Alberta.ca » Income and Employment Supports Policy Manual


Expected to Work/Barriers to Full Employment Policy & Procedures

Published Date: May 01, 2018
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19 Administrative Procedures

Payment Methods and Processes

Cheques

Manual (Typed or Handwritten) Local District Office Cheques (HD)

Manual (typed or handwritten) DOC cheques are issued for same day pick-up in emergency cases only when:
  • A client’s needs are such that they are unable to wait for LISA to directly deposit funds or print a Central Cheque Processing (CCP) cheque, or
  • LISA is down and cheques cannot be printed before the client must have a cheque.

PROCEDURES
When preparing a manual (typed or handwritten) DOC cheque for when a client is unable to wait for LISA to directly deposit funds or print a CCP cheque:

  1. The worker:
    1.  Establishes eligibility and calculates the amount of the benefit.
    2.  Requests supervisor  approval for a manual (typed or handwritten) cheque.
    3. Requests a cheque from the IT site contact.
  2. The IT site contact records the appropriate data on the EMP 2210 Cheque Control Log
  3. The worker:
    1.  Signs the EMP 2210 Cheque Control Log to show the cheque has been received.
    2. Completes the normal screens in LISA to issue a cheque and adds the cheque number and date of issue (Follow “To Create a Payment by Cheque” handwritten cheques (HD) steps in the LISA 5.2 User Guide, Chapter 11)
    3.  Forwards the cheque with the file to the administrative support staff for typing.
  4. The administrative support  staff:
    1.  Types the cheque according to what is in LISA.
    2.  Arranges for the first signature on the cheque.
    3.  Forwards it with the file to the Delivery supervisor for approval and second signature.
  5. The supervisor:
    1. Verifies all the information on the manual (typed or handwritten) cheque matches the information on LISA.
    2. Approves the cheque on LISA
    3.  Signs and returns it to the Administrative Support staff. 
  6. The Administrative Support staff:
    1.  Makes one photocopy of the cheque before release to the client.
    2.  Releases the cheque to the client.
    3.  Files the photocopy of the cheque  on section 2 of the client’s file.

When preparing a manual (handwritten) cheque for when LISA is down and a cheque must be issued, follow these steps:

  1. The supervisor approves the use of a manual cheque.
  2. The worker requests a cheque from the site contact. 
  3. The site contact records the appropriate data on EMP 2210 Cheque Control Log
  4. The worker signs the EMP 2210 Cheque Control Log to show he or she has received the cheque. 
  5. The worker completes SSA948 Manual Cheque Worksheet.

    Note
    SSA948
    is a controlled document and needs to be ordered from the warehouse. 
  6. The worker forwards the blank cheque, SSA948 Manual Cheque Worksheet and client file to the administrative support staff for typing. 
  7. The administrative support staff:
    1.  types the cheque according to what is on the SSA948 Manual Cheque Worksheet
    2.  arranges for the first signature on the cheque.
    3.  forwards the cheque with the SSA948 Manual Cheque Worksheet and the file to the supervisor for approval and signature. 
  8. The supervisor checks the manual cheque for the following, then signs the cheque and returns it to the administrative support staff:
    1.  appropriate first signature,
    2.  client/trustee name and address match the latest EMP 2427 LISA Update,
    3.  file number is correct, 
    4.  period of assistance is correct,
    5.  date of issue is correct,
    6.  need and income codes/amounts match the SSA948 Manual Cheque Worksheet,
    7.  benefits are in accordance with policy,
    8.  cheque amount is correct (needs minus income minus recovery),
    9.  the figures of the cheque amount agree with the written cheque amount,
    10.  for third-party cheques, the client's name is entered on the RE: line of the cheque.
  9. The administration support staff:
    1. makes two photocopies of the cheque before release to the client,
    2.  releases the cheque to the client,
    3. gives one photocopy of the cheque to the site contact for verification once the worker has entered it in LISA,
    4. files the other photocopy of the cheque and the SSA948 Manual Cheque Worksheet on section 2 of the client's file.
    5. returns the file to the worker to enter the cheque into LISA.
  10. The worker enters the cheque into LISA as soon as the system is available. 
  11. The supervisor approves the cheque on LISA, making sure all data has been correctly entered. 
  12. The site contact makes sure the cheque is processed through LISA within one business day after the system becomes available.