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Expected to Work/Barriers to Full Employment Policy & Procedures |
Published Date: May 01, 2018
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15 Administrative Procedures |
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Payment Methods and Processes |
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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:
- The worker:
- Establishes eligibility and calculates the amount of the benefit.
- Requests supervisor approval for a manual (typed or handwritten) cheque.
- Requests a cheque from the IT site contact.
- Establishes eligibility and calculates the amount of the benefit.
- The IT site contact records the appropriate data on the EMP 2210 Cheque Control Log.
- The worker:
- Signs the EMP 2210 Cheque Control Log to show the cheque has been received.
- 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)
- Forwards the cheque with the file to the administrative support staff for typing.
- Signs the EMP 2210 Cheque Control Log to show the cheque has been received.
- The administrative support staff:
- Types the cheque according to what is in LISA.
- Arranges for the first signature on the cheque.
- Forwards it with the file to the Delivery supervisor for approval and second signature.
- Types the cheque according to what is in LISA.
- The supervisor:
- Verifies all the information on the manual (typed or handwritten) cheque matches the information on LISA.
- Approves the cheque on LISA
- Signs and returns it to the Administrative Support staff.
- Verifies all the information on the manual (typed or handwritten) cheque matches the information on LISA.
- The Administrative Support staff:
- Makes one photocopy of the cheque before release to the client.
- Releases the cheque to the client.
- Files the photocopy of the cheque on section 2 of the client’s file.
- Makes one photocopy of the cheque before release to the client.
When preparing a manual (handwritten) cheque for when LISA is down and a cheque must be issued, follow these steps:
- The supervisor approves the use of a manual cheque.
- The worker requests a cheque from the site contact.
- The site contact records the appropriate data on EMP 2210 Cheque Control Log.
- The worker signs the EMP 2210 Cheque Control Log to show he or she has received the cheque.
- The worker completes SSA948 Manual Cheque Worksheet.
Note
SSA948 is a controlled document and needs to be ordered from the warehouse.
- The worker forwards the blank cheque, SSA948 Manual Cheque Worksheet and client file to the administrative support staff for typing.
- The administrative support staff:
- types the cheque according to what is on the SSA948 Manual Cheque Worksheet
- arranges for the first signature on the cheque.
- forwards the cheque with the SSA948 Manual Cheque Worksheet and the file to the supervisor for approval and signature.
- types the cheque according to what is on the SSA948 Manual Cheque Worksheet
- The supervisor checks the manual cheque for the following, then signs the cheque and returns it to the administrative support staff:
- appropriate first signature,
- client/trustee name and address match the latest EMP 2427 LISA Update,
- file number is correct,
- period of assistance is correct,
- date of issue is correct,
- need and income codes/amounts match the SSA948 Manual Cheque Worksheet,
- benefits are in accordance with policy,
- cheque amount is correct (needs minus income minus recovery),
- the figures of the cheque amount agree with the written cheque amount,
- for third-party cheques, the client's name is entered on the RE: line of the cheque.
- appropriate first signature,
- The administration support staff:
- makes two photocopies of the cheque before release to the client,
- releases the cheque to the client,
- gives one photocopy of the cheque to the site contact for verification once the worker has entered it in LISA,
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files the other photocopy of the cheque and the SSA948 Manual Cheque Worksheet on section 2 of the client's file.
- returns the file to the worker to enter the cheque into LISA.
- makes two photocopies of the cheque before release to the client,
- The worker enters the cheque into LISA as soon as the system is available.
- The supervisor approves the cheque on LISA, making sure all data has been correctly entered.
- The site contact makes sure the cheque is processed through LISA within one business day after the system becomes available.
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