b. oregon trail card
TRANSCRIPT
FBPM – 1 Field Business Procedures Manual – B
July 1, 2012 Oregon Trail Card (EBT) B - 1
B. Oregon Trail Card
1. Overview
The Oregon Trail card makes benefits electronically available to recipients of cash and
Supplemental Nutrition Assistance Program (SNAP) benefits by using a plastic debit card
at point-of-sale (POS) devices and most automated teller machines (ATMs – cash only).
For clients age 65 and older or clients who receive Supplemental Security Income (SSI),
and who live in the cash-out demonstration area (Clackamas, Columbia, Multnomah and
Washington counties), SNAP benefits are deposited to a cash account and are available at
both POS devices and ATMs.
Electronic Benefit Transfer (EBT) is a partnership between a contractor – eFunds/FIS and
the Department of Human Services (DHS). eFunds/FIS is responsible for maintaining
EBT accounts. DHS is responsible for eligibility and benefit issuance.
SNAP Cash-Out: 461-165-0082
2. Responsibilities
(A) Case manager/worker:
(1) Enter information on the CM and FSMIS systems to establish an EBT case
number;
(B) Support staff:
(1) Security, storage and accounting of Oregon Trail card stock and logs;
(2) Issuing Oregon Trail cards to clients and their alternative payee. Performing a
balance inquiry to verify the card links the case to the benefit account;
(3) Identify and enter an Alternate Payee on the EBCAS screen, if applicable.
(4) Performing a balance inquiry to verify the card links the case to the benefit
account.
(5) Assisting the client and alternative payee with their PIN selection.
(6) Providing the client and alternate payee with a brief orientation of the POS
device, the PIN pad, the printed receipt from the EBT machine and a “How to
use your Oregon Trail Card” (DHS 208) brochure.
(C) Manager:
(1) Segregating duties to ensure effective checks and balances exist in authorizing,
approving and issuing Oregon Trail Cards.
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B - 2 Oregon Trail Card (EBT) July 1, 2012
(2) Oversight of operations as compensating controls.
(3) Adherence to applicable policies and procedures.
Inappropriate Actions: DHS 040-010-02
3. Ordering & receiving
(A) Authority to order and receive Oregon Trail Cards
Authorization for an employee to order or receive Oregon Trail cards must be made
by the employee’s manager, through an Authorization & Signature Card for
Negotiable Documents (DHS 285). Authority to order and receive Oregon Trail
cards cannot be given to the same employee. A minimum of two employees in each
office should be authorized to perform these separate duties.
Authorization & Signature Card for Negotiable Documents – (DHS 285)
The DHS 285 lists the names and signatures of employees authorized to order or
receive Oregon Trail cards. A new DHS 285 must be completed whenever there is a
change in personnel authorized to order or receive Oregon Trail cards. Send the
original DHS 285 to Storage and Distribution Services. Retain the copy in a branch
file. Each completed DHS 285 supersedes the prior form.
(B) Ordering Oregon Trail cards and sleeves
A Request for and Transmittals of Forms Receipt (DHS 289) (paper only) must be
completed and submitted to DHS Storage and Distribution Services to order a
supply of Oregon Trail cards. The person completing and signing the DHS 289
must have authorization to order Oregon Trail cards as indicated on the current
DHS 285 for the branch.
Branch office
(1) Complete a DHS 289, including branch name and address, cost center, printed
name of employee authorized to receive cards and signature of employee
authorized to order cards. Indicate the quantity ordered.
(2) Indicate on the DHS 289 (on a separate line) Oregon Trail Card “sleeves,” and
the quantity ordered, if applicable.
(1) Mail the completed DHS 289 (original and pink copy) to Storage and
Distribution Services.
(2) Retain a copy of the DHS 289 (goldenrod) in the branch.
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July 1, 2012 Oregon Trail Card (EBT) B - 3
Storage and Distribution Services
(1) Compare signatures on the DHS 289 with authorized signatures on the
DHS 285.
(2) Compare the name of the person ordering cards with the names of persons
authorized to receive cards to confirm they are not the same person.
(3) Record the beginning serial number and the ending serial number of the
Oregon Trail card series to be shipped on the DHS 289.
(4) Sign the DHS 289 (two people) confirming the number of cards and shipment
to the branch.
(5) Send the Oregon Trail cards, sleeves, Oregon Trail card logs (DHS 248s) and
original and yellow copies of the DHS 289 to the branch
(6) Return an incomplete or incorrect DHS 289 to the branch.
(C) Receiving Oregon Trail cards
The person who receives Oregon Trail cards must have authorization as indicated
on the current DHS 285 for the branch. When Oregon Trail cards are received at the
branch, the cards must be reconciled to the original order the same day as received,
or no later than the next business day. The cards received in the shipment must be
compared with the card numbers indicated on the Stock Control Log (DHS 249) as
being sent by Storage and Distribution Services. The cards received must also be
compared to the prenumbered Oregon Trail Card Issuance Log (DHS 248) to ensure
all cards were received and the DHS 248s reflect the correct card numbers.
Discrepancies must be reported to the office manager or line manager and Storage
and Distribution Services immediately.
Branch office
(1) Review the serial numbers and quantity indicated on the DHS 289 as being
shipped to the branch.
