CEP Specialist Training User manual
Annonce
Annonce
CEP Specialist Training
▪▪▪
Provider Payments Unit & In-Home
Services
Seniors & People with Disabilities
▪▪▪
2010
Some of the materials in this training packet contain client information.
Please keep in mind the confidential nature of the information and please do not share the packet outside your immediate work area. Thank you.
2
Section 1
Staff Listing
3
Staff Listing
Provider Payment Unit
Seniors & People with Disabilities
Manager
Patty Hall
503-945-6453
Employment verifications
Forcing/creating vouchers
Overpayments/underpayments
Corrections to W-2’s
Returned provider checks
Janice Castle
Provider enrollment
Kerry Mandero
Direct Deposits
503-947-5346
503-945-5820
Send direct deposit requests to:
SPD Direct Deposit Unit
P.O. Box 14960
Salem, OR 97309-5045
503-947-1141
Garnishments
Send garnishment requests to:
DHS Office of Financial Services, Accounts Receivable Unit
500 Summer St. NE, E-79, Salem, OR 97301
1-866-631-0745
4
In-Home Services Unit
Manager
Angela Munkers 503-945-6985
Client-Employed Provider Program
Jenny Cokeley 503-945-5799
Unemployment Claims
Gayle Holderby
Gayle’s Fax
Fax
503-945-6408
503-945-7029
503-947-4245
Oregon Home Care Commission
Executive Director
Cheryl Miller
Registry & Referral System
Nancy Janes
Workers’ Compensation Coordinator
Kelly Rosenau
503-378-2733
503-378-4050
503-378-3099
Workers’ Compensation Claims Assistance for HCWs
888-365-0001
Union Related
SEIU
(Service Employees International Union, Local 503, OPEU)
(resource
Salem (local)
Portland
Portland (local)
503-581-1505
800-427-9374
503-408-4090
5
HUBB
(Homecare Union Benefits Board, LLC)
P.O. Box 12159, Salem, OR 97309-0159 www.hubbinsurance.org
Local (Salem)
Toll Free
Background Check Unit
Manager
Jeff Akin
Status of Outstanding Applications
503-378-3356
503-378-5470
888-272-5545
(Choose #4)
Hearings & Policy Analyst
Kelly
Main Line
Free
503-378-5470
888-272-5545
Send appeals to:
DHS- BCU
P.O. Box 14870
Salem, OR 97309-5066
Distribution Services
503-364-4822
866-364-4822
Questions about ordering publications/forms/brochures on FBOS
Monty Beam 503-373-1342
DHS Accounting
DHS Forgery Services
Office of Information Systems
Service Desk
On Groupwise as SERVICEDESK
503-945-5640
503-945-5623
6
Section 2
Resources
7
SPD Case Management Tools Website http://www.dhs.state.or.us/spd/tools/cm/index.htm
On the main page, you will find links to rules, tools, guides, and manuals.
Under the Homecare Worker section, you will find:
• Chapter 411 Division 031 rules for the CEP Program
• Collective Bargaining Agreement
• Homecare Workers’ Procedure Manual
• HCW Termination web page
• Link to the Registry & Referral System (RRS)
• RRS User Manual for Staff
• CEP Employers’ Guide
• Homecare Workers’ Guide
• Safety Manuals (Employer and HCW)
• Frequently Asked Questions
• Provider Guides for Oregon ACCESS
• Forms (listing & link to forms server)
• SPD Transmittals
Oregon ACCESS Provider Maintenance Guide http://www.dhs.state.or.us/spd/tools/cm/provguides/main tenance.pdf
How to add a HCW provider record
• Process Overview
• Provider Search
• Provider Overview Screen
• Provider Add Screen
• Provider Maintenance Overview Screen
• Provider Detail Screen
• Provider Credential Screen
8
Oregon ACCESS Provider Maintenance Guide
(cont.)
• Changing Provider Credentials
• Verification
• Financial/Tax Screen
• Address Screen
• Maintaining an Existing HCW Provider Record
Homecare Workers’ Procedures Manual http://www.dhs.state.or.us/spd/tools/cm/homecare/manu al/index.htm
Found on the Case Management Tools website on the
Homecare Worker page. A few topics include:
• Age Exceptions
• Criminal History Checks
• Direct Deposit
• Enrollment in the CEP Program
• Orientation
• Paid Leave
• Termination
• Gloves and masks
SPD Support Staff Assistance Manual http://www.dhs.state.or.us/spd/tools/additional/ssam/ind ex.htm
See Section III: Provider Payment Systems
A. Criminal History Checks
B. CEP Payment System
C. Other Provider Payment Related Procedures
9
Resources
(cont.)
DHS Criminal History Checks http://www.oregon.gov/DHS/chc/
On this site, you will find:
• Updated OAR’s
• Provider Crime List (updated 1/09)
• Record Retention Schedule
U.S. Citizenship & Immigration Services http://www.ucis.gov
On this site, you will find:
• Form I-9, Employment Eligibility Verification
• Publication M-274, “Handbook for Employers:
Instructions for Completing Form I-9”
10
Section 3
Screens
11
Frequently Used Mainframe Screens
Providers
SPVF
This screen allows you to search for a provider by name or social security number when you do not have the provider number. Once you select a provider, it will take you to PRV8.
PRV8, provider # (view only)
This screen is the Provider File Information screen. It will list:
Name
Provider Type
Date of Birth
SSN/TIN
Physical and Mailing Address
Telephone Number
Branch
Credential/Enrollment Status
Date of Original Application
Issue & Pay Vouchers
HATH, Prime #, Provider #
OATH, Prime #, Provider # (OPI only)
These screens are used for the online entry of authorization to generate a voucher.
HATH, Voucher #
This screen is used to inquire about a particular voucher.
HPAY, Voucher #
OPAY, Voucher # (OPI only)
These screens allow you to pay a provider.
12
Issue & Pay Vouchers (cont.)
This screen displays all vouchers by branch in ready to pay status. It will also allow you to print voucher information at a local printer, if desired.
HRDY, Branch #
Payment History
HINQ, P, Provider #
This screen displays the payment history for provider.
HINQ, V, Voucher #
This screen displays the information about a particular voucher.
HINQ, R, Prime #
This screen displays all of the vouchers for a particular client (Title
XIX and OPI).
HADJ, Voucher #
This screen shows adjustments made to a particular voucher. These adjustments are made by the SPD Provider Payment Unit.
HPAD, Branch #, YYMMDD
This screen displays all vouchers for the branch that have been paid.
It will also allow you to print voucher information at a local printer, if desired.
RCIQ
This is the check status screen. You can look up information by:
• Check Number – will show you when the check was issued & paid
• Payee ID Number – will show all the payments for this provider
• Payee Name (partial) – “ “
• Payee Name (exact spelling) – “ “
13
Payment History (cont.)
HFIQ, Provider #
This screen shows provider tax information by quarter and year. This screen can be used for employment verifications. For a specific year:
HFIQ, provider #, 9, year
Paid Leave Available
HRSP, Provider #
This screen shows the paid leave hours earned for live-in providers.
SHLQ, Provider #
This screen shows the paid leave hours earned for hourly providers.
Recoupments, Deductions, & Garnishments
SLIA, P, Provider #
This screen shows if a provider has had recoupments, garnishments, voluntary deductions, etc.
SUDI, Provider #
This screen provides information about SEIU dues deductions & whether a HCW is a union member for fair share. You access this screen through SVDM.
SPRQ, Provider #
This screen shows recoupments when an adjustment has been done because a provider is overpaid.
SHHW, Provider #
This screen shows the number of hours worked each month for health insurance.
Client Service Eligibility
SELG, Prime #
This is the CAPS service eligibility inquiry screen. This screen will tell you if a client is service eligible.
14
Mobius Reports (“View Direct”)
RD2
F2 = Print
F8 = Down
F3 = End
F10 = Left
F7 = Up
F11 =Right
If the message “100000 lines searched” appears, enter F5 until the right HCW is found.
Name/Social Security Number Discrepancy
(Greater than 90 days)
SJM0210R-B
Providers
(This report lists the providers whose credentials have expired after the two year time-frame.)
Providers Due for Review in 1 Month
Providers Due for Review in 2 Months
Providers Due for Review in 3 Months
SJM0315R-A
SJM0315R-B
SJM0315R-C
(These reports show when the credentials are due to expire if action is not taken)
Provider Credentials Ended- Not Working in the Past Year
SJM0320U-A
Client-Employed Service Authorization Report
SJH2220R-A
(shows outstanding vouchers more than 30 days old)
Remittance SJH1415R-A
(On mobius, select the day prior to the check date listed on HINQ)
Example: If check date is 3/3/09 on HINQ, you would select 3/2/09 on mobius.
Payment Voucher Report
SJH115DP
(can be used to reprint vouchers)
Helpful Hint:
When you are looking for a specific individual, at the command prompt, enter:
F space Provider # enter
15
Section 4
Issuing Paid Leave
16
Hourly HCW leave accrual screen: SHLQ, provider #
A future date indicates this leave is available
A later date indicates the benefit is no longer available
17
Live in leave accrual HRSP, provider #
Paid Leave for Hourly Homecare Workers
Paid leave for hourly HCWs are issued on a separate voucher using the TU111 procedure code. Example: If a HCW is authorized 80 hours per month, and they want to take 8 hours of paid leave, the o regular hours worked will be issu th ther 8 hours. ed on one voucher for 72 hours and e paid leave voucher using the TU111 procedure code will be for the
I
I f the HCW has multiple clients, the voucher will be issued under the name of the client the HCW would otherwise be working for that day. f the HCW normally provides services to more than one client on the sam e day, the leave will be attributed to the day and shift in which they are taking their paid leave.
18
To issue paid leave vouchers:
•
Cancel the original vouc her with the OC111 procedure code (ex.
80 hours)
• Reissue the voucher with the OC111 procedure code with the hours worked for the correct number of hours (ex. 72 hours)
• Issue the paid leave voucher with the TU111 procedure cod
If e work
8 hou from the SHLQ screen.
ing the maxim ucher:
e (ex. rs). The hours paid on this voucher will be subtracted
vo th HCW chooses not to use their paid leave and ends up um hours indicated on the original
• Cancel the paid leave voucher with the TU111 procedure code since the leave was not taken
• Cancel the voucher that was issued with the fewer hours with the OC111 code
• Issue a new voucher with the full maximum monthly hours indicated on the original voucher
th HCW is paid twice per month and is taking leave the first half of the month:
•
Cancel the voucher for the first half of th e month (ex. 40 hours)
• Reissue a new voucher using the OC111 procedure code for the first half of the month with few hours (ex. 32 hours)
• Issue the paid leave vouc
(ex. 8 hours) her using the TU111 procedure code
• The voucher for the second half of the month would be issued with the hours as normal (ex. 40 hours)
th HCW is paid twice per month and is taking leave the secon
•
d half of the mont
The first half o
h:
f the month will be paid as usual (ex. 40 hours)
19
• Cancel the voucher for the second half of the month already issued if it was
• Reissue the voucher using the OC111 procedure code with few hours (ex. 32 hours)
• Issue the paid leave voucher using the TU111 procedure code
(ex. 8 hours)
20
Paid Leave for Live-In Providers
Live-In HCW time off per the Collective Bargaining Agreement must be taken in hourly increments of 4-12 hours or in 24 hour block of time. In order to issue the relief voucher, there has to be an OC112 voucher for the on-going live-in for the time period the live-in wants to take off.
Example: On-going live-in wants to take 3/13/2010 off, there has to be an OC112 voucher for the on-going live-in. For example: 3/1-
3/15/2010 or 3/1-3/31/2010.
Relief vouchers are issued for (1) day only, no mat ter how many days they want to take off in a row .
E xample: On-going live-in wants to take 3/13/2010 off; the voucher would be 3/13/2010 to 3/13/2010. More than one day cannot be put on the relief voucher, so if they wanted to take 3/13-3/15/2010 off, the vouchers would be 3/13/ 2010 to 3/13/2010, 3/14/2010 to
3/14/2010 and 3/15/2010 to 3/15/2010.
If the on-going live-in does not have the leave available and wants to take leave without pay, issue the relief voucher the same way as if they have the leave available. Upon issuance a message will come up that warns you the on-going live-in will have leave without pay. The on-going live-ins voucher will be automatically adjusted for the leave without pay. The calculation figures out the average hours worked in a day.
Please do not change the authorized hours to accommodate the leave without pay since the system will do it for you
now.
*If the on-going live-in voucher is in authorization status, the authorized hours will be reduced to reflect the live-in leave.
*If the on-going live-in voucher is in paid status an overpayment w ill be generated and we will collect at 100% of what is owed for the leave w ithout pay.
If an OC115 relief voucher is deleted, it will add the leave hours back to the HRSP screen for the on-going live-in. If the OC112 voucher for
21
the on-going live-in was reduced due to leave without pay, the hours will be put back to what the hours were originally.
If a HC W wants to take time off and natu the relief care, use the Natural Su ral supports are providing pports provider number 723118 to create the relief voucher. This number should be used for all local offices statewide. The voucher is created the same way as the other relief vouchers but that number is used instead of another HCW provider number. When the Natural Supports provider numbe r is een by however many hours the Onused it will reduce the HRSP scr going HCW is going to take off. If they do not have enough leave available, it could result in leave without pay. The local office will no longer be required to email Janice Castle in central office to have the hours removed from the HRSP screen manually.
Screen Samples below:
On-going live-in has 73 hours available and wants to take off 11/3-
11/7/2009 in 24 hours blocks each day.
22
On-going live-ins OC112 voucher for the appropriate time period 11/1-
11/15/2009 in authorization status.
Need to put in begin and end dates, Live-In Leave
R eg Live-In Provider Number, then press enter.
(hours) and the
23
11/3/2009 voucher for relief provider. Once you put in all the in formation needed, put a y in the “add vchr to file” and put a y in the
“print 598B” press enter.
Voucher is created. You may put in the next date.
24
11/4/2009 voucher for relief provider.
11/5/2009 voucher for relief provider.
25
11/6/09 voucher for relief provider. On-going live-in provider is going to have leave without pay.
On-going live-in provider’s OC112 voucher has been recalculated for the leave without p ay.
26
11/7/09 voucher for relief provider. Resulted in more leave without pay.
On-going live-in provider’s voucher has been recalculated for more leave without pay.
27
When paying the voucher do not change the hours. Put a y fo
“change voucher to pay” and y for “print new 598B
T authorized hours.
” and press enter. he next time period voucher will be created with the original r
If an OC112 voucher has leave without pay, it will display in the Msg a rea: “Hours reflect unpaid leave” at the top of the screen.
28
Voucher in paid status that had leave without pay. It automatically a djusts the voucher and creates an overpayment.
Original payment without the leave without pay.
29
New payment showing the leave without pay was calculated.
This indicates how much the overpayment is due to the leave without pay. We will collect the overpayment amount at 100% from their ne paycheck due to it being leave without pay. xt
30
On-going live-in is taking 12 hours of paid leave but Natural Supp is providing the relief care. orts
Relief voucher with Natural Supports provider number of 723118.
This will not generate a voucher or payment to a natural support (natural supports are unpaid, informal providers).
31
HRSP screen was automati
Natural Supports provider cally reduced by 1 number for the re
2 hours using the lief voucher.
32
Sectio n 5
Codes
33
Voucher Issuance Codes
OC111 Hourly
OC112 Live-In
O T111 Mileage/Transportation
O
OH111 In-Home Agency Home Care
OF222 Home Delivered Meals
Voucher Processing Codes
10 Voucher authorization voided (deleted)
1 5 Voucher payment voided ( deleted)
24 Voucher credit ready to pay credit
3 0 Voucher in authorization status
35 Voucher in ready to pay status
36 Voucher in paid status – regular
4
45 Adjustment approved to pay
46 Voucher adjustment paid
7 Voucher adjustment zero paid
34
Vouch er Error Mes sages
A86 Invalid combo (proc/med pgm/svc pgm)
This edit appears when there are several mism
S and the Medical Program (perc) inf atches between the
VC Category (SSEQ/SL01), the Service Category Case Description, ormation.
A87 pr
T
oc/ cli asmt/invalid w/ELGR svc c/d
displayed n ELGR for the service per
P his edit appears when the Service Category Case Descriptor that is
o iod is not valid with the rocedure Code or the Service Category (SSEQ/SL01) information.
