WV PUBLIC DEFENDER SERVICES
CHECK LIST FOR DIRECT EXPENSE VOUCHERS
Revised July 11, 2008

Please use PUBLIC DEFENDER SERVICES' (PDS) VOUCHER FORMS revised on August 2004. The Direct Expense Voucher consists of the following: Order Approving Payment (Revised January 2007), Defense Expense Voucher. Public Defender Services requires two certified copies of the Direct Expense Voucher and invoices. For copies of the checklist and Direct Expense Voucher Form contact our office at (304) 558-3905 or our web site: http://www.wvpds.org.

To receive payment, a W-9 form must be on file in our office. The payee name and tax identification number on the voucher must match the name and number on the W-9. Please contact Sheila Coughlin by phone: (304) 558-3905 or email: Sheila.J.Coughlin@wv.gov The W-9 Form can be found on the IRS web site: http://www.irs.gov.

NOTE: The direct expense invoice must be $200 or more to be eligible for the service provider to bill as a direct expense.

PLEASE NOTE:

When resubmitting vouchers returned (bucked back) for errors, please DO NOT redo the entire voucher OR use white out on the voucher. Every voucher received by PDS is audited and entered into our computer system which assigns the voucher an Invoice Number. The Invoice Number is the nine digit number listed at the top of the Order Approving Payment. In order to prevent duplication or further delay in processing of the voucher, please attach or correct what is requested on the letter and return the entire voucher along with the Buck Letter to PDS. The "bucked" vouchers are pulled from the regular mail and processed as soon as possible because they have already been through the system and do not require complete auditing and re-entering into the computer system.

ORDER APPROVING PAYMENT (Revised January 2007):

• Client's name and case number must be the same on all pages of the voucher and any invoices. List the client's state of residence.
• Entered date must be a complete date (Month, Day, Year) and any changes to this date must be initialed.
• Must have the Judge's signature.
• Must have the embossed (raised) seal. The State Auditor will not accept photocopies.
• Enter the payee's name and tax identification number as reported to the IRS.
• If the dollar amount was altered or any written changes appear on the order, the changes must be initialed by the judge.

DIRECT EXPENSE VOUCHER:

• Type of proceeding must be on the voucher.
• The specific criminal charge(s) for each case number must be listed. ALSO list the WV code citation.
• Must have the attorney's signature with date.
• Must have appointed attorney's name, address, and telephone number.
• Name of person or firm receiving payment and tax identification number must be the same as reported to the IRS and agree with the payee and tax identification number on the Order Approving Payment.
• Must have Payee's complete address and telephone number.
• Expense totals: Include only those for the appointed attorney submitting the direct expense voucher. Do not include expenses claimed by another attorney appointed to the same case.

INVOICE REQUIREMENTS:

• Any expense of $10.00 or more needs to be fully itemized and/or an itemized invoice must be attached.
• In house photocopies and faxes: $.10 per page maximum for copies and faxes.
• Trial Supplies: PDS reimburses for expenses unique to the trial (i.e., exhibits). Supplies which are reusable for any purpose, like envelopes, pens, note pads, etc., are considered office overhead and are not reimbursable.
• NOTE: Travel and meal reimbursement are made according to the Governor's Travel Rules and Regulations authorized by Travel Management Office. Web site address: http://www.state.wv.us/admin/purchase/travel.
• Meal reimbursement: Allowable only on overnight stays. Must list the date and time of departure and date and time of return.
• Mileage: Must be itemized (date, number of miles, rate per mile). The reimbursement rate for use of a personal vehicle is as follows: