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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

Returned Cheques

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

PROCEDURE

When a cheque is returned to the worksite, the Administrative Support will:

  1. Record the cheque details on the EMP 2491 Returned Cheque/Voucher Blotter.
  2. Review the payment status of the cheque through Payment History in CCD (Option 3 Case Information, then Option 8 Payment History) or Financial Processing.
    1. If the cheque has been stopped:
      1. Stamp the front of the cheque Stopped.
      2. Initial the EMP 2491 Returned Cheque/Voucher Blotter.
      3. File the stopped CCP cheque on section 2 of the client’s file.
    2. If the CCP cheque has not been stopped:
      1. Complete section 1 of FIN EI 2409 Financial Document Control
      2. Keep the cheque with the EMP 2491 Returned Cheque/Voucher Blotter and send the FIN EI 2409 Financial Document Control to the worker for further action.

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

When the worker receives the FIN EI 2409 Financial Document Control they will:

  1. Investigate the client file to determine appropriate action. 
  2. Complete section 2 of the FIN EI 2409 Financial Document Control, indicating which of the following actions is appropriate:
    1. If the cheque is not required, enter a Stop on the cheque in LISA. 
      Note: A Cheque should NOT be Cancelled.  If a Cheque is cancelled in error, it will show on SCNP3930 Reject Report showing a reason as: “Invalid previous cheque status”, Financial Client Payment & Revenue will stop the cheque  in Cheque Control by using reason code “U - unclaimed”, it will then show on report SCNP3600-1 “List of Stop Payments on unclaimed cheques for DO” for District Office’s action
    2. If the Cheque is to be re-mailed, held, or picked-up, also complete section 3 of the FIN EI 2409 Financial Document Control indicating the appropriate action required. 
  3. Return the FIN EI 2409 Financial Document Control to the Administrative Support.
  4. Enter Notes in Mobius documenting the action.

The Administrative Support will review the returned FIN EI 2409 Financial Document Control:

  1. If the worker has indicated in Section 2 that the cheque is Stopped, the Administrative Support will stamp the front of the Cheque Stopped and record the disposition details on the blotter.
  2. File the stopped cheque on section 2 of the client’s file. 
  3. If the worker has indicated in Section 3 that the cheque is to be mailed, held or picked up, follow the Mails/Holds/Pick-ups procedures

Cheque Returned To Headquarters Financial Client Payment & Revenue (FCP&R)
FCP&R will stop the cheque in Cheque Control, perform a daily reconciliation and file the returned cheque.

Any cheque stopped by FCP&R will show on the SCNP3600-1 report for the District Office’s action.

Report SCNP 3600-1: “List of Stop Payment on Unclaimed cheques for DO”
When the worker receives the SCNP 3600-1 report, they will:

  1. Investigate the client file to determine the reason why the cheque is unclaimed and stopped and determine the appropriate action to take. 
  2. Reissue the benefit if the client is determined to be eligible.
  3. Enter Notes in Mobius documenting the action.
  4. Follow the retention guidelines for SCNP 3600-1 report.