A88 M ed pgm invalid w/proc code/svc pgm
This edit appears when the Medical Program display th with ed o
the cli n the ELGR screen for ent for the service period.
Code (perc) that is the service period is not valid with e Procedure Code or Service Category (SSEQ/SL01) associated
T
S
A89 No service eligibility (SSEQ or SL01)
his edit appears when there is no valid Service Eligibility record on
SEQ or SL01 for the service period.
002 Recipient Ineligible on Date of Service
The recipient is not eligible for the entire period of authorization.
0
T
06 Provider Ineligible on Date of Service
he provider is ineligible for the period of authorization.
415 Case Ineligible o n Date of Service
The case was not eligible on the dates of service authorized.
013 Service Hours Exceed Allowed Hours
Hours authorized exceed the maximum allowed hours.
35
SELG Codes
( 1)
APD
BPA
OPI
To issue vouchers without an error, the service category should be:
In-Hom
e Services or
State P lan Personal Care (PC-20)
Oregon Project Independence
or
(2) reason code can be:
ADM Administrative
ASM
HNG
INL
(3)
Reassessment that overlaps assessment periods
Hearing pen
Initial assess
ding or decision
ment
the voucher authorization dates should be within the
service category begin date and service category
end date
If the service category code is NFC (nursing facility), you will not be able to issue a voucher. You will not be able to issue a voucher if the reason code is NLV (No longer valid).
The Case Manager will need to take action in order for you to issue a voucher.
36
Section 6
Forms
37
SDS 287A
SDS 287B
SDS 287E
S DS 0287G
SDS 0287H
SDS 0287i
HCW Enrollment Packets
Available on the Forms Server
SDS 0355
SDS 0355A
SDS 0736 Client Employed In-Home Provid r
DHS 301 D Criminal History Request
S
A
DS 0356
Form I-9
Form W-4
Homecare Worker Application Form
Workers’ Compensation Brochure l
Client Employer’s Right to Confidentiality
Employment Eligibility Verification
(availa ble at: www.uscis.gov
)
Employee’s Withholding Allowance Certificate
DHS 7262H
(available at: www.irs.gov
)
Request for Direct Deposit
The above highlighted forms must be w itnessed in the local office.
Underpa ym ents, Overpayments, Forc ed Payments
Available on the Forms Server (interactive & submit on-line)
CEP Underpayment Request Form
CEP Overpayment Request Form
CEP Forced Payment Request Form
OPI Underpayment Request
OPI Overpayment Request
OPI Forced Payment Request
Homecare Worker Notices
Available on the Forms Server
SDS 4105
SDS 4105L
SDS 0613
SDS 0613c
Homecare Worker Notice of Change in Hours
Delayed Voucher Processing Letter
Notice of Termination of Provider Enrollment
SDS 0613d
SDS 0613i
Notice of Termination based on Criminal History
Notice of Denial of Homecare Provider Enrollment
Notice of Inactivation of Homecare Provider
Enrollment
38
DHS 138A
DHS 297
Lost, Stolen, Not Received Checks
A
C ffidavit Concerning Lost Check ancelled Check Transmittal
SDS 0727
Medicaid Fraud
Medicaid Fraud Referral Form
SDS 7263
SDS 0598B
DHS 0300
SDS 2310
Miscellaneous
Req uest to Cancel Direct Deposit
Payment Voucher (not available on the web)
No tice of Fitness Determination
Emergency Paym t for Accrued Paid Leave for
W
39
Section 7
Important Things to
Remember
40
Homecare Worker Enrollment
A Homecare W orker cannot be approved to work until:
• Form I-9 (Employment Eligibility Verification) has been completed and the applic ant has presented acceptable documents, which have been viewed by sta ff
• The Provider Enrollment form (SDS 736) has been signed
• Provider Payments Unit has issued a provider number
• A preliminary fitness determ ination has been made (related to criminal history check) - We cannot back date
enrollment before the determination has been made and vouchers cannot be issued prior to this date
Important information about OACCESS:
• The Homecare Worker’s tax name and social security number must match – if they do not match, it affects his/her work credits and wage information and we will be fined. Please look at the SSA Verified box on
OACCESS (detail screen)
• A tax name must be entered on the Financial/Tax info scree n in OACCESS even if it is the same name listed on the Detail screen
Vouchers:
•
•
•
A properly submitted voucher must be processed in the payment system within two (2) working days
Vouchers need to be issued no later than seven (7) calendar days from the pro per submission and processing of the prior pay period’s voucher
