Help Us Help You: HMIS User License Billing

We know that tracking HMIS user licenses and invoices can be cumbersome for agencies so we have been working on ways to make the billing process easier for you. We recently set up an email address specifically for HMIS user license billing inquiries. Need to know whether we have received the payment you sent for an invoice or have questions about how a license transfer works? You can send billing-related questions to mnbilling@icalliances.org.Here are some ways you can help us make the user license billing process smoother for your agency:

• Contact the Helpdesk right away when you have changes to your HMIS users or licenses!Did one of your users leave your agency or does someone no longer need access to HMIS? Contact the Helpdesk right away and let us know about the change so we can make the license inactive. Not only is this important for data security purposes, it will ensure that we have the most updated user information when we bill your agency. Please let us know whether the license will be transferred to a new user or if the license will not be filled and should be deleted completely. If the license will not be transferred you will be credited for the time remaining on the license at the point when it is deleted. **For data security purposes, we still want you to contact the Helpdesk at mnhmis@icalliances.org for all user deactivation requests**

• Keep us updated on changes to your agency’s billing contact information.We send invoices and billing communications via email so if there has been a change to the billing contact in your agency or if billing information is not sent to the correct person, please let us know. We want to be sure we are contacting the right person, but we won’t know about your agency’s changes unless we get that information from you.

• Keep an eye out for time-sensitive billing communications from ICA.Because HMIS licenses change frequently we will email your agency a few business days before sending annual billing invoices to confirm the licenses to include on your invoice. Please respond as soon as possible if you have changes or if there is anything else we need to know so we can send you the correct invoice with enough time for you to submit payment before the licenses expire.

• Process invoice payments as soon as possible to prevent your users from being locked out of HMIS.We send annual license renewal invoices out one month before your user licenses expire to give you time to process and send the payment. We understand that there can sometimes be delays in getting a payment processed so if you contact our MN Billing email address (mnbilling@icalliances.org)  to let us know about the delay we can temporarily extend user licenses for 15 days to give you time to make a payment.  However, if an invoice has not been paid within 60 days after the due date we will make the users inactive and will not extend licenses any further until payment is made. This also applies to invoices sent for new user licenses that were purchased.