III.G Receipting Monies
9/1/11
1. General Receipting and Depositing
All monies (cash, check, money order or other) received by a local office must be accounted for by a receipt. A summary of the type of receipts is provided in the Receipting Monies Chart below.
- Each local office should maintain a commercial money receipt book (see Receptionist
Section VI-A-6) and a mail log for recording of
monies received. Periodic reconciliations of the deposits to the receipt book
and mail log should be made by a designee of the local office manager.
- General Receipt Form. Receipts should be recorded immediately
by completing a General Receipt form (AFS 29). Use the Commonly
Used Receipting Codes below and Receipting Code Matrix
below. The Branch box on top of the AFS 29 means the client’s field
office. If another office is receipting the money, write that office number
in the Branch No. box under Received By.
Please be specific in your descriptions on the AFS 29. For a receipting code 121, for example, “Voluntary pay down of assets” means more than “Reimbursement of Assistance.”
Copies of the AFS 29 are distributed as follows: White copy, client; pink copy, client’s file; and, yellow copy, Central Office (with the pink deposit slip). A copy can be made for the financial clerk's records on a copy machine. If using the electronic database, e-mail or distribute a copy of all of the above.
- Depositing Receipts. Receipts (checks, cash, or money orders)
must be deposited "not later than one business day after collection of
receipt thereof" (State Treasury Policy 02.18.01 and ORS 293.265). The
following are exceptions:
- The field office is not near a bank branch with which
the State Treasury maintains an account.
- Aggregate receipts on hand total less than $1000.
- The field office has severely limited staff resources.
- Receipts are so great that existing staff cannot meet
the next business day requirement.
Even when these above exceptions exist, deposits are made not less than weekly.
- The field office is not near a bank branch with which
the State Treasury maintains an account.
- Note: Money that is receipted from providers (paid to them for services), should not be deposited by the local office. Send payment to:
Provider Payment Unit
PO Box 14960
Salem, OR 97309
2. Receipting Client Pay-In
The Initial Month.
Checks received for Client Pay-In the first
month cannot be entered on SFMU. Complete an AFS 29 (the receipting code is
“PAY”) and deposit the check. Send yellow copy of AFS 29 and pink
copy of deposit slip to:
After the Initial Month
Clients receive a monthly bill for their Client Pay-In (See section II-H for information on setting up a monthly billing, making pay-in changes, and requesting client refunds). The bill includes a prepaid envelope addressed to the Receipting & Trust Unit. Occasionally, a client will take or mail a pay-in check to the local office. When that occurs, the office must receipt the funds according to instructions in the Client Pay-In Cookbook.
- Note: If the client submits verification of other incurred medical, submit to the local office.
Prior to receipting a check, examine it to make sure that the words and the
numbers for the dollar amount match. If they do not match, contact the client.
If the check is not from the client, write the prime number on the check. This
will help identify the check if it comes back "NSF.”
Also see SFMU procedure in section II.H.
3. Receipting Repayment for Past Assistance
Field offices receipt and deposit monies for repayment for past assistance. Send the yellow copy of the AFS 29 and the pink copy of the deposit slip to the following address:
This unit will notify the Estate Administration of the payment.
The 121 receipt code is used when we receive money from an SPD client and 1) the money is paid to reduce a client’s assets or retain eligibility, or 2) for other SPD reimbursements for services not on the client pay-in system. Be sure to put in the Description/Reason for Payment box exactly what kind of payment this is; non-specific payments of the first kind will be tracked by Estates Administration’s One-time payment system.
4. Receipting Repayment of Overpayment
An overpayment is any cash, medical, SNAP or vendor payment made by SPD that
exceeds the amount for which a person is eligible.
Client Overpayments:
For client overpayments, the OPDS screen provides information such as the amount due and when the overpayment occurred. For questions about which overpayment code to use, call the overpayment collections desk at (503) 373-1872 x241.
