SSIS Software Specification

Document Sample
SSIS Software Specification Powered By Docstoc
					SSIS Software Specification




                                    Payments - Design




Prepared By:       Theresa Hill


Project Manager:   Kate Stolpman


Last Updated:      April 08, 2009
                                  Change Sheet


Revision                          Description                             Date
1.0        Sections 1-5 and Appendices                               Nov. 19, 2004
1.1        Sections 1-5 revised after Product Team review.           Dec. 14, 2004
1.2        Sections 6-8 and Appendices                               Aug. 26, 2005
           Section 8 is complete for Payment Entry. Still needs
           work on Payment Batch & Payment Modification – both
           are roughed in.
1.3        Separated Sections 1-5 & 6-9 into 2 documents             Jan. 12, 2006
           Updates to Section 8: Payment Entry and Payment
           Batch and Appendices sent to Product Team for review.
1.4        Updates to Section 8                                      March 28, 2006
1.5        Changes to Payment Batch screen and Payment e-grid        April 17, 2006
           columns
           Added Payment Batch Edit Report
           Other minor changes to Section 8
1.6        Updates to Section 8                                      May 24, 2006
1.7        Updates to Delete Payment action & Payment                July 21, 2006
           Modification Business Rules
           Corrected information about when business rules are
           applied on approval actions.
1.8        Added Cancellation business rules if Payment has          Aug. 18, 2006
           Correcting Entry Adjustments that do not balance.
           Updated information about approval
1.9        Updated messages when a Payment has been claimed          Sept. 25, 2006
           for IV-E reimbursement and user is trying to delete the
           Payment, edit the Payment or create a Payment
           Modification for v4.2
           Corrected edits for COA Maximums & Service
           Arrangement Maximums
1.10       Added edits for Payments linked to a Health Care          Oct. 31, 2006
           Claim.
1.11       Added new business rules on Payment & Payment             Jan. 29, 2007
           Batch actions to prevent problems when 2 users are
           working on the same Payment and/or Payment Batch
           at the same time.
           Change to HCPCS/Modifiers dropdown based on v4.3
           table changes on the HCPCS/Modifiers table.
Revision                        Description                              Date
1.12       Added new business rule on Payment to display a          April 4, 2007
           warning if Accrual Code is blank and enabled
1.13       New business rules to prevent the deletion of a          April 17, 2007
           Payment Modification that would cause the Service
           Arrangement, Service Arrangement Group or COA
           Maximum to be negative.
           Change business rule to edit COA dates to exclude
           negative Payment Modifications.
           Change business rule to COA Maximums exist for a
           Payment to exclude negative Payment Modifications.
           Change business rule to check COA Maximum amount
           on Payments with a GL Date is a different year than
           the Service Start Date.
1.14       New data integrity business rules                        Aug. 9, 2007
1.15       Incorporated Advanced Payment Search documentation       Feb. 8, 2008
           Changes to basis & advanced Payment searches
           Corrections to text of some messages
           Split Appendices from Payments – Design Software
           Specification into a separate document
1.16       Move Chart of Account after Warrant / Eff. Date on the   April 14, 2008
           entry screen to better accommodate the business rules
           Allow entry of Accrual Code on Adjustment Reversals
           and Correcting Entry Adjustments
           Change to rule for checking Payments against COA
           Maximum Available Amount.
           Minor message changes
1.17       Added rule to prevent a Posted Payment from being        Oct. 13, 2008
           changed to a Payment Request when Modifications
           exist for the Payment
           Minor change to message to match the application
           Added "Svc Description" to Payment grid & Advanced
           Payment Search results per PR #08-0407-0949-35
           Added "Original Payment #" to Advanced Payment
           Search results grid per PR # 08-0703-0749-08
1.18       Corrected Batch Submission Status code values            Oct. 15, 2008
1.19       Minor corrections to message text                        Mar. 27, 2009
           Updated Advanced Search Information
1.20       Minor corrections to message text                        April 8, 2009
                                          Table of Contents


SECTION SIX: DEVELOPMENT AND OPERATING ENVIRONMENTS .......................... 1

  6.0 Introduction .......................................................................................... 1

  6.1 Development Environment ...................................................................... 1

  6.2 Source Code ......................................................................................... 1

  6.3 Operating Environment ........................................................................... 1

SECTION SEVEN: SYSTEM INTERFACES ............................................................ 3

  7.0 Introduction .......................................................................................... 3

SECTION EIGHT: USER INTERFACES ................................................................. 5

  8.0 Introduction .......................................................................................... 5

    8.0.1 Introduction to Payment Requests ..................................................... 5

       8.0.1.1      How Payment Requests are used ................................................ 8

    8.0.2 Introduction to Payment Batches ....................................................... 9

    8.0.3 Payment Request Electronic Confirmations .......................................... 9

    8.0.4 Introduction to Posted Payments ......................................................10

    8.0.5 Introduction to Payment Modifications ...............................................10

    8.0.6 Security ........................................................................................10

  8.1 Payment Life Cycle ................................................................................11

    8.1.1 Payment Requests ..........................................................................11

    8.1.2 Posted Payments and Payment Modifications ......................................11

    8.1.3 State Diagrams ..............................................................................12

  8.2 Payment Actions ...................................................................................14

    8.2.1 New Payment Action .......................................................................19

    8.2.2 New Comment Action......................................................................21

    8.2.3 New Payment Batch Action ..............................................................21

    8.2.4 Add Existing Payment Batch Action ...................................................22

    8.2.5 Create Duplicate Action ...................................................................24

    8.2.6 Delete Action .................................................................................27

    8.2.7 Remove Action ...............................................................................31

    8.2.8 Send for Approval Action .................................................................32
  8.2.9 Approve Action ..............................................................................34

  8.2.10 Cancel Approval Action....................................................................35

  8.2.11 Suspend Payment Action .................................................................36

  8.2.12 Deny Approval Action......................................................................37

  8.2.13 Create Cancellation Action ...............................................................38

  8.2.14 Create Refund / Recovery Action ......................................................39

  8.2.15 Create Adjustment Reversal Action ...................................................40

  8.2.16 Create Correcting Entry Adjustment Action ........................................41

8.3 Accessing Payments ..............................................................................42

  8.3.1 Navigation map..............................................................................42

  8.3.2 Navigation map - What you can get to ..............................................43

  8.3.3 Node in the tree .............................................................................44

8.4 Payments E-grid ...................................................................................44

8.5 Payment Detail Screen ..........................................................................48

  8.5.1 Field list ........................................................................................50

  8.5.2 Shortcut Keys ................................................................................58

  8.5.3 Units Calculator .............................................................................60

  8.5.4 Service Arrangement Index Card ......................................................62

  8.5.5 Client Index Card ...........................................................................63

  8.5.6 Bus Org Index Card ........................................................................64

8.6 Business Rules .....................................................................................65

  8.6.1 GL Date ........................................................................................65

  8.6.2 COA Maximums..............................................................................65

  8.6.3 Service Arrangement Group Maximums .............................................65

  8.6.4 Service Arrangement Remaining Amount ...........................................65

  8.6.5 SEAGR Units Calculation ..................................................................66

  8.6.6 What's Required, What's Editable and When .......................................67

  8.6.7 Editing a Payment ..........................................................................72

     8.6.7.1     Payment Requests ...................................................................72

     8.6.7.2     Reporting Fields ......................................................................73

     8.6.7.3     Payment Request Status Change Actions ....................................74
       8.6.7.3.1 Status Change to Submitted .................................................75
       8.6.7.3.2 Status Change to Paid..........................................................75
  8.6.8 Field Specific Business Rules ............................................................75

8.7 Payment Searches .............................................................................. 104

  8.7.1 Basic Payment Search ................................................................... 105

    8.7.1.1      Basic Payment Search Field List .............................................. 106

    8.7.1.2      Basic Payment Search Results Grid .......................................... 110

  8.7.2 Advanced Payment Search ............................................................ 111

    8.7.2.1      Advanced Payment Search Field List ........................................ 118

    8.7.2.2      Advanced Search Filter Screens............................................... 133

       8.7.2.2.1 Payment # ....................................................................... 133
       8.7.2.2.2 Payment Status ................................................................ 134
       8.7.2.2.3 Payment Type................................................................... 134
       8.7.2.2.4 Paying County .................................................................. 135
       8.7.2.2.5 Vendor filters .................................................................... 136
       8.7.2.2.6 Client Filters ..................................................................... 139
       8.7.2.2.7 Service Filters ................................................................... 143
       8.7.2.2.8 Chart of Accounts Filters .................................................... 145
       8.7.2.2.9 Additional Filters ............................................................... 147
    8.7.2.3      Advanced Payment Search Results Grid .................................... 153

8.8 Payment Comments ............................................................................ 156

  8.8.1 Payment Comments Tab ............................................................... 156

  8.8.2 Payment Comment Action Menu ..................................................... 157

  8.8.3 Payment Comments Grid ............................................................... 157

  8.8.4 Payment Comment Field List .......................................................... 158

  8.8.5 Business Rules ............................................................................. 158

8.9 Payment Batches ................................................................................ 159

  8.9.1 Batch Owner................................................................................ 159

  8.9.2 Payment Batch Life Cycle .............................................................. 160

    8.9.2.1      Batch Status......................................................................... 160

    8.9.2.2      Submission Status................................................................. 161

    8.9.2.3      Payment Batch State Diagram ................................................ 162
  8.9.3 Payment Batch Actions.................................................................. 163

    8.9.3.1      New Payment Batch Action ..................................................... 168

    8.9.3.2      New Payment Action .............................................................. 169

    8.9.3.3      Add Existing Payment Action ................................................... 170

    8.9.3.4      Submit Batch Action .............................................................. 171

    8.9.3.5      Cancel Batch Submission Action .............................................. 171

    8.9.3.6      Payment Batch Edit Report Action............................................ 171

    8.9.3.7      Delete Action ........................................................................ 172

    8.9.3.8      Remove Action...................................................................... 173

  8.9.4 Accessing Payment Batches ........................................................... 174

    8.9.4.1      Navigation Map ..................................................................... 174

    8.9.4.2      Payment Batch Search Screen................................................. 176

    8.9.4.3      Payment Batch E-grid ............................................................ 178

    8.9.4.4      Node in the Tree ................................................................... 178

  8.9.5 Payment Batch Detail Screen ......................................................... 179

    8.9.5.1      Payment Batch Field List ........................................................ 179

  8.9.6 Payment Batch Business Rules ....................................................... 181

  8.9.7 Payments Tab of a Payment Batch .................................................. 182

  8.9.8 Submitting Payment Batches ......................................................... 183

    8.9.8.1      Submit Batch Process ............................................................ 184

8.10 Approval Process............................................................................... 188

  8.10.1 Overview of the process ................................................................ 188

  8.10.2 Approval action details .................................................................. 189

    8.10.2.1 Send for Approval… ............................................................... 189

    8.10.2.2 Approve ............................................................................... 190

    8.10.2.3 Cancel Approval .................................................................... 190

    8.10.2.4 Suspend Payment ................................................................. 191

    8.10.2.5 Deny Approval ...................................................................... 191

  8.10.3 Approval Comments ..................................................................... 192

  8.10.4 Approval Log ............................................................................... 192

8.11 Payment Modifications ....................................................................... 194
  8.11.1 Payment Modification Types ........................................................... 194

  8.11.2 Payment Modification Process ........................................................ 195

  8.11.3 Payment Modification Navigation .................................................... 197

  8.11.4 Payment Modification Security........................................................ 198

  8.11.5 Payment Modification Terms .......................................................... 198

  8.11.6 Payment Modification Business Rules .............................................. 199

  8.11.7 Refunds and Recoveries ................................................................ 200

    8.11.7.1 Refund/Recovery Entry Dialog ................................................. 200

    8.11.7.2 Refund/Recovery Field List ..................................................... 201

    8.11.7.3 Refund/Recovery Business Rules ............................................. 202

    8.11.7.4 Refund/Recovery Record Field Values ....................................... 207

  8.11.8 Cancellations ............................................................................... 211

    8.11.8.1 Cancellation Entry Dialog........................................................ 212

    8.11.8.2 Cancellation Field List ............................................................ 213

    8.11.8.3 Cancellation Business Rules .................................................... 214

    8.11.8.4 Cancellation Record Field Values.............................................. 219

  8.11.9 Adjustment Reversals ................................................................... 223

    8.11.9.1 Adjustment Reversal Entry Dialog ............................................ 223

    8.11.9.2 Adjustment Reversal Field List ................................................ 223

    8.11.9.3 Adjustment Reversal Business Rules ........................................ 224

    8.11.9.4 Adjustment Reversal Record Field Values .................................. 229

  8.11.10        Correcting Entry Adjustments ................................................. 233

    8.11.10.1 Correcting Entry Adjustment Business Rules ............................. 233

    8.11.10.2 Correcting Entry Adjustment Field Values ................................. 236

8.12 Payment Batch Edit Report ................................................................. 240

  8.12.1 Security ...................................................................................... 240

  8.12.2 Navigation................................................................................... 241

  8.12.3 Search Criteria ............................................................................. 242

    8.12.3.1 Selecting the Payment Batch .................................................. 242

    8.12.3.2 Selecting the Edit Categories .................................................. 244

  8.12.4 Search results grid definition.......................................................... 245
    8.12.5 Tree Definition ............................................................................. 246

    8.12.6 Query / Edits ............................................................................... 247

    8.12.7 Payment Batch Edit Report Printout ................................................ 256

RELATED DOCUMENTS ................................................................................. 257
SECTION SIX: DEVELOPMENT AND OPERATING
              ENVIRONMENTS



6.0 Introduction
This section describes the development and operations environments, and
executable software packaging for the Payments program.


6.1 Development Environment
The development environment includes a standard Windows environment, Delphi,
and an Oracle database. See the System Specification for the SSIS Worker
Application for detailed information about the hardware and software development
environments.


6.2 Source Code
Source code for the User Interface is stored in Source\Code\SSIS Worker
Client\Payments.
Source code for the Business Rules is stored in Source\Code\SSIS Data Server
Scripts.


6.3 Operating Environment
See the System Specification for the SSIS Worker Application for detailed
information about the hardware and software operating environments.




SS Payments Design.doc                  Payments – Design               Page 1 of 259
Last Updated: 04/08/09
        SECTION SEVEN: SYSTEM INTERFACES



7.0 Introduction
Payment   Requests are submitted to the County Accounting System as part of a
Payment   Batch. The County Accounting System produces the warrants and sends a
Payment   Confirmation containing the warrant information back to SSIS. The
Payment   records are updated with the confirmation information by an SSIS process.
See the “Data Interchange Specification for Payment Request/Confirmation Interface” for
details on these interfaces.




SS Payments Design.doc                    Payments – Design               Page 3 of 259
Last Updated: 04/08/09
            SECTION EIGHT: USER INTERFACES



8.0 Introduction
This section describes the user interface for Payments. The Payments module
includes Payment Requests, Payment Confirmations, Posted Payments, Payment
Modifications, and Payment Batches.
The term "Payment" is used in this section to refer to Payment Requests,
Posted Payments, and Payment Modifications. Where something applies
only to a particular type of payment, the specific term is used (Payment
Request, Posted Payment, Payment Modification).
Section 8.0 includes general information about the Payments module. Details and
variations are defined in the remainder of Section 8.
        •   Sections 8.1 through 8.6 contain detailed information about Payment
            Requests, Posted Payments, and Correcting Entry Adjustments.
        •   Section 8.7: Payment Search
        •   Section 8.9: Payment Batches
        •   Section 8.10: Approval Process
        •   Section 8.11: Payment Modifications
        •   Section 8.12: Payment Batch Edit Report


8.0.1        Introduction to Payment Requests
Payment Requests record the details of services that have been provided by a
vendor, along with the financial information for making the payment and submitting
a request for payment for those services to the County Accounting System. The
County Accounting System creates a warrant for the vendor, and sends a payment
confirmation back to SSIS.
Payment Requests can be linked to a Service Arrangement, in which case most of the
information needed for the Payment Request defaults from the Service Arrangement.
When a Payment Request is created that is not linked to a Service Arrangement, all
of the details of the payment must be entered at the time the Payment Request is
created.
Figure 8-1 and Figure 8-2 show an example of the Payment Request screen. The
screen has a scroll bar on the right to accommodate the large number of fields.
Figure 8-1 shows the top half of the screen. Figure 8-2 shows the bottom half.




SS Payments Design.doc                    Payments – Design             Page 5 of 259
Last Updated: 04/08/09
                         Figure 8-1: Payment Screen – top half




SS Payments Design.doc                    Payments – Design      Page 6 of 259
Last Updated: 04/08/09
                     Figure 8-2: Payment Screen – bottom half




SS Payments Design.doc                 Payments – Design        Page 7 of 259
Last Updated: 04/08/09
8.0.1.1 How Payment Requests are used
The following information describes very generally how Payment Requests are used
with different types of Service Arrangements and without a Service Arrangement.
There are many variations depending on the information that is included on the
Service Arrangement.
Payment Request created with a Service Arrangement
When creating a Payment Request that is linked to a Service Arrangement, the
Status of the Service Arrangement must be "Active/Payments" or "Approved for
payment".
When a Service Arrangement is used with a Payment Request, the Service
Arrangement serves as a template for the Payment Request. Only a few fields need
to be entered, and very few fields can be changed. The actual dates of service,
number of units, and the amount to pay always need to be entered. These values
must be valid within the limits of the Service Arrangement.
Depending on the Service Arrangement, some additional fields may be required. An
overview of these options is listed below.
    Rate, Units and Amount: Only one of these fields is required on a Service
    Arrangement, though generally all of these fields will have values. When one of
    these fields is blank on the Service Arrangement, the field must be entered on
    the Payment Request. Following are two examples of when this might be done.
    1) Monthly amount is paid to a vendor, regardless of the number of units
       provided. Service Arrangement would have an Amount, but rate and units
       would be blank, and would be entered at the time of payment.
    2) Rate is set up with a vendor without a limit to the number of units the vendor
       can provide and without a limit on the amount that can be paid.
Client Specific Service Arrangements
Most Service Arrangements are for a specific client and a specific vendor. When a
user creates a Payment Request for this type of Service Arrangement, the only fields
that must be entered on the Payment Request are the actual dates of service, the
units, and the amount.
    Use Other Vendors: If the Use Other Vendors Indicator on the Service
    Arrangement is Yes, the Service Vendor on the Payment Request can be changed
    to the vendor who actually provided the service. Examples of this are Respite
    Care, where there the same provider usually provides the service, but other
    providers may be used at times, and Other Child Care, where a backup provider
    may provide the service.
    Service Vendor not specified on the Service Arrangement: A Service
    Arrangement may not have a Service Vendor, such as in the case of Respite
    Care, where the family is given a list of approved vendors and they make the
    arrangements with a provider. In this case, the Service Vendor may not be
    known until the bill is received, and Service Vendor must be entered at the time
    of Payment Request.




SS Payments Design.doc                   Payments – Design               Page 8 of 259
Last Updated: 04/08/09
Non-Client Specific Service Arrangements
Non-Client Specific Arrangements are used when a vendor has agreed to provide
services to clients for a set rate, or set monthly amount.
    Pay Client Specific: If the Pay Client Specific Indicator on the Service
    Arrangement is Yes, a Client must be selected on the Payment Request.
    If this indicator is No, client information is not tracked on the Payment Request.
Payment Request without a Service Arrangement
County practice defines whether Service Arrangements are used on all purchased
services, or only on recurring services. Payment Requests without a Service
Arrangement will most often be used for one-time services.
Batches and Approval
Payment Requests must be approved before they can be submitted to the County
Accounting System, and must be in a batch before being submitted to the County
Accounting System.


8.0.2        Introduction to Payment Batches
Payment Batches contain a group of Payment Requests that will be proofed,
approved, processed, and reconciled together. Each county decides how batches are
set up. For example, a batch may be for all Payment Requests in a month for a
certain type of service, such as placements, or waivers. Alternatively, one batch
may be used for all payments that are entered in a day or a week.
Batches are "owned" by a Payment Request Creator. Only the owner of the batch
can edit Payment Requests in the batch, add Payment Requests to a batch, or
remove them from a batch.
When all Payment Requests in a batch are approved, the batch can be submitted to
the County Accounting System.


8.0.3        Payment Request Electronic Confirmations
After a batch of Payment Requests is submitted to the County Accounting System,
that system generates the warrants for the Payment Request, and sends an
electronic payment confirmation back to SSIS. The confirmation information
includes the actual amount paid for the Payment Request, the warrant number,
warrant amount, and the date the payment was made. A process updates the
Payment Request with the electronic confirmation information.
The Data Interchange Specification for Payment Request/Confirmation Interface
describes the process to update Payment Requests with information from the County
Accounting System.




SS Payments Design.doc                    Payments – Design               Page 9 of 259
Last Updated: 04/08/09
8.0.4        Introduction to Posted Payments
Posted Payments are used to record a payment that has already been made in the
County Accounting System, or through another system. Posted Payments are
entered into SSIS to include the information in claiming and state reporting. A
Posted Payment is created like a Payment Request, except the Payment Confirmation
information is entered by the user. Posted Payments can use a Service Arrangement
and can have Payment Modifications.


8.0.5        Introduction to Payment Modifications
Payment Modifications includes Refunds, Recoveries (also referred to as Revenues),
Cancellations, and Adjustments. Payment Modifications are used after a Payment
Request or Posted Payment has been made to modify the information about what
was paid, and to include the information in claiming and in some cases state
reporting. Payment Modifications are not interfaced to the County Accounting
System; they must be manually entered into SSIS, and entered into the County
Accounting System. Adjustments can also have Payment Modifications. See Section
8.11, “Payment Modifications” starting on page 194 for details about each
modification type.


8.0.6        Security
Security functions determine who can create and edit Payments, as well as who can
approve Payment Requests, and who can submit Payment Request Batches.
    •   Only users with the "Create Payment Request" security function can create
        and edit Payment Requests. Payments Requests, when associated with a
        Payment Batch, can only be edited by the Owner of the batch.
    •   The "Create Posted Payment" security function allows a user to create Posted
        Payments.
    •   The "Create Payment Modification" security function allows a user to create
        Refunds, Recoveries, Cancellations, and Adjustments.
    •   All users of SSIS can view and print payments.
The following security functions exist for Payments. See Section the "SS Payment
Appendices.doc" for additional information.
    •   Create Payment Request
    •   Create Posted Payment
    •   Edit Payment Reporting Fields
    •   Manage Payments
    •   Create Payment Modifications
    •   Approve Payment Requests
    •   Submit Payment Request Batch




SS Payments Design.doc                    Payments – Design             Page 10 of 259
Last Updated: 04/08/09
8.1 Payment Life Cycle

8.1.1        Payment Requests
The life cycle of a Payment Request includes several states, or statuses. Items on
the action menu can change the status of a Payment Request. Actions are available
based on the "Payment Status" and the user's security assignments.
The table below lists the different statuses, or states, a Payment Request can have.
Payment        Description
Status
Draft          Payment Request that has not been sent for approval
Pending        Payment Request was sent for Approval and is waiting for an Approver
Approval       to approve, deny, or suspend.
Approved       Payment Request is approved for payment.
Denied         The Payment Request was denied by the Approver.
               The Payment Request can be deleted or removed from the batch.
Suspended      The Payment Request was suspended by the Approver.
Submitted      The Payment Request has been submitted to the County Accounting
               System, but electronic confirmation has not yet been received.
Paid           The Payment Request has been paid in the County Accounting System
               and the electronic confirmation information has been imported.

                         Table 8-1: Payment Request Statuses



8.1.2        Posted Payments and Payment Modifications
Posted Payments and Payment Modifications always have a status of Paid because
they are manual entries that are not interfaced with the County Accounting System.




SS Payments Design.doc                   Payments – Design              Page 11 of 259
Last Updated: 04/08/09
8.1.3         State Diagrams
Figure 8-3, below, is an activity diagram of the normal Payment Request Life cycle.
Figure 8-4 on the following page, is a state diagram showing the life cycle of a
Payment Request.



      Create Posted Payment                 Create                                                       Select Payment Request
          [Status = Paid]                   Batch                                                           with Status = Paid



                                                                                                             Create Payment
                    A Posted Payment            Create Payment Request
                                                                                                               Modification
                    includes the info on             [Status = Draft]
                    a Payment Request,
                    plus the confirmation                                                       Create
                    info.                                                       Batch does      Batch
                                                                 Not in         not exist
                                                                 Batch

                                                                                     Batch
                                                                                     exists
                                                                                              Add to Batch




                                                 Send Batch for Approval
                                               [Status = Pending Approval]


                                                                                Deny [Status = See Status
                                                                                   Denied]     Diagram for
                                                                                               Options

                                                                                Suspend [Status =
                                                                                   Suspended
                                              Approve Payment Request in
                                               Batch [Status = Approved]




                                            Export Batch to County Accounting
                                              System [Status = Submitted]


                              County Accounting System


                                            Import Payment                 Paid
                                             Request Batch                Warrants


                                                  Send Electronic
                                                Confirmation to SSIS




                                             Import Electronic Confirmation
                                                     [Status = Paid]




                      Figure 8-3: Payment Request Activity Diagram



SS Payments Design.doc                                          Payments – Design                                   Page 12 of 259
Last Updated: 04/08/09
                      Create Payment
                      Request
                      [Creator]                             Creator - This security role indicates the user must have the 'Create
                                                            Payment Request' security function. If the Payment Request is in a
                                                            batch, the user must also be the Owner of the batch.




                                                                                             Cancel Approval
                                                 Draft                                       [Creator]

                                                                          Delete
                                                                          [Creator]




                                                                                         Purge
                                         Send for         Cancel                         [If Purge
              Approve                    Approval         Approval                       Dates
                                                                                         Elapsed]           Delete
              [Approver]                 [Creator]        [Creator]
                                                                                                            [Creator]




                                                                      Deny
                                              Pending                 [Approver]           Denied
                                              Approval

                                                                                                   Deny
                                                                                                   [Approver]

                       Cancel Approval                     Suspend
                       [Creator]                           [Approver]
                                                                                                                Delete
                                                     Approve                                                    [Approver or
                                                     [Approver]                                                 Creator]




                                                                            Approve
                                                                            [Approver]
                                              Approved                                                Suspended

                                                     Batch Export
                                                     [Submit Payment           At the time a Payment Request is denied or
                                                     Request Batch]            deleted, the amount is unexpended from Chart of
                                                                               Accounts Maximums, Service Arrangement
                                                                               Groups, and Service Arrangements.
                                              Submitted

             Create Posted Payment
                                                     Electronic Confirmation
             [Posted Payment Creator]
                                                     Processed


                                                                         Purge
    Create Payment Modification                  Paid
                                                                         [If Purge Date Elapsed]
    [Payment Modification Creator]




                           Figure 8-4: Payment Request State Diagram




SS Payments Design.doc                                    Payments – Design                                Page 13 of 259
Last Updated: 04/08/09
8.2 Payment Actions

The Payment action menu contains the standard actions, along with actions specific
to Payments. The actions are enabled or disabled depending on the "Payment type",
"Payment status", the user's security functions, and location within the application.
In addition to the Payment actions, Payment Batch actions may be included on the
menu, depending on the user's location in the application and if the Payment is in a
batch.
The figure below lists the sections of the action menu on the Payment tab of a
Payment Batch in Payment Batch Search.
Payment Batch Search Menu


Selected Batch Menu
   "New Payment" & "Add Existing
   Payment" are used to add Payments
   to the batch

Payments Node Container Menu


Menu for selected Payment
   "Remove" is used to take the
   Payment out of the batch & is only
   visible when the Payment is in a
   batch.
Payment tab actions
Standard edit actions



Approval Actions




Modification Actions




Data Clean-up menu

            Figure 8-5: Payment Action Menu from a Payment Batch




SS Payments Design.doc                   Payments – Design              Page 14 of 259
Last Updated: 04/08/09
  The figure below lists the sections of the action menu from Payment Search on the
  Payment tab of a Payment that is NOT in a Payment Batch.
Payment Search Menu


Selected Payment Menu
   "New Payment Batch" and "Add
   Existing Payment Batch" are used to
   put the Payment into a batch




Payment tab actions
Standard edit actions



Approval Actions




Modification Actions




Data Clean-up menu

               Figure 8-6: Payment Action Menu from Payment Search




  SS Payments Design.doc                  Payments – Design             Page 15 of 259
  Last Updated: 04/08/09
     The table below summarizes when Payment actions are enabled based on "Payment
     Status", "Payment Type" and the user's security. Each action, along with additional
     business rules is further described in the sub-sections following this table.
     Section 8.10, “Approval Process”, starting on page 188 and Section 8.11, “Payment
     Modifications”, starting on page 194 also contain additional details.
     The Payment Batch actions are described in Section 8.9.3, “Payment Batch Action”,
     starting on page 163.
     The following notation is used for the security functions:
            •   Creator – user has the "Create Payment Request" security function.
                o   If the Payment Request is in a batch, the user must be the Owner of the
                    batch. For performance reasons, the Owner may be checked after the
                    user selects the action, in which case an error message is displayed if the
                    user is not the Owner of the batch. The detailed information for each
                    action, which follows this table, defines when this check is performed.
            •   Approver – user has the "Approve Payment Request" security function
            •   Pay Mod – "Create Payment Modification" security function
            •   Posted Pay – "Create Posted Payment" security function
            •   Enabled – Action is enabled regardless of security
            •   Disabled – Action is disabled regardless of security
                                                       Current Selection
                                            Payment Request                                                   Correcting
  Action                                                                                         Posted         Entry
                                             Payment Status
                                                                                                Payment        Adjust-
                                                  Pending                                                       ment
                Suspended     Denied      Draft                Approved Submitted      Paid
                                                  Approval
New             Creator or   Creator   Creator   Creator   Creator or Creator   Creator   Creator or Creator or
Payment         Posted       or Posted or Posted or Posted Posted     or Posted or Posted Posted Pay Posted Pay
                Pay          Pay       Pay       Pay       Pay        Pay       Pay

New             Enabled      Enabled    Enabled   Enabled      Enabled    Enabled    Enabled    Enabled       Disabled
Comment

Add             Disabled     Disabled   Creator   Disabled     Disabled   Disabled   Disabled   Not Visible   Not Visible
Existing
Payment
Batch

Create          Creator or   Creator   Creator   Creator   Creator or Creator   Creator   Creator or Not Visible
Duplicate       Posted       or Posted or Posted or Posted Posted     or Posted or Posted Posted Pay
                Pay          Pay       Pay       Pay       Pay        Pay       Pay

Delete          Creator      Creator    Creator   Enabled for Creator, error displayed when     Posted Pay Pay Mod
                                                  action is selected

Remove          Creator      Creator    Creator   Enabled for Creator, error displayed when     Not Visible   Not Visible
                                                  the action is selected

Send for        Disabled     Disabled   Creator – Creator      Disabled   Disabled   Disabled   Disabled      Disabled
Approval…                               add'l     or
                                        rules     Approver
                                        apply




     SS Payments Design.doc                                  Payments – Design                   Page 16 of 259
     Last Updated: 04/08/09
                                                    Current Selection
                                        Payment Request                                                 Correcting
  Action                                                                                      Posted      Entry
                                         Payment Status
                                                                                             Payment     Adjust-
                                               Pending                                                    ment
             Suspended    Denied      Draft                 Approved Submitted      Paid
                                               Approval
Approve      Approver    Disabled   Creator & Approver      Disabled   Disabled   Disabled   Disabled   Disabled
                                    Approver
                                    & in a
                                    batch

Cancel       Creator     Disabled   Disabled   Creator      Creator    Disabled   Disabled   Disabled   Disabled
Approval

Suspend      Disabled    Disabled   Disabled   Approver     Approver   Disabled   Disabled   Disabled   Disabled
Payment

Deny         Approver    Disabled   Disabled   Approver     Approver   Disabled   Disabled   Disabled   Disabled
Approval

Create       Disabled    Disabled   Disabled   Disabled     Disabled   Disabled   Pay Mod    Pay Mod    Disabled
Cancellation

Create       Disabled    Disabled   Disabled   Disabled     Disabled   Disabled   Pay Mod    Pay Mod    Pay Mod
Refund /
Recovery

Create     Disabled      Disabled   Disabled   Disabled     Disabled   Disabled   Pay Mod    Pay Mod    Pay Mod
Adjustment
Reversal

Create     Disabled      Disabled   Disabled   Disabled     Disabled   Disabled   Disabled   Disabled   Pay Mod &
Correcting                                                                                              selection is
Entry                                                                                                   Adjustment
Adjustment                                                                                              Reversal

                           Table 8-2: Which actions are enabled when




     SS Payments Design.doc                               Payments – Design                   Page 17 of 259
     Last Updated: 04/08/09
SSIS defaults allow users to multi-select items, such as a Payment or a Payment
Batch and run an action on all of the selected items. Some actions for Payments and
Payment Batch cannot be done with multiple items selected. If a user selects an
action that is not valid for multi-select, an error message displays.
The table below indicates which actions on the Payment menu are available for
multi-select, and the message displayed for actions that do not support multi-select.

                           Available for
          Action                                             Message
                           multi-select
New Payment                      No         Multi-select "New Payment" is not
                                            supported for Payments.
New Comment                      No         Multi-select "New Comment" is not
                                            supported for Payments.
Add Existing Payment            Yes
Batch
Create Duplicate                 No         Multi-select "Create Duplicate" is not
                                            supported for Payments.
Delete                          Yes
Remove                          Yes
Send for Approval…              Yes
Approve                         Yes
Cancel Approval                 Yes
Suspend Payment                 Yes
Deny Approval                   Yes
Create Cancellation              No         Multi-select "Create Cancellation" is not
                                            supported for Payments.
Create Refund /                  No         Multi-select "Create Refund / Recovery" is
Recovery                                    not supported for Payments.
Create Adjustment                No         Multi-select "Create Adjustment Reversal"
Reversal                                    is not supported for Payments.
Create Correcting                No         Multi-select "Create Correcting Entry
Entry Adjustment                            Adjustment" is not supported for
                                            Payments.

              Table 8-3: Payment actions available for multi-select




SS Payments Design.doc                   Payments – Design              Page 18 of 259
Last Updated: 04/08/09
8.2.1        New Payment Action
"New Payment" is used to create Payment Requests and Posted Payments. Below is
a summary of the rules for this action, followed by a table describing when the action
is enabled and the result of the action based on the user's location and security
functions.
The user must have "Create Payment Request" to create Payment Requests or
"Create Posted Payment" security function to create Posted Payments. A Payment
Batch contains any number of Payment Requests – Posted Payments are never
included in a batch. Payment Batches are "owned" by a single user. Only the owner
of a batch can add or edit Payment Requests within a batch.
New Payment Requests are normally created from within a Payment Batch.
A user can go to Payment Batch Search and select an existing Payment Batch or
create a new one, then create new Payment Requests in the batch. Once the Batch
Status is Submitted or Paid, Payments cannot be added to the batch.
A Payment Request can be created from Payment Search, but must then be
added to a Payment Batch before it can be submitted to the County
Accounting System.
Posted Payments are not submitted to the County Accounting System and
are created from Payment Search using the New Payment action.

                          Menu Action: New Payment
Target                           New record on the Payment entry screen
                Batch Status         Security                   Values Set
              Suspended                             "Payment type" = "Payment
              Denied                                request"
              Draft              Create Payment
                                                    "Payment status" = ""Draft"
From a                           Request
              Pending Approval
Payment                                             Payment is automatically associated
                                 and is the Batch
Batch                                               with the selected batch
                                 Owner
              Approved                              See additional business rules
                                                    below.
              Submitted
                                 N/A                Action is Disabled
              Paid
From the Batch tab of a          N/A                Action is Disabled
Payment Request

From Payment Search              Create Payment     "Payment type" = "Payment
                                 Request            request"
                                 and                   ("Payment type" can be changed
                                 Create Posted         to "Posted payment")
                                 Payment            "Payment status" = "Draft"

                                 Create Payment     "Payment type"= "Payment request"
                                 Request            "Payment status" = "Draft"
                                 Create Posted      "Payment type" = "Posted payment"



SS Payments Design.doc                   Payments – Design               Page 19 of 259
Last Updated: 04/08/09
                                Payment            "Payment status" = "Paid"

                   Additional "New Payment" business rules
The rules below only apply when a user selects "New Payment" from a
Payment Batch.
These errors can occur when another user performs an action on the selected Payment
Batch after the user has selected the batch but before saving the new Payment.
Rules are enforced when the action is selected and when the new Payment record is
saved.
Business Rule                              Message                               Rule
The Payment Batch must exist.              You cannot associate Payment
                                           ([PaymentID]) to Payment Batch
Occurs when another user has deleted                                             P1.1
                                           ([BatchID]) because the Payment
the batch
                                           Batch has been deleted.
The Batch Status cannot be "Submitted"     You cannot associate Payment
or "Paid".                                 ([PaymentID]) to Payment Batch
                                           ([BatchID]) because “Batch status”    P1.2
Occurs when another user has submitted
                                           is [BatchStatus].
the batch
You must own the Payment Batch.            You cannot associate Payment
                                           ([PaymentID]) to Payment Batch
Occurs when another user changes the                                             P1.3
                                           ([BatchID]) because you do not
Batch Owner
                                           own the Payment Batch.

                         Table 8-4: New Payment Action




SS Payments Design.doc                   Payments – Design           Page 20 of 259
Last Updated: 04/08/09
8.2.2        New Comment Action
"New Comment" is used to add Comments on the Comment tab of a Payment
Request or Posted Payment. Comments created for Payment Modifications are
created on the original Payment. Comments can be created regardless of the
Payment status and can be created by any SSIS user.
A Payment Comment can only be edited by the person who created it or a user with
"Manage Payments" or "Manage Claims" security function. See Section 8.8,
“Payment Comments”, starting on page 156 for more details.
The table below describes the result of the action based on the selected record.

                         Menu Action: New Comment
                             New record in the preview window on the Comments
Target
                             tab
                              Payment        Security
    Current Selection                                         Comment created for
                               Status       Functions
Payment Request              Any Status    Any SSIS
                                                         Selected Payment record
Posted Payment               N/A           user

Correcting Entry
                             N/A           N/A           Disabled
Adjustment
Payment Modifications Tab
                             N/A
or an original Payment                     Any SSIS
                                                         Original Payment record
Payment Transactions Tab                   user
                             N/A
or an original Payment

                         Table 8-5: New Comment Action


8.2.3        New Payment Batch Action
"New Payment Batch" is used to create a Payment Batch and add the selected
Payment Request to the new batch.
See Section 8.9.3.1, “New Payment Batch Action” on page 168.




SS Payments Design.doc                    Payments – Design             Page 21 of 259
Last Updated: 04/08/09
8.2.4        Add Existing Payment Batch Action
"Add Existing Payment Batch" is used to add the selected Payment Request to an
existing Payment Batch. The Payment Batch Search screen is displayed for the user
to select a batch and create an association, or cross-reference, from the selected
Payment Request to the Payment Batch selected in the search.
The table below describes the result of the action based on the selected record.

                  Menu Action: Add Existing Payment Batch
                     Open Payment Batch Search to select a Payment Batch and
                     add the Payment Request to the batch.
Target               On select of a valid Payment Batch, the system adds the
                     Payment Request to the batch by creating a cross-reference
                     record from the Payment Request to the Payment Batch.
    Current              Payment    Security
                                                               Enabled / Disabled
   Selection              Status   Functions
                     Suspended
                                   N/A           Disabled
                     Denied
                                                 Enabled
                                                 The Select Button on the Payment Batch
                                                 Search is only enabled if:
                                   Create
                     Draft         Payment          User is the Owner of the selected Batch
Payment                            Request
                                                    "Submission status" of the Payment
Request that is
                                                    Batch = "Not Submitted"
not in a Batch
                                                 See additional business rules below.
                     Pending
                     Approval
                     Approved      N/A           Disabled
                     Submitted
                     Paid
Payment
Request in a         N/A           N/A           Disabled
Batch
Posted Payment
Payment              N/A           N/A           Not visible
Modification




SS Payments Design.doc                       Payments – Design             Page 22 of 259
Last Updated: 04/08/09
        Additional "Add Existing Payment Batch" business rules
These errors can occur when another user performs an action on the Payment or
Payment Batch after the user has selected the Payment but before selecting the
Payment Batch.
Rules are enforced when the Select button on the Add Existing search dialog is selected.
Business Rule                               Message                                Rule
The Payment is already in a Payment         You cannot associate Payment
Batch.                                      Batch ([BatchID]) to Payment
                                            ([PaymentID]) because the              P2.1
Occurs when another user has added the
                                            Payment is already in Payment
Payment to a batch
                                            Batch ([BatchID]).
The Payment has been deleted.               You cannot associate Payment
                                            Batch ([BatchID]) to Payment
Occurs when another user has deleted                                               P2.2
                                            ([PaymentID]) because the
the Payment
                                            Payment has been deleted.
The Payment Status must be "Draft".         You cannot associate Payment
                                            Batch ([BatchID]) to Payment
Occurs when another user has changed                                               P2.3
                                            ([PaymentID]) because “Payment
the Payment Status through the approval
                                            status” is [PaymentStatus].
process or by submitting the batch
You must own the Payment Batch.             You cannot associate Payment
                                            Batch ([BatchID]) to Payment
Occurs when another user changes the                                               P2.4
                                            ([PaymentID]) because you do not
Batch Owner
                                            own the Payment Batch.
The Payment Batch has been deleted          You cannot associate Payment
                                            Batch ([BatchID]) to Payment
Occurs when there are no records in the                                            P2.5
                                            ([PaymentID]) because the
batch and another user deletes it.
                                            Payment Batch has been deleted.
The Batch Status is "Submitted" or          You cannot associate Payment
"Paid".                                     Batch ([BatchID]) to Payment
                                            ([PaymentID]) because “Batch           P2.6
Occurs when another user has submitted
                                            status” is [BatchStatus].
the batch

                   Table 8-6: Add Existing Payment Batch Action




SS Payments Design.doc                    Payments – Design            Page 23 of 259
Last Updated: 04/08/09
8.2.5        Create Duplicate Action
"Create Duplicate" is used to create a copy of an existing Payment Request or Posted
Payment. The user can edit the record and make needed changes. All Payment
business rules are applied.
The user's security functions, along with the current selection and location affect the
results of this action as described below.

                          Menu Action: Create Duplicate
Target        Copy the selected Payment to a new record on the Payment entry
              screen
              The following values are always set on the new record:
                  Creator = the current user         Create Date = current date and time
                  Approver = blank                   Approval Date = blank
                  Warrant / GL Number = blank        Warrant / GL Amount = blank
                  Submitted Date = blank             Comments are NOT copied
              Except where noted, the following values are also set:
                  "Payment type" = "Payment request" Payment Status = "Draft"
                  "Warrant / eff. date" = blank      "Accrual code" = blank
                  "County defined date" = blank

From Payment Batch

                Batch
Selection                     Security                        Values Set
                Status
              Suspended
                           Create            Payment is automatically associated with the
              Denied                         selected batch
                           Payment
              Draft        Request           All other fields not listed above are copied to
Payment       Pending
                           and is the        the new record
Request       Approval
                           Batch Owner       See additional business rules below.
              Approved
              Submitted
                           N/A               Action is disabled
              Paid




SS Payments Design.doc                    Payments – Design               Page 24 of 259
Last Updated: 04/08/09
From Payment Search

              Payment
Selection                     Security                          Values Set
              Status
              Suspended                       Payment Batch information is NOT copied to
                                              the new record
              Denied                          The following fields are copied:
                           Create                     Warrant / Eff. Date
              Draft        Payment
                                                      Accrual Code
                           Request
              Pending                                 County Defined Date
Payment
              Approval
Request                                       All other fields not listed above are copied to
              Approved                        the new record
                                              Payment Batch information is NOT copied to
              Submitted    Create             the new record
                           Payment
                           Request            All other fields not listed above are copied to
              Paid
                                              the new record

Payment       Any Status   Create Posted      "Payment type" = "Posted payment"
Request                    Payment            "Payment status" = "Paid"

                           (does not have     Payment Batch information is NOT copied to
                           "Create            the new record
                           Payment            All other fields not listed above are copied to
                           Request")          the new record

Posted Payment                                "Payment type" = "Posted payment"
                           Create Posted      "Payment status" = "Paid"
                           Payment            All other fields not listed above are copied to
                                              the new record

                           Create
                           Payment
                           Request            All other fields not listed above are copied to
                           (does not have     the new record
                           "Create Posted
                           Payments")

Payment                                       Action is not visible
Modification               N/A




SS Payments Design.doc                      Payments – Design              Page 25 of 259
Last Updated: 04/08/09
                Additional "Create Duplicate" business rules
The rules below only apply when a user selects "Create Duplicate" on a
Payment from a Payment Batch.
These errors can occur when another user performs an action on the Payment Batch
after the user has selected the Payment and has the action menu open, or after Create
Duplicate was selected, but before the new record was saved.
Rules are enforced when the action is selected and when the new Payment record is
saved.
Business Rule                              Message                               Rule
The Payment Batch must exist.              You cannot associate Payment
                                           ([PaymentID]) to Payment Batch
Occurs when another user has deleted                                             P3.1
                                           ([BatchID]) because the Payment
the batch
                                           Batch has been deleted.
The Batch Status cannot be "Submitted"     You cannot associate Payment
or "Paid".                                 ([PaymentID]) to Payment Batch
                                           ([BatchID]) because “Batch status”    P3.2
Occurs when another user has submitted
                                           is [BatchStatus].
the batch
You must own the Payment Batch.            You cannot associate Payment
                                           ([PaymentID]) to Payment Batch
Occurs when another user changes the                                             P3.3
                                           ([BatchID]) because you do not
Batch Owner
                                           own the Payment Batch.

                         Table 8-7: Create Duplicate Action




SS Payments Design.doc                   Payments – Design           Page 26 of 259
Last Updated: 04/08/09
8.2.6        Delete Action
The Delete action on the Payment menu is used to delete a Payment along with any
Comments and Payment Batch association. "Payment type", "Payment status", the
existence of Payment Modifications for the selected Payment and the user's security
affect whether the Payment can be deleted. The following table summarizes the
Delete business rules.
Additional details about Payment Modifications can be found in Section 8.11,
“Payment Modifications”, starting on page 194.

                                 Menu Action: Delete
                Delete the selected Payment record along with any Comments and
Target
                Payment Batch association (if one exists)
                           Business rules for Enabling/Disabling
 Payment         Payment
                                Security            Enabled/Disabled and Result
   Type           Status
                Suspended
                Denied
                Draft                        Enabled
                              Create
Payment         Pending                      See additional business rules below which
                              Payment
Request         Approval                     are checked before the Payment Request is
                              Request
                Approved                     deleted.

                Submitted
                Paid
                                             Enabled
                              Create
Posted                                       See additional business rules below,
                N/A           Posted
Payment                                      which are checked before the Posted Payment
                              Payment
                                             is deleted
                              Create         Enabled
Refund or
                N/A           Payment
Recovery                                     Refund or Recovery Record is deleted.
                              Modification
                                             Enabled
Cancellation
                              Create         Selected Cancellation record is deleted.
(Refund) or
                N/A           Payment
Cancellation                                 Note: Multiple Cancellation records that
                              Modification
(Recovery)                                   were created for a single warrant must
                                             be deleted individually.
                                             Enabled
                              Create
Adjustment                                   See additional business rules below,
                N/A           Payment
Reversal                                     which are checked before the Adjustment
                              Modification
                                             Reversal is deleted




SS Payments Design.doc                       Payments – Design             Page 27 of 259
Last Updated: 04/08/09
                                              Enabled
Correcting                     Create
Entry           N/A            Payment        See additional business rules below,
Adjustment                     Modification   which are checked before the Correcting Entry
                                              Adjustment is deleted
                         Business rules on select of "Delete" action
Business Rule                                           Message                         Rule
If the selected record is a "Payment request"           Error: You must be the
that is in a batch, the user must be the owner of       Payment Batch "Owner" to         D1.1
the Payment Batch.                                      delete a Payment request.
A Payment Request can only be deleted if the            Error: "Payment status"         D1.1a
Payment Status is Draft, Suspended or Denied.           (value) must be "Draft",
                                                        "Suspended", or "Denied" to
                                                        delete a Payment request.
A Posted Payment or Correcting Entry                    Error: This (PaymentType)
Adjustment that has Payment Modifications               cannot be deleted because it
cannot be deleted.                                      has one or more Payment
                                                        Modifications.                   D1.2
Note: Payment Modifications carry the Payment
ID of the Original Payment - a Payment can only
be deleted if it is not the Original Payment on
any record.
An Adjustment Reversal cannot be deleted if one         Error: This Adjustment
or more Correcting Entry Adjustments exist for          Reversal cannot be deleted
the Original Payment.                                   because one or more
                                                                                         D1.3
                                                        Correcting Entry
                                                        Adjustments exist for the
                                                        original Payment.
Do not allow deletion of a Payment if it has been       Error: Payment cannot be         D1.4
claimed to IV-E.                                        deleted because it has been
                                                        claimed for reimbursement
Note: This error only occurs for Posted
                                                        on the IV-E Report
Payments and Payment Modifications; Payment
                                                        ([Quarter] [Year]
Requests with a “Paid” Status cannot be
                                                        [ReportStatus]).
deleted.
The information for this message comes from a
database function in the IV-E module, which
returns a "claimed" code with one of the
following values:
    1=Claimed, main payment on claim
    2=Claimed, with another payment
    3=Not claimed, netted to 0
The only time a Payment cannot be deleted is if
the "claimed" code is 1 or 2.
The variables in the message come for the IV-E
report where the payment was claimed:
    Quarter = Q1, Q2, Q3, or Q4
    Year = the year on the report
    ReportStatus = the Draft, Final, Submitted



SS Payments Design.doc                        Payments – Design             Page 28 of 259
Last Updated: 04/08/09
Do not allow deletion of a Payment if it is part of   Error: Payment cannot be          D1.5
a Health Care Claim.                                  deleted because it is part of
                                                      a Health Care Claim
Note: This error only occurs for Posted
                                                      ([ClaimID]).
Payments and Payment Modifications; Payment
Requests with a “Paid” Status cannot be
deleted.
The Health Care Claiming module contains a
database function that the Payment module
calls. This function returns the Claim record ID
if the Payment is part of a Health Care Claim, or
returns null if there is not an associated claim.
Do not allow deletion of an Adjustment                Error: [PaymentType]              D1.6
Reversal, Cancellation (Refund), Cancellation         cannot be deleted because
(Recovery), Refund or Recovery if the                 “Amount” ([PaymentAmt])
Remaining Amount of the associated Service            would cause the “Service
Arrangement is less than the (Payment Amount          arrangement” “Remaining
* -1).                                                amount” ([RemainingAmt])
                                                      to be negative.


                                                      Example: Refund cannot be
                                                      deleted because “Amount” (-
                                                      $500.00) would cause the
                                                      “Service arrangement”
                                                      “Remaining amount”
                                                      ($200.00) to be negative.
Do not allow deletion of an Adjustment                Error: [PaymentType]              D1.7
Reversal, Cancellation (Refund), Cancellation         cannot be deleted because
(Recovery), Refund or Recovery if the                 “Unit” ([PaymentUnits])
Remaining Units of the associated Service             would cause the “Service
Arrangement is less than the (Payment Units * -       arrangement” “Remaining
1).                                                   units” ([RemainingUnits] to
                                                      be negative.


                                                      Example: Refund cannot be
                                                      deleted because “Units” (-
                                                      5.00) would cause the
                                                      “Service arrangement”
                                                      “Remaining units” (2.00) to
                                                      be negative.




SS Payments Design.doc                     Payments – Design               Page 29 of 259
Last Updated: 04/08/09
If the Payment is not linked to a Service            Error: [PaymentType]             D1.8
Arrangement, but is linked to a Service              cannot be deleted because
Arrangement Group                                    “Amount” ([PaymentAmt])
                                                     would cause the
or the Payment is linked to a Service
                                                     “Arrangement group”
Arrangement with a blank “Amount” and the
                                                     “Available amount”
Service Arrangement is linked to a Service
                                                     ([AvailAmt]) to be negative.
Arrangement Group
Do not allow deletion of an Adjustment
Reversal, Cancellation (Refund), Cancellation        Example: Refund cannot be
(Recovery), Refund or Recovery if the Available      deleted because “Amount” (-
Amount of the associated Service Arrangement         $500.00) would cause the
Group is less than the (Payment Amount * -1).        “Arrangement group”
                                                     “Available amount”
                                                     ($200.00) to be negative.

                             Table 8-8: Delete Action




SS Payments Design.doc                      Payments – Design            Page 30 of 259
Last Updated: 04/08/09
8.2.7        Remove Action
The Remove action on the Payment menu is used to remove a Payment Request
from a Payment Batch. "Payment type", "Payment status", and the user's security
affect whether the Payment can be removed.
The table below summarizes the Remove business rules.

                                 Menu Action: Remove
             Remove the association between the Payment Request and the
Target
             Payment Batch
                            Business rules for Enabling/Disabling

Current                                  Payment
                                          Status                             Enabled /
Locatio       Current Selection                               Security
                                                                             Disabled
   n
                                      Suspended
                                      Denied
                                      Draft                               Enabled
Payment                                                    Create
                                      Pending                             See additional
Batch        Payment Request                               Payment
                                      Approval                            business rules
Search                                                     Request
                                      Approved                            below.

                                      Submitted
                                      Paid
             Payment Request
Payment      Posted Payment           N/A                  N/A            Not Visible
Search
             Payment Modification
                         Business rules on select of "Remove" action
Business Rule                        Message                                          Rule
The user must be the owner of        Error: You must be the Payment Batch
                                                                                      R1.1
the Payment Batch.                   "Owner" to remove a Payment Request.
The Payment Status must be
                                     Error: To remove a Payment Request, the
Suspended, Denied, or Draft to
                                     “Payment Status” must be "Draft",                R1.2
be removed from the Payment
                                     "Suspended", or "Denied".
Batch

                                Table 8-9: Remove Action




SS Payments Design.doc                        Payments – Design          Page 31 of 259
Last Updated: 04/08/09
8.2.8        Send for Approval Action
"Send for Approval" is used to send a Payment Request for approval by someone
with "Approve Payment Requests" security function. The system displays a dialog
box to optionally select an approver and enter a comment.
When the Payment Status is "Pending Approval," the action changes to "Re-send for
Approval," which allows an approver to forward to another user with "Approve
Payment Requests" security function.
Details about the Approval actions can be found in Section 8.10, “Approval Process”,
starting on page 188.
The table below describes when the action is enabled and disabled.

                         Menu Action: Send for Approval
Target                   Send a Payment Request for approval
                          Payment
 Current Selection                            Security               Enabled/Disabled
                           Status
                         Suspended
                                     N/A                            Disabled
                         Denied
                                                                    Enabled

                         Draft       Create Payment Request         See additional
                                                                    business rules
                                                                    below
Payment Request
                                     Create Payment Request
                         Pending
                                     or                             Enabled
                         Approval
                                     Approve Payment Request
                         Approved
                         Submitted   N/A                            Disabled
                         Paid
Posted Payment
                         N/A         N/A                            Disabled
Payment Modification
                Business rules on select of "Send for Approval" action
Business Rule                                                 Message                     Rule
Display an error message if the selected record has never
                                                              ACTION CANCELLED:
been saved or has been changed since it was last saved.
                                                              You must save before        S1.1
Note: This rule was implemented to correct problems
                                                              sending for approval.
created when a record had not been saved.
Display an error if the Payment Request is not in a           The Payment Request
Payment Batch.                                                must be in a Payment
                                                                                          S1.2
                                                              Batch before sending
                                                              for approval.




SS Payments Design.doc                    Payments – Design              Page 32 of 259
Last Updated: 04/08/09
Display an error message if the user does not own the        You must be the
Payment Batch to which the Payment Request is                Payment Batch
associated.                                                  "Owner" to send a          S1.3
                                                             Payment Request for
                                                             approval.

                         Table 8-10: Send for Approval Action




SS Payments Design.doc                   Payments – Design             Page 33 of 259
Last Updated: 04/08/09
8.2.9        Approve Action
"Approve" is used to approve the information on a Payment Request for payment by
the County Accounting System. The system displays a dialog box to confirm the
action and enter an optional comment.
Details about the Approval actions can be found in Section 8.10, “Approval Process”,
starting on page 188.
The table below describes when the action is enabled and disabled.

                                    Menu Action: Approve
Target                       Approve a Payment Request for payment
                              Payment
  Current Selection                             Security           Enabled/Disabled
                               Status
                                          Approve
                             Suspended                        Enabled
                                          Payment Request
                             Denied       N/A                 Disabled
                                          Create Payment
                                                              Enabled only if:
                                          Request
                                                              •   the Payment is in a batch
                             Draft        AND
                                                              •   the user is the Owner of
Payment Request                           Approve
                                                                  the batch
                                          Payment Request
                             Pending      Approve
                                                              Enabled
                             Approval     Payment Request
                             Approved
                             Submitted    N/A                 Disabled
                             Paid
Posted Payment
                             N/A          N/A                 Disabled
Payment Modification
Note: A Payment Request
                         Business rules on select of "Approve" action
Business Rule                                    Message                                    Rule
Display an error message if the selected
record has never been saved or has been
changed since it was last saved.                 ACTION CANCELLED:
                                                                                            A1.1
Note: This rule was implemented to               You must save before approving.
correct problems created when a record
had not been saved.

                               Table 8-11: Approve Action




SS Payments Design.doc                      Payments – Design              Page 34 of 259
Last Updated: 04/08/09
8.2.10 Cancel Approval Action
"Cancel Approval" is used when the status of a Payment Request is "Pending
Approval", "Approved" or "Suspended" to remove the approval information and set
the Payment Status to Draft. The system displays a dialog box to confirm the action.
Details about the Approval actions can be found in Section 8.10, “Approval Process”,
starting on page 188.
The table below describes when the action is enabled and disabled.

                                Menu Action: Cancel Approval
                         Remove all approval information and set the Payment Status
Target
                         to "Draft"
     Current
                         Payment Status           Security          Enabled/Disabled
    Selection
                                                                Enabled
                                            Create Payment
                         Suspended                              See additional business
                                            Request
                                                                rules below
                         Denied
                                            N/A                 Disabled
                         Draft
Payment Request
                         Pending Approval                       Enabled
                                            Create Payment
                                            Request             See additional business
                         Approved
                                                                rules below
                         Submitted
                                            N/A                 Disabled
                         Paid
Posted Payment
Payment                  N/A                N/A                 Disabled
Modification
                 Business rules on select of "Cancel Approval" action
Business Rule                                                   Message                     Rule
Display an error message if the user does not own the           You must be the
Payment Batch to which the Payment Request is                   Payment Batch
associated.                                                     "Owner" to Cancel           C1.1
                                                                Approval of this
                                                                Payment Request.

                            Table 8-12: Cancel Approval Action




SS Payments Design.doc                      Payments – Design              Page 35 of 259
Last Updated: 04/08/09
8.2.11 Suspend Payment Action
"Suspend Payment" is used when the status of a Payment Request is "Pending
Approval" or "Approved" to set the Payment Status to "Suspended" in order to
determine if the request should be paid. The system displays a dialog box to confirm
the action and enter an optional comment.
Details about the Approval actions can be found in Section 8.10, “Approval Process”,
starting on page 188.
The table below describes when the action is enabled and disabled.

                         Menu Action: Suspend Payment
Target                    Set the Payment Status to "Suspended"
                                Payment
 Current Selection                                 Security       Enabled/Disabled
                                 Status
                          Suspended
                          Denied             N/A               Disabled
                          Draft
Payment Request           Pending Approval   Approve Payment
                                                               Enabled
                          Approved           Request

                          Submitted
                                             N/A               Disabled
                          Paid
Posted Payment
                          N/A                N/A               Disabled
Payment Modification

                         Table 8-13: Suspend Payment Action




SS Payments Design.doc                    Payments – Design            Page 36 of 259
Last Updated: 04/08/09
8.2.12 Deny Approval Action
"Deny Approval" is used when the status of a Payment Request is "Pending
Approval", "Approved" or "Suspended" to set the Payment Status to "Denied" to
prevent payment of the request. The system displays a dialog box to confirm the
action and enter an optional comment. Once a Payment is denied, it can be deleted
or removed from the batch, but otherwise cannot be changed.
Details about the Approval actions can be found in Section 8.10, “Approval Process”,
starting on page 188.
The table below describes when the action is enabled and disabled.

                          Menu Action: Deny Approval
Target                   Set the Payment Status to "Denied"
                               Payment                                     Enabled /
 Current Selection                                  Security
                                Status                                     Disabled
                         Suspended          Approve Payment Request     Enabled
                         Denied
                                            N/A                         Disabled
                         Draft
Payment Request          Pending Approval
                                            Approve Payment Request     Enabled
                         Approved
                         Submitted
                                            N/A                         Disabled
                         Paid
Posted Payment
                         N/A                N/A                         Disabled
Payment Modification

                         Table 8-14: Deny Approval Action




SS Payments Design.doc                   Payments – Design             Page 37 of 259
Last Updated: 04/08/09
8.2.13 Create Cancellation Action
"Create Cancellation" is used to open the Cancellation dialog for the selected
Payment Request or Posted Payment and all other Payment Requests or Posted
Payments for the same warrant.
See Section 8.11.8, “Cancellations”, starting on page 211 for details. Below is a
table that defines when the action is enabled.

                         Menu Action: Create Cancellation
Target                    Display Cancellation entry dialog
                                                                                 Enabled /
Current Selection         Payment Status                Security
                                                                                 Disabled
                          Suspended
                          Denied
                          Draft
                                              N/A                             Disabled
Payment Request           Pending Approval
                          Approved
                          Submitted
                          Paid                Create Payment Modification     Enabled
Posted Payment            N/A                 Create Payment Modification     Enabled
Correcting Entry
                          N/A                 N/A                             Disabled
Adjustment
                Business rules on select of "Send for Approval" action
Business Rule                                                    Message                     Rule
Display an error message if the selected record has never
                                                                 ACTION CANCELLED:
been saved or has been changed since it was last saved.
                                                                 You must save before        M1.1
Note: This rule was implemented to correct problems
                                                                 creating a
created when a record had not been saved after being
                                                                 Cancellation.
created or edited.

                         Table 8-15: Create Cancellation Action




SS Payments Design.doc                       Payments – Design              Page 38 of 259
Last Updated: 04/08/09
8.2.14 Create Refund / Recovery Action
"Create Refund/Recovery" is used to open the Refund/Recovery dialog for the
selected Payment Request, Posted Payment, or Correcting Entry Adjustment.
See Section 8.11.7, “Refunds and Recoveries”, starting on page 200 for details.
Below is a table that defines when the action is enabled.

                    Menu Action: Create Refund / Recovery
Target                   Display Refund / Recovery entry dialog
                                                                                Enabled /
Current Selection        Payment Status                Security
                                                                                Disabled
                         Suspended
                         Denied
                         Draft
                                             N/A                             Disabled
Payment Request          Pending Approval
                         Approved
                         Submitted
                         Paid                Create Payment Modification     Enabled
Posted Payment           N/A
Correcting Entry                             Create Payment Modification     Enabled
                         N/A
Adjustment
                Business rules on select of "Send for Approval" action
Business Rule                                                   Message                     Rule
Display an error message if the selected record has never
                                                                ACTION CANCELLED:
been saved or has been changed since it was last saved.
                                                                You must save before        M1.2
Note: This rule was implemented to correct problems
                                                                creating a Refund or
created when a record had not been saved after being
                                                                Recovery.
created or edited.

                   Table 8-16: Create Refund / Recovery Action




SS Payments Design.doc                      Payments – Design              Page 39 of 259
Last Updated: 04/08/09
8.2.15 Create Adjustment Reversal Action
"Create Adjustment Reversal" is used to open the Adjustment Reversal dialog for the
selected Payment Request, Posted Payment, or Correcting Entry Adjustment.
See Section 8.11.9, “Adjustment Reversals” starting on page 223 for details. Below
is a table that defines when the action is enabled.

                Menu Action: Create Adjustment Reversal
Target                        Display Adjustment Reversal entry dialog
                                                                           Enabled /
     Current Selection        Payment Status              Security
                                                                           Disabled
                              Suspended
                              Denied
                              Draft
                                                   N/A                     Disabled
                              Pending Approval
Payment Request
                              Approved
                              Submitted
                                                   Create Payment
                              Paid                                         Enabled
                                                   Modification
Posted Payment                N/A                  Create Payment
                                                                           Enabled
Correcting Entry Adjustment   N/A                  Modification

              Business rules on select of "Send for Approval" action
Business Rule                                            Message                Rule
Display an error message if the selected record has
never been saved or has been changed since it was        ACTION CANCELLED:
last saved.
                                                         You must save          M1.3
Note: This rule was implemented to correct               before creating an
problems created when a record had not been saved        Adjustment Reversal.
after being created or edited.

                  Table 8-17: Create Adjustment Reversal Action




SS Payments Design.doc                    Payments – Design             Page 40 of 259
Last Updated: 04/08/09
8.2.16 Create Correcting Entry Adjustment Action
"Create Correcting Entry Adjustment" is used to go to a Payment screen to enter a
new Correcting Entry Adjustment for the selected Adjustment Reversal.
See Section 8.11.10, “Correcting Entry Adjustments” starting on page 233 for
details. Below is a table that defines when the action is enabled.

            Menu Action: Create Correcting Entry Adjustment
Target                    Display Correcting Entry Adjustment entry dialog

  Current Selection                   Security                    Enabled / Disabled
Payment Request
                          N/A                                   Disabled
Posted Payment
Adjustment Reversal       Create Payment Modification           Enabled
                Business rules on select of "Send for Approval" action
Business Rule                                               Message                   Rule
Display an error message if the selected record has
                                                            ACTION CANCELLED:
never been saved or has been changed since it was last
saved.                                                      You must save
                                                            before creating a         M1.4
Note: This rule was implemented to correct problems
                                                            Correcting Entry
created when a record had not been saved after being
                                                            Adjustment.
created or edited.

             Table 8-18: Create Correcting Entry Adjustment Action




SS Payments Design.doc                  Payments – Design                 Page 41 of 259
Last Updated: 04/08/09
8.3 Accessing Payments

8.3.1         Navigation map
Figure 8-7 depicts a high-level navigation map for Payments within SSIS, which
shows which modules can access Payments.

 SSIS Fiscal and SSIS Worker

    Payment Search                 Payment Batch                  Chart of Accounts Maximums
                                                                       (SSIS Fiscal only)




     Service Arrangement
                                         Payment
                                          Detail
                                                                                 Case




   Service Arrangement Group                                  Person
                                    Bus Org




                       Figure 8-7: Navigational Map for Payments




SS Payments Design.doc                        Payments – Design                Page 42 of 259
Last Updated: 04/08/09
8.3.2         Navigation map - What you can get to
  Figure 8-8 shows the modules that are available from the Payment Detail screen.
  These modules are accessed using Search buttons linked to a field on the Payment.
  For example, the Service Vendor has a search button to the right of it that takes
  the user to the Bus Org Search screen.
  See Figure 8-7 to see how to get to a Payment from other nodes, modules, and
  search screens within SSIS.
  The following notations are used in the diagram:
        (T) Indicates the screen is available as a child node (or sub node) in the tree
        view or the XP list.
        (P) Indicates the screen is available as a tab (or page control) on the form.

SSIS Fiscal or SSIS Worker


                                                                         Payment Batch
    Payment Detail




               Payment             Payment                                      Client
             Comments(P)         Modifications(P)


                                   Payment
              Comment
                                  Modification


                                                                    Service Arrangement Detail




   Bus Org                           Service Arrangement Group


                                                    Service Arrangment
                                                       Group Items



                                                              Service Arrangement
                                             Payments
                                                                     Detail




                     Figure 8-8: Payment Detail Navigational Diagram




SS Payments Design.doc                           Payments – Design                       Page 43 of 259
Last Updated: 04/08/09
8.3.3        Node in the tree
The Tree Caption for a Payment is
    [Payment Status]/[Payment Type Description] – [Warrant / eff. date] – [Service
    Vendor Name]
    "Payment status" is only displayed for Payment Requests.
    Example:
        Draft/Payment Request – 05/14/2005– Jay's Child Care Service
        Cancellation (Refund) – 05/14/2005– Jay's Child Care Service


The default sort order of the tree is listed below:
    •   Payment Batch                           Ascending order by "Create Date"
    •   All other Payment node containers       "Warrant / Eff. Date" (descending
                                                order), Service Vendor name, and
                                                Client name.


8.4 Payments E-grid
The Payment grid displays when a Payment node container is selected in the tree
and on the "Payments" tab of the Payment Batch, Service Arrangement and Service
Arrangement Group.
The Payment that is selected in the grid displays in the preview window at the
bottom of the screen.
The grid lists Payments based on the user's current location within the application as
listed below:
    •   Payments node container for a Service Arrangement:
        o   Grid displays all Payments associated with the Service Arrangement.
    •   Payments node container for a Bus Org:
        o   Grid displays all Payments where the Bus Org is the Service Vendor or the
            Payee Vendor.
    •   Payments node container for a Client:
        o   Grid displays all Payments for that Client.
    •   Payments node container for a Service Arrangement Group:
        o   Grid displays all Payments for that group.
    •   Payments node container for a Payment Batch:
        o   Grid displays all Payments for that batch.
    •   The Payments Search screen allows users to enter the criteria to determine
        which Payments are displayed within the grid.
The default columns and available fields for all nodes containers are the same. Users
can customize each node container as needed. The system remembers the setting
for each location.



SS Payments Design.doc                     Payments – Design            Page 44 of 259
Last Updated: 04/08/09
                         Figure 8-9: Payment Grid




SS Payments Design.doc             Payments – Design   Page 45 of 259
Last Updated: 04/08/09
Table 8-19 lists the fields that are available in the Payment grid, the available
columns, and defaults. A blank in the “Default Grid Order” column indicates the
column is not visible by default, but is available using Grid Options, Choose Columns.
The default sort order of the grid is listed below:
    •   Payment Batch                            Ascending order by "Create Date"
    •   All other Payment node containers        "Warrant / Eff. Date" (descending
                                                 order), Service Vendor name, and
                                                 Client name.
                                                                           Default Grid
 Column Heading                            Comments
                                                                              Order
Payment Type             The type of Payment                                      1
Payment Status           The status of the Payment                                2
Warrant / Eff. Date      The actual or expected date on the warrant,              3
                         depending on the Payment Status
Amount                   The amount of payment                                    4
Service Vendor           Name of the Bus Org providing the service                5
Client Name              The full name of the Client receiving services           6
                         (Last, First Middle Suffix)
Service Start Date       First date of Service                                    7
Service End Date         Last date of Service                                     8
COA Code                 The Chart of Accounts Code to which payments             9
                         are applied
1099                     Indicates whether payment is included on the       Not Visible
                         1099 of the vendor being paid
Accrual Code             Accrual Code                                       Not Visible
Accrual Code             Description of the Accrual Code                    Not Visible
Description
Approver                 Name of the person who approved, or who has        Not Visible
                         been requested to approve, the Payment
                         Request
Cnty Sub-Svc             Name of the County Sub-Service                     Not Visible
Description
Cnty Sub-Svc             The County Sub-Service Number                      Not Visible
Number
Contract Number          Contract number relating to the Payment            Not Visible
County Defined Date      County defined date that can be used by the        Not Visible
                         County Accounting System
County Defined Field     County defined field that can be used by the       Not Visible
                         County Accounting System
Create Date              Date and time the Payment record was created       Not Visible




SS Payments Design.doc                      Payments – Design             Page 46 of 259
Last Updated: 04/08/09
                                                                          Default Grid
 Column Heading                            Comments
                                                                             Order
Creator                  County staff person who created the Payment       Not Visible
                         record
HCPCS/Mod Code           The HCPCS/Modifier code                           Not Visible
IV-E Reimbursable        Indicates whether payment is considered for       Not Visible
                         inclusion on the Title IV-E report
License #                Service Vendor's license or automation number     Not Visible
Payee County             The county vendor number of the Payee             Not Visible
Vendor #                 Vendor
Payee Vendor             The name of the Payee Vendor, if there is one     Not Visible
Paying County            County responsible for payment (used only in      Not Visible
                         multi-county installs)
Payment #                Record ID of the Payment record                   Not Visible
Rate                     The rate for each unit provided.                  Not Visible
Requested Amount         The requested amount submitted to the County      Not Visible
                         Accounting System for payment.
Service                  The Service Arrangement ID of the Service         Not Visible
Arrangement #            Arrangement associated to the Payment
Service County           The county vendor number of the Service           Not Visible
Vendor #                 Vendor
Spec Cost Code           The Special Cost Code                             Not Visible
Spec Cost Code           The Description of the Special Cost Code          Not Visible
Desc
SSIS Person #            SSIS Person ID Number of the client receiving     Not Visible
                         services
Svc Code                 The 3 digit BRASS Service Code                    Not Visible
Svc Description          The BRASS Service Description                     Not Visible
Units                    The number of Units of Service                    Not Visible
Warrant / GL             The total amount of the warrant                   Not Visible
Amount
Warrant / GL             The check number that includes the payment        Not Visible
Number
Workgroup                The name of the Workgroup to which the            Not Visible
                         payment is associated

                         Table 8-19 Payment Grid Field List




SS Payments Design.doc                     Payments – Design             Page 47 of 259
Last Updated: 04/08/09
8.5 Payment Detail Screen
The Payment Detail screen, as shown in Figure 8-10 and Figure 8-11, is displayed for
a single Payment Request, Posted Payment, and Correcting Entry Adjustment and in
the preview window below the Payment grid.




                   Figure 8-10: Payment Detail Screen – top half




SS Payments Design.doc                  Payments – Design             Page 48 of 259
Last Updated: 04/08/09
                Figure 8-11: Payment Detail Screen – bottom half




SS Payments Design.doc                Payments – Design            Page 49 of 259
Last Updated: 04/08/09
8.5.1        Field list
Table 8-20 shows the fields for the Payment Detail screen.
The "Data Type" column contains the format of each field as it is stored in the
database. The following notations are used in this column:
    Num           Numeric                 Alpha     Alpha-numeric
    $             Currency                Y/N       Boolean
    Num (n,n)     Numeric field – the first number indicates the total number of digits;
                  the second number indicates the number of digits to the right of the
                  decimal (i.e. Num 5,2 = 999.99).
                  Numeric fields do not allow the entry of non-numeric character,
                  except the period, + and -.
                  If the user enters more digits to the right of the decimal than
                  allowed, the value is rounded. The value is always rounded up when
                  the extra digit is 5 or more.
                  If the user enters more digits to the left of the decimal than the field
                  allows, one of the following error messages is displayed when the
                  user tabs off the field:
                    “Number is out of range.”
                         Displays when the value is too large for the field, but is less
                         than 16 digits to the left of the decimal
                    - or -
                    "value" is not a valid floating-point value for field "fieldname"
                         Displays when the value more than 15 digits to the left of the
                         decimal
Negative numbers are displayed with parentheses around the number. For example,
negative $50.25 is displayed as ($50.25).

Screen                                                                 Field  Data             Tab
                  Description
Caption                                                                Length Type             Order
Payment Details

Payment #          Record ID                                            10        Num          N/A
                   Non-editable, system assigned field containing
                   the unique ID of the Payment record.
Original           Visible only on Payment Modification                 10        Num          N/A
payment #
                   Payment # of the original Payment record




SS Payments Design.doc                       Payments – Design                Page 50 of 259
Last Updated: 04/08/09
Screen                                                              Field  Data            Tab
                  Description
Caption                                                             Length Type            Order
Payment type       The description of the Type of Payment           1         Alpha        1
                   Valid values are:
                         1   Payment request
                         2   Posted payment
                         3   Correcting entry adjustment
                         4   Adjustment reversal
                         5   Refund
                         6   Recovery
                         7   Cancellation (Refund)
                         8   Cancellation (Recovery)
                   Value depends on action used to create the
                   payment and the users security function.
                   Payment Type can be changed from "Payment
                   request" to "Posted payment" if the payment
                   is not in a batch and the user has the
                   appropriate security function.
Payment            Displays the current Payment Status              N/A       Alpha        N/A
status
                   Non-editable, changes based on user actions
                   via the Action Menu.
                   Valid values are:
                         Draft               DR
                         Pending approval    PA
                         Approved            A1
                         Submitted           SB
                         Paid                PD
                         Suspended           SU
                         Denied              DE
Service            The Description of the Service Arrangement       N/A       Alpha        2
arrangement        associated to the Payment.
                   Use the Service Arrangement Search button to
                   select a Service Arrangement.
                   Auto-filled if user enters the Service
                   Arrangement #.
                   This value is not stored on the record (see
                   Service Arrangement #).
Service            The Service Arrangement Number of the            10        Num          3
arrangement        Service Arrangement associated to the
#                  Payment.
                   Auto-filled if Service Arrangement is selected
                   using Service Arrangement Search.




SS Payments Design.doc                       Payments – Design            Page 51 of 259
Last Updated: 04/08/09
Screen                                                                  Field  Data            Tab
                  Description
Caption                                                                 Length Type            Order
Service start      First date of Service                                10        Date         4
date
Service end        Last date of Service                                 10        Date         5
date
Client name        The Name of the Client receiving services            N/A       Alpha        6
                   Use the Client Search button to select. Auto-
                   filled if user enters the SSIS Person #.
                   This value is not stored on the record (see
                   SSIS Person #). When a Payment Batch is
                   submitted, the Client Name is submitted to
                   the County Accounting System.
SSIS person        SSIS Person ID Number                                10        Num          7
#
                   Auto-filled if Client is selected using the Client
                   Search.
Workgroup          The name of the Workgroup selected for the           10        Num          8
                   Service Arrangement.
                   Drop down contains a list of all workgroups to
                   which the client is associated. Workgroup list
                   includes all programs, open and closed
                   workgroups where the person is an active or
                   inactive client.
                   Only the Workgroup ID is stored on the table.
Business organizations / vendors
Service vendor
    Name           Name of the Bus Org providing the service            50        Alpha        9
                   Use the Bus Org Search button to select.
                   Auto-filled if user enters the County Vendor #.
    County         The County Vendor Number of the Service              20        Alpha        10
    vendor #       Vendor
                   Auto-filled if Service Vendor is selected using
                   Bus Org Search.
    SSIS bus.      Bus Org ID of the Service Vendor                     10        Num          11
    org. #
Payee vendor
    Name           Name of the Bus Org that receives payment            50        Alpha        12
                   for the services provided.
                   Defaults based on Service Vendor.
                   Can be blanked out
    County         The County Vendor Number of the Payee                20        Alpha        N/A
    vendor #       Vendor
                   Defaults based on Service Vendor.



SS Payments Design.doc                       Payments – Design                Page 52 of 259
Last Updated: 04/08/09
Screen                                                             Field  Data           Tab
                  Description
Caption                                                            Length Type           Order
    SSIS bus.      Bus Org ID of the Payee Vendor                  10       Num          N/A
    org. #
License #          The license or automation number assigned to    10       Alpha        13
                   the service vendor.
IV-E sub code      The IV-E sub code assigned to the facility by   1        Alpha        14
                   DHS financial management.
Programs and services
Program            SSIS Sub Program Number and Description         10       Num          15
                   Drop down lists available Programs based on
                   Service Start and End Dates.
                   Only the Program ID is stored in the table.
#/a                Toggle button to switch the display of the                            N/A
                   following fields from "Code – Description" to
                   "Description – Code", and vice verse:
                       • Program
                       • Service
                       • County Sub-Service
                       • HCPCS/Modifier
                       • Special Cost Code
Service            3 Digit BRASS Service Code and Current          10       Num          16
                   Service Description
                   Drop down lists available Services based on
                   selected Program and Service Start and End
                   Dates.
                   Only the Service ID is stored in the table.
County sub-        County Sub-Service Number and Description       10       Num          17
service
                   Drop down lists available County Sub-Services
                   based on the selected Service and Service
                   Start and End Dates.
                   Only the County Sub-Service ID is stored in
                   the table.




SS Payments Design.doc                     Payments – Design            Page 53 of 259
Last Updated: 04/08/09
Screen                                                              Field  Data             Tab
                  Description
Caption                                                             Length Type             Order
HCPCS/             The HCPCS and Modifier (if applicable) to        10         Num          18
modifier           include on a claim
                   The HCPCS Code, any Modifiers, and the
                   description are displayed.
                   Used only when the payment is intended to be
                   claimed.
                   Drop down lists available HCPCS and Modifiers
                   based on selected Program and Service, and
                   Service Start and End Dates.
                   Only the HCPCS/Modifier ID is stored in the
                   table.
Location           The location where the Service will be           1          Alpha        19
                   provided (Used for claiming)
Fiscal Details
Special cost       Special Cost Code and Description.               10         Num          20
code
                   Used to add a cost to a Service without adding
                   units
                   SSIS determines these codes and Counties
                   may add their own.
                   Only the Special Cost Code ID is stored in the
                   table.
Paying county      County responsible for payment                   2          Alpha        21
                   Visible only in multi-county installs
                   Drop down lists valid counties.
                   The County Code is stored.
DOC points         The Difficulty of Care points for a Client (0    10,0       Num          22
                   through 225).
                   Only available, and is required when the
                   Service is 180 (Treatment Foster Care) or 181
                   (Child Family Foster Care) and a Client is
                   selected. The value entered is used to
                   calculate the Rate.
Basic per          The per day rate for foster care, based on the   12,2       $            23
diem               client age
                   Only available, and is required when the
                   selected Service selected is 180 (Treatment
                   Foster Care) or 181 (Child Family Foster Care)
                   and a Client is selected. The value entered is
                   used to calculate the Rate.
Rate               The rate for each unit provided.                 14,4       Num          24



SS Payments Design.doc                      Payments – Design              Page 54 of 259
Last Updated: 04/08/09
Screen                                                              Field  Data             Tab
                  Description
Caption                                                             Length Type             Order
Unit type          The type of unit used by the Service             2          Alpha        25
Units              The number of Units of Service                   12,2       Num          26
                   Units Calculator                                                         N/A
                   See Section 8.5.3, “Units Calculator”, on page
                   60 for details.
Calc               Can be used when 2 of the 3 fields, Units,                               27
                   Rate and Amount, have a value to calculate
                   the 3rd field
Amount             The amount of payment                            12,2       Num          28
SEAGR unit         Display field of the SEAGR Unit Type for the     N/A                     N/A
type               selected Service (also referred to as the
                   BRASS Standard Unit).
SEAGR units        The number of units to include on the SEAGR      12,2       Num          29
                   Report
Requested          The requested amount that was submitted to       12,2       Num          N/A
amount             the County Accounting System for payment
                   Only visible when the Requested Amount is
                   different from the Amount actually paid.
Warrant / eff.     On an unpaid Payment Request:                    10         Date         30
date                     The expected date on the warrant
                   On a paid Payment Request:
                         The actual date on the warrant
                   On a Posted Payment:
                         The date of the Payment
                   On a Payment Modification:
                         The effective date of the modification
Accrual code       Accrual Code and Description                     10         Num          31
                   Used to tell the County Accounting System to
                   count expenses at the time they are actually
                   incurred irrespective of when the money is
                   paid out.
                   Example:
                        Service Dates: 12/1/05 to 12/31/05
                        Scheduled Warrant Date: 1/21/06
                        Accrual Code: XYZ
                   Expense is counted on 12/31/05, even though
                   it is paid out on 1/21/06.
                   Only the Accrual Code ID is stored on the
                   table.




SS Payments Design.doc                       Payments – Design             Page 55 of 259
Last Updated: 04/08/09
Screen                                                                Field  Data             Tab
                  Description
Caption                                                               Length Type             Order
County             County defined date that can be used by the        10         Date         32
defined date       County Accounting System.
Chart of           The Chart of Accounts Code to which the            10         Num          33 -
accounts           payments is applied                                                        43
                   The number of fields is variable based on the
                   county's COA structure.
                   The description of the COA Code is displayed
                   after the COA code is entered.
                   Only the COA Code ID is stored in the table.
Submitted          Date Payment Request was sent to the County        10         Date         N/A
date               Accounting System. Used only on Payment
                   Requests, assigned by the system when the
                   batch containing the Payment Request is sent
                   to the County Accounting System.
Warrant / GL       On a Paid Payment Request:                         20         Alpha        44
number                   Contains the warrant number used to
                         make the payment. Multiple Payment
                         Requests for a single vendor can be
                         combined onto one check.
                         This number is received on the electronic
                         Warrant / GL from the County Accounting
                         System.
                   On a Posted Payment:
                         Contains the reference number to the
                         general ledger transaction, or the warrant
                         number, depending on how the payment
                         was made.
                         The number is entered by the user.
Warrant / GL       Contains the total amount of the warrant           12,2       Num          45
amount
                   Multiple Payment Requests for a single vendor
                   can be combined onto one warrant, so the
                   amount may be more than the amount on the
                   payment.
                   On a Paid Payment Request:
                         The amount is received on the electronic
                         confirmation from the County Accounting
                         System.
                   On a Posted Payment:
                         The number is entered by the user.
IV-E               Indicates whether payment is considered for        1          Alpha        46
reimbursable       inclusion on the Title IV-E report
                   Defaults to No



SS Payments Design.doc                       Payments – Design               Page 56 of 259
Last Updated: 04/08/09
Screen                                                                Field  Data            Tab
                  Description
Caption                                                               Length Type            Order
Invoice            Vendor's Invoice Number                            20        Alpha        47
number
Invoice date       County defined field to enter the date on the      10        Date         48
                   vendor's invoice, the date the invoice was
                   received, or the due date on the invoice.
1099               Indicates whether payment is included on the       1         Alpha        49
                   1099 of the vendor being paid
                   Valid values are Nonemp. Comp., Medical or
                   No.
Arrangement        The description of the Service Arrangement         10        Num          50
group              Group to which the Payment is associated
                   Only available if the Payment is not linked to a
                   Service Arrangement.
                   Select using the Service Arrangement Search
                   button.
                   Only the Service Arrangement Group ID is
                   stored in the table.
Contract           Contract number relating to the Payment            20        Alpha        53
number
County             County defined field that can be used by the       40        Alpha        54
defined field      County Accounting System.
Remittance         On a Payment Request:                              255       Alpha        51
adv. desc. /
                         The description to print on the warrant
reason
                         Remittance Advice
                         Can be defaulted to the description of the
                         Service using the "Copy from Service"
                         button
                   On a Posted Payment or Correcting Entry
                   Adjustments:
                         The reason for the posted payment or a
                         description of the modification
Copy from          Used to copy the Service Description to the                               52
Service            Remittance adv. desc. / reason on a Payment
                   Request.
                   Disabled on all other Payment Types
Creator            County staff person who created the Payment        10        Num          N/A
                   record
                   Only the Staff ID of the person is stored in the
                   table
Create date        Date the Payment was created                       10        Date         N/A



SS Payments Design.doc                       Payments – Design              Page 57 of 259
Last Updated: 04/08/09
Screen                                                                Field  Data            Tab
                  Description
Caption                                                               Length Type            Order
Approver           Name of the person who approved the                10        Num          N/A
                   Payment Request
                   Blank on Posted Payments and Correcting
                   Entry Adjustments
                   Only the Staff ID is stored.
Approval date      Date the Payment Request was approved.             10        Date         N/A

                            Table 8-20: Payment field list



8.5.2        Shortcut Keys
The Payment screen uses shortcut keys to eliminate the need to use a mouse for
navigation and to perform actions. The table below lists the shortcut keys for
Payment.
               Icon
  Icon                      Shortcut Key                           Action
             Location
                            F2                New Payment
                            Shift-F2          Create Duplicate
           Before the       Ctrl + Alt + L    Calculate Units, Rate or Amount when 2 of the
           Amount field                       3 fields have a value.
                            Ctrl + Alt + A    Clears the Amount and recalculates if Rate and
  None
                                              Units have a value.
           After the Unit   Ctrl + Alt + U    Open the Unit Calculator
           field

  None                      Page Down         Scrolls toward the bottom of the screen
  None                      Page Up           Scrolls toward the top of the screen
           Toolbar          Alt + Left        Back
                            Arrow
                                              Return to the previous selection in the tree
           Toolbar          Alt + Right       Forward
                            Arrow
                                              Return to the next selection in the tree (only
                                              available after the Back button has been used)
           Toolbar          Ctrl + Alt +      Up – drill up the tree to the next higher level
                            Left Arrow
                                              Displays the node container (if one exists)
                                              when a record is displayed in full screen
           Toolbar          Ctrl + Alt +      Down – drill down into the tree
                            Right Arrow
                                              Displays the record in full screen when it is in
                                              the preview window of a node container




SS Payments Design.doc                       Payments – Design              Page 58 of 259
Last Updated: 04/08/09
               Icon
  Icon                   Shortcut Key                        Action
             Location
                         Alt + Up        Launches the Search for the current field
  None                   Arrow
                                         For example, if the cursor is on the Service
                                         Vendor field, the Bus Org Search launches.
                         Ctrl + Alt +    Displays the Index Card for the current field
                         Up Arrow
  None                                   For example, if the cursor is on the Service
                                         Vendor field, the Service Vendor Index Card
                                         displays.
                         Alt + Down      Open the dropdown for the selected field.
  None
                         Arrow

                           Table 8-21: Shortcut Keys




SS Payments Design.doc                  Payments – Design             Page 59 of 259
Last Updated: 04/08/09
8.5.3         Units Calculator


              Shortcut key to open the Units Calculator is Ctrl+Alt+U
The Units Calculator can be used to calculate the number of Units. It is only enabled
when Units is enabled and Unit Type is one of the following:
    •   Daily rate, cert. facility
    •   Daily rate, live-in
    •   Day
    •   Week
    •   Bimonthly (2 X month)
    •   Month
The number of units is calculated based on the Start and End Dates, the Unit Type
and user settings on the dialog that is displayed when the user opens the Units
Calculator. The display varies slightly based on the Unit Type as shown in the
examples in the following table.
Daily rate, cert. facility
Daily rate, live-in
Day


Dialog is the same for these
Unit Types except the name
of the Unit Type.




Week




SS Payments Design.doc                    Payments – Design             Page 60 of 259
Last Updated: 04/08/09
Bimonthly (2 X month)




Month




                         Table 8-22: Units Calculator Examples




SS Payments Design.doc                    Payments – Design      Page 61 of 259
Last Updated: 04/08/09
8.5.4        Service Arrangement Index Card
When a Service Arrangement is selected on a Payment, an Index Card icon is
displayed at the end of the Service Arrangement's Description field. Clicking on the
icon displays an index card of additional information about the Service Arrangement.
The index card can be closed by clicking anywhere outside of the index card.
Figure 8-12 shows a sample of the Service Arrangement index card and the
information that is available.




                   Figure 8-12: Service Arrangement Index Card




SS Payments Design.doc                  Payments – Design              Page 62 of 259
Last Updated: 04/08/09
8.5.5        Client Index Card
When a client is selected on a Payment, an Index Card icon is displayed at the end of
the Client Name field. Clicking on the icon displays an index card of additional
information about the client. The index card can be closed by clicking anywhere
outside of the index card.
Figure 8-13 shows a sample of the client index card and the information that is
available.




                         Figure 8-13: Client Index Card




SS Payments Design.doc                   Payments – Design             Page 63 of 259
Last Updated: 04/08/09
8.5.6        Bus Org Index Card
When a Service Vendor or a Payee Vendor is selected on a Payment, an Index Card
icon is displayed at the end of the Vendor's Name field. Clicking on the icon displays
an index card of additional information about the Business Organization. The index
card can be closed by clicking anywhere outside of the index card.
Figure 8-14 shows a sample of the Bus Org index card and the information that is
available.




                         Figure 8-14: Bus Org Index Card




SS Payments Design.doc                   Payments – Design              Page 64 of 259
Last Updated: 04/08/09
8.6 Business Rules

8.6.1        GL Date
The GL Date is calculated from the Warrant / Eff. Date and the Accrual code, if one
exists.
If there is no Accrual code, the GL Date is equal to the Warrant / Eff. Date.
If there is an Accrual code, the GL Date is 12/31 of year preceding the Warrant / Eff.
Date.
When a Payment Request is created, the scheduled warrant date is entered into the
Warrant / Eff. Date field. When the Payment Request is Paid (an electronic
confirmation has been received from the County Accounting System), the actual
warrant date becomes the Warrant / Eff. Date.
An Accrual code can only be selected if the Service Dates are in the year preceding
the Warrant / Eff. Date.


8.6.2        COA Maximums
Payments with any Payment Status, except "Denied", are included in COA
Maximums.


8.6.3        Service Arrangement Group Maximums
Payments with any Payment Status, except "Denied", are included in Service
Arrangement Group Maximums.


8.6.4        Service Arrangement Remaining Amount
Payments with any Payment Status, except "Denied", are validated against the
Service Arrangement Remaining Amount.




SS Payments Design.doc                    Payments – Design              Page 65 of 259
Last Updated: 04/08/09
8.6.5        SEAGR Units Calculation
"SEAGR Rules" is published by DHS and defines how units and cost for each BRASS
Service are reported on the SEAGR Report. This document defines the standard Unit
Type, if there is one, used to report each Service. For Services with a standard Unit
Type, both cost and units are reported on the SEAGR Report. For Services that do
not have a standard Unit Type, only the cost is reported.
The Unit Type on a Payment is based on how the vendor is paid. When a
HCPCS/Modifier is selected, the Unit Type is set to the Unit Type for that
HCPCS/Modifier.
The Unit Type used to make a Payment may not match the Unit Type required for
SEAGR reporting. If possible, the system will convert the Units paid to SEAGR Units
for reporting using a SEAGR Conversion table (SEAGR_CONV). SEAGR Units is
blanked out and disabled if the Payment has a Special Cost Code, except Special
Cost Code 11, “Foster care maintenance only – basic”, which does include SEAGR
Units.
If the system cannot convert the Units, the user can enter the number of SEAGR
Units to be reported in the SEAGR Units field, or can enter adjustments to the
Service during SEAGR Report preparation.
The SEAGR Unit Type for each Service, if there is one, is stored on the BRASS
Service History table. This Unit Type is displayed in the SEAGR Unit Type field on
the Payment.
The "Warrant / eff. date" on the Payment is used to determine which BRASS Service
History record to use for the SEAGR Unit Type.
    Example:
        Service 505 used SEAGR Unit Type "Screening" until 12/31/07. As of 1/1/08,
        the SEAGR Unit Type changed to "15 minute".
        Payments with a "Warrant / eff. date" of 12/31/07 (or before) use
        "Screening" for the SEAGR Unit Type.
        Payments with a "Warrant / eff. date" of 1/1/08 (or after) use "15 minute" for
        the SEAGR Unit Type.
The SEAGR Conversion table also contains effective dates. The "Warrant / eff. date"
on the Payment is used to determine which SEAGR Conversion record to use to
calculate SEAGR Units.
    Example:
        Service xxx converted "Day" to "Hours" by multiplying the Units * 8 until
        12/31/07. As of 1/1/08, the conversion changed to multiplying the Units * 6.
        Payments with a "Warrant / eff. date" of 12/31/07 (or before) use Units * 8
        to calculate SEAGR Units.
        Payments with a "Warrant / eff. date" of 1/1/08 (or after) use Units * 6 to
        calculate SEAGR Units.




SS Payments Design.doc                    Payments – Design              Page 66 of 259
Last Updated: 04/08/09
8.6.6           What's Required, What's Editable and When
When a new Payment Request, Posted Payment, or Correcting Entry Adjustment is
linked to a Service Arrangement, many fields default on the Payment. Most
defaulted fields are not editable. Different rules apply depending on whether the
Service Arrangement is Client Specific or Non-Client Specific and whether Use Other
Vendors = Yes, or Pay Client Specific = Yes as defined below.
    Client Specific Service Arrangement with Use Other Vendors = Yes
          •     Service Vendor may be blank on the Service Arrangement, in which case a
                Service Vendor is required on the Payment.
          •     All business rules for entering Service Vendor and Payee are applied.
          •     Payment Requests and Posted Payments
                •   Service Vendor, if valued on the Service Arrangement, can be
                    changed.
          •     Correcting Entry Adjustment
                •   Service Vendor is only enabled if the Original Payment also has a
                    Payee.
    Non-Client Specific Service Arrangement and Pay Client Specific = Yes
          •     Client is blank and must be entered.
          •     Program is required if blank on the Service Arrangement, otherwise is
                read only.
Additional business rules can affect entry of fields and the impact of one field on
another, such as Special Cost Code. These rules are listed later in this section.
The table below summarizes which fields default from the Service Arrangement,
which fields are editable, and which are required. This table applies to Payment
Requests, Posted Payments, and Correcting Entry Adjustments.
Fields that default from the Service Arrangement have a shaded
background.
                         Client Specific Service         Non-Client Specific Service
                              Arrangement                      Arrangement                Manual
   Screen             Use Other       Use Other          Pay Client     Pay Client       Payment
   Caption           Vendors=No      Vendors=Yes        Specific=No    Specific=Yes
Payment details
Payment type         Req'd           Req'd              Req'd          Req'd            Req'd
Payment              System Gen'd    System Gen'd       System Gen'd   System Gen'd     System
status                                                                                  Gen'd
Service              Selecting       Selecting          Selecting      Selecting        Blank
arrangement /        defaults        defaults           defaults       defaults
service              remaining       remaining fields   remaining      remaining
arrangement #        fields                             fields         fields
Service start        Req'd           Req'd              Req'd          Req'd            Req'd
date
Service end          Req'd           Req'd              Req'd          Req'd            Req'd
date



SS Payments Design.doc                          Payments – Design              Page 67 of 259
Last Updated: 04/08/09
                         Client Specific Service         Non-Client Specific Service
                              Arrangement                      Arrangement                     Manual
   Screen          Use Other          Use Other          Pay Client       Pay Client          Payment
   Caption        Vendors=No         Vendors=Yes        Specific=No      Specific=Yes
Client name      Read Only           Read Only          Not Available    Req'd               See Note
SSIS person #    Read Only           Read Only          Not Available    Req'd               Optional
Workgroup        Editable            Editable           Not Available    Optional            Optional
Business organizations / vendors
Service vendor
    Name         Read Only           Editable / Req'd   Read Only        Read Only           Req'd
    County       Read Only           (see rules         Read Only        Read Only           Req'd
                                     defined above)
    vendor #
    SSIS bus     Read Only                              Read Only        Read Only           Req'd
    org #
Payee vendor
    Name         Read Only           See Note           Read Only        Read Only           Optional
    County       Read Only           See Note           Read Only        Read Only           Optional
    vendor #
    SSIS bus     Read Only           See Note           Read Only        Read Only           Optional
    org #
License #        Editable            Editable           Editable         Editable            Optional
IV-E sub code    Editable            Editable           Editable         Editable            Optional
Programs and services
Program          Read Only           Read Only          Read Only        Read Only if        Req'd if
                                                                         Valued,             Client
                                                                         Editable &          Specified
                                                                         Req'd if blank
Service          Read Only           Read Only          Read Only        Read Only           Req'd
County sub-      Read Only           Read Only          Read Only        Read Only           See Note
service
HCPCS/           Read Only           Read Only          Read Only        Read Only           Optional
modifier
Location         Read Only           Read Only          Read Only        Read Only           See Note
Fiscal details
Special cost     Read Only           Read Only          Read Only        Read Only           Optional
code
Paying county    Read Only           Read Only          Read Only        Read Only           Req'd if
See note                                                                                     Visible

Doc points       Read Only           Read Only          Read Only        Read Only           See Note
Basic per diem   Read Only           Read Only          Read Only        Read Only           See Note
Rate             Read Only if        Read Only if       Read Only if     Read Only if        Req'd
    See note     Valued,             Valued,            Valued,          Valued,
                 Editable &          Editable & Req'd   Editable &       Editable &
                 Req'd if blank      if blank           Req'd if blank   Req'd if blank




SS Payments Design.doc                           Payments – Design                  Page 68 of 259
Last Updated: 04/08/09
                         Client Specific Service         Non-Client Specific Service
                              Arrangement                      Arrangement                    Manual
   Screen          Use Other          Use Other          Pay Client      Pay Client          Payment
   Caption        Vendors=No         Vendors=Yes        Specific=No     Specific=Yes
Unit type        Read Only           Read Only          Read Only       Read Only           Req'd –
                                                                                            See Note
Units            Req'd               Req'd              Req'd           Req'd               Req'd –
                                                                                            See Note
Amount           Req'd               Req'd              Req'd           Req'd               Req'd
SEAGR unit       System Gen'd        System Gen'd       System Gen'd    System Gen'd        System
type                                                                                        Gen'd
SEAGR units      Optional            Optional           Optional        Optional            Optional
    See note
Warrant / eff.   Req'd               Req'd              Req'd           Req'd               Req'd
Date
Accrual code     Optional            Optional           Optional        Optional            Optional
County defined   Optional            Optional           Optional        Optional            Optional
date
Chart of         Read Only           Read Only          Read Only       Read Only           Req'd
accounts
Submitted date   System Gen'd        System Gen'd       System Gen'd    System Gen'd        System
                                                                                            Gen'd
Warrant / GL     See Note            See Note           See Note        See Note            See Note
number
Warrant / GL     See Note            See Note           See Note        See Note            See Note
amount
IV-E             Editable &          Editable & Req'd   Editable &      Editable &          Req'd
reimbursable     Req'd                                  Req'd           Req'd
Invoice          Optional            Optional           Optional        Optional            Optional
number
Invoice date     Optional            Optional           Optional        Optional            Optional
1099             Editable &          Editable & Req'd   Editable &      Editable &          Req'd
    See note     Req'd                                  Req'd           Req'd

Arrangement      Not Available       Not Available      Not Available   Not Available       Optional
group
Contract         Editable            Editable           Editable        Editable            Optional
number
County defined   Optional            Optional           Optional        Optional            Optional
field
Remittance       Editable &          Editable & Req'd   Editable &      Editable &          Req'd
adv. desc. /     Req'd                                  Req'd           Req'd
reason
Creator          System Gen'd        System Gen'd       System Gen'd    System Gen'd        System
                                                                                            Gen'd
Create date      System Gen'd        System Gen'd       System Gen'd    System Gen'd        System
                                                                                            Gen'd
Approver         System Gen'd        System Gen'd       System Gen'd    System Gen'd        System
                                                                                            Gen'd



SS Payments Design.doc                           Payments – Design                 Page 69 of 259
Last Updated: 04/08/09
                         Client Specific Service       Non-Client Specific Service
                              Arrangement                    Arrangement                Manual
   Screen          Use Other          Use Other        Pay Client     Pay Client       Payment
   Caption        Vendors=No         Vendors=Yes      Specific=No    Specific=Yes
Approval date    System Gen'd        System Gen'd    System Gen'd    System Gen'd     System
                                                                                      Gen'd

                          Table 8-23: What's required and when

The error message for a required field that is missing follows the standard of
“"Fieldname" is required”.


Notes:
Client & Location
    •   Client and Location are required if a HCPCS/Modifier is selected.
Payee on Client Specific Service Arrangement with Use Other Vendors = Yes
    •   If a Service Vendor is selected that is not the same as the Service
        Arrangement, the Payee Vendor defaults based on the selected Service
        Vendor and can be blanked out.
    •   If the Service Vendor is the same as the Service Arrangement, the Payee
        Vendor must also match the Service Arrangement.
County Sub-Service:
    •   County Sub-Service is disabled if one does not exist for the selected Service.
    •   County Sub-Service is required if County Sub-Service Required is Yes on the
        County Setting record for the selected Service in Programs and Services in
        the SSIS Admin application.
    •   If a County Setting record for the selected Service does not exist, a County
        Sub-Service is not required.
Paying County
    •   Paying County is only visible in multi-county installations with a shared
        database (Lincoln/Lyon/Murray, and Faribault/Martin).
DOC Points & Basic Per Diem
    •   Additional business rules under Rate and Special Cost Code apply.
Units, Unit Type, Rate
    •   Additional business rules under Special Cost Code apply.
SEAGR Units
    •   SEAGR Units is only enabled if the Unit Type on the Payment cannot be
        converted to the SEAGR Unit Type for the Service. If the Unit Type can be
        converted, the system calculates SEAGR Units and the field is disabled.
    •   Additional business rules under Special Cost Code apply.
Warrant / GL Number, Warrant / GL Amount
    •   On a Payment Request: these fields are disabled and are system generated
        when the Payment Confirmation is received.
    •   On a Posted Payment or Correcting Entry Adjustment, these fields are
        required.




SS Payments Design.doc                         Payments – Design             Page 70 of 259
Last Updated: 04/08/09
1099
    •   If the 1099 field on the Service Arrangement is "Undetermined", a default
        value is not set.




SS Payments Design.doc                   Payments – Design             Page 71 of 259
Last Updated: 04/08/09
8.6.7        Editing a Payment
This section describes the editing rules for a Payment record. Payment Requests
have specific editing rules based on the Payment Status and the user's security.
Posted Payments and Payment Modifications can be edited at anytime, provided the
user has the appropriate security.
Additional editing rules apply to some fields, referred to as "Reporting Fields". These
rules are also described in this section.

8.6.7.1 Payment Requests
Generally, Payment Request fields are editable only when the Payment Status is
Draft, with the exception of the Reporting Fields.
If the Payment Request is in a batch, it is only editable by the owner of the batch, as
defined on the Batch Header record.
The table below summarizes what changes are allowed on a Payment Request based
on Payment Status.

  Payment Status                                 Allowed Changes

 Denied                  No editing allowed

 Suspended               No editing allowed

 Draft                   Any field - user must be the Owner of the Batch

 Pending Approval        No editing allowed

 Approved                No editing allowed

 Submitted               Reporting fields

 Paid                    Reporting fields

                            Table 8-24: Editing Payments




SS Payments Design.doc                        Payments – Design          Page 72 of 259
Last Updated: 04/08/09
8.6.7.2 Reporting Fields
"Reporting Fields" are used primarily for internal reporting or state reporting. The
following fields are considered Reporting Fields:
    •   Workgroup                           •   SEAGR Units
    •   License #                           •   Arrangement Group
    •   IV-E sub code                       •   Invoice Number
    •   1099                                •   Invoice Date
    •   IV-E Reimbursable                   •   Contract Number
                                            •   County Defined Field
All business rules for these fields to be enabled, required, and valid are
enforced.
The security function "Edit Payment Reporting Fields" exists to limit a user's access
to these fields only. Users with the ability to create Payment records can also edit
these fields, provided they have the security for the selected record. Following are
the rules for editing these fields based on Payment Type.
Payment Request
Reporting Fields can be changed when the Payment Status is Submitted or Paid, in
which case only the business rules for the Reporting Fields apply.
The user must have "Create Payment Request" or "Edit Payment Reporting Fields"
security function.
Posted Payment
Users with "Create Posted Payment" or "Edit Payment Reporting Fields" security
function can change the Reporting Fields.
If the user has "Edit Payment Reporting Fields" security function, but does not have
"Create Posted Payment", only the business rules for the Reporting Fields apply.
If the user can create Posted Payments, all business rules apply.
Payment Modifications
Users with "Create Payment Modification" or "Edit Payment Reporting Fields" security
function can change the Reporting Fields.
If the user has "Edit Payment Reporting Fields" security function, but does not have
"Create Payment Modification", only the business rules for the Reporting Fields apply.
If the user has the authority to create Modifications, all business rules for that type
of Modification apply.




SS Payments Design.doc                     Payments – Design               Page 73 of 259
Last Updated: 04/08/09
8.6.7.3 Payment Request Status Change Actions
Approval actions for Payment Requests do not validate any business rules. If the
user selects an approval action and the record has not been saved, the user receives
a message and the action is cancelled.
The table below summarizes when the business rules are enforced for approval
actions.


  Item on Action            Updated
                                                                Result
      Menu               Payment Status


 Existing Payment - no changes have been made since the last time the
 Payment was saved
 Send for Approval       Pending Approval
 Approve                 Approved
                                              Payment Status is changed and Payment
 Cancel Approval         Draft                Request is saved. No other business rules
                                              apply.
 Suspend Payment         Suspended
 Deny Approval           Denied

 New Payment or Payment that has been changed and changes have not been
 saved
 Send for Approval       Payment Status       The following message is displayed.
                         remains Draft
                                              ACTION CANCELLED: You must save
                                              before sending for approval.
 Approve                 Payment Status       The following message is displayed.
                         remains Draft
                                              ACTION CANCELLED: You must save
                                              before approving.
 Cancel Approval
 Suspend Payment         N/A                  Action will not be enabled.
 Deny Approval

               Table 8-25: How Actions Implement Business Rules




SS Payments Design.doc                      Payments – Design               Page 74 of 259
Last Updated: 04/08/09
8.6.7.3.1       Status Change to Submitted
The "Submit Batch" action on the Payment Batch changes the status of all Payment
Requests in the batch to "Submitted" if all the Submit Payment Batch business rules
are met. See Section 8.9.8.1, “Submit Batch Process”, starting on page 184 for a
list of rules enforced when a Payment Batch is submitted.

8.6.7.3.2       Status Change to Paid
When the electronic payment confirmation process updates the Payment Status to
Paid, no business rules are applied.


8.6.8        Field Specific Business Rules
Except where noted all business rules in this section apply to Payment Requests,
Posted Payments, and Correcting Entry Adjustments.


Field:          Payment ID (PAYMENT_ID)
                         Business Rule                             Message              Rule
Display a warning before the user makes any changes to a      WARNING: This             0.1
Paid Payment record if it has been claimed to IV-E.           Payment has been
                                                              claimed for
Notes:
                                                              reimbursement on
•   Edit applies to records with Payment Status = "Paid".     the IV-E Report
                                                              ([Quarter] [Year]
•   Implemented when the Payment visual module
                                                              [ReportStatus]).
    changes from read-only to edit mode


The information for this message comes from a database
function in the IV-E module, which returns a "claimed"
code with one of the following values:
    1=Claimed, main payment on claim
    2=Claimed, with another payment
    3=Not claimed, netted to 0
The warning is only displayed if the "claimed" code is 1 or
2.
The variables in the message come for the IV-E report
where the payment was claimed:
    Quarter = Q1, Q2, Q3, or Q4
    Year = the year on the report
    ReportStatus = the Draft, Final, Submitted




SS Payments Design.doc                    Payments – Design            Page 75 of 259
Last Updated: 04/08/09
                         Business Rule                             Message               Rule
Display a warning before the user makes any changes to a      WARNING: This              0.2
Paid Payment record if it is linked to a Health Care Claim.   Payment is part of a
                                                              Health Care Claim
Notes:
                                                              ([ClaimID]).
•   Edit applies to records with Payment Status = "Paid".
•   Implemented when the Payment visual module
    changes from read-only to edit mode


The Health Care Claiming module contains a database
function that the Payment module calls. This function
returns the Claim record ID if the Payment is part of a
Health Care Claim, or returns null if there is not an
associated claim.




SS Payments Design.doc                   Payments – Design              Page 76 of 259
Last Updated: 04/08/09
                         Business Rule                               Message                Rule
If Payment Type = Payment Request and Payment Status            Error:                      0.3
= Paid, the following fields must match the values stored       "[ScreenCaption]”
on the database.                                                ([NewValue]) must
                                                                match the
Display an error message on Save if these fields do not
                                                                previously saved
match the value on the database table.
                                                                value ([OldValue]).
  Payment #                    DOC points                       This change may
                                                                have occurred
  Payment type                 Basic per diem
                                                                inadvertently while
  Payment status               Rate                             the data was
                                                                loading.
  Service arrangement #        Unit type
                                                                One message will
  Service start date           Units                            display for each field
  Service end date             Amount                           that does not match
                                                                the database.
  SSIS person #                Requested amount
  Service vendor               Warrant / eff. date
  (SVC_BUS_NAME)                                                Example
  Service county vendor #      Accrual code                     "Chart of accounts”
                                                                (11-423-710-1810-
  Service SSIS bus. org. #     County defined date              6040) must match
  Payee vendor                 Chart of accounts                the previously saved
  (PAYEE_BUS_NAME)                                              value (11-423-720-
                                                                1820-6050). This
  Payee county vendor #        Submitted date
                                                                change may have
  Payee SSIS bus. org. #       Warrant / GL number              occurred
                                                                inadvertently while
  Program                      Warrant / GL amount
                                                                the data was
  Service                      Remittance adv. desc. /          loading.
                               reason
  County sub-service           Creator
  HCPCS/modifier               Create date
  Location                     Approver
  Special cost code            Approval date
  Paying county




SS Payments Design.doc                      Payments – Design              Page 77 of 259
Last Updated: 04/08/09
                         Business Rule                                Message               Rule
The Payment Type on an existing Payment can only be              Error: "Payment            0.4
changed based on the following rules. Display an error           type” ([NewValue])
message if the Payment Type is not valid based on the            is not valid for the
value of the Payment Type on the database.                       previously saved
                                                                 value ([OldValue]).
 Original Payment                Valid Updated
                  Code                                  Code     This change may
       Type                          Values
                                                                 have occurred
 Payment Request          1   Payment Request             1      inadvertently while
                                                                 the data was
 Payment Status =             Posted Payment              2      loading.
 Draft
 Payment is not in
 a batch
 Payment Request          1   Payment Request             1
 (Payment Status
 <> Draft
 Or Payment is in a
 batch)
 Posted Payment           2   Payment Request             1
                              ("Payment Status" is
                              set to "Draft" when
                              the "Payment Type"
                              is changed
                              Posted Payment              2
 Correcting Entry         3   Correcting Entry            3
 Adjustment                   Adjustment
 Adjustment               4                               4
 Reversal                     Adjustment Reversal
 The following Payment Types can change when the
 "Warrant / eff. date" is changed. The system sets the
 value of the Payment Type based on the "Warrant / eff.
 date".
 Refund                   5   Refund                      5
                              Recovery                    6
 Recovery                 6   Refund                      5
                              Recovery                    6
 Cancellation             7   Cancellation (Refund)       7
 (Refund)
                              Cancellation                8
                              (Recovery)
 Cancellation             8   Cancellation (Refund)       7
 (Recovery)
                              Cancellation                8
                              (Recovery)



SS Payments Design.doc                       Payments – Design             Page 78 of 259
Last Updated: 04/08/09
Field:          Payment Type (PYMT_TYPE_CD)
                         Business Rule                                Message             Rule
Payment Type = Payment Request                                     N/A                    1.1
    Record is only editable when the Payment Status is Draft,
    with the exception of the following fields, which can be
    changed when the Payment Status is Submitted or Paid:
•   Workgroup
•   License #
•   IV-E sub code
•   1099
•   IV-E Reimbursable
•   SEAGR Units
•   Arrangement Group
•   Invoice Number
•   Invoice Date
•   Contract Number
•   County Defined Field
The user must have the "Create Payment Request" or "Edit
Payment Reporting Fields" security function to edit these
fields.
All business rules for these fields to be enabled,
required, and valid are enforced.
Payment Type = Payment Request                                     N/A                    1.2
If the Payment Request is in a batch, it is only editable by the
owner of the batch, as defined on the Batch Header record.
If a user has both "Create Payment Request" and "Create            N/A                    1.3
Posted Payment" security functions, and the payment is not in
a batch, the user can select either "Payment request" or
"Posted payment". No other Payment Types are available.
A user with both "Create Posted Payment" and "Create               N/A                    1.4
Payment Request" security functions can edit a Posted
Payment and change the Payment Type to "Payment request".
When the Payment Type is changed, the system clears
"Warrant / GL Number" and "Warrant / GL Amount" and sets
the "Payment Status" to Draft
"Copy from Service" is enabled only if Payment Type =              N/A                    1.5
"Payment request".
If the Payment Type = Posted Payment and Payment                   Error: Payment         1.6
Modifications exists for the payment, Payment Type can not be      Modifications
changed to Payment Request.                                        exist for this
                                                                   Payment.
                                                                   "Payment type”
                                                                   can not be
                                                                   changed.




SS Payments Design.doc                    Payments – Design              Page 79 of 259
Last Updated: 04/08/09
Field:          Service Arrangement
                Service Arrangement # (SVC_ARRANGEMENT_ID)
               Business Rule                                 Message                        Rule
Payment         The selected Service          Select button is disabled if selecting        2.1a
Requests        Arrangement must have a       using Service Arrangement Search
                status of "Approved for
                                              or the following error is displayed if
                payment" or
                                              the Service Arrangement # is entered:
                "Active/Payments".
                                              Error: “Service arrangement #”
                                              (value) "Status" (value) is invalid for
                                              payment. "Status" must be
                                              “Approved for payment” or
                                              “Active/Payments”.
Posted          The selected Service          Error: “Service arrangement #”                2.1b
Payments,       Arrangement must have a       (value) "Status" (value) is invalid for
Correcting      status of "Approved for       payment. "Status" must be
Entry           payment",                     "Approved for payment",
Adjustments     "Active/Payments", or         "Active/Payments", or
                "Inactive/Payments".          "Inactive/Payments".
                Display a warning if the      WARNING: “Service arrangement #”
                Service Arrangement is        (value) "Status" is
                Inactive.                     “Inactive/Payments”.
The Service Arrangement can be selected       Error: “Service arrangement #”                2.2
by entering the Service Arrangement #,        (value) does not exist.
which must exist.
When a Service Arrangement is selected,       Error: “Arrangement group” must be            2.3
Arrangement Group is disabled and must        blank when “Service arrangement #”
be blank.                                     is valued.
Note: If a Payment is linked to a Service
Arrangement, the Payment is considered
part of the Service Arrangement Group.
On Save of a new Payment Request,             Status is changed to                          2.4
Posted Payment or Correcting Entry            "Active/Payments" when the record is
Adjustment                                    saved.
and
When the Service Arrangement # is
entered or changed on an existing
Payment Request, Posted Payment or
Correcting Entry Adjustment:
    If the Service Arrangement Status is
    "Approved for payment", update the
    Service Arrangement Status to
    "Active/Payments".
(Other Payment Modifications do not
affect the Service Arrangement Status.)




SS Payments Design.doc                      Payments – Design              Page 80 of 259
Last Updated: 04/08/09
               Business Rule                              Message                      Rule
On Delete of a Payment Request, Posted      Status is changed to "Approved for         2.5
Payment or Correcting Entry Adjustment:     payment" when the record is deleted.
    If the selected Service Arrangement
    does not have any other payments,
    update the Service Arrangement
    Status to "Approved for payment"
    (This change affects Service
    Arrangements with a Status of
    "Active/Payments" or
    "Inactive/Payments".)
(Other Payment Modifications do not
affect the Service Arrangement Status.)
When the Service Arrangement # is           Status is changed to "Approved for         2.6
changed on a Payment Request, Posted        payment" when the updated record is
Payment or Correcting Entry Adjustment:     saved.
    If the selected Service Arrangement
    does not have any other payments,
    update the Service Arrangement
    Status to "Approved for payment"
    (This change affects Service
    Arrangements with a Status of
    "Active/Payments" or
    "Inactive/Payments".)
(Other Payment Modifications do not
affect the Service Arrangement Status.)
If Amount has a value on the selected       Error: “Service arrangement”               2.7
Service Arrangement, the value of           “Remaining amount” is $0.00.
Remaining Amount must be greater than
0.
(Remaining Amount is calculated without
the “Amount” on the Payment).
If Units has a value on the selected        Error: “Service arrangement”               2.8
Service Arrangement, the value of           “Remaining units” is 0.00.
Remaining Units must be greater than 0.
(Remaining Units is calculated without
the “Units” on the Payment).




SS Payments Design.doc                    Payments – Design           Page 81 of 259
Last Updated: 04/08/09
               Business Rule                                Message                           Rule
When the Payment is saved, the                Error: "[PaymentScreenCaption]”                 2.9
Payment fields must match the                 ([PaymentValue]) must match the
corresponding Service Arrangement             "Service Arrangement"
fields, depending on the type of Service      "[SvcArrScreenCaption]”
Arrangement selected as defined in the        ([SvcArrValue]). The Service
table below                                   Arrangement was changed after it was
                                              selected on the Payment.
                                              One message will display for each field
                                              that does not match the database.


                                              Example
                                              "Chart of accounts” (11-423-710-
                                              1810-6040) must match the "Service
                                              Arrangement" "Chart of accounts”
                                              (11-523-750-1870-6111). The
                                              Service Arrangement was changed
                                              after it was selected on the Payment.


                             Client Specific Service            Non-Client Specific Service
                                  Arrangement                         Arrangement
 Screen Caption           Use Other         Use Other            Pay Client       Pay Client
                         Vendors=No        Vendors=Yes          Specific=No      Specific=Yes
SSIS person #            Must match    Must match               Must match       Will NOT
                                                                (will be blank   match
                                                                on both)
Service SSIS bus.        Must match   Does NOT need to          Must match       Must match
org. #                                match
                                      (Note: This edit
                                      does not apply to
                                      Correcting Entry
                                      Adjustments)
Payee SSIS bus.          Must match   Must match IF             Must match       Must match
org. #                                Payment Service
                                      Vendor = Service
                                      Arrangement
                                      Service Vendor
Program                  Must match    Must match               Must match       Must match
                                                                                 IF valued on
                                                                                 the Service
                                                                                 Arrangement
Service                  Must match
County sub-service       Must match
HCPCS/modifier           Must match



SS Payments Design.doc                      Payments – Design                Page 82 of 259
Last Updated: 04/08/09
                             Client Specific Service           Non-Client Specific Service
                                  Arrangement                        Arrangement
 Screen Caption           Use Other       Use Other             Pay Client    Pay Client
                         Vendors=No      Vendors=Yes           Specific=No   Specific=Yes
Location                 Must match
Special cost code        Must match
Paying county            Must match
DOC points               Must match
Basic per diem           Must match
Rate                     Must match IF valued on the Service Arrangement
Unit type                Must match
Chart of accounts        Must match

            Table 8-26: Fields that must match the Service Arrangement




SS Payments Design.doc                     Payments – Design             Page 83 of 259
Last Updated: 04/08/09
Fields:         Service Start Date (PYMT_SVC_START_DT)
                Service End Date (PYMT_SVC_END_DT)
There are numerous edits on the Service Start and End Dates, comparing them to
the effective dates of another object, such as Chart of Accounts Maximum, Program,
and Service. When an error occurs, the format of the message for all of the edits is:
Error: "Service start date" and "Service end date" must be within the
effective dates of the Comparison Object (mm/dd/yyyy to mm/dd/yyyy).
•   Comparison Object is the field label of the item being compared to the Payment
    dates.
•   If Service Start Date or Service End Date is blank, the value "No Start Date" or
    "No End Date" is displayed.
•   Examples, using a comparison to the Chart of Accounts:
    "Service start date" and "Service end date" must be within the effective dates of
    the "Chart of accounts" (No Start Date to 03/31/2005).
    "Service start date" and "Service end date" must be within the effective dates of
    the "Chart of accounts" (01/01/2005 to No End Date).
    "Service start date" and "Service end date" must be within the effective dates of
    the "Chart of accounts" (01/01/2001 to 03/31/2005).


             Business Rule                     Warning/Error Message               Rule
Service Start Date must be on or          Error: "Service start date"               3.1
before Service End Date.                  (mm/dd/yyyy) must on or before
                                          "Service end date" (mm/dd/yyyy).
Service Start and End Dates must be       Error: "Service start date"               3.2
in the same fiscal (calendar) year.       (mm/dd/yyyy) and "Service end
                                          date" (mm/dd/yyyy) must be in the
                                          same fiscal year.
If the Service is 180 or 181, or          Error: "Service start date"               3.3
HCPCS/Modifier has a value, the           (mm/dd/yyyy) and "Service end
Service Start and End Dates must be       date" (mm/dd/yyyy) must be in the
in the same month.                        same month.
Service Start and End Dates must be       Error: "Service start date" and           3.4
within the effective dates of the         "Service end date" (mm/dd/yyyy –
associated Service Arrangement.           mm/dd/yyyy) must be within the
                                          effective dates of the "Service
                                          Arrangement" (mm/dd/yyyy -
                                          mm/dd/yyyy).
Service Start and End Dates must be       Error: "Service start date" and           3.5
within the effective dates of the         "Service end date" (mm/dd/yyyy –
associated Service Arrangement            mm/dd/yyyy) must be within the
Group.                                    effective dates of the "Arrangement
                                          Group" (mm/dd/yyyy -
                                          mm/dd/yyyy).




SS Payments Design.doc                    Payments – Design             Page 84 of 259
Last Updated: 04/08/09
             Business Rule                       Warning/Error Message               Rule
Service Start and End Dates must be         Error: "Service start date" and           3.6
within the effective dates of the           "Service end date" (mm/dd/yyyy to
selected Program.                           mm/dd/yyyy) must be within the
                                            effective dates of the "Program"
                                            (mm/dd/yyyy to mm/dd/yyyy).
Service Start and End Dates must be         Error: "Service start date" and           3.7
within the effective dates of the           "Service end date" (mm/dd/yyyy to
Program/Service Association.                mm/dd/yyyy) must be within the
                                            effective dates of the "Program and
                                            Service Association".
Service Start and End Dates must be         Error: "Service start date" and           3.8
within the effective dates of the           "Service end date" (mm/dd/yyyy to
selected Service                            mm/dd/yyyy) must be within the
                                            effective dates of the "Service"
                                            (mm/dd/yyyy to mm/dd/yyyy).
Service Start and End Dates must be         Error: "Service start date" and           3.9
within the effective dates of the           "Service end date" (mm/dd/yyyy to
selected County Sub-Service.                mm/dd/yyyy) must be within the
                                            effective dates of the "County sub-
                                            service" (mm/dd/yyyy to
                                            mm/dd/yyyy).
Service Start and End Dates must be         Error: "Service start date" and          3.10
within the effective dates of the           "Service end date" (mm/dd/yyyy to
selected HCPCS/Modifier.                    mm/dd/yyyy) must be within the
                                            effective dates of the
                                            "HCPCS/modifier" (mm/dd/yyyy to
                                            mm/dd/yyyy).
Service Start and End Dates must be         Error: "Service start date" and          3.11
within the effective dates of the           "Service end date" (mm/dd/yyyy to
HCPCS/Modifier and Service                  mm/dd/yyyy) must be within the
Association.                                effective dates of the
                                            "HCPCS/modifier and Service
                                            Association".
Service Start and End Dates must be         Error: "Service start date" and          3.12
within the effective dates of the           "Service end date" (mm/dd/yyyy to
selected Special Cost Code.                 mm/dd/yyyy) must be within the
                                            effective dates of the "Special cost
                                            code" (mm/dd/yyyy to
                                            mm/dd/yyyy).
A Yearly Setting record must exist for      Error: Yearly Settings in County         3.13
the Service Start and End Dates.            Preferences must exist for the year
                                            of service (yyyy).
(The Yearly Setting record contains a
Year field.)
Display a warning if the Service End        WARNING: “Service End date”              3.14
Date is after the client's date of death.   (mm/dd/yyyy) is after the client's
                                            “Date of death” (mm/dd/yyyy).




SS Payments Design.doc                      Payments – Design             Page 85 of 259
Last Updated: 04/08/09
             Business Rule                     Warning/Error Message               Rule
Display an error if the Service Start     Error: "Service start date"              3.15
and End Dates cross the Significant       (mm/dd/yyyy) and "Service end
Birthday Rate Change date set up in       date" (mm/dd/yyyy) cross a
County Preferences and the Service is     Significant Birthday that requires a
180 or 181.                               rate change. Client DOB
                                          (mm/dd/yyyy), rate change effective
This error only occurs if the County
                                          date (mm/dd/yyyy).
Preference is set to change the rate on
the day of the Significant Birthday.
See additional information below.
If a Service Arrangement is selected,     Error: "Service Arrangement" "Start      3.16
display an error message based on the     date" (mm/dd/yyyy) and "End date"
Significant Birthday Rate edits if the    (mm/dd/yyyy) cross a Significant
Service Arrangement is no longer valid    Birthday that requires a rate change.
based on the Significant Birthday Rate    Client DOB (mm/dd/yyyy). The
edits.                                    "Service Arrangement" is no longer
                                          valid.
See additional information below.
Display an error if the Service Start     Error: "Service Start Date" must be      3.17
Date is prior to the client's date of     on or after the client's "Date of
birth.                                    birth" (mm/dd/yyyy).
If a License # is selected, display a     WARNING: "Service start date" and        3.18
warning if the Service Start and End      "Service end date" (mm/dd/yyyy to
Dates are not completely within the       mm/dd/yyyy) must be within the
License's Effective and Expiration        effective dates of the "License".
Dates.
Selection is based on the Service Start
Date. If the License is valid on that
date, the Service End Date must be
within the License's Effective and
Expiration Dates.


Significant Birthday Rate edit
Services 180 (Treatment Foster Care) and 181 (Child Family Foster Care) use the
Basic Per Diem field, which defaults based on the child's age. Basic Per Diems are
defined annually for age ranges 0 through 11, 12 through 14, and 15 through 18.
When a child's birthday moves them into a different age range, a new Payment with
the new rate must be created. The start date of the new rate is based on one of four
options listed below. Each county chooses the option they will use for each fiscal
year in County Preferences in the SSIS Admin application.
These edits do not apply if the birthday does not move the child into a new age
bracket.
Payment linked to a Service Arrangement
When a Payment is linked to a Service Arrangement, the Significant Birthday Rate
edits have been done on the Service Arrangement – an error would only occur if the
child's birth date were changed after the Service Arrangement was created. The




SS Payments Design.doc                    Payments – Design             Page 86 of 259
Last Updated: 04/08/09
system validates the Start and End Dates of the Service Arrangement based on the
Significant Birthday Rate edits and displays an error message according to the rules
below if the Service Arrangement is no longer valid.
Rate Change              Service Arrangement Edits              Payment Defaults and Edits
Option
Change the rate on       A new Service Arrangement              Basic Per Diem defaults to the new
the first of the         must start on the 1st of the           rate if the Service Dates occur in the
month.                   month in which the child's             month in which the child's birthday
                         birthday falls.                        falls.
                                                                No additional edits are required as the
                                                                Payment must be in a single month,
                                                                and the county is allowed to override
                                                                the default Basic Per Diem.
Change the rate on       A new Service Arrangement              Basic Per Diem defaults to the new
the first of the next    must start on the 1st of the           rate if the Service Dates occur in the
month after the          month following the month in           month after the child's birthday.
Significant Birthday.    which the child's birthday falls.
                                                                No additional edits are required as the
                                                                Payment must be in a single month,
                                                                and the county is allowed to override
                                                                the default Basic Per Diem.
Change the rate on       A new Service Arrangement              Basic Per Diem defaults based on
the day of the           must start on the child's              whether the Service Start Date is
Significant Birthday.    birthday.                              before or after the child's birthday
                                                                An error occurs if the Service Start
                                                                Date and Service End Date cross the
                                                                significant birthday.
If the Significant       A new Service Arrangement              Basic Per Diem defaults to the new
Birthday is in the       must start on the 1st of the           rate as per Service Arrangement rules.
first half of the        month in which the child's
                                                                No additional edits are required as the
month, change the        birthday falls if birthday is in the
                                                                Payment must be in a single month,
rate on the first of     1st half of the month, based on
                                                                and the county is allowed to override
the month. If the        the number of dates in the
                                                                the default Basic Per Diem.
Significant Birthday     month:
falls in the second
                         1st -14th if 28 days in the month
half of the month,
the rate change          1st -15th if 29 or 30 days
occurs on the first
of the following         1st -16th if 31 days
month.                   If the birthday is after this date,
                         the new Service Arrangement
                         must start on the 1st of the
                         following month

                 Table 8-27: Significant Birthday Rate Change Edits




SS Payments Design.doc                             Payments – Design                   Page 87 of 259
Last Updated: 04/08/09
Field:          Warrant / Eff. Date (PYMT_DT)
The purpose of the Warrant / Eff. Date depends on the Payment Type as listed
below:
            Payment Type                    Purpose of Warrant / Eff. Date
            Payment Request (not Paid)      Scheduled Warrant Date
            Payment Request (Paid)          Actual Warrant Date
            Posted Payment                  Actual Warrant Date
            Correcting Entry Adjustment     Effective Date
When the Payment has an Accrual Code, the business rule may be based on
the calculated GL Date. See Section, 8.6.1, “GL Date”, on page 65 for information
on how the GL Date is calculated.
                   Business Rule                     Warning/Error Message           Rule
Payment      Scheduled Warrant Date cannot be in    Error: "Warrant / eff. date"         4.1
Request      the past when the status is Draft,     (mm/dd/yyyy) must be on
             Pending Approval, or Approved.         or after the current date
Payment      Display a warning if the Warrant /     WARNING: "Warrant / eff.             4.2
Request,     Eff. Date is more than one month       date" (mm/dd/yyyy) is more
Posted       beyond the end of the current month.   than one month beyond the
Payment                                             end of the current month.
Warrant / Eff. Date must be within the effective    Error: "Warrant / eff. date"         4.3
dates of the selected Accrual Code.                 (mm/dd/yyyy) must be
                                                    within the effective dates of
                                                    the "Accrual code"
                                                    (mm/dd/yyyy to
                                                    mm/dd/yyyy).
If the Accrual Code is blank:                       Error: The Fiscal Year (yyyy)        4.4
    The Warrant / Eff. Date must be for a Fiscal    must be set up in County
    Year defined in County Preferences / Yearly     Preferences in SSIS Admin.
    Settings in SSIS Admin.                         Error: The Fiscal Year (yyyy)
If the Payment has an Accrual Code:                 for the "Calculated GL Date"
    The calculated GL Date must be for a Fiscal     (mm/dd/yyyy) must be set
    Year defined in County Preferences / Yearly     up in County Preferences in
    Settings in SSIS Admin.                         SSIS Admin.




SS Payments Design.doc                    Payments – Design             Page 88 of 259
Last Updated: 04/08/09
                   Business Rule                      Warning/Error Message           Rule
Warrant / Eff. Date must be within the effective     Error: "Warrant / eff. date"         4.5
dates of the Service or on or before the end of      (mm/dd/yyyy) must be
the quarter in which the Service ends, plus one      within the effective dates of
full quarter.                                        the “Service” (mm/dd/yyyy
Example:                                             to mm/dd/yyyy) or within
                                                     the quarter following the
Service is valid from 1/1/01 to 12/31/05
                                                     “Service” "End date"
The Warrant / Eff. Date must be on or after          (mm/dd/yyyy to
1/1/01 and on or before 3/31/06.                     mm/dd/yyyy).
After 3/31/06, the payment must be applied to
another Service.
                                                     If a Service record does not
                                                     exist for the Service Dates
                                                     or for the Warrant / Eff.
                                                     Date, the message is
                                                     replaced with the following:
                                                     "Warrant / eff. date"
                                                     (mm/dd/yyyy) must be
                                                     within the effective dates of
                                                     the "Service" or within the
                                                     quarter following the
                                                     "Service" "End date".
For counties that require COA Maximums               Error: "Warrant / eff. date"         4.6
(Maximums may be required on all COAs or just        (mm/dd/yyyy) must be
selected COAs)                                       within the effective dates of
    If the Payment does not have an Accrual          a COA Code Maximum.
    Code:                                            Error: "Calculated GL Date"
        Warrant / Eff. Date must be within the       (mm/dd/yyyy) must be
        date range of a COA Maximum                  within the effective dates of
    If the Payment has an Accrual Code:              a COA Code Maximum.
        The Calculated GL Date must be within
        the date range of a COA Maximum (12/31
        of the preceding year).
Note: This rule does not apply to
Refunds/Recoveries, Cancellations or Adjustment
Reversals.




SS Payments Design.doc                     Payments – Design             Page 89 of 259
Last Updated: 04/08/09
                   Business Rule                      Warning/Error Message           Rule
The Chart of Accounts Code must be effective:        Error: "Warrant / eff. date"         4.7
                                                     (mm/dd/yyyy) must be
If the Accrual Code is blank:
                                                     within the effective dates of
    The Warrant / Eff. Date must be within the       the "Chart of accounts"
    effective dates of the Chart of Accounts Code.   (mm/dd/yyyy to
If the Payment has an Accrual Code:                  mm/dd/yyyy).
    The calculated GL Date must be within the
    effective dates of the Chart of Accounts Code.   - or -
Example (Payment with an Accrual Code):
                                                     Error: "Calculated GL Date"
If the COA Code is valid 1/1/01 to 12/31/04:         (mm/dd/yyyy) must be
    The Warrant / Eff. Date on a Payment             within the effective dates of
    without an Accrual Code can be 1/1/01 to         the "Chart of accounts"
    12/31/04.                                        (mm/dd/yyyy to
    The Warrant / Eff. Date on a Payment with        mm/dd/yyyy).
    an Accrual Code must be on or after 1/1/02
    (calculated GL Date 12/31/01), and on or
    before the GL Close Date for 2004 (calculated
    GL Date 12/31/04).
    (GL Close Date is defined in County
    Preferences / Yearly Settings. The date for
    2004 would normally be somewhere between
    1/10/05 and 2/15/05.)
Note: Depending on how the COA Code was
entered on the Service Arrangement, the
effective dates of the "Chart of accounts" may
not display. Most commonly, this occurs when
the user types the COA (rather than using the
COA search).
Note: This rule does not apply to
Refunds/Recoveries, Cancellations or Adjustment
Reversals.




SS Payments Design.doc                   Payments – Design               Page 90 of 259
Last Updated: 04/08/09
Fields:         Service Vendor Name (SVC_BUS_NAME)
                Service County Vendor # (SVC_CNTY_VEN_NUM)
                Service Bus Org # (SVC_BUS_ORG_ID)
          Business Rule                      Warning/Error Message                  Rule
Selecting a Service Vendor using Bus Org Search
Payment          The Service         Select button is disabled on Bus Org Search    5.1a
Request          Vendor must be a    if the Bus Org is not active.
                 Bus Org with an
                 "Active" status.
Posted           Display a warning   WARNING: “Service vendor” "Status" is          5.1b
Payment,         if the Service      "[value]".
Correcting       Vendor is not
                                     (Bus Org Name and SSIS Bus Org # are
Entry            Active.
                                     filled in. Message is displayed on the
Adjustment
                                     “Name” and “SSIS bus org #” fields along
                                     with the value that was entered.)
The Service Vendor must be a Bus     Select button is disabled on Bus Org Search        5.2
Org with a County Vendor #.          if the Bus Org does not have a County
                                     Vendor #.
Selecting a Service Vendor by entering the County Vendor #
The County Vendor # must exist.      Error: Service Vendor “County vendor #”            5.3
                                     (value) does not exist.
                                     (Displayed on the “County vendor #” field
                                     along with the value entered)
Payment          The Bus Org must    Error: “Service vendor” "Status" must be       5.4a
Request          have an "Active"    "Active".
                 status.
                                     (Bus Org Name and SSIS Bus Org # are
                                     filled in. Message is displayed on the
                                     “Name” and “SSIS bus org #” fields along
                                     with the value that was entered.)
Posted           Display a warning   WARNING: “Service vendor” "Status" is          5.4b
Payment,         if the Bus Org      "[value]".
Correcting       does not have an
                                     (Bus Org Name and SSIS Bus Org # are
Entry            "Active" status.
                                     filled in. Message is displayed on the
Adjustment
                                     “Name” and “SSIS bus org #” fields along
                                     with the value that was entered.)




SS Payments Design.doc                   Payments – Design             Page 91 of 259
Last Updated: 04/08/09
          Business Rule                          Warning/Error Message                   Rule
Selecting a Service Vendor by entering the SSIS Bus Org #
The SSIS Bus Org # must exist.           Error: Service Vendor “SSIS bus. org. #”            5.5
                                         (value) does not exist.
                                         (Displayed on the “Name” and “SSIS bus.
                                         org. #” fields along with the value that was
                                         entered)
The SSIS Bus Org # must have a           Error: “County vendor #” is required.               5.6
County Vendor #.
                                         Note: Uses standard required field
                                         message because “County vendor #” is
                                         stored on the Payment record.
Payment          The Bus Org must        Error: “Service vendor” "Status" must be        5.7a
Request          have an "Active"        "Active".
                 status.
                                         (Bus Org Name and County Vendor # are
                                         filled in. Message is displayed on the
                                         “Name” and “SSIS bus. org. #” fields along
                                         with the value that was entered.)
Posted           Display a warning       WARNING: “Service vendor” "Status" is           5.7b
Payment,         if the Bus Org          "[value]".
Correcting       does not have an
                                         (Bus Org Name and County Vendor # are
Entry            "Active" status.
                                         filled in. Message is displayed on the
Adjustment
                                         “Name” and “SSIS bus. org. #” fields along
                                         with the value that was entered.)


Fields:         Payee Vendor Name (PAYEE_BUS_NAME)
                Payee County Vendor # (.PAYEE_CNTY_VEN_NUM)
                Payee Bus Org # (.PAYEE_BUS_ORG_ID)
                         Business Rule                           Warning/Error           Rule
                                                                   Message
The Payee Vendor fields (Name, County Vendor #, and                                          6.1
SSIS Bus Org #) default from the Service Vendor if a
Payee is specified for the Service Vendor.
If a Payee does not exist for the selected Service                                           6.2
Vendor, Payee Vendor and Payee County Vendor # are
blank and disabled.
Payment          The Payee Vendor must be a Bus Org           Error: “Payee vendor”      6.3a
Request          with an "Active" status.                     "Status" must be
                                                              "Active".
Posted           Display a warning if the Payee Vendor is     WARNING: “Payee            6.3b
Payment          not Active.                                  vendor” "Status" is
                                                              "[value]".




SS Payments Design.doc                       Payments – Design              Page 92 of 259
Last Updated: 04/08/09
                         Business Rule                         Warning/Error        Rule
                                                                 Message
Payment          If a Payee Vendor exists, the user can                                 6.4
Request and      blank out the Payee Vendor Name to
Posted           pay the Service Vendor directly.
Payment          If the Name is blanked out, the Payee
                 County Vendor # and Payee Bus Org #
                 are also blanked out.
If the Payment is linked to a Service Arrangement, and                                  6.5
Use Other Vendors on the Service Arrangement is Yes:
    If the Service Vendor on the Payment matches the
    Service Vendor on the Service Arrangement, the
    Payee Vendor must also match the Payee Vendor on
    the Service Arrangement.
Payee Vendor is set by the system, and the field is
disabled.


Fields:         License #         (PROV_LIC_NUM)
                IV-E sub code     (IVE_SUB_CD)
                         Business Rule                         Warning/Error       Rule
                                                                 Message
License # is only enabled when Service Vendor has a           N/A                  6b.1
value.
License # is cleared when the Service Vendor is
changed.
Drop down contains a list of children's substitute care
licenses for the Service Vendor. (See Appendix C for a
list of included License Types.)
IV-E sub code is only enabled when License # and              N/A                  6b.2
Service Start Date have values.
IV-E sub code is cleared when Service Vendor or License
# is changed.
If the Payment does not have a Service Arrangement,
IV-E sub code is cleared when Service Start Date is
cleared.
If the Payment has a Service Arrangement, IV-E sub
code is disabled until Service Start Date is entered, but
is not cleared when the Service Start Date is cleared.
Drop down contains a list of IV-E sub codes on the
Group Facilities rate table for the selected License #.




SS Payments Design.doc                    Payments – Design            Page 93 of 259
Last Updated: 04/08/09
                         Business Rule                            Warning/Error         Rule
                                                                    Message
Display a warning if the all of the following are true:         WARNING: “License       6b.3
•   "License #" is blank                                        #” is blank and “IV-
                                                                E reimbursable” is
•   IV-E Reimbursable is Yes
                                                                "Yes".
•   Service is not 214 (Other Child Care)
•   Special Cost Code is not 01 (Initial Clothing
    Allowance)




SS Payments Design.doc                      Payments – Design               Page 94 of 259
Last Updated: 04/08/09
Fields:         Client Name
                SSIS Person # (PERSON_ID)
               Business Rule                        Warning/Error Message              Rule
SSIS Person # can be entered to select a        Error: "SSIS person #" (value)          7.1
client. When entered, the person # must         does not exist.
exist.
SSIS Person # can be entered to select a        Error: "Client name" (Name)             7.2
client. When entered, the person must be        clearing status must be ""Client""
a cleared client, or a client that is waiting   or "Uncleared Client".
to be cleared.
When the Client is blanked out or another                                               7.3
client is selected, the selected Workgroup
is cleared.
Display a warning when the Service is 180       WARNING: "Date of birth" is blank       7.4
or 181 and selected client does not have        and "Service" is "[Service
an actual DOB.                                  Description and Number from
                                                Service combo box]".
Display a warning when the Service is 180       WARNING: "Client name" not              7.5
or 181 and a client is not selected.            selected and "Service" is "[Service
                                                Description and Number from
                                                Service combo box]".


Field:          HCPCS/Modifier (HCPCS_MOD_ID)
               Business Rule                        Warning/Error Message               Rule
If HCPCS/Modifier has a value, Client           Error: "Client name" must be                9.1
must have a value.                              entered when a "HCPCS/modifier"
                                                is selected.
When a HCPCS/Modifier is selected,              Not Applicable                              9.2
Special Cost Code is cleared and disabled.
The HCPCS/Modifier drop down only                                                           9.3
display those that are available




SS Payments Design.doc                     Payments – Design               Page 95 of 259
Last Updated: 04/08/09
Field:          Special Cost Code (SPECIAL_COST_ID)
Specific rules apply depending on the selection. Rule 10.1 applies to all Special Cost
Codes except 11-14, which are listed separately in rules 10.2 – 10.8.
For all Special Cost Codes EXCEPT:
    •    11   Foster care maintenance only - basic
    •    12   Difficulty of Care amount only
    •    13   Difficulty of Care adjustment
    •    14   Rule 4 admin (intake and planning)
Rules for Special Cost Codes 11 – 14 following this table
                         Business Rule                         Warning/Error          Rule
                                                                 Message
When a Special Cost Code is selected (other than those                                10.1
listed above), Rate, Units, Unit Type, DOC Points, Basic
Per Diem and SEAGR Units are blanked out and set to
Read-Only.


For Special Cost Codes:
    •    11   Foster care maintenance only - basic
    •    12   Difficulty of Care amount only
    •    13   Difficulty of Care adjustment
    •    14   Rule 4 admin (intake and planning)
              Business Rule                         Message              Context      Rule
A Client is required when the Special       Error: "Special cost code"     When       10.2
Cost Code is 11, 12, 13, or 14.             (value) is only valid when    Entered
                                            a "Client name" is
                                            selected.


Special Cost Code:          11   Foster care maintenance only - basic
               Business Rule                     Warning/Error Message               Rule
DOC Points is blanked out and set to                                                10.3a
Read-Only.
Units, Unit Type, Basic Per Diem are
enabled.
Rate = Basic Per Diem and is disabled.
SEAGR Units is disabled and calculated.
(Unit Type is disabled and set to "Day"
when Service 180 or 181 is selected.)
The Service must be 180 or 181.             Error: "Special cost code" (value)      10.3b
                                            is only valid with "Service" (180 -
                                            Treatment Foster Care) or (181 -
                                            Child Family Foster Care).




SS Payments Design.doc                    Payments – Design              Page 96 of 259
Last Updated: 04/08/09
Special Cost Codes:      12     Difficulty of Care amount only
                         13     Difficulty of Care adjustment
                Business Rule                     Warning/Error Message               Rule
Basic Per Diem and SEAGR Units are                                                    10.4
blanked out and set to Read-Only.
Units, Unit Type and DOC Points are
enabled, and Rate is calculated based on
the DOC Points entered and the DOC point
rate.
(Unit Type is disabled and set to "Day"
when Service 180 or 181 is selected.)
The Service must be 180 or 181.                Error: "Special cost code" (value)     10.5
                                               is only valid with "Service" (180 -
                                               Treatment Foster Care) or (181 -
                                               Child Family Foster Care).


Special Cost Code:       14     Rule 4 admin (intake and planning)
                  Business Rule                     Warning/Error Message             Rule
DOC Points, Basic Per Diem, and SEAGR Units                                           10.6
are blanked out and set to Read-Only.
If DOC Points or Basic Per Diem had a value,
Rate is also blanked out.
Units, Unit Type, and Rate are enabled.
(Unit Type is disabled and set to "Day" when
Service 180 or 181 is selected.)
The Service must be 180 or 181.                    Error: "Special cost code"         10.7
                                                   (value) is only valid with
Counties can record Rule 4 Admin costs to
                                                   "Service" (180 - Treatment
other Services, but cannot use the Special Cost
                                                   Foster Care) or (181 - Child
Code 14 with another Service. This impacts
                                                   Family Foster Care).
SEAGR, in that no Units are added to SEAGR
when the Special Cost Code is used. If another
Service is used, the Units are included in
SEAGR.
If Special Cost Code 14 is selected and the                                           10.8
Service is changed to something other than
180 or 181, the Rate is blanked out.




SS Payments Design.doc                    Payments – Design               Page 97 of 259
Last Updated: 04/08/09
Field:          Unit Type (UNIT_TYPE_CD)
                Business Rule                   Warning/Error Message             Rule
When a HCPCS/Modifier is selected, the                                            11.1
Unit Type for the HCPCS is auto-filled and
the field is read-only.
Unit Type must be "Day" when the Service     Error: "Unit type" (value) must      11.2
is 180 or 181.                               be "Day" when the "Service" is
                                             (180 - Treatment Foster Care) or
                                             (181 - Child Family Foster Care).




SS Payments Design.doc                   Payments – Design            Page 98 of 259
Last Updated: 04/08/09
Fields:         DOC Points (PYMT_DOC_PTS)

                Basic Per Diem (PYMT_PER_DIEM)
                Units (PYMT_UNITS)
                Rate (PYMT_RATE)
                Amount (PYMT_PAID_AMT, PYMT_REQ_AMT)
                Note: the user enters one amount field (PYMT_PAID_AMT).
                    PYMT_REQ_AMT is only used for Payments with a Payment Type =
                    "Payment request". When the user is creating a Payment
                    Request, the system keeps these two fields in sync. The
                    PYMT_PAID_AMT is updated with Warrant / GL Amount received
                    from the County Accounting System.
                The Requested Amount becomes visible only when the amount differs
                from the Paid Amount.
                   Business Rule                      Warning/Error Message      Rule
When Service 180 (Treatment Foster Care) or           N/A                        12.1
181 (Child Family Foster Care) and a Client is
selected:
1. Basic Per Diem and DOC Points are enabled
   and required.
2. Basic Per Diem defaults based on the Client's
   age and can be changed.
3. Rate is read-only and calculated based on
   DOC Points, DOC rate and Basic Per Diem.

4. When DOC Points or Basic Per Diem is
   changed, the rate is recalculated.
5. If the selected client is changed, DOC Points is
   cleared, Basic Per Diem is defaulted based on
   the newly selected client, and Rate is re-
   calculated.
The following exception applies to the above
rules for 180 and 181:
•   If a HCPCS/Modifier is selected, the Unit Type
    defaults based on the HCPCS/Modifier If the
    Unit Type is not Day:
    •   Basic Per Diem and DOC Points are blank
        and disabled.
    •   Rate is cleared when the HCPCS/Modifier
        is selected
    •   Rate is enabled.
If the Service is not 180 or 181 or a Client is not
selected:
•   Basic Per Diem and DOC Points are blank and
    disabled.
•   Rate is enabled.



SS Payments Design.doc                     Payments – Design         Page 99 of 259
Last Updated: 04/08/09
                   Business Rule                       Warning/Error Message          Rule
Default the Basic Per Diem when the Start Date        N/A                             12.2
is entered or changed unless Basic Per Diem has
a value that is more than the default.
If the Start Date is blanked out, the value of
Basic Per Diem is not changed.
Display a warning if Basic Per Diem is not equal      WARNING: "Basic per diem"       12.3
to the default for the client's age.                  (value) is different than the
                                                      default amount ($nn.nn).
DOC Points is a drop down of existing DOC entries     N/A                             12.4
for the selected client. User can select a value in
the drop down, or enter a value.
DOC Points must be between 0 and 225.                 Error: "DOC points" (value)     12.5
                                                      must be between 0 and
                                                      225.
Rate, if valued, must be greater than 0.              Error: "Rate" (-$999.9999)      12.6a
                                                      must be greater than 0.
Units, if valued, must be greater than 0.             Error: "Units" (-999.99)        12.6b
                                                      must be greater than 0.
Amount, must be greater than 0.                       Error: "Amount" (-$999.99)      12.6c
                                                      must be greater than 0.
The Amount must be within $1.00 of the Rate *         Error: "Amount" ($999.99)       12.7
Units.                                                must be within $1.00 of the
                                                      "Units" * "Rate".
When two of the three fields, Rate, Units, and        N/A                             12.8
Amount have values, the third can be calculated
by clicking the Calc button.
When Amount is calculated, it is rounded UP to        N/A                             12.9
the nearest penny.
The Amount cannot exceed the Service                  Error: “Amount” ($999.99)       12.10
Arrangement Remaining Amount.                         exceeds the “Service
                                                      arrangement” “Remaining
                                                      amount” ($999.99).
Units cannot exceed the Service Arrangement           Error: “Units” (999.99)         12.11
Remaining Units.                                      exceeds the “Service
                                                      arrangement” “Remaining
                                                      units” (999.99).




SS Payments Design.doc                      Payments – Design            Page 100 of 259
Last Updated: 04/08/09
                   Business Rule                       Warning/Error Message         Rule
If the GL Date is within the date range of a COA      Warning/Error: “Amount”        12.12
Maximum for the selected COA code:                    ($999.99) has exceeded
                                                      the COA [Code/Group]
    The Payment "Amount" cannot cause the
                                                      Maximum [“Maximum
    Available Amount on the COA Maximum to be
                                                      Amount” ($9,999),
    less than $0. (Only the COA Maximum that
                                                      “Available Amount”
    the GL Date is within is checked.)
                                                      ($9,999)].
Display a warning or error message based on
Exceeding Maximums setting in County
Preferences of the SSIS Admin application.
Note: This rule does not apply to
Refunds/Recoveries, Cancellations or Adjustment
Reversals.
If the Payment is not linked to a Service             Error: “Amount” ($999.99)      12.13
Arrangement, but is linked to a Service               has exceeded the
Arrangement Group                                     “Arrangement group”
                                                      Maximum [“Maximum
or the Payment is linked to a Service
                                                      amount” ($9,999),
Arrangement with a blank “Amount” and the
                                                      “Available amount”
Service Arrangement is linked to a Service
                                                      ($9,999)].
Arrangement Group
The Amount cannot exceed the Available Amount
on the Service Arrangement Group.
Units must be a whole number when a                   Error: "Units" (value) must    12.14
HCPCS/Modifier is selected. MMIS only allows          be a whole number when a
whole numbers for claiming.                           "HCPCS/modifier" is
                                                      selected.
Display a warning message if the number of            WARNING: "Units" (value)       12.15
Units exceeds the maximum number that could           exceeds the maximum
occur during the Service Dates and the Unit Type      number of units possible
is one of the following:                              (MaxUnitsValue) for the
    •   Daily rate, cert. facility                    “Unit type” (value) and
                                                      service dates (mm/dd/yyyy
    •   Daily rate, live-in
                                                      to mm/dd/yyyy).
    •   Day
    •   Week
    •   Bimonthly (2x month)
    •   Month
The maximum number of units includes both the
first and last "period" (day, week, ½ month, or
month). For example, Unit Type is Day and
Service Dates are 3/1 to 3/28. The Maximum
number of Units is 28.




SS Payments Design.doc                      Payments – Design           Page 101 of 259
Last Updated: 04/08/09
Field:          SEAGR Units (PYMT_SEAGR_UNITS)
                SEAGR Unit Type
                Business Rule                     Warning/Error Message              Rule
SEAGR Units is calculated based on the                                               13.1
Warrant / eff. date, Service, Units, Unit
Type, and Client Indicator if the Unit Type
can be converted to the SEAGR Unit Type
for the Service.
Client Indicator is True or False depending
on whether the Payment has a Client.
SEAGR Units is only enabled if the system                                            13.2
cannot calculate SEAGR Units.
Display a warning if SEAGR Units is            WARNING: "Unit type"                  13.3
enabled and is blank.                          ([CodeDescription]) cannot be
                                               converted to the “SEAGR unit
                                               type” for this "Service". To avoid
                                               adjustments on the SEAGR
                                               report enter “SEAGR units”.


Field           Chart of Accounts (COA_CODE_ID)
                 Business Rule                     Warning/Error Message            Rule
Chart of Accounts must be an existing COA       Error: "Chart of accounts"           14.1
Code.                                           (value entered) does not exist.
Display an error when a value is typed into
the COA picker fields, and the COA Code
does not exist (either all elements are not
entered or a code with the values entered
does not exist).
If the selected Chart of Accounts does not      N/A                                  14.3
have a description, display
No "Chart of accounts" Description
in the text box for the COA Description


Field           1099 (PYMT_TAX_1099_CD)
                 Business Rule                    Warning/Error Message             Rule
1099 defaults from the Payee Vendor when                                            15.1
the Service Vendor is selected. If the Payee
Vendor field is blank, the Service Vendor's
1099 default is used.
The default can be changed.




SS Payments Design.doc                    Payments – Design             Page 102 of 259
Last Updated: 04/08/09
Field:           Arrangement Group (SA_GROUP_ID)
                 Business Rule                       Warning/Error Message             Rule
If the Arrangement Group has a Vendor, the         Select button is disabled if the     16.1
Payment's Service Vendor or Payee Vendor           Service Vendor or Payee
must match Arrangement Group's Vendor.             Vendor does not match.


Field:           Accrual Code (PYMT_ACCRUAL_CODE_ID)
                 Business Rule                       Warning/Error Message             Rule
Accrual Code is enabled only if the Service                                            17.1
Dates are in the prior year to the Warrant /
Eff. Date. Otherwise, Accrual Code is blank
and disabled.
Payment      Accrual Code is only valid if the     Error: "Accrual code" (value)       17.2
Request,     Warrant / Eff. Date is between        is only valid prior to the "GL
Posted       1/1 of the current year and the       close date" (mm/dd/yyyy).
Payments     GL Close Date for the Fiscal Year
             of the Service Dates.
Payment      Display a warning if                  WARNING: “Accrual code”             17.3
Request,     •   the Accrual Code is blank         does not have a value.
Posted
             •   and Service Dates are in the
Payments
                 prior year than the Warrant /
                 Eff. Date
             •   Warrant / Eff. Date is
                 between 1/1 of the current
                 year and the GL Close Date
                 for the Fiscal Year of the
                 Service Dates.




SS Payments Design.doc                       Payments – Design             Page 103 of 259
Last Updated: 04/08/09
8.7 Payment Searches
Payment Searches allow users to search for Payments that match criteria entered on
the search screen. There are two payment searches; a basic search and an
advanced search. The basic search allows users to enter a single value for each field
on the search screen. The advanced search allows users to enter multiple values for
a single field and contains a larger set of search criteria fields. In addition, the
Payments grid on the advanced search contains additional columns that can be
displayed.
The basic Payment Search and the Advanced Payment Search are accessed using the
"Payment Searches" menu option. The basic Payment Search screen displays by
default, with an entry in the tree and a tab to access the Advanced Payment Search
as shown in the figure below.




                         Figure 8-15: Payment Searches
The following subsections contain additional information about each search.



SS Payments Design.doc                   Payments – Design            Page 104 of 259
Last Updated: 04/08/09
8.7.1        Basic Payment Search
The basic Payment Search, shown in the figure below, is used to search for one or
more Payments meeting a set of criteria. The basic Payment Search follows
standard SSIS search behavior. Users enter search criteria in the fields at the top of
the search screen to limit the Payments that are returned by the search. Users can
enter one value in each of the search criteria fields. When "Search" is selected, only
those records that match all of the search criteria are displayed. Exceptions are
noted in the field list on the next page.




                     Figure 8-16: Basic Payment Search Screen



SS Payments Design.doc                   Payments – Design             Page 105 of 259
Last Updated: 04/08/09
8.7.1.1 Basic Payment Search Field List
The following table lists the fields on the basic Payment Search that can be used to
limit the Payments returned by the search.
Except where noted, the search criteria must contain the complete value to search
for. For example, PMI #is an 8-digit field. Entering the first 6 digits will not return
any results. You must enter the full 8-digit number.
When a field is left blank, records with any value in that field are returned.
When search criteria are entered in more than one field, only records that match all
of the search criteria are returned.
   Screen                                                                                   Tab
                               Description                   Search Behavior
   Caption                                                                                 Order
Payment #         The Payment ID to select             Returns the Payment with              1
                                                       the Payment # entered
                                                       All other search criteria
                                                       are ignored
Warrant / GL      The Warrant Number or GL             Returns Payments with the             2
number            Number to select                     Warrant / GL Number
                                                       entered
                                                       Leading zeros are ignored
Payment           Drop down of Payment Statuses        Returns Payments with the             3
status                                                 selected Payment Status
                           Description       Code
                         Approved            A1
                         Denied              DE
                         Draft               DR
                         Paid                PD
                         Pending Approval    PA
                         Submitted           SB
                         Suspended           SU

Payment           Drop down of Payment Types           Returns Payments with the             4
type                                                   selected Payment Type
                           Description         Code
                   Adjustment reversal            4
                   Cancellation (Recovery)        8
                   Cancellation (Refund)          7
                   Correcting entry               3
                   adjustment
                   Payment request                1
                   Posted payment                 2
                   Recovery                       6
                   Refund                         5




SS Payments Design.doc                       Payments – Design           Page 106 of 259
Last Updated: 04/08/09
   Screen                                                                                    Tab
                             Description                     Search Behavior
   Caption                                                                                  Order
Date type         Drop down of available date          Returns Payments where the             5
                  fields to search on                  dates on the field selected in
                                                       "Date type" are within the
                     Date Field          Comments
                                                       range specified in the "From"
                   Service dates    Searches using     and "To" fields
                   completely       the "Service
                                                                 Date Field
                   within           Start Date" and
                                    "Service End        Service dates completely
                                    Date"               within
                   Service dates    Searches using      Both "Service Start Date"
                   partially        the "Service        and "Service End Date" are
                   within           Start Date" and     between the "From" and
                                    "Service End        "To" dates
                                    Date"
                                                        Service dates partially
                   Warrant / eff.   Default             within
                   date             selection           Service Dates include all or
                                                        part of the date range,
                                                        which includes the
                                                        following:
                                                        •   "Service Start date" and
                                                            "Service End date" are
                                                            completely within the
                                                            date range
                                                        •   "Service Start date" is
                                                            before the "From" date
                                                            and "Service End Date"
                                                            is during the date range
                                                        •   "Service Start date" is
                                                            during the date range
                                                            and "Service End date"
                                                            is after the "To" date
                                                        •   "Service Start date" is
                                                            before the "From" date
                                                            and "Service End date"
                                                            is after the "To" date

Date range        Drop down containing standard                                               6
                  date ranges for searches.
                  Selecting a value other than
                  "Custom" automatically sets the
                  values in the "From" and "To"
                  fields.
                  Defaults to "Custom"
From              First date to select                 Returns Payments where                 7
                                                       "Date type" is on or after the
                  Enabled only when "Date range"
                                                       "From" date
                  is "Custom"



SS Payments Design.doc                       Payments – Design            Page 107 of 259
Last Updated: 04/08/09
     Screen                                                                                 Tab
                             Description                     Search Behavior
     Caption                                                                               Order
To                Last date to select                  Returns Payments where                8
                                                       "Date type" is on or before
                  Enabled only when "Date range"
                                                       the "To" date
                  is "Custom"
Vendor type       Drop down to indicate which          Determines whether the                9
                  vendor fields to search on           Service Vendor fields, the
                                                       Payee Vendor fields, or both
                     Vendor Type        Comments
                                                       are checked when values are
                    Either              Default        entered in "Business name",
                                        selection      "County vendor #", or "SSIS
                    Service Vendor                     bus. org. #".
                    Payee Vendor

Business          The name of the vendor on the        Depending on the value               10
name              Payment                              selected in "Vendor type",
                                                       returns Payments for all
                  Note: Business Name is
                                                       Bus. Orgs. and all
                  stored on the Payment – both
                                                       Payments whose Bus. Org.
                  the Business Name on the
                                                       Name begins with the value
                  Payment and on the Bus Org
                                                       entered
                  table are searched.
                                                       An asterisk (*) can be
                                                       used as a wild card
County            The county's vendor number on        Depending on the value               11
vendor #          the Payment                          selected in "Vendor type",
                                                       returns Payments for all
                  Note: County Vendor # is
                                                       Bus. Orgs and all
                  stored on the Payment – both
                                                       Payments with the "County
                  the County Vendor # on the
                                                       vendor #" entered
                  Payment and on the Bus Org
                  table are searched                   Leading zeros are ignored
SSIS bus.         The SSIS Bus Org ID on the           Depending on the value               12
org. #            Payment                              selected in "Vendor type",
                                                       returns Payments with the
                                                       "SSIS Bus. Org. #" entered
                  Bus Org Search button - opens                                             N/A
                  the Bus Org Search screen to
                  search for and select a specific
                  Bus. Org. to use on the Payment
                  Search
Client first      The first name of the client on      Returns Payments for all             13
name              the Payment                          SSIS Person IDs whose first
                                                       name begins with the value
                  Note: Client first name is not
                                                       entered
                  stored on the Payment, it is
                  linked by the SSIS Person #




SS Payments Design.doc                       Payments – Design           Page 108 of 259
Last Updated: 04/08/09
   Screen                                                                                  Tab
                            Description                     Search Behavior
   Caption                                                                                Order
Client last       The last name of the client on      Returns Payments for all             14
name              the Payment                         SSIS Person IDs whose last
                                                      name begins with the value
                  Note: Client last name is not
                                                      entered
                  stored on the Payment, it is
                  linked to the Payment by the
                  SSIS Person #
County            The County person number of         Returns all Payments for the         15
person #          the client on the Payment           SSIS Person # with the
                                                      County Person # entered
                  Note: County person # is not
                  stored on the Payment, it is
                  linked to the Payment by the
                  SSIS Person #
SSIS person       The SSIS Person ID of the client    Returns all Payments for the         16
#                 on the Payment                      SSIS Person ID entered
                  Person Search button - opens                                             N/A
                  the Person Search screen to
                  search for and select a Client to
                  use on the Payment Search
Service           Drop down of BRASS Services         Returns Payments with the            17
                                                      selected Service
                  Format: 3 digit Service code –
                  Description, or Description – 3
                  digit Service code depending on
                  a/# toggle button setting
                  Toggle button to switch the                                              N/A
                  display of the Service field from
                  "Code – Description" to
                  "Description – Code" and vice
                  versa
Chart of          The Chart of Accounts on the        Returns Payments for the            18-28
accounts          Payment                             COA IDs with the Chart of
                                                      Accounts Element(s) entered
                  One or more of the COA
                  Elements can be entered
                  Chart of Accounts Search button                                          N/A
                  - opens the Chart of Accounts
                  Search screen to search for and
                  select a Chart of Accounts to use
                  on the Payment Search




SS Payments Design.doc                      Payments – Design           Page 109 of 259
Last Updated: 04/08/09
   Screen                                                                                   Tab
                            Description                    Search Behavior
   Caption                                                                                 Order
Include           Drop down to limit the results to   Returns Payments that are in          29
payments          only Payments that are, or, are     a batch, or are not in a batch
                  not in a batch                      depending on the selection
                            Description
                    Only Payments in a batch
                    Only Payments not in a batch

                         Table 8-28: Payment Search Criteria

8.7.1.2 Basic Payment Search Results Grid
The defaults columns and available columns for the results grid are listed in Section
8.4, "Payments E-grid" starting on page 44.




SS Payments Design.doc                     Payments – Design             Page 110 of 259
Last Updated: 04/08/09
8.7.2        Advanced Payment Search
The Advanced Payment Search allows users to enter multiple values for a single field
and contains a larger set of fields to search on than the basic Payment Search.
Search criteria are entered in the fields at the top of the search screen to limit the
Payments that are returned by the search.
Fields that allow multiple values to be entered have an Advanced Filter Button
after the field, as shown on the right.
The following figure shows an example of the Advanced Payment Search screen.




                  Figure 8-17: Advanced Payment Search Screen




SS Payments Design.doc                   Payments – Design             Page 111 of 259
Last Updated: 04/08/09
When the Advanced Search Filter button is used to enter search criteria, that portion
of the main Advanced Search screen changes to a scrollable text box, which displays
the selected values as a blue hyperlink. Clicking on the hyperlink displays the
advanced search dialog for that field or fields.
The following screen shows an example for the Advanced Payment Search where
multiple values have been entered in "Payment status", "Client filters" and
"Additional filters".




      Figure 8-18: Advanced Payment Search- Multiple Values Example




SS Payments Design.doc                   Payments – Design            Page 112 of 259
Last Updated: 04/08/09
The Advanced Payment Search applies the criteria to the search based on the values
entered and, in some cases, whether the criteria are entered directly on the search
screen or using the advanced filter dialog. The table below summarizes how the
criteria are applied.
Note: The advanced search dialog must be used to enter multiple values for a single
field.

      Criteria Entered                             Selection Criteria
Single value entered on        All of the values entered are on the record
multiple fields
                                  field1 = field1value
                                  AND field2 = field2value
                               Example:
                                  Payment Status: Approved
                                  Creator:        Bill Bjorn
                                  All Payments where the "Payment Status" is Approved
                                  and Bill Bjorn is the "Creator" are displayed
                               If a "Payment #" is entered, all other search criteria
                               are ignored
Multiple values entered on a   One of the values is on the record
single field
                                  field1 = field1value1 OR field1value2
                               Example:
                                  Special Cost Code:     11
                                  Special Cost Code:     12
                                  All Payments with a "Special Cost Code" = 11 or 12
                                  are displayed
Multiple values entered on     One of the values is on the record for every field with
multiple fields                search criteria
                                  (field1 = field1value1 OR field1value2)
                                  AND (field2 = field2value1 OR field2value2)
                               Example:
                                  PMI #:                 01234567
                                  PMI#:                  01234568
                                  Payment status:        Denied & Suspended are checked
                                  All Payments with either "PMI #" and a "Payment
                                  status" of Denied or Suspended are displayed




SS Payments Design.doc                    Payments – Design             Page 113 of 259
Last Updated: 04/08/09
        Criteria Entered                             Selection Criteria
Note: Additional information on how search criteria is applied to the following filter
groups is described on the following pages:
    •    Vendor filters
    •    Client filters
    •    Service filters
    •    Chart of Accounts filters
    •    Additional filters
Special Handling on Vendor filters
Single value entered on          All of the values entered must be on the record
multiple "Vendor filter"             field1 = field1value
fields on the main Advanced
                                     AND field2 = field2value
Search screen
                                 Example:
                                     County Vendor #:       123
                                     Business Name:         ABC
                                     All Payments with a "County Vendor #" = 123 AND
                                     "Business Name" that starts with ABC are displayed
                                 If a "SSIS bus. org. #" is entered, all other search
                                 criteria in the "Vendor filters" group box is ignored
Value(s) entered for             At least 1 of the values entered for any of the fields in the
multiple "Vendor filter"         "Vendor filters" group box must be on the record
fields on the Advanced
                                     field1 = field1value
Vendor filters dialog box
                                     OR field2 = field2value
                                 Example:
                                     County Vendor #:       123
                                     Business Name:         ABC
                                     All Payments with a "County Vendor #" = 123 OR
                                     "Business Name" that starts with ABC are displayed
                                 Unlike the main search screen, when a "SSIS bus.
                                 org. #" and a "Business name" or "County vendor
                                 #" are entered on the advanced filters dialog box;
                                 Payments with any of the values are displayed.
                                     Example
                                        SSIS bus. org. #:       234567890
                                        County Vendor #:        123
                                        Business Name:          ABC
                                        All Payments with a "SSIS bus. org. #" =
                                        234567890 OR "County Vendor #" = 123 OR
                                        "Business Name" that starts with ABC are
                                        displayed




SS Payments Design.doc                      Payments – Design               Page 114 of 259
Last Updated: 04/08/09
      Criteria Entered                                Selection Criteria
Special Handling on Client filters
Single value entered on           All of the values entered must be on the record
multiple "Client filter" fields
                                     field1 = field1value
on the main Advanced
Search screen                        AND field2 = field2value
                                  Example:
                                     County Person #:       1234
                                     Client Last Name:      Smi
                                     All Payments with a "County Person #" = 1234 AND
                                     "Client Last Name" that starts with "Smi" are
                                     displayed
                                  If a "SSIS Person #" is entered, all other search
                                  criteria in the "Client filters" group box is ignored
Value(s) entered for              At least 1 of the values entered for any of the fields in the
multiple "Client filter" fields   "Client filters" group box must be on the record
on the Advanced Client
                                     field1 = field1value
filters dialog box
                                     OR field2 = field2value
                                  Example:
                                     County Person #        1234
                                     Client Last Name:      "Smi", Options = "starts with"
                                     All Payments with a "County Person #" = 1234 OR
                                     "Client Last Name" that starts with "Smi" are
                                     displayed
                                  Unlike the main search screen, when a "SSIS
                                  Person #" and a "Client name" or "County person
                                  #", or a "PMI #" is entered on the advanced filters
                                  dialog box, Payments with any of the values are
                                  displayed.
                                     Example:
                                         SSIS Person #:        345678901
                                         County Person #       1234
                                         Client Last Name:     "Smi", Options = "starts with"
                                     All Payments with a " SSIS Person #" = 345678901
                                     OR "County Person #" = 1234 OR "Client Last Name"
                                     that starts with "Smi" are displayed




SS Payments Design.doc                       Payments – Design              Page 115 of 259
Last Updated: 04/08/09
      Criteria Entered                            Selection Criteria
Special Handling on Service filters
Main Advanced Search         Only one value can be selected
screen
Value(s) entered for more    At least 1 of the values entered for any of the options in
than one option on the       the "Service filters" group box must be on the record
Advanced Service filters
                                ServiceOption1 = value1
dialog box
                                OR ServiceOption2 = value2
                             Example:
                                Service: "181 – Child family foster care"
                                3 digit service code range:     from 102 through 129
                                All Payments with a "Service" = 181 or between 102
                                and 129 are displayed
Special Handling on Chart of Accounts filters
Main Advanced Search         Only one value can be entered for each element
screen
                             All Payments with all of the COA Elements entered are
                             displayed
Value(s) entered for more    The Chart of Accounts on the Payment must include at
than one option on the       least 1 of the values entered for each "Element type"
Advanced Chart of Accounts
                                Element1 = Element1value1 or Element1value2
filters dialog box
                                AND Element2 = Element2value1 or Element2value2
                             Example:
                                Element   Type:    Program 700
                                Element   Type:    Program 710
                                Element   Type:    Object 6077
                                Element   Type:    Object 6057
                                All Payments with "Chart of Accounts" that contains a
                                "Program" of 700 or 710 and an "Object" of 6077 or
                                6057 are displayed.




SS Payments Design.doc                  Payments – Design              Page 116 of 259
Last Updated: 04/08/09
      Criteria Entered                           Selection Criteria
Special Handling on Additional filters
Main Advanced Search          Only one field can be selected and only one value entered
screen                        for the selected field
Value(s) entered for more     The Payment must include at least 1 of the values entered
than one option on the        for each field
Advanced Additional filters
                                  (field1 = field1value1 OR field1value2)
dialog box
                                 AND (field2 = field2value1 OR field2value2)
                              Example:
                                 Invoice number:    15897
                                 Invoice number:    78897
                                 Primary worker:    Betsy Bjorn
                                 Primary worker:    Bob Bjorn
                                 All Payments with "Invoice number" = 15897 or
                                 78897 and a "Primary Worker" = Betsy Bjorn or Bob
                                 Bjorn are displayed.

                  Table 8-29: Applying Advanced Search Criteria




SS Payments Design.doc                   Payments – Design            Page 117 of 259
Last Updated: 04/08/09
8.7.2.1 Advanced Payment Search Field List
The following table lists the fields on the Advanced Payment Search screen that can
be used to limit the Payments returned by the search.
Except where noted, the search criteria must contain the complete value to search
for. For example, PMI # is an 8 digit field. Entering the first 6 digits will not return
any results. You must enter the full 8 digit number.
When a field is left blank, records with any value in that field are returned.
Multiple values for a field are only allowed using the Advanced Filter Dialog screen.
The icon in the "Adv. Filter" column of the table below indicates fields that have an
Advanced Filter Dialog screen.
    Screen                                                                        Tab  Adv.
                            Description           Search Behavior
    Caption                                                                      Order Filter
 Payment #         The Payment ID to select       Returns Payments with             1
                                                  one of the Payment IDs
                                                  entered
                                                  All other search criteria
                                                  are ignored
 Payment           Drop down of Payment           Returns Payments with             2
 status            Statuses                       one of the selected
                                                  Payment Statuses
                         Description      Code
                     Approved             A1
                     Denied               DE
                     Draft                DR
                     Paid                 PD
                     Pending approval     PA
                     Submitted            SB
                     Suspended            SU
 Payment type      Drop down of Payment           Returns Payments with             3
                   Types                          one of the selected
                                                  Payment Types
                         Description      Code
                     Adjustment            4
                     reversal
                     Cancellation          8
                     (Recovery)
                     Cancellation          7
                     (Refund)
                     Correcting entry      3
                     adjustment
                     Payment request       1
                     Posted payment        2
                     Recovery              6
                     Refund                5



SS Payments Design.doc                     Payments – Design              Page 118 of 259
Last Updated: 04/08/09
    Screen                                                                          Tab  Adv.
                              Description              Search Behavior
    Caption                                                                        Order Filter
 Paying            Drop down of Paying                  Returns Payments for one      4
 county            Counties for the region              of the selected Paying
                                                        Counties
                   Visible only in regions
                   Values for L/L/M:
                         Description   Code
                         Lincoln            41
                         Lyon               42
                         Murray             51
                   Values for F/M:
                         Description    Code
                         Faribault          22
                         Martin             46




SS Payments Design.doc                           Payments – Design          Page 119 of 259
Last Updated: 04/08/09
    Screen                                                                           Tab  Adv.
                              Description            Search Behavior
    Caption                                                                         Order Filter
 Date type         Drop down of available date        Returns Payments where          5
                   fields to search on                the date on the field
                                                      selected in "Date type" is
                    Date Field      Comments
                                                      within the range specified
                    Approval                          in the "From" and "To"
                    date                              fields except as noted
                                                      below
                    County
                    defined                                   Date Field
                    date
                                                      Service dates
                    Create date                       completely within

                    Invoice                           Both "Service start date"
                    date                              and "Service end date" are
                                                      between the "From" and
                    Service        Searches           "To" dates
                    dates          using the
                    completely     "Service           Service dates partially
                    within         start date"        within
                                   and "Service       Service Dates include all
                                   end date"          or part of the date range,
                    Service        Searches           which includes the
                    dates          using the          following:
                    partially      "Service           •   "Service start date"
                    within         start date"            and "Service end date"
                                   and "Service           are completely within
                                   end date"              the date range
                    Submitted                         •   "Service start date" is
                    date                                  before the "From" date
                                                          and "Service end date"
                    Warrant /      Default                is during the date
                    eff. date      selection              range
                                                      •   "Service start date" is
                                                          during the date range
                                                          and "Service end date"
                                                          is after the "To" date
                                                      •   "Service start date" is
                                                          before the "From" date
                                                          and "Service end date"
                                                          is after the "To" date
 Date range        Drop down containing                                               6
                   standard date ranges for
                   searches. Selecting a value
                   other than "Custom"
                   automatically sets the
                   values in the "From" and
                   "To" fields.
                   Defaults to "Custom"




SS Payments Design.doc                         Payments – Design            Page 120 of 259
Last Updated: 04/08/09
      Screen                                                                      Tab  Adv.
                             Description           Search Behavior
      Caption                                                                    Order Filter
 From              First date to select            Returns Payments where           7
                                                   "Date type" is on or after
                   Enabled only when "Date
                                                   the "From" date
                   range" is "Custom"
 To                Last date to select             Returns Payments where           8
                                                   "Date type" is on or before
                   Enabled only when "Date
                                                   the "To" date
                   range" is "Custom"
 Date type, Date range, From and To are                                           9-12
 repeated to allow for 2 sets of date search
 criteria
 "Service dates partially within" is the default
 "Date type" on the 2nd set of dates
 Vendor filters                                    Multiple values are allowed for all
                                                   Vendor fields using the Advanced
                                                   Filter Button
                                                   If a value, or values, is entered for
                                                   more than one field on the
                                                   advanced search dialog, Payments
                                                   that meet any one of the criteria
                                                   are returned.
 Vendor type       Drop down to indicate which     Determines whether the          13
                   vendor fields to search on      Service Vendor fields, the
                   when any of the remaining       Payee Vendor fields, or
                   Bus Org fields are entered      both are checked when
                                                   values are entered in
                    Vendor Type      Comments
                                                   "Business name", "County
                    Either           Default       vendor #", or "SSIS bus.
                                     selection     org. #"
                    Service Vendor
                    Payee Vendor




SS Payments Design.doc                     Payments – Design              Page 121 of 259
Last Updated: 04/08/09
    Screen                                                                      Tab  Adv.
                          Description           Search Behavior
    Caption                                                                    Order Filter
 Business          The name of the vendor on    Depending on the value          14
 name              the Payment                  selected in "Vendor type",
                                                returns Payments for all
                   Note: Business Name is
                                                Bus. Orgs. and all
                   stored on the Payment –
                                                Payments whose Bus.
                   both the Business Name
                                                Org. Name meets the
                   on the Payment and on
                                                criteria below:
                   the Bus Org table are
                   searched.                    •   If a value is entered on
                                                    the main search:
                                                    Bus. Org. Name
                                                    begins with the value
                                                    entered
                                                •   If 1 or more values is
                                                    entered using the
                                                    Advanced Filter Dialog:
                                                    Bus. Org. Name
                                                    matches one of the
                                                    values entered based
                                                    on the "Option"
                                                    selected
                                                An asterisk (*) can be
                                                used as a wild card
 County            The county's vendor number   Depending on the value          15
 vendor #          on the Payment               selected in "Vendor type",
                                                returns Payments for all
                   Note: County Vendor # is
                                                Bus. Orgs. and all
                   stored on the Payment –
                                                Payments with any of the
                   both the County Vendor #
                                                County Vendor Numbers
                   on the Payment and on
                                                entered
                   the Bus Org table are
                   searched                     Leading zeros are
                                                ignored




SS Payments Design.doc                   Payments – Design             Page 122 of 259
Last Updated: 04/08/09
    Screen                                                                           Tab  Adv.
                           Description              Search Behavior
    Caption                                                                         Order Filter
 SSIS bus.         The SSIS Bus Org ID on the       Depending on the value           16
 org. #            Payment                          selected in "Vendor type",
                                                    returns Payments for all
                                                    SSIS Bus. Org. IDs
                                                    entered
                                                    •   If a value is entered on
                                                        the main search:
                                                        All other search criteria
                                                        in "Vendor Filters" is
                                                        ignored
                                                    •   If 1 or more values is
                                                        entered using the
                                                        Advanced Filter Dialog:
                                                        The "SSIS bus. org. #"
                                                        OR any values entered
                                                        on the other Vendor
                                                        Filter fields must be on
                                                        the Payment
                   Bus Org Search button -                                           N/A
                   opens the Bus Org Search
                   screen to search for and
                   select a specific Bus. Org. to
                   use on the Payment Search




SS Payments Design.doc                      Payments – Design               Page 123 of 259
Last Updated: 04/08/09
    Screen                                                                       Tab  Adv.
                           Description            Search Behavior
    Caption                                                                     Order Filter
 Client filters                                   Multiple values are allowed for
                                                  each of the client fields using the
                                                  Advanced Filter Button
                                                  If a value, or values, is entered for
                                                  more than one field on the
                                                  advanced search dialog, Payments
                                                  that meet any one of the criteria
                                                  are returned.
 Client first      The first name of the client   Returns Payments for all        17
 name              on the Payment                 SSIS Person IDs whose
                                                  First Name meets the
                   Note: Client first name is
                                                  criteria below:
                   not stored on the Payment,
                   it is linked by the SSIS       •   If a value was entered
                   Person #                           on the main screen:
                                                      First Name begins
                                                      with the value entered
                                                  •   If 1 or more values
                                                      were entered using the
                                                      Advanced Filter Dialog:
                                                      First Name matches
                                                      one of the values
                                                      entered based on the
                                                      "Option" selected
                                                  An asterisk (*) can be
                                                  used as a wild card
 Client last       The last name of the client    Returns Payments for all        18
 name              on the Payment                 SSIS Person IDs whose
                                                  Last Name meets the
                   Note: Client last name is
                                                  criteria below:
                   not stored on the Payment,
                   it is linked by the SSIS       •   If a value was entered
                   Person #                           on the main screen:
                                                      Last Name begins
                                                      with the value entered
                                                  •   If 1 or more values
                                                      were entered using the
                                                      Advanced Filter Dialog:
                                                      Last Name matches
                                                      one of the values
                                                      entered based on the
                                                      "Option" selected
                                                  An asterisk (*) can be
                                                  used as a wild card




SS Payments Design.doc                     Payments – Design             Page 124 of 259
Last Updated: 04/08/09
    Screen                                                                          Tab  Adv.
                           Description             Search Behavior
    Caption                                                                        Order Filter
 County            The County person number        Returns Payments for all         19
 person #          of the client on the Payment    SSIS Person IDs with one
                                                   of the County Person
                   Note: County person # is
                                                   Numbers entered
                   not stored on the Payment,
                   it is linked by the SSIS
                   Person #
 SSIS person       The SSIS Person ID of the       Returns Payments for all         20
 #                 client on the Payment           SSIS Person IDs entered
                                                   •   If a value is entered on
                                                       the main search:
                                                       All other search criteria
                                                       in "Client Filters" is
                                                       ignored
                                                   •   If 1 or more values is
                                                       entered using the
                                                       Advanced Filter Dialog:
                                                       The SSIS bus. org. #
                                                       OR any values entered
                                                       on the other Client
                                                       Filter fields must be on
                                                       the Payment
 PMI #             The PMI number of the           Returns Payments for all         21
                   client on the Payment           SSIS Person IDs with one
                                                   of the PMI numbers
                   Note: PMI # is not stored
                                                   entered
                   on the Payment, it is linked
                   by the SSIS Person #
                   Person Search button -                                           N/A
                   opens the Person Search
                   screen to search for and
                   select a Client to use on the
                   Payment Search


 Service filters   Drop down of BRASS              Returns Payments with            22
                   Services                        one of the Services
                                                   entered
                   Format: 3 digit Service
                   code – Description, or
                   Description – 3 digit Service
                   code depending on a/#
                   toggle button setting
                   Toggle button to switch the                                      N/A
                   display of the Service field
                   from "Code – Description" to
                   "Description – Code" and
                   vice versa



SS Payments Design.doc                      Payments – Design              Page 125 of 259
Last Updated: 04/08/09
    Screen                                                                       Tab  Adv.
                           Description             Search Behavior
    Caption                                                                     Order Filter
                                                   Multiple values are allowed for
                                                   each COA Element using the
                                                   Advanced Filter Button
 Chart of          The Chart of Accounts on        Returns Payments for all          23-
 account           the Payment                     Chart of Accounts meeting         33
 filters                                           the criteria below:
                   One or more of the Chart of
                   Accounts Elements can be        •   If values are entered
                   entered                             on the main search:
                   Note: Only the COA # is             The value of each
                   stored on the Payment               Element entered must
                                                       match the Chart of
                                                       Accounts on the
                                                       Payment
                                                   •   If values are entered
                                                       using the Advanced
                                                       Filter Dialog:
                                                       One of the values for
                                                       each Element entered
                                                       must match the Chart
                                                       of Accounts on the
                                                       Payment
                                                   An asterisk (*) can be
                                                   used as a wild card
                   Chart of Accounts Search                                       N/A
                   button - opens the Chart of
                   Accounts Search screen to
                   search for and select a Chart
                   of Accounts to use on the
                   Payment Search




SS Payments Design.doc                     Payments – Design             Page 126 of 259
Last Updated: 04/08/09
    Screen                                                                           Tab  Adv.
                              Description         Search Behavior
    Caption                                                                         Order Filter
 Additional filters                                Multiple values are allowed for
                                                   each of these fields using the
                                                   Advanced Filter Button
 Filter by         Drop down of additional         Identifies the field to            34
                   fields that can be searched     search on
                   on
                         Available
                                     Comments
                          fields
                      Accrual code
                      All
                      transactions
                      Approver
                      Arrangement
                      group #
                      Contract
                      number
                      Correcting
                      entry
                      balancing
                      Creator
                      HCPCS/
                      modifiers
                      Invoice
                      number
                      License #
                      Owner           Default
                                      selection
                      Primary
                      worker
                      Service
                      arrangement
                      #
                      Special cost
                      code
                      SSIS pymt.
                      batch #
                      SSIS WG #
                      Warrant / GL
                      number




SS Payments Design.doc                      Payments – Design                Page 127 of 259
Last Updated: 04/08/09
    Screen                                                                          Tab  Adv.
                             Description             Search Behavior
    Caption                                                                        Order Filter
 The next field(s) change to match the selection in "Filter by"
 when "Accrual code" is selected
 Accrual code      Drop down of Accrual Codes        Returns Payments with          35
                                                     one of the selected Accrual
                                                     Codes
 when "All transactions" is selected
 Payment #         The Payment ID or Original        Returns the Payment and        35
                   Payment ID to select              Payment Modifications
                                                     where the "Payment #" or
                                                     "Original Payment #" is
                                                     one of the Payment IDs
                                                     entered
 when "Approver" is selected
 Approver          Drop down of all SSIS user        Returns Payments where         35
                   names                             the Approver is one of the
                                                     selected users
                   Format:
                         Last, First Middle Suffix
 Active            Checkbox to limit the                                            36
 workers only      Approver drop down to only
                   SSIS users that are Active
                   When this box is checked, if
                   an inactive user is selected,
                   the selection is cleared
 when "Arrangement group #" is selected
 Arrangement       The Arrangement Group ID          Returns Payments with          35
 group #           to select                         one of the Arrangement
                                                     Group IDs entered
 when "Contract number" is selected
 Contract          The Contract Number to            Returns Payments with          35
 number            select                            one of the Contract
                                                     Numbers entered




SS Payments Design.doc                        Payments – Design            Page 128 of 259
Last Updated: 04/08/09
    Screen                                                                         Tab  Adv.
                             Description             Search Behavior
    Caption                                                                       Order Filter
 when "Correcting entry balancing" is selected
 Include only      Read only checkbox that           Returns Payment Requests       35
 payments          indicates Payment Requests        and Posted Payments that
 whose             and Posted Payments that          have an Adjustment
 correcting        are not in balance should be      Reversal where the
 entries do        returned by the search            Correcting Entry
 not net to the                                      Adjustments do not total
 original                                            the Amount on the original
 Payment                                             Payment, or there are no
 "Amount"                                            Correcting Entry
                                                     Adjustments
                                                     All other Payment
                                                     Modifications are ignored
                                                     (Refund, Recovery,
                                                     Cancellation (Refund),
                                                     Cancellation (Recovery).
 when "Creator" is selected
 Creator           Drop down of all SSIS user        Returns Payments where         35
                   names                             the Creator is one of the
                                                     selected users
                   Format:
                         Last, First Middle Suffix
 Active            Checkbox to limit the                                            36
 workers only      Creator drop down to only
                   SSIS users that are Active
                   When this box is checked, if
                   an inactive user is selected,
                   the selection is cleared
 when "HCPCS / modifiers" is selected
 HCPCS /           Drop down of all                  Returns Payments with          35
 modifiers         HCPCS/Modifiers                   one of the selected
                                                     HCPCS/modifiers
 when "Invoice number" is selected
 Invoice           The Invoice Number to             Returns Payments with          35
 number            select                            one of the Invoice
                                                     Numbers entered
 when "License #" is selected
 License #         The License Number to             Returns Payments with          35
                   select                            one of the License
                                                     Numbers entered




SS Payments Design.doc                        Payments – Design            Page 129 of 259
Last Updated: 04/08/09
    Screen                                                                       Tab  Adv.
                             Description             Search Behavior
    Caption                                                                     Order Filter
 when "Owner" is selected
 Owner             Drop down of all SSIS user        Returns Payments in all      35
                   names                             Payment Batches where
                                                     the Owner of the Payment
                   Format:
                                                     Batch is one of the
                         Last, First Middle Suffix   selected names
                   Note: Owner is not stored
                   on the Payment; it is linked
                   to the Payment by the SSIS
                   Pymt. Batch #
 Active            Checkbox to limit the Owner                                    36
 workers only      drop down to only SSIS
                   users that are Active
                   When this box is checked, if
                   an inactive user is selected,
                   the selection is cleared
 when "Primary worker" is selected
 Primary           Drop down of all SSIS user        Returns Payments for all     35
 worker            names                             Workgroup IDs where the
                                                     Primary Worker for the
                   Format:
                                                     Workgroup is one of the
                         Last, First Middle Suffix   selected names
                   Note: Primary Worker is not
                   stored on the Payment, it is
                   linked to the Payment by the
                   SSIS WG #
 Active            Checkbox to limit the                                          36
 workers only      Primary Worker drop down
                   to only SSIS users that are
                   Active
                   When this box is checked, if
                   an inactive user is selected,
                   the selection is cleared
 when "Service arrangement #" is selected
 Service           The Service Arrangement ID        Returns Payments with        35
 arrangement       to select                         one of the Service
 #                                                   Arrangement IDs entered




SS Payments Design.doc                        Payments – Design          Page 130 of 259
Last Updated: 04/08/09
    Screen                                                                         Tab  Adv.
                           Description           Search Behavior
    Caption                                                                       Order Filter
 when "Special cost code" is selected
 Special cost      Drop down of Special Cost     Returns Payments with              35
 code              Codes                         one of the selected Special
                                                 Cost Codes
                   Toggle button to switch the                                      N/A
                   display of the Special Cost
                   Code drop down from "Code
                   – Description" to
                   "Description – Code" and
                   vice versa
 when "SSIS pymt. batch #" is selected
 SSIS pymt.        The SSIS Payment Batch ID     Returns Payments with              29
 batch #           to select                     one of the SSIS Payment
                                                 Batch IDs entered
                                                 Returns Payments in all
                                                 Payment Batches where
                                                 the "SSIS pymt. batch #"
                                                 is one of the values
                                                 entered
 when "SSIS WG #" is selected
 SSIS WG #         The SSIS Workgroup ID to      Returns Payments with              35
                   select                        one of the SSIS
                                                 Workgroup IDs entered
 when "Warrant / GL number" is selected
 Warrant / GL      The Warrant / GL Number to    Returns Payments with              35
 number            select                        one of the Warrant / GL
                                                 Numbers entered
 Amount filters
 Amount Type       Drop down of amount fields    Identifies the field to            37
                   that can be searched on       search on
                   Amount Type Comments
                    Paid amount    Default
                                   selection
                    Requested
                    amount
                    Warrant / GL
                    amount




SS Payments Design.doc                    Payments – Design                Page 131 of 259
Last Updated: 04/08/09
    Screen                                                                        Tab  Adv.
                            Description         Search Behavior
    Caption                                                                      Order Filter
 Operation         Drop down to indicate the     Returns Payments where           38
                   type of comparison to         the value of the "Amount
                   perform                       type" field matches the
                                                 criteria for the "Operation"
                     Operation     Comments
                                                 selected
                    Less than or
                                                  Opera-          Search
                    equal
                                                   tion          Behavior
                    Equal
                                                 Less         "Amount type"
                    Greater than                 than or      must be less
                    or equal                     equal        than or equal to
                                                              the value
                    Between        Default                    entered in
                                   selection                  "Amount"
                                                 Equal        "Amount type"
                                                              must be equal
                                                              the value
                                                              entered in
                                                              "Amount"
                                                 Greater      "Amount type"
                                                 than or      must be more
                                                 equal        than or equal to
                                                              the value
                                                              entered in
                                                              "Amount"
                                                 Between "Amount type"
                                                         is more than or
                                                         equal to the
                                                         value entered
                                                         in "Minimum"
                                                         and less than
                                                         or equal the
                                                         value in
                                                         entered in
                                                         "Maximum"

 The value field(s) displayed are dependant on which Operation is selected
 when "Operation" = "Less than or equal", "Equal", or "Greater than or equal"
 Amount            The value to select                                            39
 when "Operation selected" is "Between"
 Minimum           The minimum amount to                                          39
                   select
 Maximum           The maximum amount to                                          40
                   select

                 Table 8-30: Advanced Payment Search Field List



SS Payments Design.doc                    Payments – Design              Page 132 of 259
Last Updated: 04/08/09
8.7.2.2 Advanced Search Filter Screens
The Advanced Search Filter button displays a customized dialog for the search
criteria field, or group of fields.
The table below describes the option buttons on the Advanced Search dialogs. All of
these dialogs have an Apply, Clear and Cancel button. Add, Remove, and Select All
only display on some dialogs.

 Button                              Description                            Shortcut key
Apply         Saves the selections and returns to the search               Alt+P
Clear         Clears all selections in the advanced search filter dialog   Alt+C
Cancel        Cancels any changes and returns to the search                Esc or Alt+N
Add           Adds the selection to the "Filters to be applied"            Alt+A
Remove        Removes the highlighted entry in "Filters to be applied"     Alt+R
Select All    Selects all items in the list box                            Alt+A or Ctrl+A

              Table 8-31: Advanced Payment Dialog Option Buttons

8.7.2.2.1       Payment #
The screen shot below shows the advanced search dialog for "Payment #". Enter
Payment IDs one at a time in the text box. Click on "Add" after each Payment ID to
add it to "Filters to be applied".




             Figure 8-19: Payment # Advanced Search Filter Dialog




SS Payments Design.doc                      Payments – Design              Page 133 of 259
Last Updated: 04/08/09
8.7.2.2.2       Payment Status
The screen shot below shows the advanced search dialog for "Payment status". Use
the checkboxes to select one or more Payment Statuses to be returned by the
search.




          Figure 8-20: Payment Status Advanced Search Filter Dialog

8.7.2.2.3       Payment Type
The screen shot below shows the advanced search dialog for "Payment type". Use
the checkboxes to select one or more Payment Types to be returned by the search.




           Figure 8-21: Payment Type Advanced Search Filter Dialog




SS Payments Design.doc                 Payments – Design           Page 134 of 259
Last Updated: 04/08/09
8.7.2.2.4       Paying County
The screen shot below shows the advanced search dialog for "Paying county". Use
the checkboxes to select one or more Paying Counties to be returned by the search.
Paying County is only available in the regions.




           Figure 8-22: Paying County Advanced Search Filter Dialog




SS Payments Design.doc                    Payments – Design         Page 135 of 259
Last Updated: 04/08/09
8.7.2.2.5       Vendor filters
The following screen shot shows the advanced search dialog for the vendor fields.
Select a field to "Filter by", select a "Vendor type", then enter the value in the next
field, which changes to match the selection in "Filter by". Use the Add button to add
the criteria to "Filters to be applied". Repeat for all values for the field and for each
field needing a filter.
The Options box displays only when "Business name" is selected in "Filter by" and is
used to define how the name field should be searched.
If a value, or values, is entered for more than one field on the advanced search
dialog, Payments that meet any one of the criteria are returned.




                Figure 8-23: Vendor Advanced Search Filter Dialog




SS Payments Design.doc                     Payments – Design              Page 136 of 259
Last Updated: 04/08/09
Screen            Description                      Search Behavior                          Tab
Caption                                                                                    Order
Filter by         Radio buttons of vendor           Identifies the field to search on           1
                  fields that can be searched
                  on
                    Available
                                  Comments
                     fields
                   Business       Default
                   name           selection
                   County
                   vendor #
                   SSIS bus.
                   org. #

Filter criteria                                     The fields in this group box change based
                                                    on the "Filter by" selection
Vendor            Drop down to indicate which       Determines whether the Service              2
type              vendor fields to search on        Vendor fields, the Payee Vendor
                                                    fields, or both are checked when
                   Vendor Type Comments
                                                    values are entered in "Business
                   Either          Default          name", "County vendor #", or
                                   selection        "SSIS bus. org. #"
                   Service
                   Vendor
                   Payee Vendor

when "Filter by" = Business name
Business          The name of the vendor on         Depending on the value selected in          3
name              the Payment                       "Vendor type", returns Payments
                                                    for all Bus. Orgs. and all
                  Note: Business Name is
                                                    Payments whose "Business
                  stored on the Payment –
                                                    name" matches one of the values
                  both the Business Name
                                                    entered based on the "Option"
                  on the Payment and on
                                                    selected.
                  the Bus Org table are
                  searched.                         An asterisk (*) can be used as
                                                    a wild card




SS Payments Design.doc                          Payments – Design             Page 137 of 259
Last Updated: 04/08/09
Screen          Description                        Search Behavior                       Tab
Caption                                                                                 Order
Options         Radio buttons of Business          Returns Payments where the value          4
                Name search options                of the "Business name" field
                                                   matches the criteria for the
                    Option        Comments
                                                   "Option" selected
                 Exact match
                                                    Option        Search Behavior
                 Starts with      Default           Exact      Business Name must
                                  selection         match      match the value
                 Contains                                      exactly
                                                    Starts     Business Name must
                 Soundex                            with       start with the value
                                                    Contains   Business Name must
                                                               contain the value
                                                               For example, "lande"
                                                               would return names
                                                               like Lande, McLander,
                                                               MacLanders, but not
                                                               Moreland
                                                    Soundex    Business Name must
                                                               sound like the value
                                                               For example,
                                                               "Janson" would return
                                                               names like Janson,
                                                               Jannson, and Jansen
when "Filter by" = County vendor #
County          The county's vendor number         Depending on the value selected in        2
vendor #        on the Payment                     "Vendor type", returns Payments
                                                   for all Bus. Orgs. and all
                Note: County Vendor # is
                                                   Payments with the "County
                stored on the Payment –
                                                   vendor #" entered
                both the County Vendor #
                on the Payment and on              Leading zeros are ignored
                the Bus Org table are
                searched
when "Filter by" = SSIS bus. org. #
SSIS bus.       The SSIS Bus Org ID on the         Depending on the value selected in        2
org. #          Payment                            "Vendor type", returns Payments
                                                   for all SSIS Bus. Org. IDs entered


Filters to be   List of all "Vendor filters" the   Returns Payments with one of the          5
applied         user has added                     values entered.

           Table 8-32: Vendor Advanced Search Filter Dialog Field List




SS Payments Design.doc                        Payments – Design            Page 138 of 259
Last Updated: 04/08/09
8.7.2.2.6       Client Filters
The following screen shot shows the advanced search dialog for the client fields.
Select a field to "Filter by" then enter the value in the next field, or fields, which
changes to match the selection in "Filter by". Use the Add button to add the criteria
to "Filters to be applied". Repeat for all values for the field and for each field
needing a filter.
The Options box displays only when "Client name" is selected in "Filter by" and is
used to define how the name field should be searched.
If a value, or values, is entered for more than one field on the advanced search
dialog, Payments that meet any one of the criteria are returned.




