Get documents about "Division of Child Support Services
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Division of Child Support Services
Employee Reference Guide – Standard Operating Procedure 640
Payments Received In Local Offices
Objective:
To provide for immediate capture of Funds Data and Funds Accountability in the local
child support office.
State Authority / Reference:
Georgia Law, O.C.G.A §19-11-21
Federal Authority / Reference:
OCSE-AT-79-4
OCSE-AT-97-13
45 CFR 302.20
45 CFR 302.51(a)(1)
Applicability:
All Georgia Child Support Offices receiving Title IV-D funds including all private vendors
contracted with the Department of Human Services to provide child support services.
Required Case Conditions:
Payments received at the local child support office by mail, court, or walk-in.
Background:
Effective July 1, 1999 the federal government mandated that a single unit be
established for the collection of income deduction ordered child support payments.
Therefore, all payments received locally are sent to FSR (Family Support Registry) for
posting. Exceptions are cash payments. These payments are deposited in the local
bank account and entered on the Standardized Posting Log (revision date 8/4/11). The
logs for non-Sun Trust banks are emailed to DCSS-Central-
Accounting@dhr.state.ga.us for receipting. The Standardized Posting Logs for offices
who have a Sun Trust Bank account are emailed to gacustomerservice@smimail.net,
FSR for processing.
Handling of all payments must comply with DCSS statewide procedures.
Action:
640.01 Posting by Social Security Number (SSN)
The following payments ARE subject to posting by SSN:
Payments made directly by an NCP/Obligor;
Payments made under a court ordered Income Deduction Order (IDO) or Income
Withholding Order (FIW);
Payments made by responding state
Note: If the local office receives a payment that falls into one of the above categories, it
must be forwarded to FSR for posting.
Email Release 3/21/2012 Page 1 of 19 ERG Procedure 640
640.02 Proration
In accordance with 45 CFR 302.51(a)(1) and OCSE AT 97-17, Question # 45, amounts
collected except for those amounts collected through Federal Tax Offset must be
treated first as payment on the required support obligation for the month in which the
support was collected.
If any amount is collected which is in excess of such amount, these amounts shall be
treated as amounts that represent payment on the required support obligation for
previous months.
The following payments ARE NOT subject to proration, and should be posted by case
number.
These are referred to as specialty payments from:
Bankruptcy actions
Workers’ Compensation LUMP SUM stipulated settlements (not IDO periodic WC
payments)
Withhold and Deliver action
Purges
License Suspensions
US Attorney’s Office
US Probation Office
Lien payments
Fees
Recoupments
640.03 DCSS Manager / DCSS Supervisor Responsibilities
1. The DCSS Office Manager, Supervisor, or Region Financial Manager will:
a. Assure all statewide accounting procedures are enforced.
b. Assist State Office Banking Team (SOBT) in identifying and reconciling any
bank account discrepancies.
2. Comply with and enforce all DCSS accounting policies and procedures as follows:
a. Assure the separation of duties is in effect. Refer to the Code of Federal
Regulations Section 302.20, found in Appendix 6.
b. The person that accepts payments cannot perform any other financial duties.
c. Assure all employees observe security standards.
d. Assure security levels are assigned to correspond to primary job duties.
e. Assign backup personnel for the financial functions with respect to the
separation of duties policy. Primary backup for the above functions must be
someone other than an agent.
f. Review the validated deposit slip and initial the Batch Control Log or validated
deposit slip as set by DCSS Accounting Procedures.
g. Restrict the availability of the safe combination to the financial person as
designated by the Region Financial Manager, to include immediate
Supervisor and / or DCSS Supervisor/Manager. The safe combination must
NOT be made available to the Cashier or the person who writes receipts.
h. The safe combination must be changed when an employee who has access
to the combination is no longer employed in that position.