The Client may send a check to DHS or to the field office. If payment is made
directly to DHS, the Social Security number should be on the check. The check
should be made out to Overpayment Recovery and sent to the following address:
Department of Human Services
Overpayment Recovery Unit
PO Box 14150
Salem, OR 97309
If payment is made at the field office, send the yellow copy of the AFS 29
and the pink copy of the deposit slip to the following address:
Provider Overpayments:
Money that is receipted from providers (paid to them for services), should not be deposited by the local office. Send payment to:
Provider Payment Unit
PO Box 14960
Salem, OR 97309
For complete overpayment information and processing instructions, please see the Provider Overpayment Procedure Guide on Staff Tools at this link: http://www.dhs.state.or.us/spd/tools/cm/provovp/guide.htm
5. Receipting Trust and Agency (T & A) Accounts
These payments are either direct deposits or a check sent to the field office. If checks are received in the field office, complete the AFS 29 and deposit the check. The yellow copy of the AFS 29 and the pink copy of the bank deposit slip must be sent DAILY to the following address:
OFS, Receipting & Trust Unit
T & A Accounting Specialist
2575 Bittern St NE, Rm 119
Salem, OR 97310
- Note: For the routing number and account information for direct deposits contact Labecca Abdul-Rahmann at 503.947.9932.
See section II-I for information on setting up a T & A account and accessing the special and maintenance subaccount.
Check the status of the Trust and Agency Account on the TAA1 screen. Before receipting into the account, verify with the case worker the amount to place into “Maintenance” (for basic services) and “Special” (for money management) accounts.
6. Receipting Monies for Adult Foster Home Fees
Local offices accept non-refundable fees from AFH providers for initial, renewal,
and resident manager applications or change in capacity.
The licensing fee will
be given to the appropriate staff person for immediate receipting. Complete
the AFS 29 using code 526 and indicate if it is an initial application fee,
a renewal fee, a resident manager fee or change of capacity fee. The name on
the receipt must match the name(s) on the check. Attach a copy of the receipting
form to the application.
For depositing procedures refer to section 1 above. AFH fees will be deposited not later than one business day after collection of the fees in accordance with ORS 293.265.
- Note: See section III.A.3 regarding the $12.00 fingerprint fee.
7. Receipting Independent Choices Program (ICP) taxes
If a ICP participant chooses not to pay employee taxes, then the taxes included in the cash benefit (FICA, FUTA and SUTA) must be returned to the SPD/AAA office. The taxes may be returned monthly, quarterly or yearly, at any time, and should be receipted in the local office as a 526 with a description code of 172- "Reduction of expense”. See the deposit requirements in section 1 above.
8. Deposit Slips
Call the Central Office at (503) 947-9924 for more deposit slips. Do not order
them from the bank because all deposit slips are ordered to Treasury’s
specific requirements.
See the deposit requirements in section 1 above. Central
Office gets the pink copy of all completed deposit slips. If you void a deposit
slip, send the white (Bank) copy to Central Office and throw away the pink copy.
It is good accounting practice to run a tape of the checks and cash to be deposited. The tape amount should equal the total of the amounts shown on the AFS 29 (yellow copy).
9. Monies for other than Client Pay-In
The 10008 Client Trust Account is a suspense account. The money deposited into
this account does not stay there, but is moved about, usually to SPD (Senior
and People with Disabilities) or CAF (Children, Adults and Families). If you
are unsure how to receipt the money, call the Central Office, Receipting &
Trust Unit in Salem (503-947-9924 or 503-947-9932).
First, determine where the money came from. In most cases, the check is from
a client or a medical service provider. If it is from a service provider, the
most common explanation is that our client, whom they have served, has died
or moved away, but the provider continued to be paid. The money a service provider
paid back would be coded on the receipt as a 130.
Occasionally, a lump sum SSI payment is sent in error to the client when the payment should have gone to the State. For these reimbursements, call (503) 945-6481 and code the receipt as a 219.
10. The WCMI screen
The WCMI screen has information that can assist in identifying the purpose
of the check. Most checks we receive are from clients or their representatives.
If the client has died, and the estate is making a payment to us, code the
receipt as a 113. The money will be sent to Estate Administration to be distributed.
Check for the following three case descriptors: OVP (Outstanding Overpayment), T & A (Trust and Agency Account), and APD (Waiver for care reimbursement).
