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Legal Invoice Validation Criteria lists the validation criteria that the FDIC electronic billing system uses to process data. Outside counsel bills not conforming to these criteria will be rejected by the server before the user may submit the bill or may result in internal review, which may delay payment.
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Mandatory Validations
- Invoice line items math must be correct.
- Invoice line items must equal the total invoice amount.
- Only one matter may be billed per invoice.
- Vendor must submit invoice with valid matter number.
- Vendor must submit invoice with valid vendor number.
- Note—DC will auto-populate the vendor number.
- Vendor must be associated to matter it is billing against.
- Invoice Number cannot be greater than 20 characters.
- Invoice Number can only contain alpha-numeric characters.
Configurable Validations
Date Validations
- Line-Item date cannot be older than 62 days from the Invoice Date.
- Line-Item date should fall between Invoice Start and End Date.
- Billing Start date should be the first day of the month.
- Billing End date should be the last day of the month.
- Invoice date cannot be more than 90 days from the invoice received date.
Timekeeper Validations
- Timekeepers are required for all fee line items.
- Timekeeper IDs must be valid.
- Timekeeper rates must be valid.
Line Item Validations
- The following task and expense codes will be flagged for review:
- E111 (Meals); and
- E124 (Other).
- The following task and expense codes are not allowed:
- E101 (Copy Charges) cannot exceed $0.20;
- E103 (Word processing);
- E108 (Postage); and
- E109 (Local Travel).
- The following words in the line-item description will be flagged for review for Fees:
- DataCert, Collaboration, Portal, Wolters, Kluwer, WK, budget preparation, overtime, review, revision, reviewing, invoice preparation, copying, copies, filing, travel, and interoffice conference.
- The following words in the line-item description will be flagged for review for Expenses:
- Westlaw, Lexis, Nexis, and electronic research.
- Invoice line items may only contain fee rates billed in .10 (6-minute) increments.
Misc. Requirements
- Expense backups are only necessary upon request.
- Split Bills: Entire bill should be submitted with line-item detail and an IE/IF line item will be used to write down the other party’s portion.
- Flat Fees: Entire bill should be submitted with line-item detail and an IE/IF line item will be used to write up or write down the bill to the agreed-upon rate.
- Third party bills will be billed through Outside Counsel.