                 Figure 8-24: Client Advanced Search Filter Dialog




SS Payments Design.doc                    Payments – Design             Page 139 of 259
Last Updated: 04/08/09
Screen            Description                      Search Behavior                           Tab
Caption                                                                                     Order
"Filter by" group box
Filter by         Radio buttons of client fields    Identifies the field to search on           1
                  that can be searched on
                    Available
                                    Comments
                     fields
                  Client name       Default
                                    selection
                  County person
                  #
                  SSIS person #
                  PMI #
Filter criteria                                     The field(s) in this group box change based
                                                    on the "Filter by" selection
when "Filter by" = Client name
Client first      The first name of the client      Returns Payments for all SSIS               2
name              on the Payment                    Person IDs whose First Name
                                                    matches the value entered based
                  Note: Client first name is
                                                    on the "Option" selected.
                  not stored on the Payment,
                  it is linked to the Payment       An asterisk (*) can be used as a
                  by the SSIS Person #              wild card
Client last       The last name of the client       Returns Payments for all SSIS               3
name              on the Payment                    Person IDs whose Last Name
                                                    matches the value entered based
                  Note: Client last name is
                                                    on the "Option" selected
                  not stored on the Payment,
                  it is linked to the Payment       An asterisk (*) can be used as a
                  by the SSIS Person #              wild card




SS Payments Design.doc                          Payments – Design             Page 140 of 259
Last Updated: 04/08/09
Screen         Description                     Search Behavior                          Tab
Caption                                                                                Order
Options         Radio buttons of name           Returns Payments where the value           4
                search options                  of the "Client first name" and
                                                "Client last name" field matches the
                    Option      Comments
                                                criteria for the "Option" selected
                 Exact match
                                                 Option         Search Behavior
                 Starts with    Default          Exact      "Client first
                                selection        match      name"/"Client last
                 Contains                                   name" must match the
                                                            value entered exactly
                 Soundex                         Starts     "Client first
                                                 with       name"/"Client last
                                                            name" must start with
                                                            the value entered
                                                 Contains   "Client first
                                                            name"/"Client last
                                                            name" must contain
                                                            the value entered
                                                            For example, entering
                                                            "lande" would return
                                                            names like Lande,
                                                            McLanders,
                                                            MacLanders, but not
                                                            Moreland
                                                 Soundex    "Client first
                                                            name"/"Client last
                                                            name" must sound like
                                                            the value entered
                                                            For example, entering
                                                            "John" would return
                                                            names like John, and
                                                            Jon

when "Filter by" = County person #
County                                          Returns Payments for all SSIS              2
person #                                        Person IDs with one of the County
                                                Person numbers entered
when "Filter by" = SSIS person #
SSIS            The SSIS Person ID on the       Returns Payments for all SSIS              2
person #        Payment                         Person IDs entered
when "Filter by" = PMI #
PMI #           The PMI number of the client    Returns Payments for all SSIS              2
                on the Payment                  Person IDs with one of the PMI
                                                numbers entered
                Note: PMI # is not stored
                on the Payment, it is linked
                by the SSIS Person #



SS Payments Design.doc                      Payments – Design            Page 141 of 259
Last Updated: 04/08/09
Screen          Description                        Search Behavior                       Tab
Caption                                                                                 Order


Filters to be   List of all "Client filters" the   Returns Payments with one of the         5
applied         user has added                     values entered

           Table 8-33: Client Advanced Search Filter Dialog Field List




SS Payments Design.doc                         Payments – Design          Page 142 of 259
Last Updated: 04/08/09
8.7.2.2.7       Service Filters
The following screen shot shows the advanced search dialog for the Service filters.
Select an option to "Filter by" then enter a value in the "Filter criteria" field or fields,
which change to match the selection in "Filter by" (When "Substitute care services" is
selected, a list of the included Services is displayed instead of an entry field). Use
the Add button to add the criteria to "Filters to be applied". Repeat for all values for
the field and for each field needing a filter.




                Figure 8-25: Service Advanced Search Filter Dialog

Screen         Description                           Search Behavior                           Tab
Caption                                                                                       Order
Filter by       Radio buttons of Service filter      Indicates the type of Service              1
                options                              search to perform
                 Available options Comments
                 Lookup service        Default
                                       selection
                 3 digit service
                 code
                 3 digit service
                 code range
                 Substitute care
                 services




SS Payments Design.doc                      Payments – Design               Page 143 of 259
Last Updated: 04/08/09
Screen            Description                            Search Behavior                        Tab
Caption                                                                                        Order
Filter criteria                                          The fields in this group box change
                                                         based on the "Filter by" selection
when "Filter by" = Lookup service
Service           Drop down of BRASS Services            Returns Payments with one of            2
                                                         the selected Services
                  Format: 3 digit Service code –
                  Description, or Description – 3
                  digit Service code depending on
                  a/# toggle button setting
when "Filter by" = 3 digit service code
3 digit           The 3 digit service code of the        Returns Payments with one of            2
service           selected Service on the Payment        the 3 digit Service codes
code                                                     entered
                                                         An asterisk (*) can be used
                                                         as a wild card
when "Filter by" = 3 digit service code range
From              The lowest numbered 3 digit            Returns Payments with 3 digit           2
                  service code to select                 Service codes between, and
                                                         including, the From and
Through           The highest numbered 3 digit                                                   3
                                                         Through values
                  service code to select
when "Filter by" = Substitute care services
All               List of all substitute care services   Returns Payments for any of the         2
substitute        as show in the following table         substitute care services listed
care
services           Svc           Description
                  Code
                   171    Child shelter
                   180    Treatment foster care
                   181    Child family foster care
                   183    Children's group
                          residential care
                   185    Correctional facilities
                   483    Children's residential
                          treatment



Filters to be     List of all "Service filters" the      Returns Payments with one of            2
applied           user has added                         the values entered.

          Table 8-34: Service Advanced Search Filter Dialog Field List




SS Payments Design.doc                          Payments – Design            Page 144 of 259
Last Updated: 04/08/09
8.7.2.2.8       Chart of Accounts Filters
The following screen shot shows the advanced search dialog for the Chart of
Accounts filters.
Select a field to "Filter by", select an "Element type", then enter a value or range of
values depending on the selection in "Filter by". Use the Add button to add the
criteria to "Filters to be applied". Repeat for all values for the element and for each
element needing a filter.




         Figure 8-26: Chart of Accounts Advanced Search Filter Dialog




SS Payments Design.doc                    Payments – Design              Page 145 of 259
Last Updated: 04/08/09
Screen            Description                       Search Behavior                         Tab
Caption                                                                                    Order
Filter by         Radio buttons of Chart of          Indicates the type of Chart of             1
                  Accounts filter options            Accounts search to perform
                     Available
                                    Comments
                      options
                   Lookup           Default
                   element          selection
                   Enter element
                   Enter a range

Filter criteria                                      The fields in this group box change based
                                                     on the "Filter by" selection
Element           Drop down to indicate which        Determines which Element is                2
type              Element field to search on         checked
when "Filter by" = Lookup element
Element           Drop down of Elements with         Returns Payments with one of the           3
value             the selected "Element type"        "Element values" for each
                                                     "Element type" selected
When "Filter by" = Enter element
Element           Text box to enter the              Returns Payments with one of the           3
value             Element value                      3 digit Service codes entered
                                                     An asterisk (*) can be used as
                                                     a wild card
when "Filter by" = Enter a range
Element value                                        Returns Payments with a COA
                                                     containing an Element value that
From              The lowest numbered 3 digit                                                   3
                                                     is between, and including, the
                  service code to select
                                                     From and Through values
Through           The highest numbered 3                                                        4
                  digit service code to select


Filters to be     List of all "Chart of Account      Returns Payments with one of the           5
applied           filters" the user has added        values entered.

    Table 8-35: Chart of Accounts Advanced Search Filter Dialog Field List




SS Payments Design.doc                           Payments – Design            Page 146 of 259
Last Updated: 04/08/09
8.7.2.2.9       Additional Filters
The screen shot below shows the advanced search dialog for "Additional filters".
Select a field to "Filter by" then enter the value in the next field, which changes to
match the selection in "Filter by". Use the Add button to add the criteria to "Filters
to be applied". Repeat for all values for the field and for each field needing a filter.




                         Figure 8-27: Additional Filter Dialogs




SS Payments Design.doc                     Payments – Design              Page 147 of 259
Last Updated: 04/08/09
                                                                                           Tab
  Screen Caption                    Description           Search Behavior
                                                                                          Order
                                        "Filter by" group box
 Filter by               Drop down of additional fields    Identifies the field to             1
                         that can be searched on           search on

                         Available fields Comments
                         Accrual code
                         All transactions
                         Approver
                         Arrangement
                         group #
                         Contract
                         number
                         Correcting
                         Entry balancing
                         Creator
                         HCPCS /
                         modifiers
                         Invoice number
                         License #
                         Owner               Default
                                             selection
                         Primary worker
                         Service
                         arrangement #
                         Special cost
                         code
                         SSIS pymt.
                         Batch #
                         SSIS WG #
                         Warrant / GL
                         number
 The next field(s) change to match the selection in "Filter by"
 when "Accrual code" is selected
 Accrual code            Drop down of Accrual Codes        Returns Payments with               2
                                                           one of the selected Accrual
                                                           Codes




SS Payments Design.doc                        Payments – Design              Page 148 of 259
Last Updated: 04/08/09
                                                                                       Tab
  Screen Caption                   Description           Search Behavior
                                                                                      Order
 when "All transactions" is selected
 Payment #               The Payment ID or Original      Returns the Payment and           2
                         Payment ID to select            Payment Modifications
                                                         where the "Payment #" or
                                                         "Original Payment #" is
                                                         one of the Payment IDs
                                                         entered
 when "Approver" is selected
 Approver                Drop down of all SSIS user      Returns Payments where            2
                         names                           the Approver is one of the
                                                         selected users
                         Format:
                            Last, First Middle Suffix
 Active workers          Checkbox to limit the                                             3
 only                    Approver drop down to only
                         SSIS users that are Active
                         When this box is checked, if
                         an inactive user is selected,
                         the selection is cleared
 when "Arrangement group #" is selected
 Arrangement             The Arrangement Group ID to     Returns Payments with             2
 group #                 select                          one of the Arrangement
                                                         Group IDs entered
 when "Contract number" is selected
 Contract number         The Contract Number to          Returns Payments with             2
                         select                          one of the Contract
                                                         Numbers entered
 when "Correcting Entry balancing" is selected
 Include only            Read only checkbox that         Returns Payment Requests          2
 payment whose           indicates Payment Requests      and Posted Payments that
 correcting              and Posted Payments that are    have an Adjustment
 entries do not          not in balance should be        Reversal where the
 net to the              returned by the search          Correcting Entry
 original Payment                                        Adjustments do not total
 "Amount"                                                the Amount on the original
                                                         Payment, or there are no
                                                         Correcting Entry
                                                         Adjustments
                                                         All other Payment
                                                         Modifications are ignored
                                                         (Refund, Recovery,
                                                         Cancellation (Refund),
                                                         Cancellation (Recovery).




SS Payments Design.doc                       Payments – Design           Page 149 of 259
Last Updated: 04/08/09
                                                                                       Tab
  Screen Caption                   Description           Search Behavior
                                                                                      Order
 when "Creator" is selected
 Creator                 Drop down of all SSIS user      Returns Payments where            2
                         names                           the Creator is one of the
                                                         selected users
                         Format:
                            Last, First Middle Suffix
 Active workers          Checkbox to limit the Creator                                     3
 only                    drop down to only SSIS users
                         that are Active
                         When this box is checked, if
                         an inactive user is selected,
                         the selection is cleared
 when "HCPCS/modifiers" is selected
 HCPCS /                 Drop down of all                Returns Payments with             2
 modifiers               HCPCS/Modifiers                 one of the selected
                                                         HCPCS/modifiers
 when "Invoice number" is selected
 Invoice number          The Invoice Number to select    Returns Payments with             2
                                                         one of the Invoice
                                                         Numbers entered
 when "License #" is selected
 License #               The License Number to select    Returns Payments with             2
                                                         one of the License
                                                         Numbers entered
 when "Owner" is selected
 Owner                   Drop down of all SSIS user      Returns Payments in all           2
                         names                           Payment Batches where
                                                         the Owner of the Payment
                         Format:
                                                         Batch is one of the
                            Last, First Middle Suffix    selected names
                         Note: Owner is not stored on
                         the Payment; it is linked to
                         the Payment by the SSIS
                         Pymt. Batch #
 Active workers          Checkbox to limit the Owner                                       3
 only                    drop down to only SSIS users
                         that are Active
                         When this box is checked, if
                         an inactive user is selected,
                         the selection is cleared




SS Payments Design.doc                       Payments – Design           Page 150 of 259
Last Updated: 04/08/09
                                                                                         Tab
  Screen Caption                   Description            Search Behavior
                                                                                        Order
 when "Primary worker" is selected
 Primary worker          Drop down of all SSIS user       Returns Payments for all           2
                         names                            Workgroup IDs where the
                                                          Primary Worker for the
                         Format:
                                                          Workgroup is one of the
                            Last, First Middle Suffix     selected names
                         Note: Primary Worker is not
                         stored on the Payment, it is
                         linked to the Payment by the
                         SSIS WG #
 Active workers          Checkbox to limit the Primary                                       3
 only                    Worker drop down to only
                         SSIS users that are Active
                         When this box is checked, if
                         an inactive user is selected,
                         the selection is cleared
 when "Service arrangement #" is selected
 Service                 The Service Arrangement ID       Returns Payments with              2
 arrangement #           to select                        one of the Service
                                                          Arrangement IDs entered
 when "Special cost code" is selected
 Special cost            Drop down of Special Cost        Returns Payments with              2
 code                    Codes                            one of the selected Special
                                                          Cost Codes
                         Toggle button to switch the                                         N/A
                         display of the Special Cost
                         Code drop down from "Code –
                         Description" to "Description –
                         Code" and vice versa
 when "SSIS pymt. batch #" is selected
 SSIS pymt.              The SSIS Payment Batch ID        Returns Payments with              2
 batch #                 to select                        one of the SSIS Payment
                                                          Batch IDs entered
 when "SSIS WG #" is selected
 SSIS WG #               The SSIS Workgroup ID to         Returns Payments with              2
                         select                           one of the SSIS
                                                          Workgroup IDs entered
 when "Warrant / GL number" is selected
 Warrant / GL            The Warrant / GL Number to       Returns Payments with              2
 number                  select                           one of the Warrant / GL
                                                          Numbers entered




SS Payments Design.doc                       Payments – Design             Page 151 of 259
Last Updated: 04/08/09
                                                                                          Tab
  Screen Caption                   Description              Search Behavior
                                                                                         Order
 "Filter to be applied" group box
 Filters to be           List of all "Additional filters"   Returns Payments with             4
 applied                 the user has added                 one of the values entered
                                                            for each field that has
                                                            search criteria.

                           Table 8-36: Additional Filters Fields




SS Payments Design.doc                          Payments – Design           Page 152 of 259
Last Updated: 04/08/09
8.7.2.3 Advanced Payment Search Results Grid
The results grid that displays on the Advanced Payment Search contains more
columns than the standard Payments grid as defined in the following table.
The default sort order of the grid is:
    "Warrant / Eff. Date" (descending order), Service Vendor name, and Client name
                                                                            Default Grid
 Column Heading                            Comments
                                                                               Order
Payment Type             The type of Payment                                       1
Payment Status           The status of the Payment                                 2
Warrant / Eff. Date      The actual or expected date on the warrant,               3
                         depending on the Payment Status
Amount                   The amount of payment                                     4
Service Vendor           Name of the Bus Org providing the service                 5
Service Start Date       First date of Service                                     6
Service End Date         Last date of Service                                      7
Client Name              The full name of the Client receiving services            8
                         (Last, First Middle Suffix)
COA Code                 The Chart of Accounts Code to which payments              9
                         are applied
1099                     Indicates whether payment is included on the        Not Visible
                         1099 of the vendor being paid
Accrual Code             Accrual Code                                        Not Visible
Accrual Code             Description of the Accrual Code                      Not Visible
Description
Approval Date            Date the Payment Request was approved                Not Visible
Approver                 Name of the person who approved, or who has         Not Visible
                         been requested to approve, the Payment
                         Request
Arrangement Group        The description of the Service Arrangement          Not Visible
                         Group to which the Payment is associated
Arrangement Group        The record ID of the Service Arrangement            Not Visible
#                        Group to which the Payment is associated
Basic Per Diem           The per day rate for foster care, based on the      Not Visible
                         client age
Cnty Sub-Svc             Name of the County Sub-Service                       Not Visible
Description
Cnty Sub-Svc             The County Sub-Service Number                        Not Visible
Number
Contract Number          Contract number relating to the Payment              Not Visible



SS Payments Design.doc                      Payments – Design             Page 153 of 259
Last Updated: 04/08/09
                                                                             Default Grid
 Column Heading                             Comments
                                                                                Order
County Defined Date      County defined date that can be used by the          Not Visible
                         County Accounting System
County Defined Field     County defined field that can be used by the         Not Visible
                         County Accounting System
Create Date              Date and time the Payment record was created          Not Visible
Creator                  County staff person who created the Payment          Not Visible
                         record
DOC Points               The Difficulty of Care points for a Client (0        Not Visible
                         through 225)
HCPCS/Modifiers          The HCPCS Code, any Modifiers, and the               Not Visible
                         description
Invoice Date             County defined field containing the date on the      Not Visible
                         vendor's invoice, the date the invoice was
                         received, or the due date on the invoice
Invoice Number           Vendor's Invoice Number                              Not Visible
IV-E Reimbursable        Indicates whether payment is considered for          Not Visible
                         inclusion on the Title IV-E report
IV-E Sub Code            The IV-E sub code assigned to the facility by        Not Visible
                         DHS financial management
License #                Service Vendor's license or automation number        Not Visible
Location                 The location where the Service will be provided      Not Visible
Original Payment #       Payment # of the original Payment record              Not Visible
Payee County             The county vendor number of the Payee                Not Visible
Vendor #                 Vendor
Payee SSIS Bus.          Bus Org ID of the Payee Vendor                       Not Visible
Org. #
Payee Vendor             The name of the Payee Vendor, if there is one         Not Visible
Paying County            County responsible for payment (used only in         Not Visible
                         multi-county installs)
Payment #                Record ID of the Payment record                      Not Visible
PMI #                    The PMI # of the Client selected on the              Not Visible
                         Payment
Primary Worker           Primary Worker for the Workgroup selected on         Not Visible
                         the Payment
Rate                     The rate for each unit provided                      Not Visible
Remittance Adv.          The description printed on the warrant               Not Visible
Desc. / Reason           Remittance Advice, the reason for the posted
                         payment or a description of the modification




SS Payments Design.doc                      Payments – Design              Page 154 of 259
Last Updated: 04/08/09
                                                                             Default Grid
 Column Heading                            Comments
                                                                                Order
Requested Amount         The requested amount that was submitted to           Not Visible
                         the County Accounting System for payment
                         Only visible when the Requested Amount is
                         different from the Amount actually paid
SEAGR Units              The number of units to include on the SEAGR          Not Visible
                         Report
Service                  The Service Arrangement ID of the Service            Not Visible
Arrangement #            Arrangement associated to the Payment
Service                  The Description of the Service Arrangement           Not Visible
Arrangement              associated to the Payment
Description
Service County           The county vendor number of the Service              Not Visible
Vendor #                 Vendor
Service SSIS Bus.        Bus Org ID of the Service Vendor                      Not Visible
Org. #
Spec Cost Code           The Special Cost Code                                Not Visible
Spec Cost Code           The Description of the Special Cost Code              Not Visible
Desc
SSIS Person #            SSIS Person ID of the client receiving services      Not Visible
SSIS Pymt. Batch #       The SSIS Payment Batch ID of the Payment             Not Visible
                         Batch associated to the Payment
SSIS WG #                The record ID of the Workgroup to which the          Not Visible
                         payment is associated
Submitted Date           Date Payment Request was sent to the County          Not Visible
                         Accounting System
Svc Code                 The 3 digit BRASS Service Code                        Not Visible
Svc Description          The BRASS Service Description                         Not Visible
Unit Type                The type of unit used by the Service                  Not Visible
Units                    The number of Units of Service                        Not Visible
Warrant / GL             The total amount of the warrant                       Not Visible
Amount
Warrant / GL             The check number that includes the payment           Not Visible
Number
Workgroup                The name of the Workgroup to which the               Not Visible
                         payment is associated

             Table 8-37 Advanced Payment Search Results Field List




SS Payments Design.doc                     Payments – Design               Page 155 of 259
Last Updated: 04/08/09
8.8 Payment Comments
A Payment can have multiple comments. Any SSIS user can create a new Payment
Comment when they want to add a comment. A Payment Comment can be edited
only by the person who created it to correct the information in the Comment field. A
user with the "Manage Payments" or "Manage Claims" security function can also edit
another user's Payment Comment.
The system also creates Payment Comments during each part of the approval
process: anytime the Payment is sent for approval, approved, suspended, or denied.
When these comments are generated, the user can also enter text that is added to
the system-generated comment.


8.8.1        Payment Comments Tab
The Payment detail screen contains a Comments tab. This tab contains an e-grid of
all the comments for the Payment. The Payment Comment that is selected in the
grid is displayed in the preview screen at the bottom of the screen.
The figure below contains a screen shot of the Payment Comments tab.




                         Figure 8-28: Payment Comments Screen




SS Payments Design.doc                   Payments – Design           Page 156 of 259
Last Updated: 04/08/09
8.8.2        Payment Comment Action Menu
The Payment action menu, shown in the figure below, contains a "New Comment"
action. The action menu for the selected Payment Comment contains the standard
action menu items.
 Payment Search Results actions


 Selected Payment actions
    "New Comment" is used to create a
    comment



 Comments grid, standard actions




 Selected Comment, standard edit actions




 Data Clean-up menu

                    Figure 8-29: Payment Comment Action Menu


8.8.3        Payment Comments Grid
Below is a list of fields available on the Payment Comments grid.

 Column Heading                       Comments                    Default Column Order
Comment #                                                         Not Visible
Date Entered             Date and time the comment was            1
                         created
                                                                  Default sort column
Author                   Name of the person who created the       2
                         Payment Comment
Comment                  The first line of the Comment – up to    3
                         the first carriage return or the first
                         255 characters

                    Table 8-38: Payment Comments Grid Fields




SS Payments Design.doc                      Payments – Design             Page 157 of 259
Last Updated: 04/08/09
8.8.4        Payment Comment Field List
The table below shows the fields for the Payment Comment Screen.
 Screen                    Description                   Field     Data      Tab     Req'd
 Caption                                                Length     Type     Order
Author        Read only field displaying the name of     10      Numeric      1      System
              the person who entered the Comment.                                     Gen'd
              Only the Staff ID of the person is
              stored on the table
Date          Read only field displaying the date and    19      Date         2      System
entered       time the Payment Comment was                                            Gen'd
              created.
Comment                                                          CLOB         3        Yes

               Table 8-39: Payment Comment Detail Screen Fields


8.8.5        Business Rules
            Business Rule                           Error Message                    Rule
The Comment field must contain a          "Comment" is required.                    4.1
value.
All SSIS users can create Comments                                                  4.2
Only the Author of the Payment                                                      4.3
Comment or a user with the "Manage
Payments" or "Manage Claims"
security function can edit or delete a
Payment Comment.




SS Payments Design.doc                     Payments – Design              Page 158 of 259
Last Updated: 04/08/09
8.9 Payment Batches
Payment Batches are used to group Payment Requests to send to the County
Accounting System. Once a batch has been created, Payment Requests can be
added to the batch as the Payment Requests are created. Existing Payment
Requests can also be added to a batch.
After the Payment Requests are added to a batch, the Payment Batch is proofed to
check for potential errors. Section 8.12, “Payment Batch Edit Report”, starting on
page 240 describes this process.
After the batch is proofed, it is sent for approval. The individual items in the batch
are approved, denied, or suspended. Any denied or suspended payments must be
addressed (removed from the batch, or corrected, if needed, and approved) before
the batch can be submitted to the County Accounting System.
When all Payment Requests in the batch are approved, the batch is ready to send to
the County Accounting System for warrant printing. A user with the "Submit
Payment Request Batch" security function exports the batch by selecting the "Submit
Batch" action. The Payment Requests and the Batch Header are copied to interim
tables in SSIS. A DEX process copies the records on the interim table to the County
Accounting System.
The County Accounting System processes the batch as specified by the individual
system. This process includes a validation routine, which reports errors and the
success or failure of the batch validation back to SSIS. If successfully validated,
warrants are printed and the County Accounting System sends an electronic
confirmation to SSIS indicating the warrant number, warrant date, warrant amount,
and paid amount. The Payment Request is updated with the information received
from the County Accounting System. See the Data Interchange Specification for
Payment Request/Confirmation Interface for more details.
If the County Accounting System validation routine finds errors on the batch, the
errors must be corrected, and the batch must be resubmitted. The error may need
to be corrected in SSIS or in the County Accounting System.


8.9.1        Batch Owner
When a Payment Batch is created, the creator of the batch is the owner of the batch.
The owner is the only one with rights to edit or add Payment Requests to that batch.
All users with the "Create Payment Request" security function can create and edit a
batch.
A person with the "Manage Payments" security function or the owner of the batch
can re-assign the owner to another Payment Request Creator. A person with the
"Manage Payments" security function cannot edit Payment Requests in the batch.
"Manage Payments" users who also have the "Create Payment Request" security
function can assign a batch to themselves and then add, edit, or delete Payment
Requests as well as change the batch information.




SS Payments Design.doc                    Payments – Design              Page 159 of 259
Last Updated: 04/08/09
8.9.2        Payment Batch Life Cycle
The life cycle of a Payment Batch includes several states. The state is determined by
the Batch Status and the Submission Status. The Batch Status is determined by the
status of the Payment Requests in the batch. The Submission Status is updated
when the batch is submitted and when the status of the validation is returned from
the County Accounting System. Payment Batch action items are available based on
the current Batch Status, the Submission Status and the user's security assignments.

8.9.2.1 Batch Status
The following table describes each Batch Status in order of precedence. To
determine the Batch Status, the batch is first checked for Payments Requests with a
Draft status, then Pending Approval status, etc.
  Batch        Code
                                                   Description
  Status       Value
Draft            DR      One or more Payment Requests in the batch have a Payment
                         Status of Draft or the batch is empty.
Pending          PA      One or more Payment Requests in the batch have a Payment
approval                 Status of Pending Approval.
                         No requests in the batch are Draft.
Denied           DE      One or more Payment Requests in the batch have a Payment
                         Status of Denied.
                         No requests in the batch are Draft or Pending Approval.
Suspended        SU      One or more Payment Requests in the batch have a Payment
                         Status of Suspended.
                         No requests in the batch are Draft, Pending Approval, or Denied.
Approved         A1      All Payment Requests in the batch have a Payment Status of
                         Approved.
Submitted        SB      The batch has been submitted to the County Accounting System.
Paid             PD      An electronic confirmation has been received for all Payment
                         Requests in the batch.

                         Table 8-40: Payment Batch Statuses




SS Payments Design.doc                      Payments – Design            Page 160 of 259
Last Updated: 04/08/09
8.9.2.2 Submission Status
The following table describes how the Submission Status is set.
 Submission        Code
                                                   Description
   Status          Value
Not submitted        NS    This value is set when the Payment Batch is created.
Not processed        NP    This value is set when the user selects the "Submit Batch"
                           action.
                           The result of the County Accounting System validation process
                           has not been received.
Successful           SS    The batch was submitted and was successfully validated and
                           copied to the County Accounting System production tables.
Errors               SE    The batch was submitted and errors were found during the
                           County Accounting System validation routine.

                 Table 8-41: Payment Batch Submission Statuses




SS Payments Design.doc                    Payments – Design            Page 161 of 259
Last Updated: 04/08/09
8.9.2.3 Payment Batch State Diagram
Figure 8-30, below, is a state diagram showing the life cycle of a Payment Batch.

                                                                                                               Delete
                                                           Batch Status = Draft                                [Owner]
                  Create Batch                          Submission Status = Not Submitted
                  [Payment Request Creator]                    Send Payment
                                                               Requests in
                                                               Batch for
                                                               Approval                                       Approve All
  After any Approval actions, Batch Status is                  [Owner]                                        Payment
  determined based on Payment Requests in the Batch                                                           Requests in Batch
  Conditions for each status are listed below and are                    Pending                              [Approver and
  evaluated in the following order:                                      Approval                             Owner]
      Draft
      Pending Approval
                                                                              Perform Approval
      Denied
                                                                              Actions
      Suspended
                                                                              [Approver or Owner]
      Approved




  Cancel Approval
  on 1 or more
  Payment Request        1 or more Payment                    1 or more Payment             All Payments
  [Owner]                Request has Pending                  Request has                   Requests
                         Approval status                      Suspended status              Approved
    Draft                                                     [Approver]                    [Approver]
                                     1 more Payment
                                     Request has
              Pending
                                     Denied status
              Approval
                                     [Approver]

                            Denied
                                                                       Payment Status = Approved
                                               Suspended             Submission Status = Not Submitted



                                                                                           Export Batch
                                                                                           [Batch
                                                                                           Submitter]




                                                                      Batch Status = Submitted
                                                                     Submission Status = Not Processed
      See Payment Request
      State Diagram
                                                                                                                         Cancel
                                                  County Accounting System                Errors occurred during         Submission
                                                  successfully imported &                 County Accounting              action
                                                  validated the batch                     Systme validation & import     [Owner]




                                                   Submission Status                                   Submission Status
                                                     = Successful                                          = Errors

                         Payment Confirmation received and
                                                                                  Purge
                         processed for all Payment Requests
                                                                                  [If Purge Date
                                                                                  Elapsed]
                                                           Paid


                                                                                                     Delete Batch record
                                                                                                     [Owner]


                           Figure 8-30: Payment Batch State Diagram



SS Payments Design.doc                                         Payments – Design                              Page 162 of 259
Last Updated: 04/08/09
8.9.3        Payment Batch Actions
The Payment Batch action menu contains the standard actions, along with actions
specific to Payment Batches. The actions are enabled or disabled depending on the
Batch Status, the user's security functions and the user's location within the
application.
In addition to the Payment Batch actions, Payment actions may be included on the
menu, depending on the user's location in the application and if the batch contains
Payments.
The figure below lists the sections of the action menu on a Payment Batch in
Payment Batch Search.
 Payment Batch Search Menu


 Selected Batch Menu
    "New Payment" & "Add Existing
    Payment" are used to add Payments to
    the batch




 Standard edit actions



 Data Clean-up menu

       Figure 8-31: Payment Batch Action Menu from a Payment Batch




SS Payments Design.doc                   Payments – Design            Page 163 of 259
Last Updated: 04/08/09
The figure below lists the sections of the action menu on the Payment Batch Tab of
a Payment in Payment Search.
 Payment Search Menu


 Selected Payment Menu




 Payment Batch tab menu
    Add Existing shouldn't be here
    "Remove" disconnects the batch from
    the Payment & is only visible when the
    user is the Batch Owner
 Selected Batch Menu
    "New Payment" & "Add Existing
    Payment" are used to add Payments to
    the batch

 Standard edit actions



 Data Clean-up menu
               Figure 8-32: Payment Batch Tab Menu on a Payment




SS Payments Design.doc                 Payments – Design           Page 164 of 259
Last Updated: 04/08/09
  The figure below lists the sections of the action menu on the Payment tab of a
  Payment Batch in Payment Batch Search.
Payment Batch Search Menu


Selected Batch Menu
   "New Payment" & "Add Existing
   Payment" are used to add Payments to
   the batch

Payments Node Container Menu


Menu for selected Payment
   "Remove" is used to take the Payment
   out of the batch & is only visible when
   the Payment is in a batch.

Payment tab actions
Standard edit actions



Approval Actions




Modification Actions




Data Clean-up menu

             Figure 8-33: Payment Action Menu from a Payment Batch




  SS Payments Design.doc                     Payments – Design        Page 165 of 259
  Last Updated: 04/08/09
  The following table summarizes the Payment Batch actions and when they are
  enabled / disabled based on Payment Batch Status and the user's security. Each
  action, along with additional business rules is further described in the sub-sections
  following this table.
  The following notation is used for the security functions:
      •   Owner –The user must have "Create Payment Request" security function and
          be designated the Owner on the Payment Batch record.
          o   For performance reasons, the Owner may be checked after the user
              selects the action, in which case an error message is displayed if the user
              is not the Owner of the batch. The detailed information for each action,
              which follows this table, defines when this check is performed.
      •   Creator - "Create Payment Requests" security function
      •   Manage Payments – "Manage Payments" security function
      •   Submitter – "Submit Payment Request Batch" security function
                                                 Batch Status
  Action        Denied     Suspended    Draft     Pending    Approved   Submitted         Paid
                                                  Approval
New            Owner       Owner       Owner     Owner       Owner      Disabled     Disabled
Payment
Add            Owner       Owner       Owner     Owner       Owner      Disabled     Disabled
Existing
Payment
Submit         Disabled Disabled       Disabled Disabled     Submitter Disabled      Disabled
Batch
Cancel     Disabled Disabled           Disabled Disabled     Disabled   Owner        Disabled
Batch
                                                                        If
Submission
                                                                        Submission
                                                                        Status =
                                                                        "Errors"
Payment        Creator or
Batch Edit
               Manage Payments
Report
Delete         Owner
               If batch is empty
Remove         Owner       Owner       Owner     Enabled for Creator, error displayed when
                                                 the action is selected.

                   Table 8-42: Which actions are enabled and when




  SS Payments Design.doc                       Payments – Design           Page 166 of 259
  Last Updated: 04/08/09
SSIS defaults allow users to multi-select items, such as a Payment or a Payment
Batch and run an action on all of the selected items. Some actions for Payments and
Payment Batch cannot be done with multiple items selected. If a user selects an
action that is not valid for multi-select, an error message displays.
The table below indicates which actions on the Payment Batch menu are available for
multi-select, and the message displayed for actions that do not support multi-select.

                             Available for
           Action                                            Message
                             multi-select
New Payment                        No         Multi-select "New Payment" is not
                                              supported for Payments.
Add Existing Payment               No         Multi-select "Add Existing Payment" is
                                              not supported for Payments.
Submit Batch                      Yes
Cancel Batch                      Yes
Submission
Payment Batch Edit                Yes
Report
Delete                            Yes
Remove                            Yes

          Table 8-43: Payment Batch actions available for multi-select




SS Payments Design.doc                   Payments – Design            Page 167 of 259
Last Updated: 04/08/09
8.9.3.1 New Payment Batch Action
"New Payment Batch" is used to create Payment Batches. The table below describes
when the action is enabled and the result of the action based on the user's location
and security functions.


                         Menu Action: New Payment Batch
Target                     New record on the Payment Batch entry screen

   Current Location           Security                       Values Set
                                            Owner = current user
From Payment Batch         Create Payment
                                            Batch Status = Draft
Search                     Request
                                            Submission Status = Not Submitted
From the Payment
Batch tab of a             N/A              Disabled
Payment Request
                                            Owner = current user
                                            Batch Status = Draft
                                            Submission Status = Not Submitted
From a Payment
                           Create Payment
Request that is not                         When the Payment Batch record is saved, a
                           Request
in a batch                                  cross reference to the selected Payment
                                            Request is created to add the Payment
                                            Request to the Payment Batch.
                                            See additional business rules below.

              Additional "New Payment Batch" business rules
The rules below only apply when a user selects "New Payment Batch" from a
Payment selected in Payment Search.
These errors can occur when another user performs an action on the Payment or
Payment Batch after the user has selected the Payment but before the new record is
saved.
Rules are enforced when the action is selected and when the new Payment record is
saved.
Business Rule                               Message                               Rule
The Payment is already in a Payment         You cannot associate Payment
Batch.                                      Batch ([BatchID]) to Payment
                                            ([PaymentID]) because the             B1.1
Occurs when another user has added the
                                            Payment is already in Payment
Payment to a batch
                                            Batch ([BatchID]).




SS Payments Design.doc                   Payments – Design           Page 168 of 259
Last Updated: 04/08/09
The Payment has been deleted.              You cannot associate Payment
                                           Batch ([BatchID]) to Payment
Occurs when another user has deleted                                            B1.2
                                           ([PaymentID]) because the
the Payment
                                           Payment has been deleted.
The Payment Status must be "Draft".        You cannot associate Payment
                                           Batch ([BatchID]) to Payment
Occurs when another user has changed                                            B1.3
                                           ([PaymentID]) because “Payment
the Payment Status through the approval
                                           status” is [PaymentStatus].
process or by submitting the batch
You must own the Payment Batch.            You cannot associate Payment
                                           Batch ([BatchID]) to Payment
Occurs when another user changes the                                            B1.4
                                           ([PaymentID]) because you do not
Batch Owner
                                           own the Payment Batch.

                         Table 8-44: New Payment Batch Action

8.9.3.2 New Payment Action
"New Payment" is used to create a Payment and add it the selected Payment Batch.
See Section 8.2.1, "New Payment Action" on page 19 for details.




SS Payments Design.doc                   Payments – Design         Page 169 of 259
Last Updated: 04/08/09
8.9.3.3 Add Existing Payment Action
"Add Existing Payment" is used to select one or more existing Payment Requests to
add to the selected Payment Batch. The Payment Search screen is displayed for the
user to select a Payment and create an association, or cross-reference, from the
selected Payment Batch to the Payment or Payments that are selected.
The table below describes the result of the action based on the selected record.


                         Menu Action: Add Existing Payment
                 Open Payment Search to select one or more Payment Requests to
                 add to the selected Payment Batch. The search defaults the
                 Payment Status to "Draft", Payment Type to "Payment request"
Target           and Include Payments to "Only Payments not in batch"
                 On select of a valid Payment Request, the system adds the
                 Payment Request to the batch by creating a cross-reference
                 record from the Payment Request to the Payment Batch.
  Current                            Security
                   Batch Status                             Enabled / Disabled
 Selection                          Functions
                 Suspended                       Enabled

                 Denied                          Select Button on the Payment Search is
                                    Create       only enabled if:
                 Draft              Payment
Payment                             Request          Payment Type = "Payment request"
Batch from       Pending Approval   and is the       Payment Status = "Draft"
Payment                             Batch
Batch                                                Payment is not currently in a batch
                                    Owner
Search           Approved                        See additional business rules
                                                 below.
                 Submitted
                                    N/A          Disabled
                 Paid
Payment Batch tab of a
                                    N/A          Disabled
Payment Request

            Additional "Add Existing Payment" business rules
These errors can occur when another user performs an action on the Payment Batch or
the Payment to be selected after the user has selected the batch and has the action
menu open, or Add Existing Payment was selected, but before a Payment was selected.
Rules are enforced when the Select button on the Add Existing search dialog is selected.
Business Rule                               Message                                 Rule
The Payment Batch must exist.               You cannot associate Payment
                                            ([PaymentID]) to Payment Batch
Occurs when another user has deleted                                                B1.1
                                            ([BatchID]) because the Payment
the batch
                                            Batch has been deleted.




SS Payments Design.doc                    Payments – Design            Page 170 of 259
Last Updated: 04/08/09
The Batch Status cannot be "Submitted"       You cannot associate Payment
or "Paid".                                   ([PaymentID]) to Payment Batch
                                             ([BatchID]) because “Batch status”      B1.2
Occurs when another user has submitted
                                             is [BatchStatus].
the batch
You must own the Payment Batch.              You cannot associate Payment
                                             ([PaymentID]) to Payment Batch
Occurs when another user changes the                                                 B1.3
                                             ([BatchID]) because you do not
Batch Owner
                                             own the Payment Batch.
The Payment is already in another            You cannot associate Payment
Payment Batch.                               ([PaymentID]) to Payment Batch
                                                                                     B1.4
                                             ([BatchID]) because it is already in
                                             Payment Batch ([BatchID]).
The Payment must exist.                      You cannot associate Payment
                                             ([PaymentID]) to Payment Batch
                                                                                     B1.5
                                             ([BatchID]) because the Payment
                                             has been deleted.
The Payment Status must be "Draft".          You cannot associate Payment
                                             ([PaymentID]) to Payment Batch
                                                                                     B1.6
                                             ([BatchID]) because “Payment
                                             status” is [PaymentStatus].

                         Table 8-45: Add Existing Payment Action

8.9.3.4 Submit Batch Action
Send the Payment Batch and all Payment Requests in the batch to the County
Accounting System.
See Section 8.9.8.1, “Submit Batch Process”, starting on page 184 for details of the
Submission and Cancel Batch Submission actions.

8.9.3.5 Cancel Batch Submission Action
Clears the submission information on the Payment Batch record and all Payment
Requests in the batch.
Only available if Submission Status = "Errors" and the user is the Owner of the batch
and has "Create Payment Request" security function.
See Section 8.9.8.1, “Submit Batch Process”, starting on page 184 for details of the
Submission and Cancel Batch Submission actions.

8.9.3.6 Payment Batch Edit Report Action
Run the Payment Edit Report for the selected Payment Batch.
See Section 8.12, “Payment Batch Edit Report”, starting on page 240 for details.




