Direct Expense Voucher Check List

 

Revised January 3, 2017

 

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:

  1. For work completed on or before June 30, 2008, claims must be submitted prior to January 1, 2009.
  2.  For work completed on or after July 1, 2008, claims must be submitted 90 calendar days after the last date of service.

 For these purposes, signing the voucher and sending it to the court for approval is submission. W.Va. Code 29-21-13a(a)

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:

  • 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. Changes in the payee's name or tax identification number must be provided to our agency.  Failure to do so will result in a delay of processing your vouchers.
  • Provide the Payee's Mailing Address.  Changes of address must be provided to our agency.  Failure to do so will result in a delay of processing your vouchers.  If you have sold your vouchers to a financial service, the mailing address must be the financial service's address.
  • 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) must be listed for each case number. Please specify 1st, 2nd, or 3rd offense.
  • List the code citation.
  • Must have the attorney's signature with date.
  • Must have the payee's telephone number, fax number, and email address.
  • 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, 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:
Dates prior to August 16, 1990 $.20 per mile
August 16, 1990 - June 30, 1992 $.23 per mile
July 1, 1992 - December 31, 1992 $.26 per mile
January 1, 1993 - June 30, 1993 $.275 per mile
July 1, 1993 - December 31, 1993 $.28 per mile
January 1, 1994 - June 30, 1996 $.285 per mile
July 1, 1996 - January 11, 1998 $.31 per mile
January 12, 1998 - March 31, 1999 $.32 per mile
April 1, 1999 - December 31, 1999 $.31 per mile
January 1, 2000 - December 31, 2000 $.325 per mile
January 1, 2001 - December 31, 2001 $.345 per mile
January 1, 2002 - December 31, 2002 $.365 per mile
January 1, 2003 - December 31, 2003 $.36 per mile
January 1, 2004 - December 31, 2004 $.375 per mile
January 1, 2005 - September 13, 2005 $.405 per mile
September 14, 2005 - November 9, 2005 $.485 per mile
November 10, 2005 - July 25, 2006 $.405 per mile
July 26, 2006 - March 31, 2008 $.445 per mile
April 1, 2008 - January 19, 2009 $.505 per mile
January 20, 2009 - February 8, 2010 $.445 per mile
February 9, 2010 - January 14, 2011 $.405 per mile
January 15, 2011 - July 19, 2011 $.425 per mile
July 20, 2011 - June 30, 2015 $.47 per mile
​July 1, 2015 - December 30, 2015 ​$.575 per mile
​January 1, 2016 - December 31, 2016 ​$.54 per mile
​January 1, 2017 - Until Revised ​$.535 per mile
  • Court Reporters: A complete itemized invoice on court reporter's letterhead (date of service; number of pages; rate per page; type of proceeding transcript, i.e. magistrate or circuit ) must be attached. Reimbursements are as follows:
  • Circuit Court Hearings:
    Grand Jury Transcripts:
    Depositions (In or Out of Court):
          $2.85 Per Page for Original
          $1.00 Per Page for Copy
          $25 Appearance Fee
                   Not allowed if there is a transcript
          No Mileage Allowed
    Magistrate Hearings:
    Preliminary Hearings:
    For Services Rendered On Or After July 1, 2008
         $1.00 Per Page
         No Copies
         $5.00 Fee for Tape
         No Appearance Fees Allowed
    For Services Rendered Between January 1, 2001 to June 30, 2008
         $1.60 Per Page for Expedited Typing
         $1.50 Per Page for Typing
         $0.50 Per Page for Copy
         No Appearance Fees Allowed
         $5.00 Fee for Tape
    See the Court Reporter Check List for additional information.
  • Investigative services: A complete itemized invoice on investigator's letterhead must be attached.  Invoice must show dates of service, number of hours worked, rate per hour, mileage, rate per mile and a brief description of services rendered for each entry.  Investigative services are reimbursable at a maximum of $30 per hour.
  • Expert witnesses: A complete itemized invoice on expert witness' letterhead. Invoice must show the date of service, service provided, hourly rate.
  • Paralegal Fees: PDS will reimburse paralegal services at their actual hourly rate, but cannot exceed $20.00 per hour. In order to be reimbursed for paralegal time, you must provide a fully itemized invoice on letterhead. The invoice should detail the dates of service, time, and brief description of activity in the same form that attorney time and services are detailed.  The identity of the paralegal must be stated and a separate invoice must be prepared for each paralegal. The invoice must show the hourly wage of the paralegal.  The paralegal, by statute, cannot bill for "in-court" time in any amount.  Paralegal time is an expense on the appointed attorney's voucher and cannot be billed on a Direct Expense Voucher. See Paralegal Salary Conversion Chart and Paralegal Billing Guidelines.