Email Release 3/21/2012 Page 2 of 19 ERG Procedure 640
640.04 Local Office Receipting Tools
Tools used to process support payments efficiently and effectively are as follows:
I. FSR Endorsement Stamp:
Use to endorse all checks and money orders that are forwarded to FSR to process
and should read:
Child Support Services, Family Support Registry
“For Deposit Only”
II. DCSS Name Stamp
Used to stamp blank checks or money orders
III. Date Stamp
For dating undated checks/money orders and to stamp retained envelope batches
IV. Three Part DCSS Receipt Books
Receipt books must be kept secured in a locked drawer or filing cabinet
Receipt books will not be kept in the safe. This is a precautionary measure to
prevent theft of receipt books should the safe be broken into or stolen
The same receipt books can be used for all payment types
Court receipt books must be signed “in and out” and all issued receipts must be
accounted for upon return from court
The Region Financial Manager will designate the financial person responsible
for all receipt books
V. Lock Box / Safe with Slot
Used to secure payments
VI. Two Letter Openers
VII. Printing Calculator (with item count key)
Used to run batch tapes
VIII. Standardized Posting Log – For a copy of this form click on the following
hyperlink Standardized Posting Log.xls
IX. Counterfeit Identification Pens
Use to identify counterfeit money on walk in and court cash payments.
Note: If counterfeit money is detected, do not write a receipt. Contact law
enforcement immediately before allowing payer to leave.
X. Supply of Envelopes addressed to the FSR
Provide to customers who are making payments not accepted in the local offices.
See 640.05
640.05 Only purge payments and driver’s license payments are accepted in
local offices.
Note: The threshold is $2,500 for 1 payer. FSR will deposit and hold these payments for
10 calendar days to insure that the payment clears before applying to the DCSS case.
Inform the customers, that all payments are to be submitted to the FSR. Provide them
with the FSR address and / or an envelope addressed to the FSR. Explain to the
customer that the following information must be included on the payment instrument to
ensure payment is posted accurately:
Customer’s return address
Payer Name (Obligor or Obligee)
Case Number
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Social Security Number
Payment Type (purge, fee type, recoupment, etc)
Payer ID Number – fee payment requires the payer ID number associated with
the fee account that the payment is intended for
Note: Foreign currency requires special handling therefore, all payment instruments
drawn on a foreign (non US) bank should be forwarded to FSR for posting.
The FSR addresses are as follows:
Obligor
Family Support Registry
P.O. Box 1600
Carrollton, GA 30112-1600
Employer or Private Attorney
Family Support Registry
P.O. Box 1800
Carrollton, GA 30112-1800
640.06 Required information and procedures for handwritten receipts: All
Walk-In Payments and All Court Payments (Cash and Non-Cash)
Handwritten receipts are required on ALL cash payments and non cash payments.
Requirements for handwritten receipts are as follows:
1. Date of payment
2. Obligor’s name
3. Numerical and written payment amount
4. Payment type – [i.e. CASH, MONEY ORDER or CHECK]
5. For non-cash payments, record the entire document digits, document date and
document ID.
6. Obligor case number/SSN
7. Payer ID number is required for fee payments (the payer ID number associated
with the fee account that the payment is intended for). The case number is needed
if the payer has multiple fee accounts.
8. Obligee’s name
9. Received by – your signature
10. An Agent 3, Supervisor, or Office Manager must provide a verification signature on
all cash receipts received in the local office. Cash payments attached to the receipt
are to be secured in a safe / locking box.
11. Staple the pink handwritten receipt to the payment (see 640.08 Payments
Received at Court).
12. Give the original (white) handwritten receipt to the payer. If the payer does not
want the receipt, note: “Payer declined receipt” on the white receipt and staple it in
the receipt book.
Email Release 3/21/2012 Page 4 of 19 ERG Procedure 640
13. If a handwritten receipt is voided, write, “void” (in ink) on all copies.
All voided copies must be maintained in the receipt book.
Document on the receipt why the receipt was voided.
Voided cash receipts require the signature of an Agent 3, Supervisor, or
Office Manager.