SS Payments Design.doc                     Payments – Design            Page 171 of 259
Last Updated: 04/08/09
8.9.3.7 Delete Action
The Delete action on the Payment Batch menu is used to delete a Payment Batch
record. The Payment Batch can only be deleted if there are no Payment Requests in
the batch and the user is the Owner of the Batch. The following below summarizes
the Delete business rules.


                                 Menu Action: Delete
Target          Delete the selected Payment Batch record
                           Business rules for Enabling/Disabling
                    Security                              Enabled / Disabled
                                                Enabled
Create Payment Request
                                                See additional business rules below.
                         Business rules on select of "Delete" action
Business Rule                                   Message                                Rule
The user must be the owner of the Payment       Error: You must be the "Owner"
                                                                                       B7.1
Batch.                                          of the Payment Batch to delete it.
A Payment Batch can only be deleted if          Error: All Payment Requests
there are no Payment Requests in the            must be removed to delete the          B7.2
batch.                                          Payment Batch.

                               Table 8-46: Delete Action




SS Payments Design.doc                     Payments – Design            Page 172 of 259
Last Updated: 04/08/09
8.9.3.8 Remove Action
The Remove action on the Payment Batch menu is used to remove the association
from the Payment Request and the Payment Batch. Payment Type, Payment Status,
and the user's security affect whether the Payment can be removed.
The table below summarizes the Remove business rules.


                                  Menu Action: Remove
             Remove the association between the Payment Request and the
Target
             Payment Batch
                            Business rules for Enabling/Disabling

Current                              Payment Status                                 Enabled /
             Current Selection                                    Security
Location                                                                            Disabled

                                     Suspended
                                     Denied
             Payment Request                                                      Enabled
             that is in a Batch      Draft
Payment                                                    Create Payment         See
                                     Pending Approval                             additional
Search                                                     Request
             With the Batch tab      Approved                                     business
             selected                                                             rules below.
                                     Submitted
                                     Paid

Batch        Payment Batch           N/A                   N/A                     Not Visible
Search
                         Business rules on select of "Remove" action
Business Rule                          Message                                             Rule
The user must be the owner of          Error: You must be the Payment Batch
                                                                                           B8.1
the Payment Batch.                     "Owner" to remove a Payment Request.
The Payment Status must be             Error: To remove a Payment Request, the
Suspended, Denied, or Draft to be      “Payment status” must be "Draft",                   B8.2
removed from the Payment Batch.        "Suspended", or "Denied".

                               Table 8-47: Remove Action




SS Payments Design.doc                        Payments – Design              Page 173 of 259
Last Updated: 04/08/09
8.9.4        Accessing Payment Batches
Payment Batches can be accessed by all Fiscal users. Users with the "Create
Payment Request" security function can create a Payment Batch from the Payment
Batch Search screen or using "Add Existing Payment Batch" on the Action menu in
Payment entry.

8.9.4.1 Navigation Map
From Payment Batch Search

   Payment Batch
      Search




                     Action Menu: New Payment     Payment Batch     Action Menu: Add Existing Payment




                   Payment Entry                                                   Payment
                                                                                    Search




             Figure 8-34: Payment Batch Search Screen Navigation

Notes:
    •    "New Payment" menu option automatically creates a cross reference from the
         New Payment to the Payment Batch.
    •    "Add Existing Payment" menu option allows selection of Draft Payment
         Requests that are not in a batch.




SS Payments Design.doc                          Payments – Design              Page 174 of 259
Last Updated: 04/08/09
From Payment entry screen


                                                                                 Standard screen behavior:
                                                                                 Create a new record and select
  Payment Entry       Add Existing Payment Batch      Payment Batch              it or search and select a record
                                                         Search                  from the search result.

                         Selected Payment Batch



                  New Payment Batch

                                                      Displays the Payment Batch entry screen on the
                         Payment Batch
                                                      Payment Batch tab of the selected Payment.
                             Entry




          Figure 8-35: Payment Batch – Payment Request Navigation

Note: The select button on the Payment Batch Search is disabled if the Batch Status
is Submitted or Paid.




SS Payments Design.doc                             Payments – Design                  Page 175 of 259
Last Updated: 04/08/09
8.9.4.2 Payment Batch Search Screen
The Payment Batch Search follows standard SSIS search behavior. Figure 8-36,
below, shows the Payment Batch Search screen.




                     Figure 8-36: Payment Batch Search Screen




SS Payments Design.doc                 Payments – Design          Page 176 of 259
Last Updated: 04/08/09
The following table lists the fields on the Payment Batch Search criteria section.
 Screen                                                                              Tab
                                         Comment
 Caption                                                                            Order
Owner          Drop down lists active county staff with "Create Payment                1
               Request" security function and current Batch Owners.
               Defaults to the current user
SSIS           Unique ID of the record of the Payment Batch record                     2
pymt.
               All other search criteria are ignored
batch #
Description    Description of the Payment Batch                                        3
Sch.           Standard Date Range selection drop down                                 4
warrant
               Defaults to "custom" the first time the screen is opened.
date range
               Subsequently, defaults to the user's last date selection.
               Returns Payment Batches with a Scheduled Warrant Date in
               the date range
From           Select Payment Batches where the Scheduled Warrant Date is              5
               on or after the From date.
To             Select Payment Batches where the Scheduled Warrant Date is              6
               on or before the To date.
Batch          Drop down of all Batch Statuses.                                        7
status
               Limits search to Payment Batches with the selected Batch
               Status.
Submission     Drop down of all Submission Statuses.                                   8
status
               Limits search to Payment Batches with the selected
               Submission Status.

                 Table 8-48: Payment Batch Search Criteria fields




SS Payments Design.doc                        Payments – Design            Page 177 of 259
Last Updated: 04/08/09
8.9.4.3 Payment Batch E-grid
Below is a list of fields available on the Payment Batch grid.
  Column                              Description                              Default
  Heading                                                                       Order
Batch Status      The current status of the batch                                  1
Submission        Status of the batch submission and validation process            2
Status            on the County Accounting System
Description       Text used to describe the batch.                                 3
                                                                            Default Sort
                                                                             Column 1
Control           The target sum of all payments to be added to the                4
Amount            batch
                  This should match the Running Total when finished.
Sch. Warrant      Date the batch is expected to produce warrants in the            4
Date              County Accounting System.
                                                                            Default Sort
                                                                             Column 2
Owner             The name of the owner of the batch                               5
Running Total     Running total of the Payment Request Amounts in the              6
                  batch
# of              Running total of the number of Payment Requests in               7
Payments          the batch
SSIS Pymt.        Unique ID of the record                                    Not Visible
Batch #

                         Table 8-49: Payment Batch Grid Fields


8.9.4.4 Node in the Tree
The Tree Caption for a Payment Batch is the Description – Scheduled Warrant Date
(e.g. Sue's batch - 05/14/05).




SS Payments Design.doc                      Payments – Design             Page 178 of 259
Last Updated: 04/08/09
8.9.5         Payment Batch Detail Screen
The Payment Batch detail screen, as shown below in Figure 8-37 is displayed for a
single Payment Batch and in the preview window below the Payment Batch grid.




                    Figure 8-37: Payment Batch Detail Screen


8.9.5.1 Payment Batch Field List
 Screen                   Description                 Field      Data      Tab       Req'd
 Caption                                             Length      Type     Order
Description    Text used to describe the batch.        100       Alpha       1         Yes
SSIS           Record ID - Non-editable, system         10      Numeric     N/A     System
pymt.          assigned field containing the                                         Gen'd
batch #        unique ID of the Payment Batch
               record.
Owner          The person assigned to the               10      Numeric      2         Yes
               Payment Batch.
               Drop down lists active county staff
               with "Create Payment Request"
               security function and all current
               Batch Owners.
               Only the Staff ID of the person is
               stored in the table.




SS Payments Design.doc                      Payments – Design             Page 179 of 259
Last Updated: 04/08/09
 Screen                    Description               Field      Data      Tab       Req'd
 Caption                                            Length      Type     Order
Control        The target sum of all Payment          14,2     Numeric      3         No
amount         Requests to be included in the
               batch
Sch.           The expected date on the warrants       10       Date        4         No
warrant        when they are printed in the
date           County Accounting System
Batch          Calculated field that displays the     N/A       Alpha      N/A     System
status         current status of the batch                                          Gen'd
               The value is not stored on the
               database.
               Non-editable, changes based on
               user actions via the Action menu
               on the Payment Batch and
               Payment Request in the batch
Running        Total Amount on all Payment            14,2      N/A        N/A     System
total          Request in the batch, except                                         Gen'd
               those with a Denied status
               Value is calculated by the system
               and is not stored on the table.
# of           Count of all Payment Requests in        10       N/A        N/A     System
payments       the batch, except those with a                                       Gen'd
               Denied status
               Value is calculated by the system
               and is not stored on the table.
Submission     Status of the batch import and          2        Alpha      N/A     System
status         validation process on the County                                     Gen'd
               Accounting System
               Defaults to "NP" (Not Processed).
               Updated by the DEX process that
               reads the Batch Status information
               from the County Accounting
               System

                         Table 8-50: Payment Batch Field List




SS Payments Design.doc                     Payments – Design             Page 180 of 259
Last Updated: 04/08/09
 8.9.6       Payment Batch Business Rules
                  Business Rule                     Warning/Error Message         Rule
Only the Owner of the Payment Batch or a user       N/A                            1.1
with the "Manage Payments" security function
can edit a batch.
The Owner must have the "Create Payment             N/A                            1.2
Request" security function. If that security
function is removed, the user may still be the
owner of a Payment Batch. That user cannot
edit the Payment Batch record (or any Payment
Requests in the batch).
If the user editing the Payment Batch is the        N/A                            1.3
Owner, all editable fields are enabled.
If the user has "Manage Payments" security
function, but is not the owner, only the Owner
field is enabled.
Display a warning if the Scheduled Warrant          WARNING: "Sch. warrant         1.5
Date is more than 30 days beyond the current        date" is more than 30 days
date.                                               into the future.
                                                    Draft to Approved
Scheduled Warrant Date cannot be in the past.       Error: "Sch. warrant date"     1.6
                                                    must be on or after the
                                                    current date.
                                                    Draft to Approved
Only the Owner of the Payment Batch can             N/A                            1.7
perform the "Cancel Batch Submission" action.
The Owner must have the "Create Payment
Request" security function. The Submission
Status must be "Errors".
"Running Total" is the sum of the Amount field                                     1.8
on all Payment Request in the batch, except
those with a Denied status.
"# of Payments" is a count of all Payment                                          1.9
Requests in the batch except those with a
Denied status

                     Table 8-51: Payment Batch Business Rules




SS Payments Design.doc                      Payments – Design           Page 181 of 259
Last Updated: 04/08/09
8.9.7        Payments Tab of a Payment Batch
The Payment Batch detail screen contains a "Payments" tab, which displays a grid of
all Payments in the batch, along with a preview of the selected Payment. The
following figure shows the Payments tab of a batch.
The standard payments e-grid is displayed in the tab, along with a footer showing
the number of payment in the grid and the total Amount of those payments. The
totals include Denied payments.
Note that the number of payments and total amount in the grid's footer will
be different from the "# of Payments" and "Running Total" amounts on the
Payment Batch record if the batch contains any Denied records.




                  Figure 8-38: Payments Tab on a Payment Batch




SS Payments Design.doc                  Payments – Design            Page 182 of 259
Last Updated: 04/08/09
 8.9.8       Submitting Payment Batches
The following business rules are applied when the selects "Submit Batch".

              Business Rule                        Warning/Error Message            Rule

"Submit Batch" is enabled only when the      N/A                                     2.1
Batch Status is "Approved".
The Batch Status is "Approved" when all
Payment Requests in the batch have a
Payment Status = "Approved".
"Submit Batch" is only enabled if the        N/A                                     2.2
user has the "Submit Payment Request
Batch" security function.
Display a warning if the Scheduled           WARNING: "Sch. warrant date"            2.3
Warrant Date on the Payment Batch            (mm/dd/yyyy) is more than 7 days
record is more than 7 days in the future.    in the future.
Display a warning if the Scheduled           WARNING: "Warrant / eff. date"          2.4
Warrant Date on any of the Payment           of a Payment(s) is more than 7
Requests in the Batch is more than 7         days in the future.
days in the future.
Scheduled Warrant Date on the Payment        WARNING: "Sch. warrant date"            2.5
Batch record cannot be in the past.          (mm/dd/yyyy) is in the past.
Scheduled Warrant Date on the                WARNING: "Warrant / eff. date"          2.6
Payments Requests in the batch cannot        of one or more Payments is in the
be in the past.                              past.
Display a warning if the system              WARNING: "Running total"                2.7
generated "Running total" is not equal to    (value) is not equal to "Control
the "Control amount" if the Control          amount" (value).
Amount has a value.
Display a confirmation message before        If the county requires a batch          2.8
submitting the batch.                        owner:
                                                 Select a "County Accounting
                                                 System Batch Owner" to
                                                 submit the Payment Batch and
                                                 Payment Requests to the
                                                 County Accounting System.
                                             If a batch owner is not required:
                                                 The Payment Batch and
                                                 Payment Requests will be
                                                 submitted to the County
                                                 Accounting System. Do you
                                                 want to continue?




SS Payments Design.doc                      Payments – Design            Page 183 of 259
Last Updated: 04/08/09
              Business Rule                        Warning/Error Message            Rule

If the County Accounting System Batch          Error: You must select a "County       2.9
Owner Required is "Yes" in County              Accounting System Batch Owner".
Preferences in the SSIS Admin
application, the confirmation dialog
includes a drop down of Batch Owners.
If the user does not select a Batch
Owner, an error message is displayed.
                         Table 8-52: Submit Batch Business Rules


8.9.8.1 Submit Batch Process
Following is a summary of the batch submission processing, the payment
confirmation processing, and the process to correct errors and resubmit. See the
Data Interchange Specification for Payment Request/Confirmation Interface for
details on the DEX processes.
User Action              System Action                                 Comments
User selects the         System checks for errors that prevent the     Process Ends: The
"Submit Batch"           batch from being submitted and displays any   user must correct the
action                   error messages.                               errors and try again
                         System checks for warning messages and        User must select a
                         displays a confirmation dialog with:          Batch Owner if the
                                                                       drop down is
                         1. Any warning messages that were found
                                                                       displayed.
                         2. A drop down of Batch Owners if the
                            county requires a batch owner to be sent
                            to the County Accounting System
                         3. A confirmation message to continue:
                            a) If the county requires a batch owner:
                               Select a "County Accounting System
                               Batch Owner" to submit the Payment
                               Batch and Payment Requests to the
                               County Accounting System. Option
                               Buttons: Submit, Cancel
                            b) If a batch owner is not required:
                               The Payment Batch and Payment
                               Requests will be submitted to the
                               County Accounting System. Do you
                               want to continue?
                               Option Buttons: Yes, No
User does one of the following
Selects "No" on                                                        Process Ends
the confirmation
dialog




SS Payments Design.doc                       Payments – Design           Page 184 of 259
Last Updated: 04/08/09
User Action              System Action                                  Comments
Selects "Yes" to         System display the following error with the    User must select "OK"
continue, but            standard "OK" button:                          - error dialog closes
does not select a                                                       and confirmation
                         You must select a "County Accounting
Batch Owner.                                                            dialog displays.
                         System Batch Owner”.
Selects a Batch          System does the following:
Owner (if
                         1. Writes the Payment Batch record and all
required) and
                            Payment Requests to interim tables on
selects "Yes" to
                            the SSIS database
continue.
                         2. Changes the following on all Payment
                            Requests:
                            • Payment Status    "Submitted"
                            • Submitted Date    Current date & time
                         3. The following changes on the Payment
                            Batch Record:
                            • Batch Status         "Submitted"
                            • Submission Status    "Not processed"
                         A DEX process copies the records on the
                         interim tables to the County Accounting
                         System.
                         The County Accounting System validates the
                         batch, copies the records to its production
                         tables, and sets a status code of the batch
                         processing to return to SSIS. Errors found
                         during the process are logged.
                         Another DEX process gets the results of the
                         batch processing and any errors from the
                         County Accounting System
                         1. "Submission status" on the Payment
                            Batch is changed to one of the following:
                            •   Successful      code value "SS"
                            •   Errors          code value "SE"
                         2. Errors received from the County
                            Accounting System are written to the
                            generic error log.




SS Payments Design.doc                        Payments – Design           Page 185 of 259
Last Updated: 04/08/09
If the batch was successfully processed on the County Accounting System
(Submission Status = "Successful")
User      System Action                                                      Comments
Action
          The County Accounting System:
          1. Creates warrants for the Payment Requests in the batch.
          2. Creates a payment confirmation record for each Payment
             Request to send to SSIS
          Another DEX process retrieves the payment confirmation             The
          records and updates the Payment Requests and Payment Batch.        Requested
                                                                             Amount field
          1. Payment Requests are updated based on the values of the
                                                                             is displayed on
             confirmation record:
                                                                             the Payment
              Warrant/Eff. Date      Date on the warrant                     record
                                                                             (directly below
              Amount                 Amount paid for the Payment
                                                                             the Amount
                                     Request
                                                                             field) if the
              Warrant / GL Number Warrant, or check, number                  amount paid
                                                                             does not
              Warrant / GL Amount Total amount of the warrant
                                                                             match the
              Payment Status         Paid (code value "PD”)                  requested
                                                                             amount.
          2. If the amount paid for a Payment Request differs from the
             requested amount, a warning message is created in the
             generic error log.
          3. When all of the Payment Requests have been paid and
             updated with the confirmation information, the Batch Status
             becomes "Paid".


If errors were found during the batch validation on the County Accounting
System (Submission Status = "Errors")
User Action              System Action                                   Comments
The user must look                                                       Corrections may
at the Payment error                                                     need to be made
log to determine the                                                     in SSIS or the
action to take and                                                       County Accounting
where the error(s)                                                       System.
occurred.




SS Payments Design.doc                    Payments – Design            Page 186 of 259
Last Updated: 04/08/09
If errors were found during the batch validation on the County Accounting
System (Submission Status = "Errors")
User Action              System Action                                  Comments
The owner of the         System does the following:                     Once the
batch selects the                                                       submission has
                         1. Changes the following fields on each
"Cancel Batch                                                           been cancelled,
                            Payment Request in the batch:
Submission" action                                                      corrections can be
                            Submitted date       cleared                made and the
                                                                        batch can be
                            Payment status       "Approved"
                                                                        submitted again
                         2. Changes the Payment Batch:                  following the usual
                                                                        process.
                            Submitted status     "Not submitted"
                         3. Clears all records on the Payment Interim
                            tables for that batch




SS Payments Design.doc                    Payments – Design             Page 187 of 259
Last Updated: 04/08/09
8.10 Approval Process
The Payment approval process creates a record of the approval for Payment
Requests. Payment Requests must be approved before they can be submitted to the
County Accounting System for payment. Posted Payments and Payment
Modifications do not need approval.
During the approval process, the Payment Request moves from one status to
another. The Payment Batch Status also changes as the status of the Payment
Requests within the batch.
There are five approval actions available:
    •   Send for Approval
    •   Approve
    •   Cancel Approval
    •   Suspend Payment Request
    •   Deny Approval
All approval-related menu items are located on the Payment action menu. These
actions are enabled and disabled according to the Payment Status and the user's
security functions (see Section 8.2 for a detailed description of the Payment Action
Menu and security functions).
The Batch Status is based on the status of the Payment Requests in the batch. See
Section 8.9.2.1, “Batch Status” on page 160 for information about how the Batch
Status is determined.


8.10.1 Overview of the process
The usual steps in the Payment Request approval process are listed below:
    1. A Payment Batch is created and Payment Requests added. The Payment
       Batch and the Payment Requests are in Draft status.
    2. The user selects all of the Payment Requests in the batch and selects "Send
       for Approval…" on the Action menu. A confirmation dialog displays where the
       user can select a Fiscal Approver.
    3. The Fiscal Approver selects one or more of the Payment Request in the batch
       and selects “Approve” on the Action menu, which displays a confirmation
       dialog.
A Fiscal Approver can suspend a Payment Request by selecting “Suspend Payment
Request” and can deny a Payment Request by selecting “Deny Approval” on the
Action menu.
Step 2 can be bypassed if the owner of the batch also has the “Approve Payment
Request” security function. County practice will determine who can approve
Payment Batches.




SS Payments Design.doc                   Payments – Design             Page 188 of 259
Last Updated: 04/08/09
8.10.2 Approval action details
This section describes the details and differences in each approval action and shows
the confirmation dialog displayed for each action.
Each approval action displays a confirmation dialog.
    •   On each confirmation dialog, the user can enter an optional comment.
    •   The user presses “OK” to confirm the action or “Cancel” to ignore the action.
    •   If more than one Payment Request is selected, the dialog also contains a
        checkbox to apply the action to all of the selected Payment Requests. The
        checkbox is automatically selected and cannot be turned off.
The Payment business rules are not applied when an approval action is selected.

8.10.2.1 Send for Approval…
The “Send for Approval…” action is used to change the Payment Status from “Draft”
to “Pending approval”. Once the Payment Status is “Pending approval”, the "Send
for Approval" menu changes to "Re-send for Approval."
When the user selects the “Send for Approval…” or "Re-send for Approval…" action,
the “Request Approval” dialog is displayed, as shown in the figure below.




                   Figure 8-39: Request Service Approval dialog
Approver (optional)
This dropdown displays a list of all active users with the “Approve Payment
Requests” security function. If the user selects an Approver, the Payment Batch will
appear only under the selected approver's name on the Approval Log. If the user
leaves this field blank, the Payment Batch appears on the Approval Log of all users
with the “Approve Payment Request” security function. The Payment Batch displays
in the Approval Log when the "Batch status" is “Pending approval”. The "Batch
status" is set to "Pending approval" when all Payments in the Batch are sent for
approval.




SS Payments Design.doc                    Payments – Design            Page 189 of 259
Last Updated: 04/08/09
8.10.2.2 Approve
The “Approve” action changes the Payment Status from “Pending approval” to
“Approved”. The “Approve” dialog, as shown in the figure below, displays.




                           Figure 8-40: Approve dialog

8.10.2.3 Cancel Approval
The “Cancel Approval” action changes the Payment Status from “Pending approval”,
“Approved”, or “Suspended” to “Draft”. The following confirmation dialog is
displayed.




                 Figure 8-41: Cancel Approval Confirmation dialog




SS Payments Design.doc                 Payments – Design            Page 190 of 259
Last Updated: 04/08/09
8.10.2.4 Suspend Payment
The “Suspend Payment” action changes the Payment Status from “Pending approval”
or “Approved” to “Suspended”. The “Suspend Payment Confirmation” dialog, as
shown in the figure below, displays.




               Figure 8-42: Suspend Payment Confirmation dialog

8.10.2.5 Deny Approval
The “Deny Approval” action changes the Payment Status from “Pending approval”,
“Approved”, or “Suspended” to “Denied”. The “Denial Confirmation” dialog, as
shown in the figure below, displays.




                         Figure 8-43: Denial Confirmation dialog




SS Payments Design.doc                     Payments – Design       Page 191 of 259
Last Updated: 04/08/09
8.10.3 Approval Comments
Each time the Payment Status is changed by an approval action, the system
generates a comment. Comments are displayed on the Comments tab of the
Payment. The user can also enter an optional comment on the confirmation dialog of
most approval actions, which is added to the system comment.
The table below lists the comments that are generated by the system.
            Action                       System generated comment
Send for Approval / Re-Send   "Status changed to “Pending approval”"
for Approval
                              If a specific Fiscal Approver is selected on the
                              confirmation dialog, that information is included on
                              the comment.
                              "Status changed to “Pending approval” and forwarded
                              to “[approver's name]"
Approve                       "Status changed to “Approved”
Cancel Approval               "Status changed to “Draft”
Suspend Payment Request       "Status changed to “Suspended"
Deny Approval                 "Status changed to “Denied"
User entered comments on      “with comments: “[user entered comment]”
the confirmation dialog are
                              Example: “Status changed to “Pending approval” and
appended to the system
                              forwarded to “Smith, Joe” with comments: “please
comment.
                              approve this”

                         Table 8-53: Approval Comments


8.10.4 Approval Log
Payment Batches with a "Batch status" of “Pending approval” appear on the Approval
Log along with the Payment Requests in the batch. The user navigates to the
Approval Log via the “Searches/Logs” menu item on the Main Menu as shown below.




                 Figure 8-44: Searches/Logs Menu: Approval Log



SS Payments Design.doc                  Payments – Design              Page 192 of 259
Last Updated: 04/08/09
If a specific Accounting Approver was selected, the Payment Batch only displays
under the name of the Approver who was selected. If an Accounting Approver was
not selected, the batch displays on the log for all workers with the “Approve Payment
Requests” security function.
The figure below shows the Approval Log with a Payment Batch selected.




                         Figure 8-45: Approval Log - Payment




SS Payments Design.doc                   Payments – Design            Page 193 of 259
Last Updated: 04/08/09
8.11 Payment Modifications
Payment Modifications include Refunds, Recoveries (also referred to as Revenues),
Cancellations, and Adjustments. Payment Modifications are used to modify the
information about what was paid, and to include that information in claiming and in
some cases state reporting. Payment Modifications are not interfaced to the County
Accounting System; they must be manually entered into SSIS, and manually entered
into the County Accounting System.
When an Adjustment is created, the original Payment is backed out using an
"Adjustment Reversal" Payment record. The correct information is entered into a
"Correcting Entry Adjustment" Payment record. Correcting Entry Adjustments can
also have Payment Modifications.
To create each type of Payment Modification, the system displays a dialog to enter
information about the modification. A Payment record is created, which is basically a
copy of the original Payment along with the modification information entered and the
Payment Type field set to one of the Payment Modification types.


8.11.1 Payment Modification Types
Each type of Payment Modification is described below.

Refunds
Refunds are a full or partial payment received from the vendor in the same
calendar year as the payment (vendor writes a check payable to the county).
    •   The number of units and amount can be the same or less than the
        corresponding Payment.
    •   The corresponding Service Arrangement, Service Arrangement Group, and
        Chart of Accounts Maximums are adjusted by the number of units and
        amount of the refund.
    •   Refunds reduce the expenditure amount and number of units on state
        reports.

Recoveries
Recoveries, also called Revenues, are a full or partial payment received from the
vendor in a subsequent year than the payment (based on the warrant date of the
payment).
    •   The number of units and amount can be the same or less than the
        corresponding Payment.
    •   The corresponding Service Arrangement, Service Arrangement Group, and
        Chart of Accounts Maximums are adjusted by the number of units and
        amount of the recovery.
    •   Recoveries do not reduce the amount or units on state reports.
    •   Recoveries are recorded as revenue in the County Accounting System.

Cancellations
Cancellations are used to void a warrant. All Payment Requests, Posted Payments or
Correcting Entry Adjustments for that warrant number, are cancelled.




SS Payments Design.doc                   Payments – Design               Page 194 of 259
Last Updated: 04/08/09
    •   Depending on the cancellation date and the date of the payment, the system
        creates a Cancellation (Refund) or a Cancellation (Recovery) for each
        Payment linked to the warrant. See the information listed above about
        Refund and Recoveries for information on determining which is used and how
        they affect state reports.
    •   The corresponding Service Arrangement, Service Arrangement Group, and
        Chart of Accounts Maximums for each Payment Request are adjusted by the
        number of units and amount of the cancellation.

Adjustments
Adjustments are used to correct the data on a Payment Request, Posted Payment, or
Correcting Entry Adjustment. The original Payment must be reversed (Adjustment
Reversal) and one or more Correcting Entry Adjustments created. The user
must make certain the total amount of the Correcting Entry Adjustments equals the
amount of the original Payment. Most information on the Correcting Entry
Adjustment can be changed, except the vendor who was paid, and the date the
payment was made. Depending on the changes made:
    •   The corresponding Service Arrangement(s), Service Arrangement Group(s),
        and Chart of Accounts Maximum(s) are adjusted appropriately.
    •   Adjustments may affect the amount and units on state reports.


8.11.2 Payment Modification Process
The process to create any type of Payment Modification is similar. This process is
described below.
1. Use Payment Search to select the Payment to be modified.
2. Select the appropriate modification action on the Payment action menu.
        •   Create Refund/Recovery
        •   Create Adjustment
        •   Create Cancellation
    These actions are only available if the user has the "Create Payment
    Modifications" security function.
    The actions are only enabled if the selected "Payment Type" field =
        •   Payment Request and the "Payment Status" = Paid
        •   Posted Payment
        •   Correcting Entry Adjustment
3. Enter the information for the selected modification type
    a. Refunds/Recoveries – complete the Refunds/Recoveries dialog.
    b. Cancellations – complete the Cancellation dialog and review the grid of
       payments to cancel.
    c. Adjustments – complete the Adjustment dialog and create one or more
       Correcting Entry Adjustments.
    The business rules for each modification type are described later in this section.




SS Payments Design.doc                    Payments – Design              Page 195 of 259
Last Updated: 04/08/09
The following figure illustrates the process to create Payment Modifications.



                                          Select a
                                          Payment




                                        Select 'Create                                       Select 'Create
       Select 'Create
                                        Cancellation'                                         Adjustment
   Refund/Recovery' action
                                           action                                           Reversal' action

                                                 System displays
                                                 dialog and grid of all
                                                 Payment records with
                                                 matching warrant info


                                     Complete dialog and
  Complete Refund/Recovery                                                               Complete Adjustment
                                   review grid of records to
           dialog                                                                          Reversal dialog
                                        be cancelled




                                                                                             Select 'Create
                                                                                            Correcting Entry
                                                                                           Adjustment' action



                                                          Copy Adjustment
                                                          Reversal to next
                                                          Correcting Entry               Complete Correcting
                                                          Adjustment                     Entry Adjustment info




                                                  Select 'Create
                                                 Correcting Entry
                                                Adjustment' action        More Correcting Entries
                                                                                                    No more
                                                                                                    Correcting
                                                                                                    Entries




                       Figure 8-46: Payment Modification Process




SS Payments Design.doc                        Payments – Design                          Page 196 of 259
Last Updated: 04/08/09
8.11.3 Payment Modification Navigation
The figure below shows navigation for Payment Modifications.

                                    Payment
                                     Search



                                                                  Payment must be:
                                                                     Payment Request with a Paid Status
                                                                     Posted Payment
                                Select a
                                                                     Correcting Entry Adjustment
                                Payment
                                                                  'Net Amount' must be greater than 0


                                    Payment
                                  Detail Screen




              Select 'Create
             Refund/Recovery'                                   Select 'Create
                  action                   Select 'Create    Adjustment Reversal'
                                           Cancellation'            action
                                               action

   Refund Dialog                  Cancellation                          Adjustment
                                    Dialog                                Dialog




                                                             Select 'Create
                                                            Correcting Entry
                                                              Adjustment'


                                                                         Payment
                                                                       Detail Screen




                   Figure 8-47: Payment Modification Navigation




SS Payments Design.doc                        Payments – Design                  Page 197 of 259
Last Updated: 04/08/09
8.11.4 Payment Modification Security
A user must have the "Create Payment Modifications" security function to create or
edit a Payment Modification.


8.11.5 Payment Modification Terms
The following terms are used in this section for all types of Payment Modifications.
         Term                                     Calculation
Net Amount               Paid Amount of the selected Payment
                         Less
                         All existing Refunds and Recoveries for the selected Payment
Net Units                Units of the selected Payment
                         Less
                         All existing Refunds and Recoveries for the selected Payment
Net SEAGR Units          SEAGR Units of the selected Payment
(only applies to         Less
Refunds)                 All existing Refunds and Recoveries for the selected Payment
Original Payment         A Payment record with Payment Type set to one of the
                         following:
                         •   Payment Request
                         •   Posted Payment
                         •   Correcting Entry Adjustment
                                Even though a Correcting Entry Adjustment is created
                                as a Payment Modification, it is treated as an original
                                Payment for the purpose of creating additional
                                modifications. For example, a Correcting Entry
                                Adjustment might be created if the Payment were
                                made to the wrong Chart of Accounts. After that
                                correction, the county could receive a Refund, which
                                would be applied to the Correcting Entry Adjustment.

                   Table 8-54: Payment Modification Calculations




SS Payments Design.doc                    Payments – Design             Page 198 of 259
Last Updated: 04/08/09
8.11.6 Payment Modification Business Rules
The following business rules apply to all types of Payment Modifications, with the
exception of Correcting Entry Adjustments. See Section
           Business Rule                  Error Message        Implementation        Rule
Display a warning if the Original      WARNING: The            On select of the      0.1
Payment has been claimed to IV-E.      original Payment has    "Create
                                       been claimed for        [modification
                                       reimbursement on        type]" action
The information for this message       the IV-E Report
comes from a database function in      ([Quarter] [Year]
the IV-E module, which returns a       [ReportStatus]).
"claimed" code with one of the
following values:
    1=Claimed, main payment on
    claim
    2=Claimed, with another
    payment
    3=Not claimed, netted to 0
The warning is only displayed if the
"claimed" code is 1 or 2.
The variables in the message come
for the IV-E report where the
payment was claimed:
    Quarter = Q1, Q2, Q3, or Q4
    Year = the year on the report
    ReportStatus = the Draft, Final,
    Submitted
Display a warning if the Original      WARNING: The            On select of the      0.2
Payment is linked to a Health Care     original Payment is     "Create
Claim.                                 part of a Health Care   [modification
                                       Claim ([ClaimID]).      type]" action

The Health Care Claiming module
contains a database function that
the Payment module calls. This
function returns the Claim record ID
if the Payment is part of a Health
Care Claim, or returns null if there
is not an associated claim.

                 Table 8-55: Payment Modification Business Rules




SS Payments Design.doc                   Payments – Design             Page 199 of 259
Last Updated: 04/08/09
8.11.7 Refunds and Recoveries
When the user selects "Create Refund/Recovery" on the Payment action menu a
dialog screen is displayed for the user to enter the information about the Refund or
Recovery. The system determines if the record is a Refund or Recovery by
comparing the "Warrant / Eff. Date" on the original Payment record to the "Warrant /
Eff. Date" on the Refund/Recovery record.
Refund:         "Warrant / Eff. Date" on the Refund/Recovery record is in the same
                calendar year as the GL Date of the original Payment.
Recovery:       "Warrant / Eff. Date" on the Refund/Recovery record is in a
                subsequent year as the GL Date of the original Payment.

8.11.7.1        Refund/Recovery Entry Dialog
The Refund/Recovery Entry dialog contains only the information needed to create a
Refund or Recovery.
The figure below contains a screen shot of the Refund/Recovery dialog.




                         Figure 8-48: Refund/Recovery Dialog




SS Payments Design.doc                    Payments – Design             Page 200 of 259
Last Updated: 04/08/09
8.11.7.2        Refund/Recovery Field List
The table below shows the fields for the Refund/Recovery Dialog.
  Screen                     Description                 Field   Data      Tab     Req'd
  Caption                                               Length   Type     Order
Payment         The description of the Payment Type       1      Alpha     N/A     System
Type                5    Refund                                                     Gen'd
                    6    Recovery
                System determines the Payment
                Type based on the Warrant / eff.
                date of the original Payment and the
                Warrant / eff. date of the
                Refund/Recovery.
Unit Type       Display field of the Unit Type on the     2      Alpha     N/A       N/A
                original Payment.
Rate            Display field of the Rate on the        14,4     Num       N/A       N/A
                original Payment.
Units           The number of Units of Service          12,2     Num        1        Yes
Amount          The amount of payment                   12,2     Num        2        Yes
SEAGR           The number of units to include on       12,2     Num        3        No
Units           the SEAGR Report
SEAGR Unit      Display field of the SEAGR Unit Type     N/A               N/A       N/A
Type            for the selected Service
Warrant /       The effective date of the Refund or      10      Date       4        Yes
eff. date       Recovery
County          County defined date that can be          10      Date       5        No
Defined         used by the County Accounting
Date            System.
Warrant /       The deposit number or reference          20      Alpha      6        Yes
GL Number       number to the general ledger
                transaction.
Warrant /       The total amount of the general         12,2     Num        7        Yes
GL Amount       ledger transaction
Remittance      The reason for the Refund or             255     Alpha      8        Yes
adv. desc. /    Recovery
reason

                     Table 8-56: Refund/Recovery Dialog Fields




SS Payments Design.doc                     Payments – Design             Page 201 of 259
Last Updated: 04/08/09
8.11.7.3        Refund/Recovery Business Rules
         Business Rule                 Error Message        Implementation        Rule
The Payment to be Refunded       N/A                        "Create                   1.1
must be a Paid Payment                                      Refund/Recovery"
Request, a Posted Payment, or                               action disabled if
a Correcting Entry Adjustment.                              Payment Type is
                                                            not valid
The Payment to be Refunded       Error: A Cancellation      On select of the          1.2
cannot have been cancelled.      exists for this Payment.   "Create
                                                            Refund/Recovery"
                                                            action
The Payment to be Refunded       Error: An Adjustment       On select of the          1.3
cannot have an Adjustment        exists for this Payment.   "Create
Reversal.                                                   Refund/Recovery"
                                                            action
The Payment to be Refunded       Error: Payment has been    On select of the          1.4
must have Net Amount that        fully refunded.            "Create
is more than 0.                                             Refund/Recovery"
                                                            action
This rule only applied if the
Payment does not have a
Cancellation or Adjustment
Reversal.
Amount cannot be 0.              Error: "Amount" must be    On field exit             1.5
                                 a value other than 0.
Amount must be a negative        Error: "Amount" (value)    On save                   1.6
number up to the Net             exceeds the net amount
Amount of the Original           (value) of the original
Payment.                         Payment.
If the user enters a positive
number, the system changes it
to a negative number.
Units must be 0 or a negative    Error: "Units" (value)     On save                   1.7
number up to the Net Units of    exceeds the net units
the Original Payment.            (value) of the original
                                 Payment.
If the user enters a positive
number, the system changes it
to a negative number.
If Units is not 0, display a     WARNING: "Amount"          On field exit of          1.8
warning if the Amount is not     (value) must be within     Amount field
within $1.00 of the Rate *       $1.00 of the "Units" *
Units                            "Rate".




SS Payments Design.doc                  Payments – Design           Page 202 of 259
Last Updated: 04/08/09
         Business Rule                   Error Message        Implementation        Rule
SEAGR Units is always              N/A                        On select of the          1.9
disabled and blank when the                                   "Create
Payment Type is "Recovery".                                   Refund/Recovery"
                                                              action and on
                                                              field exit of
                                                              "Warrant / eff.
                                                              date"
When the Payment Type is           N/A                        On field exit of      1.10a
"Refund"                                                      "Units" and
                                                              "Warrant / eff.
    SEAGR Units is calculated
                                                              date" fields
    based on the Warrant / eff.
    date, Service, Units, Unit
    Type, and Client Indicator
    if the Unit Type can be
    converted to the SEAGR
    Unit Type for the Service.
Client Indicator is True or
False depending on whether
the Original Payment has a
Client.
When the Payment Type is           N/A                        On field exit of      1.10b
"Refund", SEAGR Units is                                      "Units" and
enabled only if the system                                    "Warrant / eff.
cannot calculate SEAGR Units.                                 date" fields
SEAGR Units is optional if it is
enabled.
When the Payment Type is           Error: "SEAGR Units"       On field exit         1.11
"Refund", SEAGR Units can be       (value) exceeds the net
blank, 0, or a negative number     SEAGR units (value) of
up to the Net SEAGR Units of       the original Payment.
the Original Payment.
If the user enters a positive
number, the system changes it
to a negative number.
Warrant / eff. date must be on     Error: "Warrant / eff.     On Save               1.12
or after the Warrant / eff. date   date" (mm/dd/yyyy)
of the Original Payment.           must be on or after the
                                   "Warrant / eff. date"
                                   (mm/dd/yyyy) of the
                                   original Payment.
Display a warning if the           WARNING: "Warrant /        On field exit         1.13
Warrant/Eff. Date of the           eff. date" (mm/dd/yyyy)
Refund/Recovery is in the          is a future date.
future.




SS Payments Design.doc                    Payments – Design           Page 203 of 259
Last Updated: 04/08/09
         Business Rule                Error Message        Implementation        Rule
Warrant / GL Amount must be     Error: "Warrant / GL       On field exit         1.14
greater than or equal to 0.     amount" (value) must be
                                greater than or equal to
                                0.
The Refund/Recovery record is   N/A                        On select of "OK"     1.15
created using the fields                                   button on Create
entered on the dialog, system                              Refund/Recovery
generated values, and                                      dialog
information on the Original
Payment.
See Table 8-58 for detailed
information on each field.




