Revised January 3, 2017
The ON-LINE VOUCHER SYSTEM (OVS) went fully operational on April 2, 2012. The OVS system lets attorneys easily create, submit and track court appointed vouchers electronically. Please sign up today if you are not using the OVS system.
Have questions and need answers? Please visit our Frequently Asked Questions site!
Please use PUBLIC DEFENDER SERVICES' (PDS) VOUCHER FORMS revised in July 2009. The Appointed Counsel Voucher consists of the following:
Public Defender Services requires only one certified copy of the Appointed Counsel Voucher, and invoices (if applicable). Please fill out the pages of the voucher needed. To reduce the number of copies do not send blank pages of the voucher. For copies of the checklist and Appointed Counsel 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.
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)
Juvenile or Child Abuse & Neglect cases can be billed after each Disposition Date (i.e., Improvement period). These vouchers are not supplemental to each other.
Six months after the date of appointment, the appointed attorney may submit an "interim voucher". If there has been an interim voucher paid on a case, the second voucher submitted MUST be the final voucher.
On and after September 15, 2006, time spent in MDT hearings will be compensated at out-of-court rate.
The voucher preparation does not constitute the "Last Date of Service" on a specific case.
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:
DEFENSE COUNSEL VOUCHER PAGE:
ITEMIZED STATEMENT OF LEGAL SERVICES - Page One and Additional Page:
NOTE: When voucher time exceeds the specified twenty (20) entries on Page One of the Itemized Statement of Legal Services, please utilize the Additional Page (cuts down the number of copies).
ITEMIZED STATEMENT OF EXPENSES - Page One and Additional Pages:
NOTE: When voucher time exceeds the specified thirty (30) entries on Page One of the Itemized Statement of Expenses, please utilize the Additional Page (cuts down the number of copies). The itemization listed below also applies to all service providers.