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.

  1. 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.

  2. 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.

  3. 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.

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:

DHS Receipting
Client Pay In Techniciann
500 Summer St NE, E08
Salem, OR   97301

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.

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:

DHS Receipting
Client Pay In Techniciann
500 Summer St NE, E08
Salem, OR   97301

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:

DHS Receipting
Client Pay In Techniciann
500 Summer St NE, E08
Salem, OR   97301

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

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.

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
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310

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:
OFS, Receipting & Trust Unit
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310

 

PAY

Repayment for Past Assistance

No

Field office - Send yellow copy of AFS 29 & pink copy of deposit slip to:
OFS, Receipting & Trust Unit
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310
OFS will notify Estate Administration of payment.

 

121

Repayment for Overpayment

No

Department of Human Services
Overpayment Recovery Unit
PO Box 14150
Salem, OR 97309
Field office.
Send yellow copy of AFS 29 & pink copy of deposit slip to:
OFS, Receipting & Trust Unit
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310

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
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310
 2. If all information on the AFS 29 is correct, send check & yellow copy of AFS 29 to:
Children, Adults and Families
Micro-Imaging & Accounting
PO Box 14006
Salem, OR 97309

308, 317

Refund of Assistance

No

Field office.
Send yellow copy of AFS 29 &pink copy of deposit slip to:
OFS, Receipting & Trust Unit
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310

 

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
Pay-In Technician
2575 Bittern St NE, Rm 117
Salem, OR 97310

 

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