(2) Compare the beginning and ending serial numbers of the Oregon Trail cards to
the serial numbers indicated on the DHS 289.
(3) Count the number of Oregon Trail cards. Compare the total number of cards to
the quantity indicated as shipped on the DHS 289.
(4) Review the Oregon Trail card logs (DHS 248) received with the cards.
Compare the beginning and ending serial numbers on the logs with the serial
numbers of cards received.
(5) Sign the DHS 289 (authorized person to receive and witness) confirming the
Oregon Trail cards were received.
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B - 4 Oregon Trail Card (EBT) July 1, 2012
(6) Retain a photocopy of the DHS 289 in the branch file as an audit trail of who
signed for the cards.
(7) Return the original DHS 289 to Storage and Distribution Services.
Stock Control Log – DHS 249
After confirming there are no discrepancies with the Oregon Trail cards received,
the bulk stock must be added to the Stock Control Log (DHS 249).
Branch office
(1) Record the date the cards are added to the bulk stock.
In the Stock Returned To Safe columns:
(2) Record the serial number of the first card (beginning of series) in the From
Serial # column. Record the serial number of the last card (end of series) in the
To Serial # column. If more than one sequence of serial numbers is received,
they must be recorded as separate line items.
(3) Enter the number of cards received in the Total column.
(4) Record initials of employee confirming cards received and added to stock, and
initials of witness in the Initials column.
(5) Add the number of cards received to the number of cards listed in the Running
Balance column. Record the new total.
(6) Secure the cards.
Note: An inventory must be completed when bulk Oregon Trail Card stock is received.
See Inventory below.
Check Stock, Negotiable Orders, EBT: DHS-050-003
Check Stock, Negotiable Orders, EBT: DHS-050-003-01
4. Security of card stock and logs
The bulk supply of Oregon Trail cards must be secured in a locking safe or bar lock file
cabinet at all times. The daily supply of Oregon Trail cards must be kept in a locked file
cabinet or locked desk drawer at all times.
The Stock Control Log (DHS 249) and Oregon Trail Issuance logs must be secured,
separately from the Oregon Trail cards, in a locked file cabinet or bar-lock file cabinet at
all times.
The number of employees with access to the bulk and daily stock of Oregon Trail cards
and logs should be limited to the minimum necessary to maintain a separation of duties.
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July 1, 2012 Oregon Trail Card (EBT) B - 5
5. Card issuers – access
Office managers or line managers delegate authority to issue Oregon Trail cards, give
RACF authority to access card issuance screens and assign a personal three-digit I.D.
number and four-digit password on the PIN select device.
DHR screens – access
The manager determines which staff are responsible for issuing Oregon Trail cards. The
ability to issue Oregon Trail cards must be approved by the manager, who completes a
CAF – SSP Individual User Profile (DHS 783SSP) and sends the form to the RACF
Chief Data Steward. The Chief Data Steward assigns the person to the appropriate user
group, allowing the employee the necessary access needed to activate an Oregon Trail
card.
DHS Information Access Control Security: DHS-090-003
Individual User Profile-Internal Access: DHS-090-003-01
EBT terminal – access
The EBT equipment is user I.D. and password protected. This allows only authorized
persons to use the equipment to activate EBT cards.
The manager determines which staff are responsible for issuing Oregon Trail cards. The
manager assigns each authorized person a three-digit user I.D. and four-digit password.
The manager can add new user I.D.s, delete user I.D.s, and assign and change passwords.
Some branch offices have multiple EBT terminals in use at any given time. However, an
authorized employee should be assigned an I.D. and password for only one machine, if
possible.
Note: Refer to the EBT PIN Select Terminal Manual for detailed instructions on adding
and deleting EBT terminal users.
Any change in authorized personnel requires deleting the previous user. RACF access
must also be adjusted to reflect a change in authorized personnel.
Manager
(A) Assign your own I.D. and password.
(B) Assign a separate I.D. for each person using the terminal. Each I.D. must be three
digits: 001 to 899 for staff; 900 to 998 for a supervisor.
(C) Assign a separate password for each user. Each password must be four digits, but
not four zeroes (0000).
(D) Keep a log of employee names, I.D.s, and passwords in a secure location.
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B - 6 Oregon Trail Card (EBT) July 1, 2012
(E) Terminate RACF and EBT Terminal access of users, when applicable.
Staff
(A) Sign onto and off the EBT terminal using your own I.D. and password.
6. EBT case creation, alternate payees and changing payees
EBT case creation
EBT cases are created automatically by the EB system when you add a CM or FSMIS
case. To ensure a single EBT case is created for clients with companion cases, the cash
payee and SNAP head of household must be the same person. An EBT case is also
created when the EBT payee changes (i.e., whenever the SNAP head of household or
cash payee changes).
If an old FSMIS case exists in the computer files but no EBT case was created, an ADJ
transaction will establish the EBT case.
Alternate Payees
Any adult member of the filing or benefit group may request their own card and PIN. Do
not use the Designation of Authorized Representative or Alternate Payee (MSC 231) for
filing or benefit group members. The head of household (payee) may give verbal
approval to make a minor on the case an alternate payee, if needed (e.g. a parent with
mobility issues may want a 16 year old to run errands such as grocery shopping).
