Authorization and Voucher for Expert and Other Services

What is CJA 21?

Who needs to file CJA 21?

When to file CJA 21

Documents you need

• Official document instruction: Whenever a service provider submits a voucher that includes time spent in common and prorates that time, each CJA representation must be cross-referenced on the supporting documentation to each voucher.
• Official document instruction: If the time is billed to one representation, the other representations must be cross-referenced on the supporting documentation to that voucher.
• Official document instruction: Attach supporting documentation (e.g., receipts, canceled checks) for all travel expenses.
• Official document instruction: Claims for mileage reimbursement must include the starting location, the destination, and the number of miles traveled.
• Official document instruction: Submit supporting documentation (receipts, canceled checks, paid invoice, etc.) for single item expenses in excess of $50.

How to fill out CJA 21

1. 1

   Identify the correct resource

   Confirm the exact official document title, Authorization and Voucher for Expert and Other Services, and identifier CJA 21. Check its edition and accompanying instructions before use.

2. 2

   Review: 1. CIR./DIST./ DIV. CODE 2. PERSON REPRESENT

   The official document includes “1. CIR./DIST./ DIV. CODE 2. PERSON REPRESENTED VOUCHER NUMBER”. Use the requirements and any conditional notes shown alongside that section; it may not apply to every person.

3. 3

   Review: 3. MAG. DKT./DEF. NUMBER 4. DIST. DKT./DEF.

   The official document includes “3. MAG. DKT./DEF. NUMBER 4. DIST. DKT./DEF. NUMBER 5. APPEALS DKT./DEF. NUMBER 6. OTHER DK”. Use the requirements and any conditional notes shown alongside that section; it may not apply to every person.

4. 4

   Review: 7. IN CASE/MATTER OF (Case Name) 8. PAYMENT

   The official document includes “7. IN CASE/MATTER OF (Case Name) 8. PAYMENT CATEGORY 9. TYPE PERSON REPRESENTED 10. REPRES”. Use the requirements and any conditional notes shown alongside that section; it may not apply to every person.

5. 5

   Review: REQUEST AND AUTHORIZATION FOR EXPERT SERVICE

   The official document includes “REQUEST AND AUTHORIZATION FOR EXPERT SERVICES”. Use the requirements and any conditional notes shown alongside that section; it may not apply to every person.

6. 6

   Review: 12. ATTORNEY’S STATEMENT

   The official document includes “12. ATTORNEY’S STATEMENT”. Use the requirements and any conditional notes shown alongside that section; it may not apply to every person.

7. 7

   Apply documented instruction 1

   The official source instructs: “Attach an itemized statement specifying the date and a description of the services provided, expenses incurred, and number of hours claimed for each service provided.”. Follow it only for the relevant section and any stated conditions.

8. 8

   Apply documented instruction 2

   The official source instructs: “Provide the case number or miscellaneous number assigned by the court.”. Follow it only for the relevant section and any stated conditions.

9. 9

   Apply documented instruction 3

   The official source instructs: “Enter the number using the last two digits of the calendar year (YY), the sequential number assigned by the court (NNNNNN), and the defendant number (DDD), as shown on the indictment or charging document.”. Follow it only for the relevant section and any stated conditions.

10. 10

    Review the document before use

    Review the information entered and the agency instructions before downloading, printing or using the document through the applicable official process.

How to submit CJA 21

Common mistakes to avoid

• Official caution: Service providers should review their vouchers to ensure that they do not contain errors, duplicate payment claims, or other improper charges.
• Official caution: Failure to obtain prior authorization will result in the disallowance of any amount claimed for compensation in excess of the limitation set forth at § 310.20.30 of the CJA Guidelines, unless the presiding judicial officer finds that, in the interest of justice, timely procurement of necessary services could not await prior authorization.
• Official caution: If this is a court-ordered examination to determine, exclusively, the mental condition as set forth in 18 U.S.C. §§ 4241-4246, DO NOT USE THIS FORM, regardless of who requested the examination.
• Official caution: If this is a dual purpose examination for two "non-defense" purposes (e.g., evaluation of competency to stand trial under 18 U.S.C. § 4241 and evaluation of sanity at the time of the offense under 18 U.S.C. § 4242), DO NOT USE THIS FORM.
• Official caution: Proration of time among CJA representations must not result in a service provider billing a larger amount than would have been billed had the service provider assigned all of the time to one voucher.