Expected to Work/Barriers to Full Employment Policy & Procedures

Published Date: November 30, 2010
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19 Administrative Procedures

Payment Methods and Processes

Returned Cheques and Voucher Procedures

Introduction

This section identifies the steps to process a returned financial document. These include Central Cheque Processing (CCP) cheques, District Office Cheque (DOC), and Vouchers. 

Payment Status Inquiries

To inquire on the status of a particular CCP or DOC, the worker uses the cheque number displayed on LISA. A DOC has seven digits. Details of the cheque are available from Payment History either through inquiry or overnight report request.

If the cheque/voucher number is known, the history information can be found in Cheque Control Option 1 under function 4 of Financial Processing. Another way is to check by the individual case under Payment History function 8 on CCD.

If the worker needs to find out about the status of a cheque/voucher that has already been purged from LISA, the history information can be found in Cheque Control Option 1 under function 4 of Financial Processing.

If the file has been transferred, the new worksite is responsible for the disposition of the cheque/voucher.

CCP Cheques Returned to the Worksite

When the Administration Support (AS) receives the cheque, they:

  1. Record the CCP cheque on the EMP 2491 Returned Cheque/Voucher Blotter.
  2. Review Payment Information in LISA to determine if the cheque has been stopped.

If the CCP cheque has been stopped, the AS:

  1. Stamps the front of the CCP cheque Stopped.
  2. Initials the EMP 2491 Returned Cheque/Voucher Blotter.
  3. Files the stopped CCP cheque on section 2 of the client’s file.

If the CCP cheque has not been stopped, the AS:

  1. Completes section 1 of FIN EI 2409 Financial Document Control.

    Note
    The FIN EI 2409 Financial Document Control is a controlled document and must be ordered from the warehouse.

  2. Retains the CCP cheque with the EMP 2491 Returned Cheque/Voucher Blotter and sends the FIN 2409 Financial Document Control to the worker. 
  3. If the FIN EI 2409 Financial Document Control is returned from the worker indicating in Section 2 that the CCP cheque is Stopped, stamps the front of the CCP Cheque Stopped and records the disposition details on the blotter.
  4. Files the stopped CCP cheque on section 2 of the client’s file.

When the worker receives the FIN EI 2409 Financial Document Control or the List of Stops on Unclaimed Cheques report (SCNP 3600-1) the worker:

  1. Investigates the client file to determine appropriate action.
  2. In situations where the FIN EI 2409 Financial Control Document is received, completes section 2 of the Fin EI 2409 Financial Document Control indicating what action is required. 
    1. If the cheque is not required, enters a stop on the CCP cheque in LISA. 

      Note
      A CCP Cheque is not to be cancelled.  If a CCP Cheque is cancelled in error notify HQ Financial Operations by
      email.

    2. If the CCP Cheque is to be re-mailed, held, or picked-up, follows the steps under section “Mails/Holds/Pick-ups”.

      or
  3. In situations where the SCNP 3600-1 report is received, reissues the benefit if the client is determined to be eligible.
  4. Enters Notes in Mobius documenting the action.
  5. Returns the FIN EI 2409 Financial Document Control to the AS or follows the retention guidelines for SCNP 3600-1 report.

District Office Cheques and Vouchers Returned to the Worksite

When the cheque/voucher is returned to the worksite, the AS:

  1. Records the DOC/voucher on EMP 2491 Returned Cheque/Voucher Blotter
  2. Reviews Payment Information in LISA to see if the DOC has been stopped.
Note
A stop payment cannot be placed on a voucher. A voucher can only be cancelled. The steps under section “Cancelling Payments” are to be followed. 

If the DOC has been stopped:

  1. Stamps the front of the DOC Stopped
  2. Initials the EMP 2491 Returned Cheque/Voucher Blotter.
  3. Files the stopped DOC on section 2 of the client’s file.

If the DOC has not been stopped:

  1. Completes Section 1 of FIN EI 2409 Financial Document Control
  2. Keeps the DOC/voucher with the EMP 2491 Returned Cheque/Voucher Blotter and sends FIN EI 2409 Financial Document Control to the worker.