If the alternate payee is not a member of the filing or benefit group, the head of
household/payee must give written authorization on the Designation of Authorized
Representative or Alternate Payee (MSC 231), and designate which account(s) the person
will have access to.
Changing payees
When the FSMIS head of household or CM payee is changed, connecting the new head
of household/payee to a different EBT case, the EB system recognizes future benefits
need to be issued to the new EBT case. The connection between the previous head of
household/payee and the old EBT case is automatically changed.
The EBT Case Detail screen displays the case numbers of the eligibility cases connected
to the EBT case. The screen will display the payee's current status for each eligibility
case as "C" (current payee) or "P" (previous payee). When the head of household or
payee changes, the payee is changed to “P” on the previous EBT case and “C” on the new
EBT case.
FBPM – 1 Field Business Procedures Manual – B
July 1, 2012 Oregon Trail Card (EBT) B - 7
Benefits cannot be transferred from one EBT case to another. If there are benefits
remaining in the previous payee's case, they must be withdrawn using the EBT card(s)
issued on that case.
Authorized Representatives; General: 461-115-0090
Authorized Representative or Alternate Payee; SNAP: 461-115-0140
Alternate Payees; EBT: 461-165-0035
Endorsement and Survivorship of Benefits: 461-165-0140
7. Removing and returning daily stock from bulk stock
Removing daily stock
Each morning, a daily supply of Oregon Trail cards may be removed from the bulk stock.
The branch office determines, based on historical demand, whether a daily supply of
cards are removed from the bulk stock and the number of cards initially removed each
day.
When cards are removed from the bulk stock/safe, the DHS 249 must be completed as
follows:
(A) Record the date the cards are removed.
Under the Stock Removed From Safe columns:
(B) Record the serial number of the first card (beginning of series) in the From Serial #
column.
(C) Record the serial number of the last card (end of series) in the To Serial # column.
(D) Enter the total number of cards removed in the Total column.
(E) Record the initials of the staff removing and the staff receiving stock from safe in
the Initials column.
Returning unused stock
Stock of Oregon Trail cards which remain unused at the end of each day, must be
returned to the bulk stock/safe and logged back in on the DHS 249.
On the same line of the DHS 249 that was completed when the stock was removed that
morning, under the Stock Returned to Safe columns:
(A) Record the serial number of the first card (beginning of series) in the From Serial #
column.
(B) Record the serial number of the last card (end of series) in the To Serial # column.
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B - 8 Oregon Trail Card (EBT) July 1, 2012
(C) Enter the total number of cards returned in the Total column.
(D) Record the initials of the staff returning and the staff receiving stock to be returned
to the safe in the Initials column.
8. EBT screens
The Electronic Benefit Transfer (EBT) system has seven screens:
EBT Case Detail (EBCAS). This screen displays the name of the “owner” or case payee,
and is used to add or change alternate payees, or bypass EBT issuance for SNAP cash-out
recipients.
EBT Card Information (EBCRD). This screen is used to issue and maintain EBT cards. It
is used by authorized branch staff.
EBT Benefit Issuance History (EBISH). This screen displays the benefit issuances that
still have a balance. It is used to release or cancel benefits that were held by CM or
FSMIS actions.
EBT Financial History List (EBFHL). This screen displays a chronological list of
transactions. It includes benefit issuance, cash withdrawals and POS transactions. It
shows up to 45 days of information. To see older information, change the End and Beg
Dates and press [F10]. Transaction history drops off after 90 days.
EBT Financial History Detail (EBFHD). This screen displays detailed information about
each transaction. It contains information about where and when the transaction was made.
EBT Adjustments Conversion (EBADJ). This screen is used to make adjustments for
voluntary repayments by clients.
EBT Immediate Cash Issuance (EBISS). This screen is used to issue cash benefits “real
time.” Issuances sent by this screen are immediately available in the client’s EBT
account. Once the issuance is sent, cancellations (if necessary) must be completed on
EBISH.
9. Issuing an Oregon Trail Card – in person or by mail
Oregon Trail cards are issued in a first in-first out sequence. To the extent possible, all of
a previous shipment should be issued before any of the new supply is used. Oregon Trail
cards may be issued to applicants before eligibility has been determined, in addition to
recipients and alternate payees.
FBPM – 1 Field Business Procedures Manual – B
July 1, 2012 Oregon Trail Card (EBT) B - 9
In person
The card issuer must:
(A) Positively identify the client or alternate payee before issuing an Oregon Trail card.
This does not require photo I.D.
(B) Enter the card number on the card issuance screen (EBCRD) and change the “valid
PIN” to “N.”
(C) Record the issuance of the card on the Oregon Trail Card Issuance Log (DHS 248).
This includes:
(1) Date of issuance;
(2) Initials of employee issuing the card;
(3) EBT case number;
(4) Worker I.D.
(5) Client or alternate payee name;
(6) Client or alternate payee signature, I.D. type and number;
(7) Card number (pre-printed on the DHS 248).
Note: The card issuer must verify the serial number on the card to be issued
matches the card number listed on the DHS 248.
(8) Check digit.
(D) Instruct the client/alternate payee in how to select their PIN.
SEE “EBT PIN SELECT TERMINAL MANUAL” FOR DETAILED STEPS.
(E) Perform a balance inquiry to verify the card and PIN are working properly.