11. Telephone Numbers for Assistance
Trust & Agency/Client Pay-in: |
(503) 947-9932 |
Client Pay-in/Trust & Agency: |
(503) 947-1090 |
SPD Payables/Petty Cash: |
(503) 945-6419 or (503) 945-6005 |
SPD Revolving fund: |
(503) 945-6840 |
SPD Employee Travel: |
(503) 945-7030 |
SPD General Receipting: |
(503) 947-9925 |
Estates: |
(503) 947-9975 |
General Accounting: |
(503) 945-6946 |
Client Pay-in/Adjustments/Caseworker help and SSI program: |
(503) 945-5836 |
CAF Receipting: |
(503) 947-9928 |
Overpayment collection: |
(503) 947-4290 |
CAF Accounting: |
(503) 945-6151 |
Forgery/Check copies (except Client Pay-in Refunds): |
(503) 945-5640 |
12. Receipting Monies Chart
Type of Receipt |
Receipt on SFMU |
Office Where check is received |
Other Office Where Check can be Received |
Receipting Codes |
Client Pay-In |
Yes |
OFS, Receipting & Trust Unit |
Field office - Receipt according to Client Pay-In Cookbook. |
N/A |
Client Pay-In Initial Month or Off-System |
No |
Field office - Send yellow copy
of AFS 29 & pink copy of deposit slip to: |
|
PAY |
Repayment for Past Assistance |
No |
Field office - Send yellow copy of AFS 29 & pink copy of deposit slip to: OFS, Receipting & Trust Unit
|
|
121 |
Repayment for Overpayment |
No |
Department of Human Services |
Field office.Send yellow copy of AFS 29 & pink copy of deposit slip to: OFS, Receipting & Trust Unit |
231, 232 |
Trust and Agency |
No |
Direct Deposit.Most common direct deposits are SSB/SSI monies. |
Field Office.1. If there are questions about how to complete the AFS 29, deposit the check & send yellow copy of AFS 29 & pink copy of deposit slip to: OFS, Receipting & Trust Unit
|
308, 317 |
Refund of Assistance |
No |
Field office.Send yellow copy of AFS 29 &pink copy of deposit slip to: OFS, Receipting & Trust Unit |
|
216 |
EPD Cost Share or Premium |
No |
Field office.Send yellow copy of AFS 29 & pink copy of deposit slip to: OFS, Receipting & Trust Unit |
|
181 |
13. Commonly Used Receipting Codes
Code |
What to put under "Case Number" |
Requirements |
Comments |
113 |
Case number |
Program; Branch No.; Case Name |
From the estate of a client who has died |
121 |
Case number |
Program; Branch No.; Case Name |
SPD money |
130 |
Case number + self-checking digit (SCD) |
Program; Branch No.; Refund ID (Provider number); Medical Object Class; Provider # |
Provider overpayments |
181 |
Case number |
Program; Branch No.; Case Name |
EPD Payment |
216 |
Case number |
Program; Branch No.; Case Name |
CAF money |
219 |
Social Security Number |
Branch No; Case Name |
For SSI lump sum reimbursements only |
231/232 |
Case number |
Program; Branch No.; Case Name |
Check with overpayment unit for correct code |
308/317 |
Case number; self-checking digit (SCD) |
Program; Branch No.; Case Name; total receipt amount in "Special" or "Maintenance" |
Option of sending check and yellow copy of AFS 29 directly to CAF receipting |
526 |
Accounting code |
Branch No. |
For example, personal use copies would go here |
745 |
Social Security Number |
Branch No.; Case Name |
For voluntary SNAP overpayments only |
PAY |
Prime Number |
Branch No.; Case Name; month of payment in description |
For pay-in money that can't go on the system |
14. Receipting Code Matrix
RECEIPT CODE MATRIX |
PRO- GRAM |
BRNCH |
CASE# |
SLFCK DIGIT |
CASE NAME |
WID |
REFUND ID |
OB CL |
SPE- CIAL |
MAIN T |
PROV # |
ESTATES ADMINISTRATION UNIT |
|||||||||||
112 Monies received from the estate of a public assistance recipient to be credited to reimbursement of cash assistance (PO Box 14021) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
No |
Yes |
No |
No |