A newly hired Homecare Workers should receive written confirmation of the date they are authorized to begin providing services (SDS 4105) and receive their vouchers within seven (7) days from the date services began
41
•
Relief workers should receive their voucher prior to beginning services, but no later th an seven (7) days from the date relief services began
•
If a Homecare Worker has submitted a properly completed voucher (signed by the client and worker and legibly documen th e number of hours worked), his/her p ayment cannot be he ts ld at the local office
•
Faxed copies of vouchers cannot be accepted
•
There is never a check run on the last working day of the month. Checks will always go out on the second working day of the month
Form I-9: Employment Eligib
ility Verification
• Use Form
I-9 with the revision date of February 2, 2009
• Make sure applicants receive Form I-9 instructions with the
• On
• form ly unexpired documents listed on the List of Acceptable
Documents can be accepted
Applicants can choose which documents to present from the
List of Acceptable Documents and local office cannot request a specific document, such as a “green card”
• Local office staff m ust complete Section 2 : Employer Review and Verification by viewing original or certified documents and signing the form, certifying the documents appear to be genuine an be d relate to the applicant – photocopies of documents cannot
accepted
• Completed I-9’s must be retained for either three years
after the date of hire or for one year after e is terminated, whichever is later mployment
•
The form must be available for inspection by the Department
Homeland Security, Department of Labor, and/or Office of
Special Counsel of
•
The initials DHS on employment documents refers to the
De
De
partment of Homeland Security and not the partment of Human Services
42
•
•
W-4, Employees Withholding Allowan
Certificate
•
ce
Homecare Workers must complete a new W-4 each year if they would like claim exempt status
•
If a Homecare Worker does not sub deadline, SPD must change his/her tax status to “single” with zero withholdings mit a new W-4 by the
•
The local office must update OACCESS by the deadline if a new W-4 is received
Copies of W-4’s must be retained for four years
Date stamp W-4’s when they are received and ente into OACCESS as soon as possible r them
Employment Verifications
• Make sure there is a current release of information signed by the HCW within the last 3 months of the request for the verification
• The local office can sign as the employer in this case
Direct Deposit
• The HCW must complete DHS 7262H Request for D
Deposit if they would like the check automatically depos into their checking account (it cannot b
bank provides)
• The form must be completely filled o
ut. irect ited
e a form that the
• A voided check must be attached to the or iginal form.
•
The HCW should mail the form to the Direct Deposit Unit
(ad dress on the form)
• It takes approx. 15-30 days to process the
request
• It takes 3 banking days (M-F, excluding h olidays) to get from
DHS to the HCW’s account. Provider payments are required to go through a clear inghouse at the State Treasury before they can be sent electronically to the HCW’s bank or credit union
43
• I eposit,
on HINQ, there will be “E
• If a HCW no longer want h a e fi ow
h nd instead of “
FT DATE”
CHK D ATE” t at he/sh
D ca si
Dir eposit. H ever, th HCW can hand write des o gnature a
D e
0 s direct deposit, it i ncel with is/her name, provider s preferred that ancel ect the
number, da ire t te, and
•
If you know a provider will no longer be working, ask if he/she has a direct deposit account. If so, make sure the account is cancelled. Otherwise, when they begin working again in the future, the checks will be sent to this account, which may be closed. When they start working again, look in
OACCESS to see what his/her payment method is
CEP Adjustment Requests
287A (underpayment) 287B (overpayment) 287E (forced payment)
• When filling out adjustment requests, you can add more than one voucher on the form if it is for the same provider and client
• When entering the voucher number and date, you only need to put it down once for each voucher that is being corrected
(even if there are multiple changes), but please make sure that you put in all the procedure codes that need to be changed. If they don’t need to be changed, you don’t
need to enter them on the request
• Example: The provider was underpaid in 2 out of the 4 procedures that he was paid for. Paid:
Full
Min.
