be sent to the payment system If the data is not in the proper format payments cannot be made The system will alert you if there are problems with your billing information data You will need to fix those problems before payments can be made We ask that you access your profile and verify your social security number add your social security number if it is not there unless you are acting only as an associate on the system and verify your billing information Please do this as soon as possible so there will not be an interruption in your payments Also please note that you will not be able to change your social security number or your EIN once it has been synced with the interface Only the CJA6XAdmin user will have rights to change SSNs Also please remember to add new or additional billing records if your billing information changes Do not edit the existing record CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 8 Expert Specialties The Expert Specialties section will list any specialties for which you are approved for eVoucher billing If you are selected from the approved experts list when vouchers or authorizations for service providers are created in eVoucher the selection of your specialty will populate your name and billing information with SSN EIN masked That specialty will also
9. n July 2014 Service Provider Expert Manual 11 CJA 21 31 Entry The attorney will create the CJA 21 or CJA 31 voucher The attorney should notify the service provider that the voucher has been created and is awaiting completion by the provider Log in to the eVoucher application The voucher should appear in your My Documents folder on your home page To group by a particular Header drag the column to this area Case Defendant Type Stet 0101 1901 Claimed Amount 0 00 Charlene Campos Edit 1 13 CR 07387 BB Sevrin Brian 1 CIA 21 E Voucher Entry a ee a e End 01 01 1901 Interpreter Translator Page Lof 1 items To enter your fees and expenses click the Edit hyperlink under the Status column The Voucher will open to the Basic Info tab screen The left hand panel will display a running summary of the services and expenses as they are entered and saved CJA 21 b Basic Info gt Services e Expenses e Claim Status gt Documents e Confirmation Voucher Entry i th Basic Info 1 CIR TEST TAV CODE 0101 evrin B 3 MAG DET DEF NUMBER Voucher Ctort Dato ILEI sy tl LE E TIN CASE MATTER OF Case Name amp PAYMENT CATEGORY A v Brian T TERESA 11 OFFENSE 5 CHARGED 174 102 F COPYRIGHT LAWS F Subs for Federal Defender w O Appointing Counsel Phone 210 378 2343 _ P Subs for Panel Attorney F Subs for Retained Attorney Payment Info Preferred Payee Charlene Campos w C
10. oucher will be accompanied by an email explaining the circumstances Additionally you can examine the attorney notes on the Confirmation page to find additional direction Printing a Form CJA21 Should you wish to print a copy of your submission from the left hand panel click the Form CJA21 link to print a standard version of the voucher Form CIA21 Any reports the expert may have access to will be displayed in the Reports section Click on the Reports menu item to see which reports are accessible Home Operations Reports CMECF Links Help logout gt Reports Appointments Displays the appointments for which the expert is working CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014
11. roviders must enter a social security number in the user profile Company employed Service Providers will need to enter the EIN Once you have saved your social security number it becomes read only and the record is transmitted to CJA 6x Once your record has been transmitted to CJA6x any changes to the social security number can only be made by an eVoucher administrator If you need to make a change you must contact your court Expert Info Your personal info SSN Instructions If you are a self employed service provider you are required to enter your Social Security Number in the SSN field If you are company employ ed service provider only do not enter your Social Security Number in the SSN field First Name Middle Last Name O imace Tax Identification Number SSN Confirm Main Email deadmail support aotx uscourts gov 2nd Email PO 3rd Email PO Phone Cell Phone Fax Address 1 Address 2 Zip Address 3 Country UNITED STATES ia CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 6 Billing Info The billing information for your services is contained in the Billing Info section of the profile If your personal information address and phone are correct you can select the checkbox to Copy Address from Profile You will not be allowed to submit a voucher in CJA eVoucher without complete billing information You may edit
12. rtoular Header drag the column to this area Defendant Case No rows have been recorded on the database My Documents The My Documents folder contains vouchers which have been created by you They have not yet been submitted to the court for processing My Submitted Documents The My Submitted Documents folder contains documents which have been submitted to the court for processing Closed Documents The Closed Documents folder contains documents which have been completely processed Search Experts are generally not given rights to search in eVoucher If you click the Search hyperlink near the top of the home page you may receive a message indicating that you do not have access to these functions Note Search You don thave access to the reque CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 10 The eVoucher menu Home Operations Reports CMECF Links Help logout Menu Bar Items J Home The eVoucher home page Operations Appointments you have been assigned Reports Selected reports you may run on your appointments CMECF Allows you to query the CM ECF database if enabled by your court Links Hyperlinks to CJA resources forms guides publications etc Help Provides e Another link to your Profile e Contact Us e mail e Privacy Notice Logs user off the eVoucher program CJA eVoucher Version 4 1 2 AO OIT SDSO Training Divisio
13. the billing info by clicking Edit to the far right of the Billing Info section of the profile Company employed service providers are required to enter their name email information company s EIN name and payment address information in the billing information section of the user profile This information is used to establish the company s record in CJA 6x Biling Info Billing Type List all available billing info records Self Enployed Company Tax Identification Number EIN TIN 44 3268569 Confirm 44 3268569 Copy Address from Profile Name Compnay Name Phone Fax Address 1 110 Main Street Address 2 Address 3 City State Zip Code Country UNITED STATES wf You may add additional billing records by clicking the Add button You or the attorney for whom you are providing services must choose the billing information you wish to use when creating vouchers or authorizations Payments cannot be made if the social security number or EIN is missing from your profile This is a requirement of the payment system which eVoucher is interfacing with The Billing Info section has added a Billing Type which includes e Self Employed used when payments are made to the expert s social security number e Company used when payments are made to a firm s EIN number CJA eVoucher Version 4 1 2 AO OIT SDSO Training Division July 2014 Service Provider Expert Manual 7 Va
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