14. Cashier documents CAL with payment information including Doc ID, Doc Digits,
Doc Amt and type of payment.
15. Non-Cash payments are to be endorsed immediately upon receipt and placed in
the safe / locking box until designated time each day when payments are retrieved
by the Depositor in the presence of the Cashier.
Note: Payments must never be left unattended.
Designated staff will spot check at least 10% of the payments in the DCSS receipt book
within 5-7 days from the date the payments were mailed to FSR, thus ensuring the
payments were received and posted correctly. Immediately notify the Region Financial
Manager of any discrepancies. Designated staff will record the $TARS receipt number
on the handwritten receipt.
640.07 Cash Payments
All cash payments must be recorded on the Standardized Posting Log (rev. 8/4/11)
Deposit into the local bank per procedures in 640.11 and 640.12
Offices who bank with SunTrust, email the Standardized Posting Log to FSR for
processing (gacustomerservice@smimail.net)
Offices who bank with non-SunTrust email the Standardized Posting Log to SOBT
(State Office Banking Team) at DCSS-Central-Accounting@dhr.state.ga.us
Note: For cash payments posted by SOBT or FSR, the View Direct Batch Control
Report (SIDF50PR) will serve as reference for the $TARS receipt number. Attach a
copy of the report to the associated Standardized Posting Log to serve as the batch
record.
640.08 Payments Received at Court
Local office management designates one staff member to maintain the receipt book
during court. This staff member’s responsibilities include:
Signing receipt books out upon leaving for court
Securing receipt book while at court
Signing receipt books in upon returning from court
1. CASH AND NON-CASH Handwritten receipts are required for the CASH and
Non-Cash payments.
All Handwritten receipts must be verified and signed by two (2) DCSS
Representatives.
In court, the Obligor is to sign above the payment amount on the handwritten
receipt; thus acknowledging the amount of payment.
The original receipt (white) is provided to the Obligor.
Staple cash to pink copy of receipt.
On Non-Cash items, the pink copy of the receipt is retained in the receipt book.
It is critical that the case # and “PURGE” is written on the face of the payment
Email Release 3/21/2012 Page 5 of 19 ERG Procedure 640
document. If payment document is for multiple cases, each case # must
specify how much is to be posted to that specific case.
NON-CASH - Identify all non-cash payments as noted above and endorse the
back with the “For Deposit Only” stamp. Purge payments are case specific and
must be posted by case number. See 640.06 for receipt writing procedures.
2. After court is over, the party will return to the office to reconcile, however if after
business hours, the parties will need to reconcile at court. When court is over, the
two-party team who wrote receipts must count, run a calculator tape of all
payments received and complete Court Payment Control Sheet, appendix 3. Both
parties will initial and date the calculator tape. This will later be balanced with the
receipt book.
During business hours: the locked bank bag with Cash payments must be
securely maintained and delivered to the financial staff immediately upon
returning to the office from the Courthouse.
After Business Hours: the parties will need to reconcile at court
Non-Cash Payments: The designated Court Agent places the non-cash
payment documents in a pre-stamped envelope addressed to the FSR and
maintains in locking bank bag.
Cash Payments: The designated Court Agent maintained all cash payments
in locking bag.
Each office is required to have a locking bank bag, if the office does not have
one, one must ordered. One member of the two-party team will be
responsible for the bank bag and the other member will maintain the key.
Upon leaving the Courthouse the non-cash payments are securely
transported directly to the nearest Post Office. Offices using the remote
Depositor/Scanner, please refer to this link to the Procedure for Scanned
Checks with BB&T Scanner.
The payment envelope is retrieved from the locked bank bag and deposited in
the inside mail box, at the post office.
Note: These payments must not be placed in the outside mail box.
If after business hours, the locked bank bag should be placed in the Night
Deposit Drop Box at the Bank.