Self Management 10
24-hour
Should have been paid:
Full
Self hours
The only 2 lines that need to be put on the form are Full Assist and Self Management:
Voucher Authorized Authorized Procedure Code and Units Correct
44
/ /
/ /
/ /
Date
(MM/DD/YY) (MM/DD/YY)
Description
(For each voucher #, choose all that apply)
Paid
(hours)
Units
(hours)
/ / OC112 LI Self Management
/ /
/ /
45
10
65
15
45
Section 8
Replacement of Lost or
Stolen Checks &
Forgery Procedure
46
Replacement of Stolen Checks
POLICY
a
It is agency policy t o issue replacement checks in compliance with ORS 293.475 nd the procedures contained in this manual.
Forgery Services in General Accounting Unit has been charged with the responsibility for replacement procedures. Any procedural questions should b r eferred to Forgery Services Unit at 503-945-5640. e
DEF INITIONS
Pay ment Alert
A “P ayment Alert” is the method used to notify Forgery Services th at a check has been lost, stolen, destroyed or not received. A Payment Alert (DHS 435A) does n w ot s p heck. It instructs the computer to send out a message hen the check in question is paid. The state treasurer still pays the check.
P aid Check
A paid check is a check that has been negotiated and returned to the state reasurer for payment. t
O utstanding
A h
Check
c eck that has not been paid is still outstan ding. Either it has not been negotiated or it has been negotiated but has not yet been submitted to the e surer for payment.
Original Check
ent. The original check is the first check issued to the payee for a specific paym
Rep lacement Check
A replacement check is a check issued in lieu of an original check for the same obligation, same amount and same payee as an original check.
47
Payee
A p ayee is the person to whom a check is made payable. In the case of dual payee, both persons named on the face of the check are payees.
For gery Packet
The Forgery Packet informati on is used to determine the validity of the request r a replacement check when the original check is cashed, and to facilitate fo recovery actions by the state when a fraud or forgery determination is made.
A forgery packet includes: a. DHS 980 Interoffice Memo b. DHS 597 Handwriting Exemplar c. DHS 163 Affidavit. Claimant’s Endorsement Forged d. Photostat copy of the original paid check, front and back e. Postal Lost Check Report f. Signature page
P AYMENT ALERT
Wh en a payee reports that a check is lost, stolen, destroyed or not received, payment alert procedures begin. The steps in this procedure are:
Loc al Office
1.
2.
Verify that an original check was issued. Verify the payee name; check number, amount and date of the check.
Have payee complete an Af fidavit Concerning Lost Check (DHS138A). (Must be notarized). Do not alter after payee has signed (except for #5 and #6 below).
3. Research the paid check file (RCIQ) to determine if the check is paid or outstanding.
4. Call Forgery Services and give them the information required on the
5
Payment Alert (DHS 435A). Forgery Services will assign a payment alert number to be written in the design ated area of the 138A.
. Write payment alert number on the DHS 138A.
48
6. Forward the original of the DHS 138A to the Forgery Services. If a replacement check is issued through Revolving Fund, write the replacemen check number on the DHS 138A.
7. If the original check is returned, cancel it. If it is negotiated, you will receive t a copy, front and back of the check, if the payee says it’s not their signature , a forgery pa cket will sent to the branch.
REPLACEME
NT CHECK
A replacement check may be issued upon completion of the payment alert the DHS 138A if the original check is still outstanding. and
If the original check has been negotiated and the payee claims it was stolen, the payee must show proof of having filed a Police Report before replacement can be issued.
Che unle num cks that are lost or stolen after they have been endorsed, are not replaced, ss the check was signed by the payee “for deposit only and account ber.” Destroyed checks that a re signed must have identifiable (name, mount, check number) remnants to be replaced. Dual payee checks will only be r a eplaced when:
1 . The payee has stated the unendorsed check has been lost, destroyed or stolen; or
2. The payee has endorsed on the check, given it to the second party and the second party endorsed the check and it was lost destroyed or stolen . In this case the second party must complete the DHS 138A and sign a statement stating that if the original check comes in cashed; he/she holds the client harmless and will reimburse the state if the original check is negotiated. In this situation the replacement check can be issued to the second party only
(no dual payee is needed).