SEE “EBT PIN SELECT TERMINAL MANUAL” FOR DETAILED STEPS.
(F) Check the printed receipt for balance inquiry information. The balance inquiry will
show: (1) the balance of cash and SNAP benefits, (2) a denial code of “No Funds
Available,” or (3) an error message.
(G) Have the card holder sign the back of the Oregon Trail card and the Oregon Trail
Card Issuance Log in ink. The branch should ensure other names listed on the log
are not visible.
(H) Narrate the card issuance in ACCESS or TRACS.
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B - 10 Oregon Trail Card (EBT) July 1, 2012
By mail
Some clients cannot come into the office to obtain an Oregon Trail Card for a reason such
as medical issues. In addition, with the increased number of applicants and recipients
applying for benefits online, and the ability to conduct an eligibility interview over the
telephone, a client may need to have the Oregon Trail Card mailed to their home.
The card issuer must:
Follow the steps outlined above, except:
- Write “mailed” in place of the client signature on the Oregon Trail Card
Issuance Log (DHS 248).
- Do not assign a Personal Identification Number (PIN).
- Place the EBT card and How to Use Your Oregon Trail Card brochure
(DHS 208) in an envelope and send to the mailing address of the client.
- Inform the client, when they receive the Oregon Trail Card they must call
the eFunds/FIS Help Desk or go online at www.ebtEDGE.com to select a
PIN.
Note: The toll-free customer service telephone number and website are printed on the
back of the Oregon Trail Card.
10. Replacing lost, stolen or damaged cards
Card holders may call the eFunds/FIS Help Desk, or call or come to a branch office to
report a lost, stolen or damaged card. If a card holder has reported a card lost, stolen or
damaged to the eFunds/FIS Help Desk, they will change the status of the card to
“canceled.” eFunds/FIS cannot change the status of an “inactive” card to “active’ and
cannot activate new or replacement cards. The eFunds/FIS Help Desk staff will direct the
card holder to contact their local office for a replacement card.
There are four card statuses:
Vault – never activated;
Active (A) – issued to an EBT account;
Inactive (IA) – issued and subsequently inactivated. Note – an inactive card can
be changed back to active (A). To replace the card, first change back to “A,” then
cancel;
Canceled (A1, A2, A3, A5, A6, Z1).
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July 1, 2012 Oregon Trail Card (EBT) B - 11
The card issuer must:
(A) Positively identify the client or alternate payee before issuing an Oregon Trail Card.
This does not require photo I.D.
(B) Verify the card status on EBCRD. If the card holder did not report the card lost or
stolen, update the EBCRD screen to show the card as lost or stolen.
(C) Enter the replacement card number on the EBCRD screen and change the “valid
PIN” option to “N.”
(D) Follow the remaining steps outlined in “Issuing the Oregon Trail Card” above.
Replacing SNAP Program Benefits and EBT Cards: 461-165-0230
11. Conversion of electronic benefits
When a client moves out of state; EBT
The Oregon Trail card can be used to access SNAP and cash benefits in almost all
locations in the U.S. When a client leaves the state with benefits remaining they will need
to locate a retailer or ATM that accepts the Oregon Trail card.
If the client does not have an active card, issue a new card following the steps outlined in
“Issuing the Oregon Trail Card by Mail” above.
SNAP Cash-Out: 461-165-0082
12. EBT benefit aging
eFunds/FIS tracks each benefit issuance, not the total account balance. The system works
on a “first-in, first-out” basis. Purchases are deducted from the balance of the oldest
issuance first.
eFunds/FIS tracks which issuances have not been accessed for each aging period. Aging
periods for cash and SNAP are from the 16th
of each month through the 15th
of the
following month.
Cash and SNAP benefits remain in the EBT account of the client for 12 months. Once the
benefits “age-off,” they are expunged from the account. Benefits that are aged off cannot
be restored to the client.
Legal Status of Benefit Payments: 461-165-0010
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B - 12 Oregon Trail Card (EBT) July 1, 2012
13. Using EBT benefits to make voluntary repayments
By completing and signing the Voluntary Agreement to Reduce or Close Benefits or
Withdraw Application and Notice of Action Taken (DHS 457D) form, clients may choose
to make voluntary repayments of part or all of their SNAP or cash account balance.
Branch staff with appropriate RACF authority may reduce, in whole dollar amounts, the
available SNAP or cash benefit using the EBT Adjustment/Conversion screen. Cash
adjustments will display on the WISH screen.
To avoid an overpayment. The SNAP or cash account balance is reduced on the EBT
Adjustments/Conversion screen by entering the amount of available balance to be
reduced to avoid an overpayment. An “N” should be entered in the repayment of
overpayment field.
To repay an overpayment. The SNAP or cash account balance is reduced on the EBT
Adjustments/Conversion screen by entering the amount of available balance to be
reduced to repay an overpayment. A client may also choose to reduce a cash balance in
order to repay a SNAP overpayment. A “Y” should be entered in the repayment of
overpayment field. An Overpayment/Overissuance Change Report (MSC 284A) must be
completed and sent to the Office of Payment Accuracy and Recovery so the overpayment
of the client may be reduced.
