III.H Client Pay-In (SFMU)


See “Client Pay-In Cookbook

Clients receiving in-home services who have income in excess of the SSI level are required to pay DHS toward the cost of their services. Once an account is established, the system sends a billing to the client each month indicating the amount due. The payment typically goes to Central Office and is input into the system.


If payment is not received in the month that it is due, the pay-in (liability) will need to be adjusted off of SFMU for the month and an overpayment referral done. Late and partial payments are not accepted.

Normally, client pay-in is a case manager function. However, in some local offices it is partially a support staff function.

1. Setting Up a Monthly Billing

Field Office will be responsible for coding the CMS file as follows:

2. Changing Future Pay-in Amount

Go to LIAB screen:

3. Changing Current Pay-In Amount

If client has already been sent a bill, go to MACT screen:

  1. Move curser under the ACT column next to monthly detail line with the incorrect amount, type “A” and press enter. The ADJB screen will appear.

  2. At the ADJB screen, move the curser under the ACT column to the first line, type “A” and press enter. This will open the bottom half of screen.

  3. At AMT ADJ, type in the amount by which the billing should be changed (If decreasing the amount, make sure you put a minus sign either before or after the amount; if increasing, just type the amount in that field.)

  4. At TYPE ADJ, type in the appropriate code (see Client Pay-In Cookbook).

  5. At ADJUST REAS, explain why the adjustment is being made. If there is not enough room for the explanation, type as much as possible and then type “see file.” Make sure the case file contains a detailed explanation.

  6. Press enter. Answer the question with a “Y” and press enter. Press F4 and return to the MACT screen.

  7. If more than one adjustment is required, remain on the ADJP screen, place the curser at DATE EFF, change the date to the next month and press enter. Make sure to type the date in the exact format as already there. Either print a copy of the monthly account screen or write down the amounts to be adjusted as they will not show on the adjustment screen.

  8. A supplemental billing will be printed and mailed to the client the following workday.

4. Refunds to the Client

The system will automatically move the service balance to the over-collected balance by creating an adjustment. If the over-collected balance amount is over $5, a refund will be generated. If the balance is under $5, the amount will be held and checked during the next monthly cycle. The process will occur on the second Friday in the month, and will process excess service balance for months that are more than three months past.

If a client needs a refund outside of the automatic run cycle (e.g., an amount paid in error), call or e-mail Shannan Willits at 503.945.5836. She will manually process the refund.

5. Receipting Procedures

  1. Check that all checks and money orders are stamped on the back with the State endorsement stamp.
  1. Prepare Client In-Home Services Pay-In checks for deposit
    1. Verify that the dollar amounts (numeric and word) match.
    2. If the check is not from the client, write the client's prime number on the check.
    3. Place each check in the black deposit holder under On-line Deposit with the remittance slip behind it.

  2. Enter checks on the SFMU system.
    1. Remove checks from black deposit holder and take out a State bank deposit slip.
    2. At the computer bring up the SFMU screen and go to the receipt screen.
      1. Type x before the Receipt (RCPT). Press Enter.
      2. In the receipt screen type a in the Trans Type field and the prime number of the client in the Prim ID field. Press Enter. This will bring up the client's information.
      3. In the Rcpt Type field type the code for the appropriate fund type: PC (client's personal check), OT (check from someone other than client), MO (money order), or CU (currency or silver).
      4. If the client brings in multiple checks or checks and cash, do a separate line entry for each payment.
      5. In the Rcpt ID field type check or money order number.
      6. Tab to the Trans Amt field and enter the amount of the payment. Press Enter.
      7. A message will appear at the bottom of the screen and ask, "Do you really want to enter this receipt?" Type y. Press Enter. You should get a message that reads "Receipt added successfully."
      8. Place the check and remittance slip face down in separate piles.
      9. Your cursor should now have returned to the Trans Type filed at the upper right hand corner of the screen. To enter another payment, type a and the prime number over the previous receipt's prime number. Press Enter. Continue the process until all payments are completed.
      10. If a message stating that "all accounts are paid in full" occurs, set aside the client's payment and remittance slip. Inform the worker and ask how the payment should be handled.
      11. If a message stating that the client is not on SFMU occurs, set aside the client's payment and remittance slip. Inform the worker and ask how the payment should be handled.