No |
No |
No |
No |
113 Monies received from the estate of a public assistance recipient Reimbursement of Medical Assistance (Title XIX & General Funds)(POBox14021) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
No |
Yes |
No |
No |
No |
No |
No |
No |
DIRECT PAY UNIT |
|||||||||||
115 Recovery of employment related Day care overpayments (providers) |
"O" or Valid # Req. |
Yes |
Eight char Prov. case # |
No |
No |
No |
No |
No |
No |
No |
No |
REPAYMENT OF ASSISTANCE |
|||||||||||
121 To be used only when an overpayment case does not relate to a specific time period. |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
THIRD PARTY RECOVERY UNIT |
|||||||||||
122 Personal Injury Lien - Reimb. of Cash Asst. (PO Box 14023) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
Yes |
No |
No |
No |
No |
No |
No |
No |
CLAIMS PROCESSING UNIT |
|||||||||||
130 Voluntary refunds made by providers to reimb. overpayments (OMAP) |
"O" or Valid # Req. |
Yes |
Six digit CMS case |
Yes |
No |
No |
Six Digit Prov. # |
"01" thru "07" |
No |
No |
Six Digit Prov. # |
140 Voluntary refunds made by Providers to reimb. overpayments caused by third party (Insurance Medical Assistance) |
"O" or Valid # Req. |
Yes |
No |
No |
Prov. Name |
No |
No |
"01" thru "07" |
No |
No |
Six Digit Prov. # |
141 Monies received from Providers resulting from an audit (PO Box 14019) |
"O" or Valid # Req. |
Yes |
No |
No |
Prov. Name |
No |
No |
"01" thru "07" |
No |
No |
Six Digit Prov. # |
THIRD PARTY RECOVERY UNIT |
|||||||||||
145 Refunds requested by Third Party Recovery Unit for insurance recovery-Drug Project (OMAP) (PO Box 14023) |
Valid # Req. |
0101 thru 5503 |
Eight char CMS case, PL & Slf Ck Digit |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
173 Refund of Medical Assistance by third party, initiated by Personal Liens (PO Box 14023) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
No |
Yes |
No |
No |
No |
No |
No |
No |
175 Restitution Medical Court-Ordered Restitution (Assault) (PO Box 14023) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
No |
Yes |
No |
No |
No |
No |
No |
No |
191 Reimbursements of medical expenditures received from liable third party excluding Medicare (PO Box 14023) |
Valid # Req. |
0101 thru 5503
|
Six char CMS case |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
192 Refunds requested by Post Payment Recovery from Medicare for reimbursement of medical assistance (PO Box 14023 |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
195 Refunds requested by Post Payment Recovery from an absent parent for reimbursement of medical assistance (PO Box 14022) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
ADMINISTRATIVE PAYMENTS UNIT, CLAIMS PROCESSING UNIT |
|||||||||||
214 Reasonable Cost Audit Refunds. Refunds that are a result of an audit of Nursing Home and Hospital Inpatient Claims or Physicians Care Org. refunds. Reimburses Medical Assistance |
Valid # Req. |
0101 thru 3913 and 8606 |
Must be six "0" |
Prov. Name |
No |
No |
No |
"01" thru "07" |
No |
No |
Six Digit Prov. # Req. |
ADMINISTRATIVE PAYMENTS UNIT |
|||||||||||
215 Refunds that are a result of an audit of Hospital Outpatient Claims. (Medical Assistance) |
Valid # Req. |
0101 thru 3913 only |
Must be six "0" |
Prov. Name |
No |
No |
No |
"01" thru "07" |
No |
No |
Six Digit Prov. # Req. |
REPAYMENT OF ASSISTANCE |
|||||||||||
216 To be used when an overpayment case does not exist and the payment will reimburse assistance for a specific period of time within the current biennium. |
Valid # Req. |
0101 thru 3913 only |
Six char CMS case |
No |
Yes |
No |
Month and Year of refund |
