Table of contents Search manual

II-C Special Cash Pay

4/1/08

Special Cash Pay checks are issued for special needs, i.e., items that are not included in the basic standard for each program. Request payment for one-time special needs by completing an Authorization for Cash Payment form (DHS 437 or SDS 437), or a Medical Transportation Screening/Input Document (OMAP 409). Payments are issued by terminal entry using SPL1 or SPL2. The checks are generated from Salem the night of terminal entry and mailed the next day. Revolving fund (local office generated) checks are issued only for emergency situations. If a check will be mailed to a client, the situation is not an emergency, and the check must be issued through terminal entry using SPL1.

• Note: If converting SNAP benefits to cash, a revolving fund check may be issued and mailed.

Manager or designee must sign these documents authorizing payments.   SPD payments are issued by terminal entry using SPL1.

1. Computer Entry/SPL1

On a blank screen, type “SPL1." Press enter.

1. Put an “x” by “To issue client payment.”
2. Type in case # (6 digits only). Press enter.
3. At the SPL2 screen:Type appropriate security code.
4. BYPASS: If check is going to address other than client’s, type “A.” If client is in a different branch, type “B.”
5. GRDN: If check is going to a person other than client, type name here (Last, First). Vendor’s names must have comma and space between words if more than one word. Care Medical would be Care, Medical.
6. GRDN CODE: Usually leave blank. If check is going to a guardian or is “dual payee,” type an “F.”
7. OPER ID: Type your first and last initial.
8. TR CD: A = adding new payment, C = changing payment, D = deleting.
9. TRANS: Leave blank.
10. DATE AUTH: Current date, six digits (mm,dd,yy).
11. TOTAL AMOUNT: Amount of check, needs decimal.
12. PAY REASON: two digit code from AFS 437; OMAP 409 code is always 35.
13. SPL PAY: Amount of check. Press F1 here for codes/amount limits.
14. PAY BEG and PAY END: Dates covered. Must be in current or previous month; won’t allow future dates.

Press enter. “Record successfully added” should appear; if not, an error message will be displayed.

• Note: If sending payment to an address other than the clients, the following error message will display,"changes can be made now".

Changes, corrections and deletions can be made after record is “successfully added” the same day by repeating above process. See "h" above for the correct transaction code.

On the SDS 437/OMAP 409, note date entered, your initials. Make a copy of 437/409 to keep with financial transactions, and return original to the worker.

Retain copies of the SDS 437/OMAP 409's. These can be matched up with the report WSP0015X-A – Input to Check Processing that can be found on ViewDirect. The copies or the printouts are retained for one year. If printout retained, recycle copies of 437's and 409's.

OFSET Payment. OFSET payments are used for SNAP clients for support service payments.

Only Self Sufficiency offices may issue OFSET payments. This has been true since May of 2001. See IM 01-055 for more details.

2. Revolving Fund Checks Data Entry

All other methods of payment should be explored prior to issuing a revolving fund check.

The person requesting issuance of the revolving fund check and the person issuing the revolving fund check must not be the same person. Smaller field offices with minimal staff may obtain telephone authorization from their primary field office.

Support Staff have responsibility for the security, storage and accounting of the blank revolving fund check stock. Issuance of revolving fund checks as documented on a signed and authorized AFS 437, OMAP 409, or other DHS approved payment request form.

Completing the Check. Software must be installed locally for issuing checks, with a revolving fund check icon on the computer. Your SDA Business Expert or Line Manager knows where the Software CD is stored should it need to be accessed. Only designated printers can be used for the check stock.

