Please use PUBLIC DEFENDER SERVICES' (PDS) VOUCHER FORMS revised in July 2009. The Direct Expense Voucher consists of the following: Order Approving Payment, Defense Expense Voucher. Public Defender Services requires only one certified copy 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.pds.wv.gov.
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.
Beginning July 1, 2008 two time periods for submission of claims are in effect:
For these purposes, signing the voucher and sending it to the court for approval is submission. W.Va. Code 29-21-13a(a)
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:
DIRECT EXPENSE VOUCHER: