Oregon DHS Staff Tools

III.B Receipting monies

3/2/2017

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 receipt book for recording of monies received. Periodic reconciliations of the deposits to the receipt book and mail log should be made by the local manager or a designee
General receipt form. Receipts should be recorded immediately by completing the DHS 29, DHS General Receipt Book. The DHS 29 General Receipt Book is available to order through the FBOS system. Use the Commonly Used Receipting Codes and Receipting Code Matrix below. The Branch box on top of the DHS 29 indicates the customer’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 DHS 29. For a receipting code 121, for example, Voluntary pay down of assets means more than Reimbursement of Assistance.

Depositing receipts. Receipts such as checks, cash, or money orders, must be deposited no 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.

Note: Money 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. Customer pay-in

The initial month. Checks received for Customer Pay-In the first month cannot be entered on SFMU.

·        Description should be IHC Initial Pay in MM/YY Prime #;

·        The PAY code is used for customers who send in money for the month, but the SFMU system did not create a billing line for that month;

·        Description should be IHC Pay In MM/YY Prime #.

Complete a DHS 29 (the receipting code is PAY) and deposit the check. Send yellow copy of DHS 29 and pink copy of deposit slip to:

DHS Receipting

Customer Pay-in Technician

500 Summer St NE, E08

Salem, OR 97301

After the initial month. Customers receive a monthly bill for their pay-in; see section III.I for information on setting up a monthly billing, making pay-in changes, and requesting customer refunds. The bill includes a prepaid envelope addressed to the Receipting & Trust Unit. Occasionally, a customer 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 Customer Pay-In Cookbook.

Note: If the customer 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 customer. If the check is not from the customer, write the prime number on the check. This will help identify the check if it comes back NSF.

Also see SFMU procedure in section III.I.

3. Receipting repayment for past assistance

Field offices receipt and deposit monies for repayment for past assistance. Send the yellow copy of the DHS 29 and the pink copy of the deposit slip to the following address:

DHS Receipting

Customer Pay-in Technician

500 Summer St NE, E08

Salem, OR 97301

This unit will notify the Estate Administration Unit (EAU) of the payment.

The 121 receipt code is used when we receive money from an APD customer and

· The money is paid to reduce a customer’s assets or retain eligibility; or

· For other APD reimbursements for services not on the customer pay-in system.

Complete the DHS 29 receipt.

· In the Case # field, enter the client’s Prime #;

· Be sure the description field includes the Case #. For example: Reimb Past Asst AA9999.

Be sure to add exactly what the payment is in the Description/Reason for Payment box; non-specific payments of the first kind will be tracked by Estates Administration’s one-time payment system.

4. Repayment of overpayment

An overpayment is any cash, medical, SNAP, or vendor payment made by APD exceeding the amount for which a person is eligible.

Customer overpayments:

For customer 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 customer 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 must 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 DHS 29 to the following address:

DHS Receipting

Customer Pay-in Technician

500 Summer St NE, E08

Salem, OR 97301

Provider overpayments:

Money 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 Procedures Guide.

5. 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 DHS 29 and deposit the check. Send the DHSS 29 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 L of the Generic Program Elements WG for information on setting up a Trust and Agency 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 caseworker the amount to place into Maintenance for basic services and Special for money management accounts and input it on the DHS 29.

6. Monies for Adult Foster Home fees

Local offices accept non-refundable fees from Adult Foster Home (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 DHS 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 IV regarding the $12.00 fingerprint fee.

7. Independent Choices Program (ICP) taxes

If an Independent Choices Program (ICP) participant chooses not to pay employee taxes, the taxes included in the cash benefit for FICA, FUTA and SUTA must be returned to the APD/AAA office.

The taxes may be returned monthly, or quarterly, and should be receipted in the local office as a 526 with a description code of: ICP Tax Rfnd-Prime#, MM/YY. See the deposit requirements in section 1 above.

8. Deposit slips

Call the Customer Pay-in Technician at 503-947-5008 or 503-947-5013 for more deposit slips. Do not order deposit slips directly from the bank; 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 all slips to the Customer Pay-in Technician.

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 customer pay-in

The 10008 customer trust account is a suspense account. The money deposited into this account is moved about, usually to APD or Self Sufficiency. 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.

Occasionally, a lump sum SSI payment is sent in error to the customer 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 to assist in identifying the purpose of the check. Most checks received are from customers or their representatives.

If the customer has died and the estate is making a payment to DHS, code the receipt as a 113. The money will be sent to the Estate Administration Unit for distribution.

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/Pay-in:	(503) 947-9932
Pay-in/Trust & Agency:	(503) 947-1090
APD Payables/Petty cash:	(503) 945-6419 or (503) 945-6005
APD revolving fund:	(503) 945-6840
APD employee travel:	(503) 945-7030
APD general receipting:	(503) 947-9925
Estates:	(503) 947-9975
General accounting:	(503) 945-6946
Pay-in/Adjustments/Caseworker help/SSI:	(503) 945-5836
SSP receipting:	(503) 947-9928
Overpayment collection:	(503) 947-4290
SSP accounting:	(503) 945-6151
Forgery/Check copies, except pay-in refunds):	(503) 945-5640

12. Receipting monies chart

Type of receipt	On SFMU	Office where check is received	Other office where check may be received	Receipting codes
Pay-in	Yes	OFS, Receipting & Trust Unit Pay-In Technician 2575 Bittern St NE, Rm 117 Salem, OR 97310	Field office - Receipt according to Pay-in Cookbook.	N/A
Pay-in Initial month or off-system	No	Send to: OFS, Receipting & Trust Unit Pay-In Technician 2575 Bittern St NE, Rm 117 Salem, OR 97310		PAY
Repayment for past assistance	No	Send to: OFS, Receipting & Trust Unit Pay-in Technician 2575 Bittern St NE, Rm 117 Salem, OR 97310 OFS will notify the Estate Administration of payment.		121
Repayment for overpayment	No	Department of Human Services Overpayment Recovery Unit PO Box 14150 Salem, OR 97309	Send 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.	1. If there are questions about how to complete the DHS 29, deposit the check and send to: OFS, Receipting & Trust Unit Pay-In Technician 2575 Bittern St NE, Rm 117 Salem, OR 97310 2. If all information on the DHS 29 is correct, send check to: Children, Adults and Families Micro-Imaging & Accounting PO Box 14006 Salem, OR 97309	308, 317
Refund of assistance	No	Send to: OFS, Receipting & Trust Unit Pay-In Technician 2575 Bittern St NE, Rm 117 Salem, OR 97310		216
EPD Cost Share or Premium	No	Send 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	Prime number	Program; Branch No.; Prime number	From the estate of a customer who has died. Include case number.
121	Prime number	Program; Branch No.; Prime number	Reimb Past Asst, Over Resources, Pay Down. Include case number.
172	Case number	Program; Branch No.; Case name	ICP Tax Rfnd-Prime# - MM/YY
181	Case number	Program; Branch No.; Case name	EPD payment
216	Case number	Program; Branch No.; Case name	SSP 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.; Prime number; total receipt amount in Special or Maintenance	Option of sending check directly to SSP 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

Prog.

Case #

Slf ck digit

Case name

WID

Refund ID

OB CL

Special

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 to 5503

Six char CMS case

Yes

113 Monies received from the estate of a public assistance recipient Reimbursement of Medical Assistance (Title XIX & General Funds)(PO Box 14021)

Valid # req.

0101 to 5503

Six char CMS case

Yes

DIRECT PAY UNIT

115 Recovery of employment related Day care overpayments (providers)

O or Valid # req.

Yes

Eight char prov. case #

REPAYMENT OF ASSISTANCE

121 To be used only when an overpayment case does not relate to a specific period.

Valid # req.

0101 to 5503

Six char CMS case

Yes

THIRD PARTY RECOVERY UNIT

122 Personal injury lien - Reimb. of Cash Asst. (PO Box 14023)

Valid # req.

0101 to 5503

Six char CMS case

Yes

CLAIMS PROCESSING UNIT

130 Voluntary refunds made by providers to reimburse overpayments (OMAP)

O or valid # req.

Yes

Six digit CMS case

Yes

Six digit Prov.#

01 -07

Six digit Prov.#

140 Voluntary refunds made by Providers to reimburse overpayments caused by third party (Insurance Medical Assistance)

O or valid # req.

Yes

Prov. name

01-

Six digit Prov.#

141 Monies received from Providers resulting from an audit (PO Box 14019)

O or valid # req.