When the worker receives the FIN EI 2409 Financial Document Control

  1. Investigates the DOC/voucher and client file to determine appropriate action.
    1. If the DOC/voucher is to be mailed, held, or picked up follows the steps under the section “Mails/Holds/Pick-Ups”.
    2. If the DOC/Voucher is to be cancelled then the steps under the “Cancelling Payments” section are to be followed.

  2. Enters Notes in Mobius documenting the action.

Mails/Holds/Pick-ups

The worker:

  1. Completes Sections 2 and 3 of the FIN EI 2409 Financial Document Control. In section 3, indicates the required action hold, mail or pick-up.
  2. Returns the FIN EI 2409 Financial Document Control to the AS.

When the FIN EI 2409 Financial Document Control is returned, the AS:

  1. Records the worker’s instructions on the EMP 2491 Returned Cheque/Voucher Blotter. Completes Section 3 of FIN EI 2409 Financial Document Control, and
    1. Mails the CCP Cheque/DOC/Voucher to the client and files the FIN EI 2409 Financial Document Control with the EMP 2491 Returned Cheque/Voucher Blotter, or 
    2. Has reception initial for cheque on the EMP 2491 Returned Cheque/Voucher Blotter and gives the CCP cheque/DOC/Voucher with the FIN EI 2409 Financial Control Document to reception for client pick up.

Reception

  1. Releases the CCP Cheque/DOC/voucher to the client. If on hold, releases the CCP Cheque/DOC/voucher once the condition(s) are satisfied, as documented on section 3 of the FIN EI 2409 Financial Control Document
  2. Completes section 3 and returns the FIN EI 2409 Financial Document Control to the AS.

If the CCP cheque/DOC/voucher is not picked up within three business days, reception:

  1. Completes the FIN EI 2409 Financial Document Control
  2. Indicates in the Comment field in section 3 of the FIN EI 2409 Financial Document Control the client has not picked up the cheque within three business days. 
  3. Forwards the updated FIN EI 2409 Financial Document Control to the worker for a decision about cancelling.

Cancelling Payments

When the worker decides to cancel a DOC or voucher, the worker: 

  1. Completes Section 2 of the FIN EI 2409 Financial Document Control.
    1. If information is on LISA, cancels the DOC/voucher on LISA.
    2. If the information has been purged on LISA, sends an email to HQ Financial Operations asking them to process the cancellation.

  2. Enters Notes in Mobius documenting the action.
  3. Returns the FIN EI 2409 Financial Document Control to the AS.

The AS:

  1. Receives the FIN EI 2409 Financial Document Control
  2. Records the disposition details on the EMP 2491 Returned Cheque/Voucher Blotter.
  3. Stamps the front of the DOC, or all copies of the Voucher, as Cancelled
  4. AS staff initial the EMP 2491 Returned Cheque/Voucher Blotter and files the DOC/voucher on section 2 of the client’s file.
  5. Files the FIN EI 2409 Financial Document Control with the EMP 2491 Returned Cheque/Voucher Blotter.

CCP Cheques Returned to Headquarters (HQ) Financial Operations

HQ Financial Operations

  1. Receives CCP cheque and the completed EMP 2491 Returned Cheque/Voucher Blotter from the mailroom.
  2. Reviews Cheque Control to determine if there is already a stop payment.
  3. If there is no stop payment, enters a Stop in Cheque Control
  4. If there is already a stop payment or once the stop payment has been placed, stamps the front of the CCP Cheque as Stopped
  5. Runs the SCNP 3610-1 report the following day which lists all stops on returned cheques and cheques that are unclaimed over 180 days. 
  6. Reconciles the SCNP 3610-1 to the previous day’s EMP 2491 Returned Cheque/Voucher Blotter.

    Note
    On approximately the 10th of each month, the
    SCNP 4480-1 List of Stopped CCP Cheques Report is generated. This report lists all stops for unclaimed cheques over 180 days and will be used to reconcile with the SCNP 3610-1.

  7. Files the EMP 2491 Returned Cheque/Voucher Blotter along with any stopped cheque at HQ Financial Operations.