• Double click on the revolving fund check icon. The logon box will appear; click "ok," no password is needed. This brings up the Input for Revolving Fund Check screen. Click on arrow at bottom of screen to get to a blank screen. Now you are ready to complete the check!
• Click on the "Phone Number" field and enter the area code and phone number.
• Tab and enter the Branch cost center – 4 digits.
• Tab and enter the date using format mm/dd/yy.
• Tab and enter the check number from check stock.
• Tab and enter the amount with decimal point.
• Tab and enter the Document Type by clicking on the arrow. (AFS 437 and OMAP 409 used most often).
• Tab and enter the Reason Code.
• Tab and enter the Payment Type by clicking on the arrow (cash used most often).
• Tab and enter the clients Social Security number.
• Tab and enter the program number.
• Tab and enter the first 2 digits of cost center IE: 20 for Branch 2017.
• Tab and enter the client’s case number, including the self-checking digit.
• Tab and enter the Worker ID code.
• Tab to First Name and enter client’s first name and middle initial. Tab to Last Name and enter last name. Tab to Address 1 and enter the client’s address. Only use Address 2 if two lines are needed. Then enter the city, state, zip.
• For Dual/Rep Payee or Other Payee: Use the first line of the address field for the other name. For one name payee (IE: U-Haul), use only the "Last Name" field and use Address 1 to enter "For: Client’s name."
• Tab to memo and type in the reason for check. IE Medical Transportation.
• Tab to Preparer's Name and enter your name.
• Preview Report – click on this button to preview the check for errors (click the square in upper right to enlarge the box to a full screen, and to exit press escape or click the X.
• Click on the box with the printer picture. To do a sample of the check, place a blank sheet of paper in the manual feed tray of printer. To print the actual check, manually feed the check into the feed tray, face up with check side closest to you. (**Test your printer; some printers require the check to be placed "head" first). Click on printer button.
• If an error is made and the check needs to be voided, type "Voided Check" in place of the Payee Name on the computer screen, then move to next entry screen to start over.
• Once the check is printed, authorized persons will access the check signing machine and complete the signature process (see below). Before releasing the check, have the payee sign the upper part of the check in appropriate space.

SPL5 Instructions

• Note: There is no daily security code needed for SPL5. Only staff with access to the Special Pay screens can access SPL5.

• Login to a mainframe session.
• Type SPL5 and press <enter>
• Enter a loadsheet value and press <enter>. After pressing <enter> the required fields for the loadsheet type will become available. If a field is unavailable (the cursor won’t tab to that field) then no entry is needed for the loadsheet type.

Here is a list of all the fields on SPL5 with data entry requirements and edits:

• Check Issue date: Enter the date on the revolving fund check. The date format is MMDDYY (111005).
• Check Amount: Enter the amount on the revolving fund check. The amount format is 999.99.
• Check Number: Enter the 8 digit revolving fund check number. This number must begin with 9.
• Program: Enter the CMS program code. The code must be valid. For a single-digit program code enter <space> before the digit. For example: program 2 is entered <space>2. Edits will prevent update if the code is invalid.
• Case number: Enter the CMS case number if required for the loadsheet type. This is now a six digit field. You do not need to enter the self-check digit.
• Payee Name: Enter the name of the check payee. Do not use numbers or special characters (commas, slashes, number sign, etc.). The first three characters cannot be blank: for example, enter Bi Mart as BIMART. If the check is to a third party on behalf of a client, enter only the actual payee name. For example, if the check is to PGE for Jane Smith enter PGE in payee name.
• Pay Reason: Enter a valid pay reason. The Help Window lists all valid pay reasons.
• Worker ID: Enter the Worker ID on the CM or SNAP case.
• Issuing Branch: Enter a valid branch number.
• Social Sec: Only the SNAP and JO loadsheets require an SSN. Enter the clients SSN, do not use dashes. For SNAP loadsheets, if the client has no SSN enter the Temporary case number (T number). For JO loadsheets, if the client has no SSN use the JAS ID (J number).

Procedure for Same Day Corrections. Staff can review and update a payment entered on SPL5 the same day only. To retrieve the payment record:

• Type SPL5 and press <enter>
• Place your cursor in the check number field and enter the check number. Press F11 to Browse.