14. EBT equipment
eFunds/FIS provides branch offices with EBT equipment consisting of a terminal and
PIN pad. eFunds/FIS is responsible for:
Repair or replacement of EBT equipment;
Guidance for equipment use, including help with installation and security
information for managers;
EBT equipment supplies – paper roll, Quick Reference guides, EBT PIN Select
Terminal manuals, etc.
Note: All branch offices should have a second set of EBT equipment for backup while
malfunctioning equipment is repaired or replaced. The backup EBT equipment
must be stored in a safe, bar-lock cabinet or locking file cabinet at all times
15. Inventory
A physical inventory (count) must be completed once a month on a random date basis
and when new Oregon Trail Card stock is received.
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July 1, 2012 Oregon Trail Card (EBT) B - 13
The inventory must be done by someone not authorized to issue Oregon Trail cards. If
this is impossible due to field office size, the physical count must be completed by two
persons and the DHS 249 initialed by both.
Each monthly inventory should cover all card issuances during the time period since the
prior branch inventory. Not every card issuance needs to be validated. However, a
thorough inventory includes reviewing the following:
DHS 289 for cards received from Storage and Distribution Services;
DHS 249 for the count of bulk stock logged out and in daily;
DHS 248 for the daily cards issued;
Sampling of 2-3 issuances from each DHS 248;
The sampling of issuances from the DHS 248 should include reviewing the client’s
EBCRD screen to verify the card number matches the card number on the log, and
reviewing TRACS or ACCESS for narration of the card issuance.
Record the date of physical inventory, actual number of Oregon Trail cards and signature
or initials of person(s) responsible for count on log.
16. Forms and record retention
The following forms are used when issuing Oregon Trail cards. All forms listed below
must be retained for three years.
DHS 231 - Designation of Authorized Representative or Alternate Payee
DHS 248 - Oregon Trail Card Issuance Log
DHS 249 – Stock Control Log
DHS 285 - Authorization & Signature Card for Negotiable Documents
DHS 289 - Request for and Transmittal of Forms Receipt
17. Contacts
Maurice (Bill) Walker, EBT Coordinator – 503-945-6075 or Sarah Lambert
(back-up EBT Coordinator) – 503-945-6220, for general questions related to
retailers, banks, ATMs; additional PIN select equipment; obtaining or returning
EBT equipment; and issues with eFunds/FIS.
DHS Service Desk – 503-945-5623 to solve problems with EBT cases online.
EFunds/FIS Help Desk:
- Card holders – 888-997-4447
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- Retailers and DHS Staff – 800-831-5235 (do not release to the public) –
PIN select equipment repairs and problems; tapes for PIN select
equipment; assistance for changing supervisory authority for PIN select
security; and assistance setting up PIN select equipment. The eFunds/FIS
Help Desk will require the seven- (7) digit number on the PIN select
equipment which includes the letter “A” or “B” and the next six (6) digits.
- eFunds/FIS email – [email protected] to order paper
rolls.
Food and Nutrition Services (FNS) – 503-326-5971 for retailers, group care
homes or other entities who want information about how to sign up to accept
SNAP.
FBPM – 1 Field Business Procedures Manual – C
July 1, 2012 Special Cash Pay (SPL) System C - 1
C. Special Cash Pay (SPL) System
1. Overview
The Special Cash Pay System (SPL) is used to issue benefits that cannot be issued
through normal processing on the CM, PPS or JAS systems. It is designed to issue
benefits on an “at request” basis. The types of payments issued through the Special Cash
Pay system are:
Immediate payments (advances) on cash cases;
Supplements the CM system cannot calculate or issue;
Replacement of lost checks;
JOBS payments to clients.
How does SPL work?
Authorized branch staff enter information into the Special Cash Pay system to authorize
issuance of a check.
When SPL is accessed by the case number, it draws the case name and address
information from existing CM files. Once a payment record has been entered, it may be
modified or deleted any time during the same work day. The SPL files hold information
on the checks to be issued until the end of the day. During overnight batch processing, a
check is issued and information about the payment is sent to the MCR1 file. After the
check is issued, the SPL record is automatically deleted.
2. Requesting, authorizing and issuing a Special Cash Payment
Requesting, authorizing and issuing special cash payments should be done by three
different employees to ensure proper separation of duties.
Requesting a payment. Employees (e.g., case workers) who request a special cash
payment must complete the applicable payment request documents (MSC 437,
DMAP 409 or JASR screen), including:
(A) Case information
(B) Type of payment
(C) Payee name, SSN or Tax Payer I.D. and address
(D) Pay reason
(E) Amount
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(F) Explanation of payment
(G) Signature and date of requestor
Authorizing a payment. Employees (e.g., managers/lead workers) who authorize
payments must have delegated signature authority as indicated on their current Delegated
Signature Authorization (MSC 286). The person approving the expenditure (authorizing
the payment) must sign and date the document.
Note: A Special Cash Payment should not be issued without a properly completed
payment documents and/or one or both signatures is missing.
Issuing a payment. Employees (e.g., support staff) who issue payments must be approved
by the manager who completes a CAF – SSP Individual User Profile (DHS 783SSP) and
sends the form to the RACF Chief Data Steward. The Chief Data Steward assigns the
person to the appropriate user group, allowing the employee the necessary access needed
to issue payments through the Special Cash Pay system.