Duties of the local office staff:
1. Upon returning from court, the designated staff member immediately receives the
receipt book, payments received Court Payment Control Sheet, and calculator tape
of payments. The court agent and the designated staff member will remain together
during the payment reconciliation process. Utilizing the receipt book, designated
staff runs a calculator tape assuring that the total amount of cash payments
received matches the amount of cash payments in the receipt book. A total of non
cash items (pink copy of receipt in the receipt book) will be run. A grand total of
cash and non cash items will be calculated. This will be balanced with the court
calculator tape. The court agent and the designated staff will complete the Court
Payment Control Sheet (Appendix 3). The Manager or Supervisor must verify at
the reconciliation process and initial the tape and after return of deposits are made.
Note: Any discrepancies must immediately be reported to the Office
Supervisor/Manager. The Office Supervisor/Manager reports discrepancies to the
Email Release 3/21/2012 Page 6 of 19 ERG Procedure 640
Region Financial Manager.
2. Designated staff prepares deposit slip, enters Cash payments on the Standardized
Posting Log, and deposits in the local bank account. Upon returning from the bank
with the validated deposit slip the Office Supervisor / Manager must verify that the
validated deposit slip matches the total amount on the Standardized Posting Log,
initial the deposit slip, and the hard copy of the Standardized Posting Log. The
designated staff will then email the Standardized Posting Log to
a. FSR (gacustomerservice@smimail.net) for offices banking with SunTrust
b. SOBT (DCSS-Central-Accounting@dhr.state.ga.us) for offices that do not
bank with SunTrust.
3. Logs will be retained in a separate file for each State fiscal year as an official record
in the same manner that the receipt books are currently retained – in a locking filing
cabinet.
640.09 Processing Mail-In Payments
All payments received by mail are to be processed by a two-member team in a secured
area. For purposes of this procedure, they will be called the Cashier and Mail
Examiner.
The mail will be taken to a separate room for the batching of all mail-in payments.
1. Separate payments from correspondence.
2. Open payment envelopes keeping payment document, stub / source or listing and
envelope together. Correspondence is routed to the appropriate person
3. Cash payments received in the mail require a handwritten receipt. Note on the
receipt the payment was received in the mail.
o Mail a follow-up letter to the payer instructing that future payments must be
made by check, money order or certified check. Include the original (white)
receipt with the letter.
o The two people opening the mail will sign the letter and the receipt and send it
to the payer.
o Document the case action log.
o Record payment on the Standardized Posting Log. Refer to 640.7.
4. If the payment has no identifying information but has a return address, return the
payment to the sender with FAP. Retain copies of the letter and payment.
5. If a payment is made payable to the agent, child, or Obligee; the Mail Examiner will
endorse the payment to “Child Support Services” and continue processing.
o Do not return the payment to the payer.
o Mail FAP advising the payer that the correct payee is Child Support Services
o Document in case action log.
6. Mail appropriate re-direct letter to Obligor / Employer to re-direct all regular child
support payments to the FSR and document case action log.
o FAP – Payment redirect notice to Obligor
o FBP - 1st redirect notice to employer
o FBQ – 2nd redirect notice to employer
o FBR – 3rd redirect notice to employer
7. Endorse payments immediately with the DCSS Endorsement Stamp.
8. Both members must run / initial calculator tapes, balance, and reconcile payments.
Email Release 3/21/2012 Page 7 of 19 ERG Procedure 640
9. Review $TARS to ensure appropriate identifying information is on each payment
document.
10. If payment is for a fee:
o review account to ensure that the appropriate account is present and in open
status with the appropriate balance
o Identify the payment using the client ID of the owner of the account
11. Enter mail-in payments on Standardized Posting Log. Print a hard copy of the log.
The two-member team must reconcile the calculator tape with the posting log. Both
members will sign the Standardized Posting Log indicating agreement in amounts.
12. The local office will retain a hard copy of the Standardized Posting Log.
13. Both members will complete the Mail Payment Control Form, appendix 1.
14. Batch payments by payment type and mail to the FSR for posting.
640.10 FSR Mailing Instructions for Non Cash Items
Payments are to be mailed by first class mail.
Specialty Payments must include the specific payment type and case number, if not
payment will be posted by SSN (See 640.02 for definition of specialty payments).
These payments should be batched and labeled with the appropriate payment type.
Specialty Payments are mailed to:
Georgia Family Support Registry
P.O. Box 2000
Carrollton, GA 30112-2000
Regular child support payments are mailed to:
NCP/Obligor
Family Support Registry
P.O. Box 1600
Carrollton, GA 30112-1600
Employer or Private Attorney
Family Support Registry
P.O. Box 1800
Carrollton, GA 30112-1800
Out of State Child Support Agency
Family Support Registry
P.O. Box 1700
Carrolton, GA 30112-1700
640.11 Payment Verification – Batching and Balancing
A. Cashier in the presence of the Depositor:
1. Account for all receipts; reconcile handwritten receipts against the DCSS
receipt book.
Email Release 3/21/2012 Page 8 of 19 ERG Procedure 640
2. Re-count the cash / coins attached to each individual receipt. Do not detach
the receipt from the currency.
3. Run a calculator tape of the currency (this should equal the total deposit).
Mark tape with initials and date.
Note: The calculator tape must agree with the Payment Control Forms
Appendix 1 through 3.
Shortages on cash payments are the responsibility of the cashier until the bank
depositor accepts the cash. The cashier will replace any cash lost or stolen while he /
she is responsible for it. After the bank depositor accepts and signs for the batch
amount, he / she is responsible for any cash shortage and will replace any lost or stolen
cash.
Any unresolved discrepancies in the cashier’s total and the bank depositor’s total will be
referred to the DCSS Supervisor / Designee for resolution before the bank depositor
accepts or signs for the batch amount. The Office Supervisor / Manager will report
discrepancies to the Region Financial Manager.
B. Bank Depositor in the presence of the Cashier:
1. Run a calculator tape of the documents from the cashier copy of the receipts
separating cash items and non-cash items. Cash items plus non-cash items
equal total deposit.
The tape must agree with the Payment Control Forms (Appendix 1 through 3)
Mark tape with initials and date.
2. Sign the Payment Control Sheet (Appendix 1 through 3) acknowledging
receipt of, and responsibility for, the walk-in payment batch amount.
3. Determine the appropriate posting method.
4. Cash Payments
Enter payments on the Standardized Posting Log
Prepare and make the bank deposit
Upon returning from bank obtain Supervisor / Manager signature after
verifying that the validated deposit slip matches the total amount on the
posting log
Email Standardized Posting Log to:
a) FSR – Offices banking with SunTrust
b) FST – Non-SunTrust offices
5. SunTrust Offices - Prepare monthly DCSS Deposit Log (Appendix 4)
including all deposits made for the month. Email the completed log to OFS,
LaQuitha Phillips (lpphillips@dhr.state.ga.us), no later than the fifth day of
the following month.
640.12 Bank Deposit Preparation
The following procedures are used to prepare a bank deposit for either Walk-In and / or
Mail-In Payment batches.
There must be at least two (2) copies of the deposit slip. The original and one (1) copy
are given to the bank with the deposit.
The bank will return the validated deposit slip to the local office. Staple to the
Standardized Posting Log.
Email Release 3/21/2012 Page 9 of 19 ERG Procedure 640
Prepare the Deposit Slip
The deposit slip total MUST balance with the total on the Standardized Posting Log.
1. List the following:
a) Current date (the date the deposit is taken to the bank)
b) Cash total
c) Grand total
2. Cashier and Bank Depositor must each sign the deposit slip
3. Attach the calculator tape totaling all payments
640.13 Processing Cash Fees
All cash fee payments must be entered on the Standardized Posting Log. The
Standardized Posting Log will then be emailed to FSR or SOBT for posting. All fees
must be identified by the Client ID of the owner of the account. If the owner has more
than one case, the case number must be included also.