To review and correct a payment entered today, enter the check number and press F11. All fields can be updated if needed. If the loadsheet type is changed you may need to enter additional fields if the new loadsheet type requires them. After you have made changes, press F21 to update. If the check number is incorrect, type in the correct check number over top of the incorrect number. You may press F9 or F21 in this situation. Either key will update the record. The incorrect check number will be deleted and the new check number will be added.

Miscellaneous

• The Help Windows are now available.
• Function Keys are listed at the bottom of the screen.
• The F4 (retain) function has been removed.
• F21 has been added to update corrected checks.

3. Process and Security of Issuing Revolving Fund Checks

Checks are issued in a first in-first out (FIFO) sequence. To the extent possible all of a previous shipment should be issued before any of the new supply is used.

• Each office will maintain a level of internal control where the person issuing the revolving fund check is not the same person who requests that the check be issued.
• The check issuer must positively identify the client before issuing a revolving fund check. Positive identification means the client may present a picture ID or, if this is not available, the issuer must use an alternative means that would assure them of the correct identity of the individual.
  • Note: The DHS Chief Financial Officer’s signature is the only acceptable signature on the revolving fund check. It is stamped on the check using a check signing machine.
• Option: Preparer's signature line can be utilized for issuer if additional control is required.

4. Using Check Signing Machines - Internal Controls

There are two keys for the machine. One is required to insert the signature plate and one is required to activate the machine.

The signature plate and corresponding key must be stored in a safe or secured area. The machine activation key must be stored in a different secured area. Both individuals will be present whenever the check signing machine is used.

• Note: No single individual may have access to all parts of the check issuance process, up to and including: the signature plate key, the machine activation key and the revolving fund check stock.

5. Custodian of the Signature Plate

This must be a designated person who controls the signature plate and key and is responsible for maintaining the log of signed checks and accounting for the sequential check numbers in the log. A back-up person will also be designated. This person may be a manager, lead worker or other designated person.

6. Activating the Machine

The person who activates the machine cannot approve expenditures and must have documentation of the authorized expenditure request. This person will typically be the financial clerk with access to the daily check stock. A back-up person will also be designated. All other methods of payment should be explored prior to issuing a revolving fund check.

The check must be folded at the perforation line prior to being inserted into the check signing machine in order for the imprinted signature to appear in the correct authorizing field on the actual check.

For machine repairs contact Terry Fuller in Contracts and Procurement.

7. Record of Designated Persons

Each office that has a check signing machine will keep an updated record of who has access to the signature plate and corresponding key and who can activate the machine with access to that key.

8. Log of Checks Issued, DHS 249A, Check Signer Control Log

Enter the date, check number, number of checks issued and beginning and ending meter totals for checks signed by the check signing machine.

The log should be signed by the check issuer and the plate keeper at the time the check is signed by the machine.

9. Management Review of Logs

Managers will review the logs routinely for check number irregularities, verification of meter recordings and general internal controls. The DHS 249 will continue to be used to record the check stock issued and the running balance of stock on hand. The DHS 249A (revolving fund check Meter Signature Log) will be used to track checks signed by the check signing machine.

10. Ordering & Receiving Check Stock

Each issuance site should order their own supply of revolving fund checks. If a site houses Self Sufficiency and Senior & People with Disability staff, they may elect to share the check stock. The branch number/index code would be changed to identify the branch/case number relationship for the check when issued.

Field offices should order a 3-4 month supply. Order a new supply when the stock on hand is down to a one month supply.

RF Checks are ordered by completing an AFS 289 Request for and Transmittal of Forms Receipt.

a. Ordering Revolving Fund Check Stock

1. Form AFS 289 (Request for and Transmittal of Forms Receipt) is the required form to order and receive Check Stock. Only those individuals identified on an executed AFS 285 form are authorized to order or receive check stock. Instructions follow.