DHS Information Access Control Security: DHS-090-003
Individual User Profile-Internal Access: DHS-090-003-01
Note: Staff who are given authority to issue Special Cash Payments, cannot have PSET
capability. This is an access/security conflict.
3. Accessing the SPL Payment screens
On a DHR screen, type SPL1 and press {ENTER}. SPL will display a menu screen. Use
the {RETURN} or the {TAB} key to place the cursor in the selection field in front of the
line you need. Type in any character.
4. Creating an SPL record
CM Payment Screen (SPL2)
(1) Position your cursor on the first line (SPL2). Type in the CM case number.
Note: The case number must match the CMS master file.
Press {Enter}. SPL will display SPL2 for CM payments.
(2) Select from the list by placing any character in front of an existing record line
or the new record line. Press {ENTER}.
(3) The system will display SPL2 with the existing file information from the
Special Cash Payment file or a formatted SPL2 screen to create a new record.
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July 1, 2012 Special Cash Pay (SPL) System C - 3
5. Changing CM information on the SPL screen
You can change all the information that comes to SPL2 from the CM system except the
case number. If you need to change the name or address on SPL2, you must use a
BYPASS code. Type in the security code, applicable BYPASS code and TR-CD code
and press {ENTER}. A message will appear indicating that you can now change the
CMS data. The other fields can be changed without a bypass code.
6. Making an SPL payment
(A) Type the security code, operator I.D. and other information. Before the system adds
this record to the SPL file, it checks (edits) the information you have entered in each
field.
(B) All correct fields will be dimmed. If all fields are entered correctly, a successful
completion message appears at the bottom of the screen.
(C) All incorrect fields will be bright. The cursor will be positioned at the beginning of
the first invalid field on the screen. A corresponding error message for each invalid
field appears at the bottom of the screen (a maximum of 10 error messages). If
errors have occurred, type in the correct information and press {ENTER}.
7. Updating or deleting an SPL record
If the check has not been issued, you may update or delete an existing SPL record. To
update or delete an existing record, access the record the same way you did when you
created the record.
(A) Type the security code and operator I.D.
(B) Review the displayed case information. Add or change information or delete the
record as needed.
(C) Press {ENTER}. The system displays the updated information and any related
errors.
8. Computer entry
On a blank screen, type “SPL1.” Press {ENTER}.
(A) Put an “x” by “To issue client payment.”
(B) Type in case # (6 digits only). Press {ENTER}.
(C) At the SPL2 screen: Type appropriate security code.
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C - 4 Special Cash Pay (SPL) System July 1, 2012
(D) BYPASS: If the check is going to address other than the client’s, type “A.” If the
client is in a different branch, type “B.”
(E) GRDN: If the check is going to a person other than the client, type the name here
(Last, First). Vendor’s names must have a comma and space between words if more
than one word. Care Medical would be Care, Medical.
(F) GRDN CODE: Usually leave blank. If the check is going to a guardian or is “dual
payee,” type “F.”
(G) OPER ID: Type your first and last initial.
(H) TR CD: A = adding new payment; C = changing payment; D = deleting payment.
(I) TRANS: Leave blank.
(J) DATE AUTH: Current date, six digits (mm,dd,yy).
(K) TOTAL AMOUNT: Amount of check, needs decimal.
(L) PAY REASON: two-digit code from the Authorization of Cash Payment
(MSC 437); the Medical Transportation Screening/Input Document (OMAP 409)
code is always 35.
(M) SPL PAY: Amount of check. Press F1 for codes/amount limits.
(N) PAY BEG and PAY END: Dates covered. Must be in current or previous month;
will not allow future dates.
Press {ENTER}. “Record successfully added” should appear; if not, an error message
will be displayed.
9. Reconciliation
A reconciliation between the payment request document (MSC 437, DMAP 409 or JASR
screen print) and the check register (View Direct report) must be completed no less than
monthly by an employee who does not request, authorize or issue payments.
A View Direct report (WSP0015X-A – Input to Check Processing) is created when
information is entered into the Special Cash Payment system. No less than monthly, all
reports for the prior month must be reviewed and compared to the applicable payment
documents. The review should ensure there is a properly completed payment document
for all checks indicated on the reports and the information on the check (payee name,
amount, etc.) matches the information on the payment document.
FBPM – 1 Field Business Procedures Manual – C
July 1, 2012 Special Cash Pay (SPL) System C - 5
10. Forms and record retention
The following forms are used when issuing a Special Cash Payment and must be retained
for six years:
DMAP 409 – Medical Transportation Screening/Input Document
MSC 437 – Authorization of Cash Payment
JASR screen print
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July 1, 2012 Checks – Returned, Canceled, Replaced E - 1
E. Checks – Returned, Canceled, Replaced
1. Returned checks
Checks may be returned to the branch by the Post Office because of an incorrect address
(undeliverable) or by the payee because of an incorrect dollar amount, for example. The
receipt and disposition of returned checks must be documented. Regardless of the reason
for the check to be returned, the following process should be used:
Child Welfare
Support staff:
(A) For each returned to the branch, complete the top portion of an Authorization for
Disposal of Check (DHS 459) (paper only), including:
(1) Branch;
(2) Case/Provider Number;
(3) Date of Check (Date of Document);
(4) Check Number (Document Number);
(5) Amount (Document Amount);
(6) Worker I.D.