Note: All cash payments must be deposited in the local bank account prior to
emailing the Standardized Posting Log to FSR or SOBT.
640.14 Round-up Procedures
These are special collection campaigns held at the local office, courthouse, jail, etc. The
same procedures for Payments Received in Local Offices are used for round-ups.
Receipts must be written during round-ups. A locking cash box or locking overnight
deposit bag is to be used to secure payments during the round up.
Note: An Agent 3, Supervisor, or Office Manager must provide a verification signature
on all cash receipts received in the local office. At court 2 DCSS Representatives must
sign all receipts and payments received.
When the round up is over, the Receipter will count and run a calculator tape of the
money received in the presence of a second party. The money is returned to the local
office where the designated staff member will run a calculator tape in the presence of
the Receipter. Verify accuracy of all payments received. Complete Court Payment
Control Form. Refer to deposit procedures.
Note: It is advisable to arrange for deputies to be present at all round-ups.
640.15 Batch Transfers and Approvals
Batches must be transferred and approved for receipts to distribute through $TARS.
Money MUST be deposited into your local bank account before the Standardized
Posting Log is emailed to SOBT or FSR.
After distribution, the batch no longer appears on the screen.
Offices should review the Batch Status Screen daily to assure batches were approved.
The following day, if batches remain on the Batch Status Screen, contact your Region
Financial Manager.
640.16 Batch Numbers and Deposit Numbers
$TARS assigns Batch Numbers and Deposit Numbers. Batch numbers increase by one
each time a new batch is opened.
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Unused batches opened but not used must be recorded on the Batch Control Log.
If a batch is opened in error or a “ghost” batch appears (one with no entries and a zero
balance), close and transfer batch. Indicate on the Batch Control Log that the batch was
opened “in error”.
To re-open a batch, enter the batch number and the batch date on the Receipt
Processing/Open Receipt Batch Screen.
Batch Numbers and Batch Totals must be recorded on the Batch Control Log.
640.17 Commandments of Receipting
1. SOBT will be named Custodian of the bank account
Custodian responsibilities include:
Assure that all banking procedures are enforced
Identify and reconcile any account discrepancies
2. Money Orders / Checks must be made payable to Child Support Services. If
payments are made payable to an Agent, Obligee or anyone else, mail FAP to the
payer advising that future payments are to be made payable to Child Support
Services Document the Case Action Log
3. Receipts must be issued for Walk-In and court payments. Handwritten receipts will
be issued in numerical order using receipt books issued by the State Office
Banking Team (SOBT) only. New receipts books should be requested at least 30
days before the current supply is exhausted. All receipts are to be reconciled daily
4. Cashier will count each cash payment before issuing receipt. The Cashier must
verify the amount of the payment, initial the receipt, staple the Cash to the receipt,
and deposit the payment in the safe. An Agent 3, Supervisor, or Office Manager
must sign all cash receipts received in the local office. Utilize appropriate Control
Forms found in Appendix 1, 2 or 3
5. Walk-in Payments must be identified before payer leaves the office. Cashier will
assure procedures for Handwritten Receipts 640.06 are followed
6. All Receipts for money orders or checks will include the money order number or
check number and the maker of the money order or check
7. All payments must be kept separate from any other funds:
Do not comingle personal money or any other office funds with the bank
account money
Do not use bank account money for personal or office use
Do not make change with Child Support funds
8. All payments will be secured at all times. Keep money out of sight. Use Lock
Boxes, locking drawers, Safes, etc; as appropriate. Do not leave money
unattended
9. Overnight security of funds
Child Support payments must be deposited within 24 hours of receipt.