No |
No |
No |
No |
OVERPAYMENT COLLECTIONS |
|||||||||||
231 Recovery of Public Assistance Overpayments (Cash Assistance) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
232 Recovery of overpayments that are 100% state funded (client payments) |
Valid # Req. |
0101 thru 5503 |
Six char CMS case |
Yes |
Yes |
No |
No |
No |
No |
No |
No |
CHILD SUPPORT |
|||||||||||
235 Child Support General Fund. To be used when an Obligee has received an OVP. |
Always Prgm. 9 |
8601 only |
NS+ four digit # |
No |
Yes |
No |
No |
No |
No |
No |
No |
236 Used on an Obligor's Child Support case due to NSF. |
Always Prgm. 9 |
8601 only |
NS+ four digit # |
No |
Yes |
No |
No |
No |
No |
No |
No |
237 To be used on a overpayment case when the Obligee received money that should have went to SCF. |
Always Prgm. 9 |
8601 only |
NS+ four digit # |
No |
Yes |
No |
No |
No |
No |
No |
No |
238 To be used on a overpayment case when the Obligee received money that should have went to the OYA. |
Always Prgm. 9 |
8601 only |
NS+ four digit # |
No |
Yes |
No |
No |
No |
No |
No |
No |
TRUST AND AGENCY ACCOUNT PAYMENTS |
|||||||||||
302 Monies received from the sale of or liquidation of assets; contractual sales; not to be confused with earned income or support benefits. |
Valid # Req. |
0101 thru 3913 |
Six char CMS case |
Yes |
Yes
|
No |
No |
No |
The total receipt must be included in "special and/or maint". |
No |
|
308 Money received that is absolutely voluntary for the assistance of a recipient. (Included service contribution payments) |
Valid # Req. |
0101 thru 5503 |
Seven char CMS case |
Yes |
Yes |
No |
No |
No |
The total receipt must be included in "special and/or maint". |
No |
|
317 Any money received for personal maintenance of the recipient from an accrued benefit fund, i.e., Veterans Pension, Insurance, SSI, SSA, Other Retirement benefits |
Valid # Req. |
0101 thru 3913 only |
Six char CMS case |
Yes
|
Yes |
No |
No |
No |
The total receipt must be included in "special and/or maint". |
No |
|
OVERPAYMENTS UNIT |
|||||||||||
527 Monies refunded to apply against service fees or court costs due obtaining judgment or garnishing wages |
Valid # Req. |
0101 thru 3913 only |
OVP case # |
No |
Yes |
No |
No |
No |
No |
No |
No |
OVERPAYMENT COLLECTIONS |
|||||||||||
745 Recovery of SNAP OVP's caused by Admin. error. |
Yes |
0101 thru 5503 |
SSN on OVP case |
No |
Yes |
No |
No |
No |
No |
No |
No |
746 Reimb. of a nonfraud/inadvertent SNAP over-issuance . This money should only be accepted when there is or will be a SNAP claim determination prepared by the branch office to document the need for reimbursement. |
Yes |
0101 thru 5503 |
SSN on OVP case |
No |
Yes |
No |
No |
No |
No |
No |
No |
747 Reimb. of fraud SNAP claims or intentional program violation errors. |
Yes |
0101 thru 5503 |
SSN on OVP case |
No |
Yes |
No |
No |
No |
No |
No |
No |
CHILD SUPPORT COLLECTIONS |
|||||||||||
851 To be used when a Child Support Case cannot be found through a "SMUX" or "SMU1" terminal access. |
Must be blank |
Yes |
Six char CMS |
No |
Name of Obligee
|
No |
No |
No |
No |
No |
No |
855 To be used only when an obligee has cashed a Child Support Check issued in error and is refunding by cash, personal check or money order. If the check issued in error has not been cashed, returned it to the Receipting Unit. |
Must be blank |
Yes |
Six char CMS |
No |
Name of Obligee
|
No |
No |
No |
No |
No |
No |
MISCELLANEOUS RECEIPTS |
|||||||||||
904 Other Miscellaneous monies- Not applicable to Receipt. To be used when a case does not exist. |
"0" |
Yes |
No |
No |
No |
No |
No |
No |
No |
No |
No |