(B) Give the DHS 459 (white/original) to the case worker for disposition.
(C) Staple the DHS 459 (yellow and pink copies) to the returned check.
(D) Secure the returned checks in a safe or bar-lock file cabinet until disposition
occurs.
Case worker:
(A) Determine disposition of returned check. E.g. re-mail, cancel, rewrite, etc.
(B) Complete the following on the left-hand side of the DHS 459:
(1) Disposition (Cancel or Cancel and Rewrite);
(2) Signature and date.
Support staff:
(A) Dispose of check per case worker instructions:
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E - 2 Checks – Returned, Canceled, Replaced July 1, 2012
(1) Release at branch or by mail;
(2) Cancel (follow Canceling checks procedure below);
(3) Cancel and Rewrite (follow Canceling checks procedure below);
(4) Narrate disposition in OR-Kids.
Self-Sufficiency
Support staff:
(A) Record all returned checks on the Post Office or Client Returned Checks log
(AFS 260) per instructions.
(B) Place returned checks in a safe or bar-lock cabinet.
(C) Notify the case worker that a check has been returned and reason.
Case worker:
(A) Determine disposition of returned check, e.g., release or cancel.
(B) Notify support staff of disposition.
(C) Narrate the disposition in TRACS.
2. Canceling checks
A check may need to be “cancelled” for a variety of reasons. This includes checks that
are returned as undeliverable with no forwarding address; checks issued for the incorrect
amount or to an incorrect payee, etc. When a check needs to be cancelled, the following
procedure should be followed:
Provider checks (DPU/APD): Do not stamp cancel on these checks – return to address on
check – Central Office will determine if the check is to be canceled.
Child Welfare: If the branch determines the payment is no longer needed, stamp
“CANCEL” over the seal and signature. DO NOT cover the amount, case number, etc.
Self-Sufficiency: Stamp “CANCEL” over the seal and signature. DO NOT cover the
amount, case number, etc.
Revolving Fund checks: Stamp “CANCEL” on the check stub, in addition to the check.
(A) Complete the Cancelled Check Transmittal (DHS 297):
(1) Branch name and transmittal #.
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July 1, 2012 Checks – Returned, Canceled, Replaced E - 3
Note: As stated in the instructions on the DHS 297, each branch office needs to begin
with Transmittal #1, beginning July 1 of each year. The transmittal number is
used as a tracking mechanism by the Office of Financial Services.
(2) Check number;
(3) Date of check;
(4) Payee;
(5) Case number;
(6) Amount.
(B) Attach the cancelled checks to the DHS 297 and mail to the address on the form.
(C) Retain the DHS 297 (yellow or photocopy) in the branch for one year. DHS 297s
older than one year should be destroyed on September 1 of each year.
Example: On September 1, 2012, DHS 297s for the period September 1, 2010
through August 31, 2011, are destroyed.
3. Replacing checks – lost, stolen or destroyed
(A) Non-negotiated checks (Client Maintenance, JAS)
If a payee reports a check lost, stolen, destroyed or not received, and the check
was NOT negotiated, issue a replacement check if the original check is still
outstanding and the payee claims any of the following:
(1) The original check was not received. Allow five postal service working
days from the date the original check was issued before issuing a
replacement;
(2) The original check was received, but not endorsed. Issue a replacement
check without a waiting period if the unendorsed check was received and
has been lost, stolen or destroyed;
(3) The original check was received and endorsed, but not cashed before it was
lost, stolen or destroyed. Issue a replacement check if the check was
destroyed and remnants of the check are provided as evidence or if the
check was noted by the payee “for deposit only.”
To issue a replacement check:
(1) Check MCR1, RCIQ or the respective View Direct report (check register)
to verify an original check was issued. Verify the payee name, check
number, amount and date of the check;
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E - 4 Checks – Returned, Canceled, Replaced July 1, 2012
(2) Have the payee complete an Affidavit Concerning Lost Check (DHS 138A),
in full. The payee’s signature on the DHS 138A must be notarized;
(3) Contact the Office of Financial Services, Forgery Services Section
503-945-5640 and ask for a “payment alert” number;
(4) Write the payment alert number in the designated area of the DHS 138A
and DHS 437;
(5) Obtain a completed Authorization of Cash Payment (DHS 437) authorizing
the replacement check to be issued;
(6) Forward the original DHS 138A to OFS, Forgery Services. Retain the
yellow copy in the case record. Attached the pink copy of the DHS 138A to
the original DHS 437 that was been completed for issuance of the
replacement check;
(7) Mail the white copy of the DHS 138A to:
DHS Office of Financial Services
Forgery Services
500 Summer St. NE, E85
Salem, OR 97301-1082
Phone: 503-945-5640
Fax: 503-947-5136
(8) Retain the yellow copy of the DHS 437A in the case record. Retain the pink
copy of the DHS 437A in the branch for six (6) years.
(B) Non-negotiated Checks (Provider Pay).
Only the Direct Pay Unit (DPU) may replace provider checks issued by the
Provider Pay (PP) System. Branch offices are not authorized to replace provider
checks issued by PP/SA.
If the provider contacts the branch requesting a replacement check, the branch
must tell the provider to call DPU. The provider must wait at least five mailing
days from the date the check was issued before requesting a replacement check.