Note: Fee payments may be held for 5 days (if necessary) before processing
Any payment that remains in the office overnight must be secured and locked in
office safe
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If cash exceeds $500, it must be put in bank deposit drop. A locking bank drop
bag is to be used. If the bank does not allow night deposits, contact the Region
Financial Manager
If a deposit has been prepared, a copy of the deposit slip will remain in the
office
Never take payments home for safekeeping
10. The person who receives payments will not prepare the deposit
11. The duties of receiving payments are separated from preparing deposits
12. Deposits must be prepared according to the specified written procedures. The
bank will provide a validated deposit slip
Money must be deposited in the local bank before the Standardized Posting
Log is emailed to FSR/SOBT
Record all transfers on a Batch Control Log. The Region Financial Unit staff is
responsible for maintaining a Batch Control Log to include all batches for their
posting offices. The batch processor is required to send a notification email to
the person maintaining the Batch Control Log upon completion of the batch.
Following is the information required in the notification email:
a) Posting Office #
b) Batch #
c) Batch Date
d) Batch Type
e) Total batch amount
f) Total # of batch items
Note: It is optional for staff to attach the Daily Journal
13. Bank Statements will be obtained by SOBT. Correspondence, such as debit/credit
memos will be mailed by the bank to SOBT
14. Local Offices banking with Sun Trust will complete and email the DCSS Deposit
Log monthly to OFS
15. No Service Charges will be paid out of the local bank account
16. No Checks will be printed for the local bank account
17. The following signs will be placed in a visible location
No Cash Retained Overnight in this Office
All Payments are to be mailed to the Georgia Family Support Registry
Make All Payments Payable to Child Support Services
18. Offices accepting cash payments are to utilize Counterfeit identification pens
19. Payment documents are never to be given to agents or other staff
640.18 Security Awareness Guidelines for each office
Office Layout
The lobby door to the Cashier’s area must be locked
Customers are not to be left alone in the office
The office layout must eliminate blind spots where staff could be cornered.
Furnishing the Work Area
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In case of an emergency or an attack, exits should not be blocked by file cabinets
or any other equipment
Remove any objects, such as plants, lamps, etc. which could readily be used as
weapons against staff
Mental Preparations
Employees must be able to summon for help immediately
Key words or an alarm should be established in the office to alert the staff of
danger and that help is needed
640.19 Accounting Precautions
Cash and other payments must not be left in view of the public at any time
When handling cash or non-cash items, designated staff must adhere to the
following:
1. Retire to a private room with door closed and locked (if possible)
2. No phone calls are to be received/placed
3. No unauthorized personnel should enter the area
4. There should be no interruptions
When deposits are taken to the bank, camouflage the bank deposit bag, i.e. place
it inside a shopping bag, file folder, etc
As often as possible, go to the bank at different times each day. Do not establish a
routine that could be easily identifiable by someone watching each day
Have the safe bolted to the floor when possible. Approval from the Landlord must
be received to do this
Employees’ passwords are NEVER to be shared or left in view for others to see
For the safety of our employees and the security of the money it is recommended
that two (2) people take the money to the bank.
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Appendix 1
MAIL PAYMENT CONTROL FORM
Office Number: ________
Date: ___/___/____
A. I have this date received _________ payment documents from the incoming mail.
The total cash value of these payments is $______________. I have verified the
total received as detailed below.
Total Checks/Money Orders $ _______________________
_______________________________________
Cashier
B. I have this date reviewed with the Cashier and confirmed receipt of the payment
documents as listed above.
__________________________________
Depositor
C. I have this date reviewed all of the above referenced payments and processed and
mailed applicable payments to FSR for posting.
Mailed to FSR for posting: # of Items ________. Total Cash Value $____________
_______________________________________
Depositor
Attach calculator tape here
Email Release 3/21/2012 Page 14 of 19 ERG Procedure 640
Appendix 2
PAYMENT CONTROL FORM
Office Number: ________
Date: ___/___/____
A. I have this date retrieved _____ items from the safe in the presence of the Cashier.
The total cash value of these items is $______________. All payments have been
properly endorsed and I have verified the total received as detailed below.