C hecks that have been “paid” should not be replaced prior to receiving a front and back copy of the check so that the payee may exami ne the signature, if upon iewing the check the payee states that it was not endorsed by them they must v complete the forgery packet. It is important because then you can make a pre c liminary determination whether or not the payee negotiate heck before a replacement is issued. d the original
Five p sha ostal service working days from the date the original check was issued ll be allowed for delivery before a replacement ch eck is issued. In addition,
49
an effort should be made by the branch to locate the original check through the local post office. In cases where the unendorsed original check has been lost or destroyed after receipt, the waitin waitin report is fil ed.
For OS Check: g period may be eliminated. There is no g period when replacing a destroyed, lost or stolen check. However, if an original check has been stolen, the check will not be replaced unless a police
1. Have payee sign DHS138A (must be notarized) and send
Services.
2. Co mplete payment alert procedure
3. Co ple
(se te Authorization for Special Cash Paym e the reverse side of AFS 437).
it to Forgery ent (AFS 437) using code 03
4
. The computer will generate a check and it will be mailed to the client, or in cases where dire need exists, a replacement check may be issued via
Revolving Fund. Write the replacement check number on the AFS 437 and the DHS 138A. Send the 437
Unit Revolving Fund Clerk.
and the load sheet to General Accounting
T o
FORGERY PACKET
he forgery packet is provided to the branch by Forgery Services when the riginal check is returned from the State Treasury as a paid instrument, after the payee has viewed the check and stated that the signature is not theirs.
T he forgery packet must be completed and returned to the Forgery Services as soon as possible. If forgery packets are not returned to Forgery Services within
20 days of their receipt by the b c ranch, Forgery Services will return the original heck to the State Treasurer pursuant to ORS 293.475. This action in many cases will result in legal proceedings against the agency and /or payee.
U pon receipt of the forgery packet, the local office will:
1 . H ave the payee review a copy of the paid original check and acknowledge whether or not the endorsement on the check is his/hers.
2. ave the payee complete the AFS 980: H a. If the payee acknowledges the endorsement:
50
(1) Payee must so indicate on the AFS 980 and sign his/her name in
the
(2) If a replacement check has been issued, complete an AFS 284 and forward it to Overpayment Recovery Unit. A copy goes to Forgery Services with the packet.
(3) The balance of the forgery packet is not necessary. b.
If the payee does not acknowledge the endorsement:
(1) Payee so indicates in the designated area on the AFS 980 and
completes the entire forgery packet.
(2) Return the forgery packet to Forgery Services.
I f the payee is no longer available to complete the forgery packet, so indicate on the AFS 980 and return the packet to Forgery Services, also note, if the case has been closed and the date of closure.
On active cases where there is difficulty in getting the payee to come to the branch to complete the forgery packet, a “hold” on the payee’s next check is suggested. This should result in the payee making an appearance in the branch office to review and complete the forgery packet.
SENIORS AND PEOPLE WITH DISABILITIES PROVIDER
PAYMENT UNIT
The following procedure is to be used when replacing lost, stolen, destroyed and not received provider checks.
1. Local office has provider complete an Affidavit Concerning Lost Check
(DHS 138A).
2. Local office telephones DHS Forgery Services at 503-945-5640, indicates that an affidavit has been completed by the provider and requests that a payment alert be done.
3. Forgery Services E-Mails the Provider Payment Unit indicating it is okay to start the replacement paperwork for a particular provider.
51
4. SPD Provider Payment Unit staff complete a Department of Human
Services Provider Check request Form (DHS 1479). The form, along with supporting documentation, is routed to Disbursement’s Unit.
In completing the above documents, the requesting party shall not sign as
the authorizing individual. The authorizing individual is normally the unit
manager.
5. General Accounting Unit completes the necessary data entry to initiate a
Replacement check (Warrant) through Department of Administrative
Services. The check is mailed by DAS to the provider.
Provider checks are not replaced in the branch.
52
Download
Offentligt link opdateret
Det offentlige link til din chat er blevet opdateret. You may view and manage your chat links after registration here.
Dokument offentligt link
Annonce