The DHS Office of Forms and Document Management - Distribution Services Center maintains a list of individuals authorized to order revolving fund check stock.

2. AFS 285 - Authorization & Signature Card for Negotiable Documents. A completed AFS 285 lists those individuals authorized to receive and/or order revolving fund checks. Send the completed form to DHS Distribution Services Center (do not send copies). Those individuals authorized to order should not be authorized to receive, and vice versa. In small branches where this separation of duties may not be possible, the SDA must conduct random monthly reviews of the process. These reviews will be conducted by a third party.

The form has two purposes:

• For a Manager to delegate specific issuing, ordering, or receiving authority, to one or more persons. Persons authorized to order shall not be authorized to receive.
• As state office verification of authority when a document is issued, ordered or received. Only the most current AFS 285 for each function will be valid at any one time. If there is a change in personnel or authorized names, a new AFS 285 must be submitted immediately. Documents/Requests received without the appropriate signature are returned by DHS.

b. Receiving Revolving Fund Checks

1. AFS 289 - Request for and Transmittal of Forms Receipt (Also used to order the checks)

• The field office, on receipt of revolving fund checks, compares check numbers with the numbers listed on the AFS 289 and documents receipt of new check stock on the DHS 249 Control Log.
• The Manager becomes fully accountable after revolving fund checks have been received and the AFS 289 signed.
• Discrepancies must be reported to the appropriate Manager who will report them to the appropriate personnel in Central Office.

2. DHS 249 - Control Log

• Add the check numbers and total number of checks received by the field office to the DHS 249 Stock Control Log. Update the running balance.
• A physical inventory must be done at the time of ordering new stock and at least once a month on a random date by a person not responsible for issuing checks.

11. Security

See DHS Policy regarding Check Stock.

The main supply of revolving fund checks must be stored in a locking safe or bar lock file. A daily supply can be logged out to the check issuer on an AFS 0249 and kept in a locking supply cabinet, file cabinet or desk drawer at all times.

Revolving fund checks logged out which remain unused at the end of the day will be logged back in on the AFS 0249.

The daily supply must be kept secure during the day and must not be left unattended.

Physical Inventory

• A physical inventory (count) shall be done once a month on a random date and prior to reorder.
• The physical inventory must be done by someone not authorized to issue revolving fund checks. If this is impossible due to field office size, the physical count must be completed by two persons and the AFS 0249 initialed or signed by both.
• Record date of physical inventory, actual number of revolving fund checks and signature or initials of person(s) responsible for count on log.
• If there is a discrepancy, other than an addition/subtraction error, report it immediately to the appropriate Manager who will in turn report the discrepancy to the appropriate personnel in Central Office

• Canceling or Voiding Checks see Section II.D

• Replacement of Lost Checks see Section II.E

If you have a disability and need a document on this Web site to be provided to you in another format, please contact Donna Zeit at (503) 945-7021. If you know of others who need this accommodation, please let them know it is available.

If you have questions about DHS or problems getting DHS services email us: DHS Information. DHS Groupwise users, address email to dhs.info@state.or.us

If you have comments about this site, email us: Webmaster. DHS Groupwise users, address email to spd.web@state.or.us

Oregon Department of Human Services
500 Summer St. NE E02, Salem, OR 97301-1073
Phone: (503) 945-5811
Toll-free: (800) 282-8096 (V/TTY)

If you have a disability and need a document on this Web site to be provided to you in another format, please contact the Office of Document Mangement (ODM) at 503-378-3486 or by e-mail at dhs.forms@state.or.us.

If you have questions about DHS or problems getting DHS services, send e-mail to dhs.info@state.or.us. If you have comments about this site, send e-mail to spd.web@state.or.us.

Oregon Department of Human Services
500 Summer St. NE E02, Salem, OR 97301-1073
Phone: (503) 945-5811
Toll-free: (800) 282-8096 (V/TTY)