Total Cash $ ___________________
Total Checks/Money Orders $ ___________________
Grand Total $ ___________________
_______________________________________
Depositor
B. I have this date reviewed with the Depositor and confirm that the above referenced
checks/money orders are correct.
__________________________________
Cashier
C. I have this date reviewed all of the above referenced payments and processed and
mailed applicable payments to FSR or SOBT for posting.
Mailed to FSR or SOBT (Check One) for posting: # of Items ________
Total Cash Value $_____________
_______________________________________
Depositor
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Appendix 3
COURT PAYMENT CONTROL FORM
Office Number: _______________
Court Date: ___/___/____
I have this date received ___ items. The total cash value of these items is $________.
All payments have been properly endorsed and I have verified the total received as
detailed below.
Starting Receipt Number: _________________________ (Handwritten)
Ending Receipt Number: _________________________ (Handwritten)
Voided Receipt Number(s): __________________________________________
Why Receipt was Voided: _________________________________________________
Receipt #’s for Non Cash Items Mailed to FSR: $_______________________________
Total Cash $____________________
Total Checks/Money Orders: $____________________
Total Batch Amount: $____________________
_____________________________________________
Court Representative Signature
I have this date received from __________________________________; the above
referenced cash and/or checks/money orders and find the total to be correct.
_____________________________________________
Bank Depositor Signature
I have this date reviewed all of the above referenced payments and processed and
mailed applicable payments to FSR or SOBT for posting.
Mailed to FSR or SOBT (Check One) for posting: # of Items ________
Total Cash Value $_____________
_______________________________________
Depositor
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Appendix 4
DCSS DEPOSIT LOG
Office#:
Deposited by:
Contact Number:
Monthly Deposit Amount: $_____________
Deposit Date Amount Comments
$
$
$
$
$
$
$
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Appendix 5
Administration for Children and Families
Federal OCSE
ACF 302.51 Distribution of support collections.
The State plan shall provide as follows:
(a)(1) For purposes of distribution in a IV - D case, amounts collected, except as
provided under paragraphs (a)(3) of this section, shall be treated first as payment on the
required support obligation for the month in which the support was collected and if any
amounts are collected which are in excess of such amount, these excess amounts shall
be treated as amounts which represents payment on the required support obligation for
previous months.
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Appendix 6
TITLE 45 - PUBLIC WELFARE
SUBTITLE B - REGULATIONS RELATING TO PUBLIC WELFARE
CHAPTER III - OFFICE OF CHILD SUPPORT ENFORCEMENT (CHILD SUPPORT
ENFORCEMENT PROGRAM), ADMINISTRATION FOR CHILDREN AND FAMILIES,
DEPARTMENT OF HEALTH AND HUMAN SERVICES
PART 302 - STATE PLAN REQUIREMENTS
302.20 - Separation of cash handling and accounting functions.
The State plan shall provide that the following requirements and criteria to separate the
cash handling and accounting functions are in effect.
(a) IV-D responsibility. The IV-D agency will maintain methods of administration
designed to assure that persons responsible for handling cash receipts of support do
not participate in accounting or operating functions which would permit them to conceal
in the accounting records the misuse of support receipts. Such methods of
administration shall follow generally recognized accounting standards.
(b) Scope. The requirement in paragraph (a) of this section applies to persons who
participate in the collection, accounting or operating functions which include: (1) IV-D
agency employees and employees of any other State or local agency to which IV-D
functions have been delegated.
(2) Employees of a court or law enforcement official performing under a cooperative
agreement with the IV-D agency.
(3) Employees of any private or governmental entity from which the IV-D agency
purchases services.
(c) Exception. The Regional Office may grant a waiver to sparsely populated
geographical areas, where the requirements in paragraph (a) of this section would
necessitate the hiring of unreasonable numbers of additional staff. The IV-D agency
must document such administrative infeasibility and provide an alternative system of
controls that reasonably insures that support collections will not be misused.
[44 FR 28803, May 17, 1979, as amended at 47 FR 57281, Dec. 23, 1982]
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