Yes

Prov. name

01-07

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 to 5503

Eight char CMS case, PL & Slf Ck Digit

Yes

173 Refund of Medical Assistance by third party, initiated by Personal Liens (PO Box 14023)

Valid # req.

0101 to 5503

Six char CMS case

Yes

175 Restitution Medical Court-Ordered Restitution (Assault) (PO Box 14023)

Valid

# req.

0101 to 5503

Six char CMS case

Yes

191 Reimbursements of medical expenditures received from liable third party excluding Medicare (PO Box 14023)

Valid # req.

0101 to 5503

Six char CMS case

Yes

192 Refunds requested by Post Payment Recovery from Medicare for reimbursement of medical assistance (PO Box 14023

Valid # req.

0101 to 5503

Six char CMS case

Yes

195 Refunds requested by Post Payment Recovery from an absent parent for reimbursement of medical assistance (PO Box 14022)

Valid # req.

0101 to 5503

Six char CMS case

Yes

ADMINISTRATIVE PAYMENTS UNIT, CLAIMS PROCESSING UNIT

214 Reasonable cost audit refunds. Refunds due to an audit of nursing home and hospital inpatient claims or Physicians Care Org. refunds. reimburses medical assistance

Valid # Req.

0101 to 3913 and 8606

Must be six 0

Prov. Name

01 - 07

Six digit prov

ADMINISTRATIVE PAYMENTS UNIT

215 Refunds as a result of an audit of hospital outpatient claims. (Medical Assistance)

Valid # req.

0101 to 3913 only

Must be six 0

Prov. name

01-07

Six digit prov

REPAYMENT OF ASSISTANCE

216 To be used when an overpayment case does not exist and the payment will reimburse assistance for a specific period within the current biennium.

Valid # req.

0101 to 3913 only

Six char CMS case

Yes

Month And year of refund

OVERPAYMENT COLLECTIONS

231 Recovery of public assistance overpayments (cash assistance)

Valid # req.

0101 to 5503

Six char CMS case

Yes

232 Recovery of overpayments that are 100% state funded (customer payments)

Valid # req.

0101 to5503

Six char CMS case

Yes

CHILD SUPPORT

235 Child support general fund; use when an obligee has received an OVP.

Always prgm. 9

8601 only

NS+ four digit #

Yes

236 Use on an obligor's child support case due to NSF.

Always prgm. 9

8601 only

NS+ four digit #

Yes

237 To be used on overpayment cases when the obligee received money that should have went to SCF.

Always prgm. 9

8601 only

NS+ four digit #

Yes

238 To be used on overpayment cases when the obligee received money that should have went to the OYA.

Always Prgm. 9

8601 only

NS+ four digit #

Yes

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 to 3913

Six char CMS case

Yes

Include total in special and/or maint.

308 Money received that is voluntary for the assistance of a recipient. (Included service contribution payments)

Valid # req.

0101 to 5503

Seven char CMS case

Yes

Include total in special and/or maint.

317 Money received for personal maintenance of the recipient from an accrued benefit fund, such as Veterans Pension, Insurance, SSI, SSA, other retirement benefits

Valid # req.

0101 to 3913 only

Six char CMS case

Yes

Include total in special and/or maint.

OVERPAYMENTS UNIT

527 Monies refunded to apply against service fees or court costs due obtaining judgment or garnishing wages

Valid # req.

0101 to 3913 only

OVP case #

Yes

OVERPAYMENT COLLECTIONS

745 Recovery of SNAP OVPs caused by admin error.

Yes

0101 to 5503

SSN on OVP case

Yes

746 Reimb. Of a non-fraud or inadvertent SNAP over-issuance . Accept money only when there is or will be a SNAP claim determination prepared by the branch office to document the need for reimbursement.

Yes

0101 to 5503

SSN on OVP case

Yes

747 Reimb. of fraud SNAP claims or intentional program violation errors.

Yes

0101 to 5503

SSN on OVP case

Yes

CHILD SUPPORT COLLECTIONS

b Used when a Child Support case cannot be found through a SMUX or SMU1 terminal access.

Must be blank

Yes

Six char CMS

Obligee

855 Use when obligee cashes 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

Obligee

MISCELLANEOUS RECEIPTS

904 Other miscellaneous monies. not applicable to receipt; use when a case does not exist.

Yes