Note: There are two reasons why the branch should never replace a provider check
issued by PP/SA:
When a provider has multiple claims paid all on one check, each claim must
be manually adjusted to reconcile the payment record; and
If the branch and DPU both replace provider checks, it is very likely there
could be duplicate payments on the same claim.
DPU will notify the local branch office that the provider will come in to
complete the DHS 138A. The local branch office will obtain the payment alert
FBPM – 1 Field Business Procedures Manual – E
July 1, 2012 Checks – Returned, Canceled, Replaced E - 5
number from Forgery Services, assist the provider in completing the DHS 138A,
notarize the form, and send to OFS Forgery Services Section. Forgery Services
will make a replacement decision and notify DPU who will replace the check and
mail it to the provider.
If the provider needs a replacement check right away, DPU will make a
determination of emergent need and contact the branch for issuance of a
revolving fund check.
(C) Non-negotiated checks (SNAP cash-out).
Immediate Issuance - When the client needs a replacement SNAP cash-out check
right away, the branch should:
(1) Complete steps 1 through 5 above.
(2) Type a revolving fund check using pay reason code"81."
(3) Enter the payment information on SPL5 as a SNAP load sheet.
Overnight Issuance – If the client does not need a replacement right away, issue
the check via FSMIS using "RB" release ATP code.
(D) Negotiated Checks – all
Issue a replacement for an original check (which the payee has reported as lost,
stolen, destroyed or not received) that is processed by the State Treasurer for
payment only after:
The Administrative Payments Unit has begun forgery procedures; and
The client has completed a forgery packet.
To replace a check that is reported lost, stolen, destroyed or not received, but has
been processed by the State Treasurer for payment, Forgery Services will send a
forgery packet to the branch when the original check is returned from the State
Treasury as paid.
The packet includes:
Affidavit, Claimant’s Endorsement Forged (DHS 163) (available from
Internal Control/Forgery Services only);
Handwriting Exemplar (DHS 597) (available from Internal Control/Forgery
Services only);
Payee Statement Concerning Endorsement (DHS 980) (available from Internal
Control/Forgery Services only);
Photocopy of the original paid check, front and back;
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E - 6 Checks – Returned, Canceled, Replaced July 1, 2012
Postal Lost Check Report (for checks not received);
Signature page.
Branch Action:
If the original check was issued by CMS, Special Cash Pay (SPL) or PP/SA, or
was a SNAP cash-out check, branches will do the following (except as noted for
provider checks issued by PP/SA):
(1) Make a preliminary determination whether the payee cashed the original
check, before authorizing a replacement. (DPU will do this for checks
issued by PP/SA.);
(2) Briefly review the copy of the paid original check with the payee to
determine whether the signature on the check is the payee's;
If the payee acknowledges the endorsement and a replacement check was issued;
(3) Complete an Overpayment/Overissuance Report (MSC 284). (DPU will do
this for checks issued by PP/SA.);
(4) Complete the DHS 980. Have the payee sign the form;
(5) Forward the DHS 980, the rest of the forgery packet, and all copies of the
MSC 284 (except pink copy) to Forgery Services;
(6) File the pink copy of the MSC 284. (DPU will do this for checks issued by
PP/SA.)
If the payee does not acknowledge the endorsement and a replacement check was
issued, have the payee complete the entire forgery packet. If the payee requests a
replacement check, explain the policy on overpayments and intentional program
violations. Have the payee complete the entire forgery packet, then issue a
replacement check.
If the payee is no longer available to complete the forgery packet, branches will
do the following (except for checks issued by PP/SA):
(1) Note this information on the DHS 980;
(2) Note if the case was closed and the date of closure;
(3) Return the forgery packet to Forgery Services;
Note: Always complete and return the forgery packet by the due date printed on
the forgery packet.
If Forgery Services determines there is good reason to believe the client or
provider may have endorsed both the original check and the replacement check:
FBPM – 1 Field Business Procedures Manual – E
July 1, 2012 Checks – Returned, Canceled, Replaced E - 7
(1) Forgery Services will forward the packet to the Overpayment Recovery
Unit (ORU);
(2) ORU will log the information and then forward the packet to the Oregon
State Police;
(3) The Oregon State Police will review the packet to determine whether the
client was the likely endorser of the original check, and will advise ORU or
DPU;
(4) ORU will then advise Forgery Services of the State Police determination;
(5) If Forgery Services determines that DHS should establish an overpayment
against the client for the amount of the replacement check, they will ask
ORU to write the overpayment and pursue collection.
Forgery Services will return the original check to the State Treasurer if they do
not receive the forgery packet within 30 days from the date the original check
was cashed. This action could result in legal proceedings against the state or the
payee.
Replacing Lost, Stolen, Destroyed or Undeliverable Checks: 461-165-0220
Forgery: DHS-040-003
Forgery: DHS-040-003-01
4. Forms and record retention
The following forms are used and retained when checks are returned; canceled or voided:
DHS 138A – Affidavit Concerning Lost Check – retain pink copy six years
AFS 260 – Post Office or Client Returned Checks – retain three years
DHS 297 – Cancelled Check Transmittal – retain one year
DHS 459 – Authorization for Disposal of Check – retain six years
DHS 980 – Payee Statement Concerning Endorsement
5. Contacts
OFS – Forgery Services – 503-945-5640
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