  3. Preparation for Deposit
    1. Run an adding machine tape of the checks that were entered.
    2. Run an adding machine tape of the cash that was entered.
    3. Total cash and checks.
    4. Press F3 to exit out of the receipting screen and return to the main menu of SFMU.
    5. Select the Deposit screen by placing an x in the Deposit (DPST) filed. Press Enter.

  4. Enter the Deposit and attach the Receipts
    1. Get the next State bank deposit slip. (Slip is in triplicate.)
    2. On the Bank Dep line type the deposit number. First type the bank letter u for US Bank, then the five-digit deposit number on the deposit slip.
    3. Back tab to the Trans Type and type a to add a deposit. Press Enter.
    4. The receipts you have entered should appear on the screen with an "N" in the first column.
      e. Back tab to the Amt Cntrl field and enter the total amount of cash and checks from your adding machine tape. Press Enter.
    5. Tab down to the bottom of the screen, to the question "Mark all receipts for deposit N (Y/N)?" Change the "N" to Y and press Enter.

  5. If the DSC DPST is 0.00:
    1. This means the deposit balances. The cursor will be at the lower right hand corner of the screen, asking "ADD DEPOSIT?". Answer y and press Enter. A message "DEPOSIT ADDED SUCCESSFULLY" will appear.
    2. Make two screen prints of the first page.
    3. Endorse the back of the check(s) with the stamp provided.
    4. The funds are now ready for deposit.

  6. If the DSC DPST is Not Zero
    1. This means an error has been made. Examine your adding machine tape and rerun the tape if necessary.
    2. If the error is with the tape, change AMT CNTRL and press Enter. When the DSC DPST becomes 0.00 you are ready for deposit.
    3. If the error is in the entry of the receipts, compare each check amount with those shown on the deposit screen. If you have more than eleven receipts, F8 to the next screen until you find the incorrect receipt. Cancel the adding of the deposit by changing the TRANS TYPE to I and press Enter.
    4. Exit out of the deposit screen with F3.

  7. Changing Receipts Already Entered
    1. Payments entered into the system cannot be changed. They must be voided and reentered.
    2. Pull up the prime number of the client's receipt to be voided suing the TRANS TYPE I.
    3. Type v in the TRANSTYPE field and press Enter.
    4. The question "Do you really want to void this receipt?" appears. Enter y and press Enter.
    5. Reenter the receipt correctly.
    6. Reenter the deposit.

  8. Adding More Receipts to a Deposit
    1. Enter the payments into the receipt screen.
    2. Run an adding machine tape of all the payments you want to go on this deposit, including the checks you entered earlier.
    3. Go to the deposit screen. Keeping the TRANSTYPE as I , type the deposit number you want to change and press Enter.
    4. Back-Tab to the TRANSTYPE and change the I to a C. Press Enter. Back-Tab to the AMT CNTRL field and change the amount to the amount on your adding machine tape.
    5. Tab down to the question "Mark all receipts for deposit?" and type y and press Enter.
    6. If the DSC DPST field is 0.00, your are ready for deposit.
    7. Print two copies of the corrected screen print.

  9. Filling Out the Deposit Slip for More than One Check
    1. Complete the state deposit slip. This is a three part bank deposit slip form.
      1. Write SPD above the words Division.
      2. Write today's date above the words Business Date
      3. Write branch number above the words Revenue Sources
      4. Place the currency and silver information in their respective sections.
      5. Run a tape of the total amount of all the checks and money orders, instead of listing the checks separately. Write "See tape" and place the total amount in the appropriate column.
      6. Write the total amount of the deposit in the Total box in the lower right hand corner. (Ignore the Total of Items box.)
    2. Compare the amount of the deposit on the SFMU to the total deposit amount on the deposit slip.

  10. Taking the Deposit to the Bank & Reporting Deposit
    1. Take the deposit to the bank.
    2. Attach the pink copy of the deposit slip to one of the print screens and forward documents to Salem--General Accounting.
    3. Attach the yellow copy of the deposit slip to the other print screen, keep with office deposit records.