SS Payments Design.doc                 Payments – Design           Page 204 of 259
Last Updated: 04/08/09
         Business Rule                   Error Message        Implementation       Rule
Refunds and Recoveries can be      N/A                        All business         1.16
edited. The fields that were                                  rules for these
entered for the                                               fields to be
Refund/Recovery and the                                       enabled,
fields that can be edited at any                              required, and
time are enabled. The                                         valid are
editable fields are listed below                              enforced.
(The user must have the
"Create Payment
Modifications" security function
to edit these fields):
Refund/Recovery fields:
   • Units
   • Amount
   • SEAGR Units
   • Warrant / Eff. Date
   • County Defined Date
   • Warrant / GL Number
   • Warrant / GL Amount
   • Remittance adv. desc. /
      reason
Fields that can be edited at
any time (The user must have
the "Create Payment
Modifications " or "Edit
Payment Reporting Fields"
security function to edit these
fields):
    • Workgroup
    • License #
    • IV-E sub code
    • 1099
    • IV-E Reimbursable
    • Arrangement Group
    • Invoice Number
    • Invoice Date
    • Contract Number
    • County Defined Field
Refunds and Recoveries can be      A confirmation dialog is   See Section          1.17
deleted.                           displayed before the       8.2.6, “Delete
                                   record is deleted.         Action” on page
                                                              27.




SS Payments Design.doc                    Payments – Design          Page 205 of 259
Last Updated: 04/08/09
         Business Rule               Error Message         Implementation      Rule
The following fields must       Error: "[ScreenCaption]”   On save             1.18
match the corresponding field   ([PayModValue]) must
on the Original Payment         match the original
                                Payment
  Unit type
                                ([OrigPayValue]).
  Rate
                                One message will display
  Service                       for each field that does
                                not match the database.
  County sub-service
  Chart of accounts
                                Example
  Location
                                "Chart of accounts” (11-
  HCPCS/modifier                423-710-1810-6040)
  Payee vendor                  must match the original
  (PAYEE_BUS_NAME)              Payment (11-523-750-
                                1870-6111).
  Payee SSIS bus. org. #
  Payee county vendor #
  Paying county
  SSIS person #
  DOC points
  Basic per diem
  Service start date
  Service end date
  Special cost code
  Program
  Service arrangement #
  Service vendor
  (SVC_BUS_NAME)
  Service county vendor #
  Service SSIS bus. org. #

                   Table 8-57: Refund/Recovery Business Rules




SS Payments Design.doc                 Payments – Design         Page 206 of 259
Last Updated: 04/08/09
8.11.7.4         Refund/Recovery Record Field Values
Table 8-58 below lists all of the fields on a Refund/Recovery and the source for each
field. The fields are grouped as follows:
    •   Fields   displayed on the dialog
    •   Fields   with a value generated by the system for the Refund/Recovery
    •   Fields   that are always blank
    •   Fields   that have the same value as the original Payment
                                                                                   Required
 Screen Caption                 Comments                          Field
                                                                                   / Enabled
Refund/Recovery dialog fields
Payment Type             System generated based       PYMT_TYPE_CD                 System
                         on the Warrant / eff.                                     Gen'd
                         date of the original
                                                                                   Disabled
                         Payment and the
                         Warrant / eff. date of the
                         Refund/Recovery.
                            5   Refund
                            6   Recovery
Unit Type                Copied from the original     UNIT_TYPE_CD                 Disabled
                         Payment
Rate                     Copied from the original     PYMT_RATE                    Disabled
                         Payment
Units                    Entered on                   PYMT_UNITS                   Req'd
                         Refund/Recovery dialog
                                                                                   Editable
Amount                   Entered on                   PYMT_PAID_AMT                Req'd
                         Refund/Recovery dialog
                                                                                   Enabled
SEAGR Units              System generated or          PYMT_SEAGR_UNITS             Optional
                         entered on
                                                                                   Enabled on
                         Refund/Recovery dialog
                                                                                   Refunds if
                                                                                   system
                                                                                   cannot
                                                                                   calculate
SEAGR Unit Type          Copied from the original     N/A (not stored on the       Not Stored
                         Payment                      Payment record)
                                                                                   Disabled
Warrant / eff.           Entered on                   PYMT_DT                      Req'd
date                     Refund/Recovery dialog
                                                                                   Editable
County Defined           Entered on                   CNTY_DEFINED_DT              Optional
Date                     Refund/Recovery dialog
                                                                                   Editable
Warrant / GL             Entered on                   CONFIRMATION_NUM             Req'd
Number                   Refund/Recovery dialog
                                                                                   Editable




SS Payments Design.doc                        Payments – Design            Page 207 of 259
Last Updated: 04/08/09
                                                                                  Required
 Screen Caption                  Comments                         Field
                                                                                  / Enabled
Warrant / GL             Entered on                  CONFIRMATION_AMT             Req'd
Amount                   Refund/Recovery dialog
                                                                                  Editable
Remittance adv.          Entered on                  PYMT_DESC                    Req'd
desc. / reason           Refund/Recovery dialog
                                                                                  Editable
System Generated fields
Create date              The date the                CREATED_DT                   Disabled
                         Refund/Recovery was
                         created.
Creator                  Foreign key to the          CREATOR_STAFF_ID             Disabled
                         person who created the
                         Refund/Recovery
n/a                      Foreign key to the user     LAST_CHGD_BY                 Disabled
                         who last changed the
                         record
n/a                      Date the record was last    LAST_CHGD_DT                 Disabled
                         changed.
Original payment         Foreign key to the          ORIG_PAYMENT_ID              Disabled
#                        Payment ID of the
                         Original Payment
Payment #                Unique identifier for the   PAYMENT_ID                   Disabled
                         Refund/Recovery
Payment status           PD (Paid)                   PYMT_STATUS_CD               Disabled
Approval date            Blank                       APPROVAL_DT                  Disabled
Approver                 Blank                       APPROVAL_STAFF_ID            Disabled
Accrual code             Blank                       PYMT_ACCRUAL_CODE_ID         Disabled
Requested                Blank                       PYMT_REQ_AMT                 Disabled
amount
Submitted date           Blank                       PYMT_SUBMITTED_DT            Disabled
Service                  Copied from the original    BRASS_SVC_ID                 Disabled
                         Payment
County defined           Copied from the original    CNTY_DEFINED_FLD             Optional
field                    Payment
                                                                                  Enabled
County sub-              Copied from the original    CNTY_SUBSVC_ID               Disabled
service                  Payment
Chart of accounts        Copied from the original    COA_CODE_ID                  Disabled
                         Payment
Location                 Copied from the original    CONTACT_LOC_CD               Disabled
                         Payment



SS Payments Design.doc                        Payments – Design           Page 208 of 259
Last Updated: 04/08/09
                                                                                 Required
 Screen Caption                Comments                          Field
                                                                                 / Enabled
Contract number          Copied from the original   CONTRACT_NUM                 Optional
                         Payment
                                                                                 Enabled
HCPCS/ modifier          Copied from the original   HCPCS_MOD_ID                 Disabled
                         Payment
IV-E reimbursable        Copied from the original   IVE_REIMB_IND                Required
                         Payment
                                                                                 Enabled
IV-E sub code            Copied from the original   IVE_SUB_CD                   Optional
                         Payment
                                                                                 Enabled
Payee vendor –           Copied from the original   PAYEE_BUS_NAME               Disabled
Name                     Payment
Payee vendor -           Copied from the original   PAYEE_BUS_ORG_ID             Disabled
SSIS bus. org. #         Payment
Payee vendor -           Copied from the original   PAYEE_CNTY_VEN_NUM           Disabled
County vendor #          Payment
Paying county            Copied from the original   PAYING_CNTY_CD               Disabled
                         Payment
SSIS person #            Copied from the original   PERSON_ID                    Disabled
                         Payment
License #                Copied from the original   PROV_LIC_NUM                 Optional
                         Payment
                                                                                 Enabled
DOC points               Copied from the original   PYMT_DOC_PTS                 Disabled
                         Payment
Invoice date             Copied from the original   PYMT_INV_DT                  Optional
                         Payment
                                                                                 Enabled
Invoice number           Copied from the original   PYMT_INV_NUM                 Optional
                         Payment
                                                                                 Enabled
Basic per diem           Copied from the original   PYMT_PER_DIEM                Disabled
                         Payment
Service end date         Copied from the original   PYMT_SVC_END_DT              Disabled
                         Payment
Service start date       Copied from the original   PYMT_SVC_START_DT            Disabled
                         Payment
1099                     Copied from the original   PYTM_TAX_1099_CD             Required
                         Payment
                                                                                 Enabled
Arrangement              Copied from the original   SA_GROUP_ID                  Optional
group                    Payment
                                                                                 Enabled




SS Payments Design.doc                       Payments – Design           Page 209 of 259
Last Updated: 04/08/09
                                                                                 Required
 Screen Caption                Comments                          Field
                                                                                 / Enabled
Special cost code        Copied from the original   SPECIAL_COST_ID              Disabled
                         Payment
Program                  Copied from the original   SUBPROG_ID                   Disabled
                         Payment
Service                  Copied from the original   SVC_ARRANGEMENT_ID           Disabled
arrangement #            Payment
Service vendor –         Copied from the original   SVC_BUS_NAME                 Disabled
Name                     Payment
Service vendor -         Copied from the original   SVC_BUS_ORG_ID               Disabled
SSIS bus. org. #         Payment
Service vendor -         Copied from the original   SVC_CNTY_VEN_NUM             Disabled
County vendor #          Payment
Workgroup                Copied from the original   WG_ID                        Optional
                         Payment
                                                                                 Enabled

                Table 8-58: Refund/Recovery Record Field Values




SS Payments Design.doc                       Payments – Design           Page 210 of 259
Last Updated: 04/08/09
8.11.8 Cancellations
When the user selects "Create Cancellation" on the Payment action menu, a dialog
screen displays for the user to enter the information about the Cancellation. Along
with the dialog, a grid of all Payments for the same warrant is displayed. The grid
contains the number of Payments and the total Amount of the Payments.
The system determines which records to display in the grid by selecting all Payments
with the same Warrant/Eff. Date, Warrant / GL Number, and vendor who was paid.
If any of the Payments displayed in the grid have an Adjustment Reversal and one or
more Correcting Entry Adjustments, the original Payment, and the adjustment
records are included in the grid, but the Correcting Entry Adjustments are cancelled
rather than the original Payment and Adjustment Reversal.
The system determines if the record is a "Cancellation (Refund)" or "Cancellation
(Recovery)" by comparing the "Warrant / Eff. Date" on the original Payment record
to the "Warrant/Eff. Date" on the Cancellation record.
Cancellation (Refund):      "Warrant / Eff. Date" on the Cancellation record is in the
                            same calendar year as the GL Date of the original
                            Payment
Cancellation (Recovery):    "Warrant / Eff. Date" on the Cancellation record is in a
                            subsequent year as the GL Date of the original Payment.




SS Payments Design.doc                   Payments – Design             Page 211 of 259
Last Updated: 04/08/09
8.11.8.1        Cancellation Entry Dialog
The Cancellation entry dialog contains the warrant information, a grid of Payments
for that warrant and the entry fields needed to create the Cancellation record(s).
The figure below contains a screen shot of the Cancellation dialog.




                         Figure 8-49: Cancellation Dialog




SS Payments Design.doc                   Payments – Design            Page 212 of 259
Last Updated: 04/08/09
8.11.8.2        Cancellation Field List
The table below shows the fields for the Cancellation Dialog.
   Screen                     Description                  Field    Data       Tab     Req'd
   Caption                                                Length    Type      Order
 Warrant Information
 Warrant /       Display field of the warrant number        20     Alpha       N/A       N/A
 GL Number       on the original Payment.
 Warrant /       Display field of the total amount of      12,2    Num         N/A       N/A
 GL Amount       the warrant on the original Payment.
 Warrant /       Display field of the actual date on        10     Date        N/A       N/A
 eff. date       the warrant on the original Payment.
 Paid vendor information
 Name            Name of the Bus Org who was paid                  Alpha       N/A       N/A
 County          County Vendor # of the Bus Org             20     Alpha       N/A       N/A
 vendor #        who was paid
 Payment Grid
 Payment         The type of Payment                                           N/A       N/A
 Type
 Chart of        The Chart of Accounts Code to which                           N/A       N/A
 Accounts        the payments was applied
 Svc Code        The 3 digit BRASS Service Code                                N/A       N/A
 Units           The number of Units of Service                                N/A       N/A
 Amount          The amount of payment                                         N/A       N/A
 Cancellation Information
 Payment         The description of the Payment Type         1     Alpha       N/A     System
 Type                7   Cancellation (Refund)                                          Gen'd
                     8   Cancellation (Recovery)
                 System determines the Payment
                 Type based on the Warrant / eff.
                 date.
 Warrant /       The effective date of the                  10     Date         1        Yes
 eff. date       Cancellation
 County          County defined date that can be            10     Date         2        No
 Defined         used by the County Accounting
 Date            System.
 Remittance      The reason for the Cancellation           255     Alpha        3        Yes
 adv. desc. /
 reason

                         Table 8-59: Cancellation Dialog Fields




SS Payments Design.doc                       Payments – Design             Page 213 of 259
Last Updated: 04/08/09
8.11.8.3        Cancellation Business Rules
            Business Rule                Error Message         Implementation       Rule
The Payment to be Cancelled must      N/A                      "Create                  2.1
be a Paid Payment Request or a                                 Cancellation"
Posted Payment.                                                action disabled if
                                                               Payment Type is
Note: "Create Cancellation" is not
                                                               not valid
available on a Correcting Entry
Adjustment. A Payment Request
or Posted Payment that has been
adjusted can be cancelled, but the
Adjustment records may have a
different Warrant / GL Number
than the original payment. To
prevent confusion about what is
being cancelled, the cancellation
cannot be initiated on the
Correcting Entry Adjustment.
The Payment cannot have already       Error: A Cancellation    On select of the         2.2
been a Cancellation.                  exists for this          "Create
                                      Payment.                 Cancellation"
                                                               action
None of the Payments to be            Error: One or more of    On select of the         2.3
cancelled can already have a          the selected Payments    "Create
Cancellation.                         have been Cancelled.     Cancellation"
                                                               action
The Payment to be Cancelled           Error: Payment has a     On select of the         2.4
cannot have any Refunds or            Refund or Recovery.      "Create
Recoveries.                                                    Cancellation"
                                                               action
None of the Payments to be            Error: One or more of    On select of the         2.5
cancelled can have any Refunds or     the selected Payments    "Create
Recoveries.                           have a Refund or         Cancellation"
                                      Recovery.                action
Display a warning if any of the       WARNING: One or          On select of the         2.6
Payments to cancel have an            more of the selected     "Create
"Adjustment Reversal".                Payments have            Cancellation"
                                      Adjustment Reversals.    action
The Warrant / eff. date must be on    Error: "Warrant / eff.   On select of "OK"        2.7
or after the Warrant / eff. date of   date" (mm/dd/yyyy)       button on Create
the Original Payments selected        must be on or after      Cancellation
and any Correcting Entry              the "Warrant / eff.      dialog
Adjustments for those Payments.       date" (mm/dd/yyyy)
                                                               On field exit
                                      of all selected
                                                               when editing the
                                      Payments and
                                                               record
                                      Correcting Entry
                                      Adjustments.




SS Payments Design.doc                  Payments – Design             Page 214 of 259
Last Updated: 04/08/09
            Business Rule               Error Message       Implementation       Rule
Display a warning if the              WARNING: "Warrant     On select of "OK"        2.8
Warrant/Eff. Date of the              / eff. date"          button on Create
Cancellation is in the future.        (mm/dd/yyyy) is a     Cancellation
                                      future date.          dialog
                                                            On field exit
                                                            when editing the
                                                            record
The Cancellation record(s) are        N/A                   On select of "OK"        2.9
created using the fields entered on                         button on Create
the dialog, system generated                                Cancellation
values, and information on the                              dialog
Original Payment.
See Table 8-61 for detailed
information on each field.
When the user confirms the            N/A                   On select of "OK"    2.10
cancellation, the system creates a                          button on Create
Cancellation record for each                                Cancellation
Payment in the grid.                                        dialog
The Cancellation record(s) are
created using the fields entered on
the dialog, system generated
values, and information on the
Original Payment.
The following calculations are also
performed:
•   Units is Original Units * -1
•   Amount is Original Amount * -1
•   If Payment Type is
    "Cancellation (Refund)" and the
    SEAGR Units on the original
    Payment has a value
        SEAGR Units is Original
        SEAGR Units * -1
    If Payment Type is
    "Cancellation (Recovery)",
        SEAGR Units is blank
See Table 8-61 for detailed
information on each field.
If any Payments in the grid have
adjustments, the Correcting Entry
Adjustment(s) are cancelled rather
than the original payment.




SS Payments Design.doc                  Payments – Design          Page 215 of 259
Last Updated: 04/08/09
            Business Rule                 Error Message          Implementation      Rule
Cancellations can be edited. The       N/A                       All business        2.11
fields that were entered for the                                 rules for these
Cancellations and the fields that                                fields to be
can be edited at any time are                                    enabled,
enabled. The editable fields are                                 required, and
listed below (The user must have                                 valid are
the "Create Payment Modifications"                               enforced.
security function to edit these
fields):
Cancellations fields:
   • Warrant / Eff. Date
   • County Defined Date
   • Remittance adv. desc. /
       reason
Fields that can be edited at any
time (The user must have the
"Create Payment Modifications " or
"Edit Payment Reporting Fields"
security function to edit these
fields):
    • Workgroup
    • License #
    • IV-E sub code
    • 1099
    • IV-E Reimbursable
    • SEAGR Units (only on a
         Cancellation (Refund))
    • Arrangement Group
    • Invoice Number
    • Invoice Date
    • Contract Number
    • County Defined Field
Cancellations can be deleted.          A confirmation dialog     See Section         2.12
                                       is displayed before the   8.2.6, “Delete
Each Cancellation record that was
                                       record is deleted.        Action” on page
created for the Warrant / Eff. Date,
                                                                 27.
Warrant / GL Number, and vendor
who was paid must be deleted
individually.




SS Payments Design.doc                   Payments – Design             Page 216 of 259
Last Updated: 04/08/09
             Business Rule           Error Message         Implementation      Rule
The following fields must match   Error:                   On save             2.13
the corresponding field on the    "[ScreenCaption]”
Original Payment                  ([PayModValue]) must
                                  match the original
  Unit type
                                  Payment
  Rate                            ([OrigPayValue]).
  Service                         One message will
                                  display for each field
  County sub-service              that does not match
  Chart of accounts               the database.

  Warrant / GL number
  Warrant / GL amount             Example

  Location                        "Chart of accounts”
                                  (11-423-710-1810-
  HCPCS/modifier                  6040) must match the
  Payee vendor                    original Payment (11-
  (PAYEE_BUS_NAME)                523-750-1870-6111).

  Payee county vendor #
  Payee SSIS bus. org. #
  Paying county
  SSIS person #
  DOC points
  Basic per diem
  Service start date
  Service end date
  Special cost code
  Program
  Service arrangement #
  Service vendor
  (SVC_BUS_NAME)
  Service county vendor #
  Service SSIS bus. org. #




SS Payments Design.doc              Payments – Design            Page 217 of 259
Last Updated: 04/08/09
            Business Rule                  Error Message         Implementation       Rule
The following fields must have the      Error:                   On save              2.14
same value with the sign reversed       "[ScreenCaption]”
as the corresponding field on the       ([PayModValue]) must
Original Payment                        be the reverse of the
                                        original Payment
  Units (Original Payment Units *-
                                        ([OrigPayValue]).
  1)
                                        One message will
  Amount (Original Payment
                                        display for each field
  Amount *-1)
                                        that does not match
  For Payment Type =                    the database.
  "Cancellation (Refund)" only:
      SEAGR Units (Original             Example
      Payment SEAGR Units *-1)
                                        "Units” (-23) must
                                        match the original
                                        Payment (25).

If Payment Type is "Cancellation        N/A                      On field exit of     2.15
(Recovery)", SEAGR Units is blank                                "Warrant / eff.
and disabled.                                                    date"
If the "Payment type" is changed        N/A                      On field exit of     2.16
from "Cancellation (Recovery)" to                                "Warrant / eff.
"Cancellation (Refund) by changing                               date"
the "Warrant / eff. date", the
system sets the "SEAGR units" to
(Original Payment SEAGR Units *-
1)

                         Table 8-60: Cancellation Business Rules




SS Payments Design.doc                     Payments – Design            Page 218 of 259
Last Updated: 04/08/09
8.11.8.4         Cancellation Record Field Values
Table 8-61 below lists all of the fields on a Cancellation and the source for each field.
The fields are grouped as follows:
    •   Fields   displayed on the dialog
    •   Fields   with a value generated by the system for the Cancellation
    •   Fields   that are always blank
    •   Fields   that have the same value as the original Payment
                                                                                  Required
 Screen Caption                 Comments                          Field
                                                                                  / Enabled
Cancellation dialog fields
Payment Type             System generated based       PYMT_TYPE_CD                System
                         on the Warrant / eff.                                    Gen'd
                         date of the original
                                                                                  Disabled
                         Payment and the
                         Warrant / eff. date of the
                         Cancellation.
                           7 Cancellation
                           (Refund)
                           8 Cancellation
                           (Recovery)
Warrant / eff.           Entered on Cancellation      PYMT_DT                     Req'd
date                     dialog
                                                                                  Editable
County Defined           Entered on Cancellation      CNTY_DEFINED_DT             Optional
Date                     dialog
                                                                                  Editable
Remittance adv.          Entered on Cancellation      PYMT_DESC                   Req'd
desc. / reason           dialog
                                                                                  Editable
System Generated fields
Units                    Units on the Original        PYMT_UNITS                  Disabled
                         Payment * -1
Amount                   Amount on the Original       PYMT_PAID_AMT               Disabled
                         Payment * -1
SEAGR Units              SEAGR Units on the           PYMT_SEAGR_UNITS            Optional
                         Original Payment * -1
                                                                                  Enabled if
                         (if SEAGR Units on the                                   system
                         Original Payment has a                                   cannot
                         value)                                                   calculate
Create date              The date the Cancellation    CREATED_DT                  Disabled
                         was created.
Creator                  Foreign key to the           CREATOR_STAFF_ID            Disabled
                         person who created the
                         Cancellation




SS Payments Design.doc                        Payments – Design           Page 219 of 259
Last Updated: 04/08/09
                                                                                  Required
 Screen Caption                  Comments                         Field
                                                                                  / Enabled
n/a                      Foreign key to the user     LAST_CHGD_BY                 Disabled
                         who last changed the
                         record
n/a                      Date the record was last    LAST_CHGD_DT                 Disabled
                         changed.
Original payment         Foreign key to the          ORIG_PAYMENT_ID              Disabled
#                        Payment ID of the
                         Original Payment
Payment #                Unique identifier for the   PAYMENT_ID                   Disabled
                         Cancellation
Payment status           PD (Paid)                   PYMT_STATUS_CD               Disabled
Approval date            Blank                       APPROVAL_DT                  Disabled
Approver                 Blank                       APPROVAL_STAFF_ID            Disabled
Accrual code             Blank                       PYMT_ACCRUAL_CODE_ID         Disabled
Requested                Blank                       PYMT_REQ_AMT                 Disabled
amount
Submitted date           Blank                       PYMT_SUBMITTED_DT            Disabled
Service                  Copied from the original    BRASS_SVC_ID                 Disabled
                         Payment
County defined           Copied from the original    CNTY_DEFINED_FLD             Optional
field                    Payment
                                                                                  Enabled
County sub-              Copied from the original    CNTY_SUBSVC_ID               Disabled
service                  Payment
Chart of accounts        Copied from the original    COA_CODE_ID                  Disabled
                         Payment
Warrant / GL             Copied from the original    CONFIRMATION_NUM             Disabled
Number                   Payment
Warrant / GL             Copied from the original    CONFIRMATION_AMT             Disabled
Amount                   Payment
Location                 Copied from the original    CONTACT_LOC_CD               Disabled
                         Payment
Contract number          Copied from the original    CONTRACT_NUM                 Optional
                         Payment
                                                                                  Enabled
HCPCS/ modifier          Copied from the original    HCPCS_MOD_ID                 Disabled
                         Payment
IV-E reimbursable        Copied from the original    IVE_REIMB_IND                Optional
                         Payment
                                                                                  Enabled




SS Payments Design.doc                        Payments – Design           Page 220 of 259
Last Updated: 04/08/09
                                                                                 Required
 Screen Caption                Comments                          Field
                                                                                 / Enabled
IV-E sub code            Copied from the original   IVE_SUB_CD                   Optional
                         Payment
                                                                                 Enabled
Payee vendor –           Copied from the original   PAYEE_BUS_NAME               Disabled
Name                     Payment
Payee vendor -           Copied from the original   PAYEE_BUS_ORG_ID             Disabled
SSIS bus. org. #         Payment
Payee vendor -           Copied from the original   PAYEE_CNTY_VEN_NUM           Disabled
County vendor #          Payment
Paying county            Copied from the original   PAYING_CNTY_CD               Disabled
                         Payment
SSIS person #            Copied from the original   PERSON_ID                    Disabled
                         Payment
License #                Copied from the original   PROV_LIC_NUM                 Optional
                         Payment
                                                                                 Enabled
DOC points               Copied from the original   PYMT_DOC_PTS                 Disabled
                         Payment
Invoice date             Copied from the original   PYMT_INV_DT                  Optional
                         Payment
                                                                                 Enabled
Invoice number           Copied from the original   PYMT_INV_NUM                 Optional
                         Payment
                                                                                 Enabled
Basic per diem           Copied from the original   PYMT_PER_DIEM                Disabled
                         Payment
Service end date         Copied from the original   PYMT_SVC_END_DT              Disabled
                         Payment
Service start date       Copied from the original   PYMT_SVC_START_DT            Disabled
                         Payment
1099                     Copied from the original   PYTM_TAX_1099_CD             Optional
                         Payment
                                                                                 Enabled
Arrangement              Copied from the original   SA_GROUP_ID                  Optional
group                    Payment
                                                                                 Enabled
Special cost code        Copied from the original   SPECIAL_COST_ID              Disabled
                         Payment
Program                  Copied from the original   SUBPROG_ID                   Disabled
                         Payment
Service                  Copied from the original   SVC_ARRANGEMENT_ID           Disabled
arrangement #            Payment




SS Payments Design.doc                       Payments – Design           Page 221 of 259
Last Updated: 04/08/09
                                                                                 Required
 Screen Caption                Comments                          Field
                                                                                 / Enabled
Service vendor –         Copied from the original   SVC_BUS_NAME                 Disabled
Name                     Payment
Service vendor -         Copied from the original   SVC_BUS_ORG_ID               Disabled
SSIS bus. org. #         Payment
Service vendor -         Copied from the original   SVC_CNTY_VEN_NUM             Disabled
County vendor #          Payment
Rate                     Copied from the original   PYMT_RATE                    Disabled
                         Payment
Unit Type                Copied from the original   UNIT_TYPE_CD                 Disabled
                         Payment
Workgroup                Copied from the original   WG_ID                        Optional
                         Payment
                                                                                 Enabled

                    Table 8-61: Cancellation Record Field Values




SS Payments Design.doc                       Payments – Design           Page 222 of 259
Last Updated: 04/08/09
8.11.9 Adjustment Reversals
When the user selects "Create Adjustment Reversal" on the Payment action menu a
dialog screen is displayed for the user to enter the information for the Adjustment
Reversal.

8.11.9.1         Adjustment Reversal Entry Dialog
The Adjustment Reversal dialog contains the information needed to create the
Adjustment Reversal.
The figure below contains a screen shot of the Adjustment Reversal dialog.




                         Figure 8-50: Adjustment Reversal Dialog

8.11.9.2         Adjustment Reversal Field List
The table below shows the fields for the Adjustment Reversal Dialog.
   Screen                        Description                 Field   Data     Tab Req'd
   Caption                                                  Length   Type    Order
Warrant / eff.    The effective date of the Adjustment          10   Date     1          Yes
date
Accrual code      Drop down of existing Accrual Codes           10   Num      2          No
                  and Descriptions
                  Used to indicate the Adjustment
                  Reversal should be applied to the
                  previous year's maximums.
County            County defined date that can be used by       10   Date     3          No
Defined Date      the County Accounting System.




SS Payments Design.doc                      Payments – Design          Page 223 of 259
Last Updated: 04/08/09
   Screen                      Description                    Field    Data      Tab Req'd
   Caption                                                   Length    Type     Order
Warrant / GL      The deposit number or reference             20        Alpha     4          Yes
Number            number to the general ledger
                  transaction.
                  Defaults from the Original Payment
Warrant / GL      The total amount of the general ledger      12,2      Num       5          Yes
Amount            transaction
                  Defaults from the Original Payment
Remittance        The reason for the Adjustment               255       Alpha     6          Yes
adv. desc. /
reason

                         Table 8-62: Adjustment Dialog Fields

8.11.9.3        Adjustment Reversal Business Rules
          Business Rule                Error Message                Implementation           Rule
The Payment to be Adjusted          N/A                        "Create Adjustment            3.1
must be a Paid Payment                                         Reversal" action
Request, a Posted Payment, or                                  disabled if Payment
a Correcting Entry Adjustment.                                 Type is not valid
The Payment to be Adjusted          Error: A Cancellation      On select of the              3.2
cannot have been cancelled.         exists for this            "Create Adjustment
                                    Payment.                   Reversal" action
The Payment to be Adjusted          Error: An Adjustment       On select of the              3.3
cannot already have an              exists for this            "Create Adjustment
Adjustment Reversal.                Payment.                   Reversal" action
The Payment to be Adjusted          Error: Payment has a       On select of the              3.4
cannot have any Refunds or          Refund or Recovery.        "Create Adjustment
Recoveries.                                                    Reversal" action
Warrant / eff. date must be on      Error: "Warrant / eff.     On select of "OK"             3.5
or after the Warrant / eff. date    date" (mm/dd/yyyy)         button on "Create
of the Original Payment.            must be on or after        Adjustment Reversal"
                                    the "Warrant / eff.        dialog
                                    date" (mm/dd/yyyy)
                                                               On field exit when
                                    of the original
                                                               editing the record
                                    Payment.
Display a warning if the            WARNING: "Warrant          On select of "OK"             3.6
Warrant/Eff. Date of the            / eff. date"               button on "Create
Adjustment Reversal is in the       (mm/dd/yyyy) is a          Adjustment Reversal"
future.                             future date.               dialog
                                                               On field exit when
                                                               editing the record




SS Payments Design.doc                    Payments – Design                Page 224 of 259
Last Updated: 04/08/09
          Business Rule               Error Message            Implementation            Rule
Warrant / GL Amount must be        Error: "Warrant / GL      On select of "OK"           3.7
greater than or equal to 0.        amount" (value) must      button on "Create
                                   be greater than or        Adjustment Reversal"
                                   equal to 0.               dialog
                                                             On field exit when
                                                             editing the record
Before saving the record,          Reminder: Create          On select of "OK"           3.8a
display a reminder to create       one or more               button on Adjustment
Correcting Entry Adjustments       Correcting Entry          Reversal dialog
totaling the Amount of the         Adjustments totaling
Payment being adjusted.            the Payment
                                   “Amount” (value).
The Adjustment Reversal            N/A                       On select of "OK"           3.8b
record is created using the                                  button on Adjustment
fields entered on the dialog,                                Reversal dialog
system generated values, and
information on the Original
Payment.
The following calculations are
also performed:
•   Units is Original Units * -1
•   Amount is Original Amount
    * -1
•   SEAGR Units is Original
    SEAGR Units * -1
        (if the Original SEAGR
        Units has a value)
See Table 8-64 for detailed
information on each field.




SS Payments Design.doc                   Payments – Design             Page 225 of 259
Last Updated: 04/08/09
          Business Rule                Error Message            Implementation            Rule
Adjustment Reversals can be         N/A                       All business rules          3.9
edited. When editing an                                       for these fields to
Adjustment Reversal, the fields                               be enabled,
that were entered for the                                     required, and valid
Adjustment Reversal and the                                   are enforced.
fields that can be edited at any
time are enabled. The editable
fields are listed below (The user
must have the "Create Payment
Modifications" security function
to edit these fields):
Adjustment Reversal fields:
   • Warrant / Eff. Date
   • Accrual Code
   • County Defined Date
   • Warrant / GL Number
   • Warrant / GL Amount
   • Remittance adv. desc. /
      reason
Fields that can be edited at any
time (The user must have the
"Create Payment Modifications
" or "Edit Payment Reporting
Fields" security function to edit
these fields):
    • Workgroup
    • License #
    • IV-E sub code
    • 1099
    • IV-E Reimbursable
    • SEAGR Units
    • Arrangement Group
    • Invoice Number
    • Invoice Date
    • Contract Number
    • County Defined Field
Adjustment Reversals can be         A confirmation dialog     See Section 8.2.6,          3.10
deleted.                            is displayed before the   “Delete Action” on
                                    record is deleted.        page 27.




SS Payments Design.doc                    Payments – Design             Page 226 of 259
Last Updated: 04/08/09
          Business Rule              Error Message            Implementation            Rule
The following fields must match   Error:                    On save                     3.11
the corresponding field on the    "[ScreenCaption]”
Original Payment                  ([PayModValue]) must
                                  match the original
  Unit type
                                  Payment
  Rate                            ([OrigPayValue]).
  Service                         One message will
                                  display for each field
  County sub-service              that does not match
  Chart of accounts               the database.

  Location
  HCPCS/modifier                  Example

  Payee vendor                    "Chart of accounts”
  (PAYEE_BUS_NAME)                (11-423-710-1810-
                                  6040) must match the
  Payee county vendor #           original Payment (11-
  Payee SSIS bus. org. #          523-750-1870-6111).

  Paying county
  SSIS person #
  DOC points
  Basic per diem
  Service start date
  Service end date
  Special cost code
  Program
  Service arrangement #
  Service vendor
  (SVC_BUS_NAME)
  Service county vendor #
  Service SSIS bus. org. #




SS Payments Design.doc                  Payments – Design             Page 227 of 259
Last Updated: 04/08/09
          Business Rule                Error Message            Implementation            Rule
The following fields must have      Error:                    On save                     3.12
the same value with the sign        "[ScreenCaption]”
reversed as the corresponding       ([PayModValue]) must
field on the Original Payment       be the reverse of the
                                    original Payment
  Units (Original Payment Units
                                    ([OrigPayValue]).
  *-1)
                                    One message will
  Amount (Original Payment
                                    display for each field
  Amount *-1)
                                    that does not match
  SEAGR Units (Original             the database.
  Payment SEAGR Units *-1)          Example
                                    "Units” (-23) must
                                    match the original
                                    Payment (25).
Accrual Code is enabled only if                               On open and on              3.13
the Service Dates are in the                                  change of Warrant /
prior year to the Warrant / Eff.                              Eff. Date
Date. Otherwise, Accrual Code
is blank and disabled.
Warrant / Eff. Date must be         Error: "Warrant / eff.    On save                     3.14
within the effective dates of the   date" (mm/dd/yyyy)
selected Accrual Code.              must be within the
                                    effective dates of the
                                    "Accrual code"
                                    (mm/dd/yyyy to
                                    mm/dd/yyyy).
Display a warning if Accrual        WARNING: "Accrual         On save                     3.15
Code has a value and the            code" (value) has a
Warrant / Eff. Date is after GL     value and "Warrant /
Close Date for the Fiscal Year of   eff. date" is after the
the Service Dates.                  "GL close date"
                                    (mm/dd/yyyy).
Display a warning if the            WARNING: "Accrual         On save                     3.16
Original Payment has an             code" is blank.
Accrual Code and the                "Accrual code" has a
Adjustment Reversal does not        value on the original
                                    Payment
                                    ([OrigPayValue]).
                 Table 8-63: Adjustment Reversal Business Rules




SS Payments Design.doc                    Payments – Design             Page 228 of 259
Last Updated: 04/08/09
8.11.9.4         Adjustment Reversal Record Field Values
Table 8-64 below lists all of the fields on an Adjustment Reversal and the source for
each field. The fields are grouped as follows:
    •   Fields   displayed on the dialog
    •   Fields   with a value generated by the system for the Adjustment Reversal
    •   Fields   that are always blank
    •   Fields   that have the same value as the original Payment
                                                                                Required
 Screen Caption                Comments                         Field
                                                                                / Enabled
Adjustment Reversal dialog fields
Warrant / eff.           Entered on Adjustment    PYMT_DT                       Req'd
date                     Reversal dialog
                                                                                Editable
Accrual code             Entered on Adjustment    PYMT_ACCRUAL_CODE_ID          Optional
                         Reversal dialog
                                                                                Editable
County Defined           Entered on Adjustment    CNTY_DEFINED_DT               Optional
Date                     Reversal dialog
                                                                                Editable
Warrant / GL             Entered on Adjustment    CONFIRMATION_NUM              Req'd
Number                   Reversal dialog
                                                                                Editable
Warrant / GL             Entered on Adjustment    CONFIRMATION_AMT              Req'd
Amount                   Reversal dialog
                                                                                Editable
Remittance adv.          Entered on Adjustment    PYMT_DESC                     Req'd
desc. / reason           Reversal dialog
                                                                                Editable
System Generated fields
Payment Type             4     Adjustment         PYMT_TYPE_CD                  System
                         reversal                                               Gen'd
                                                                                Disabled
Units                    Units on the Original    PYMT_UNITS                    Disabled
                         Payment * -1
Amount                   Amount on the Original   PYMT_PAID_AMT                 Disabled
                         Payment * -1
SEAGR Units              SEAGR Units on the       PYMT_SEAGR_UNITS              Optional
                         Original Payment * -1
                                                                                Enabled if
                         (if SEAGR Units on the                                 system
                         Original Payment has a                                 cannot
                         value)                                                 calculate




SS Payments Design.doc                      Payments – Design           Page 229 of 259
Last Updated: 04/08/09
                                                                                  Required
 Screen Caption                  Comments                         Field
                                                                                  / Enabled
Create date              The date the Adjustment     CREATED_DT                   Disabled
                         Reversal was created.
Creator                  Foreign key to the          CREATOR_STAFF_ID             Disabled
                         person who created the
                         Adjustment Reversal
n/a                      Foreign key to the user     LAST_CHGD_BY                 Disabled
                         who last changed the
                         record
n/a                      Date the record was last    LAST_CHGD_DT                 Disabled
                         changed.
Original payment         Foreign key to the          ORIG_PAYMENT_ID              Disabled
#                        Payment ID of the
                         Original Payment
Payment #                Unique identifier for the   PAYMENT_ID                   Disabled
                         Adjustment Reversal
Payment status           PD (Paid)                   PYMT_STATUS_CD               Disabled
Approval date            Blank                       APPROVAL_DT                  Disabled
Approver                 Blank                       APPROVAL_STAFF_ID            Disabled
Requested                Blank                       PYMT_REQ_AMT                 Disabled
amount
Submitted date           Blank                       PYMT_SUBMITTED_DT            Disabled
Service                  Copied from the original    BRASS_SVC_ID                 Disabled
                         Payment
County defined           Copied from the original    CNTY_DEFINED_FLD             Optional
field                    Payment
                                                                                  Enabled
County sub-              Copied from the original    CNTY_SUBSVC_ID               Disabled
service                  Payment
Chart of accounts        Copied from the original    COA_CODE_ID                  Disabled
                         Payment
Location                 Copied from the original    CONTACT_LOC_CD               Disabled
                         Payment
Contract number          Copied from the original    CONTRACT_NUM                 Optional
                         Payment
                                                                                  Enabled
HCPCS/ modifier          Copied from the original    HCPCS_MOD_ID                 Disabled
                         Payment
IV-E reimbursable        Copied from the original    IVE_REIMB_IND                Optional
                         Payment
                                                                                  Enabled




SS Payments Design.doc                        Payments – Design           Page 230 of 259
Last Updated: 04/08/09
                                                                                 Required
 Screen Caption                Comments                          Field
                                                                                 / Enabled
IV-E sub code            Copied from the original   IVE_SUB_CD                   Optional
                         Payment
                                                                                 Enabled
Payee vendor –           Copied from the original   PAYEE_BUS_NAME               Disabled
Name                     Payment
Payee vendor -           Copied from the original   PAYEE_BUS_ORG_ID             Disabled
SSIS bus. org. #         Payment
Payee vendor -           Copied from the original   PAYEE_CNTY_VEN_NUM           Disabled
County vendor #          Payment
Paying county            Copied from the original   PAYING_CNTY_CD               Disabled
                         Payment
SSIS person #            Copied from the original   PERSON_ID                    Disabled
                         Payment
License #                Copied from the original   PROV_LIC_NUM                 Optional
                         Payment
                                                                                 Enabled
DOC points               Copied from the original   PYMT_DOC_PTS                 Disabled
                         Payment
Invoice date             Copied from the original   PYMT_INV_DT                  Optional
                         Payment
                                                                                 Enabled
Invoice number           Copied from the original   PYMT_INV_NUM                 Optional
                         Payment
                                                                                 Enabled
Basic per diem           Copied from the original   PYMT_PER_DIEM                Disabled
                         Payment
Service end date         Copied from the original   PYMT_SVC_END_DT              Disabled
                         Payment
Service start date       Copied from the original   PYMT_SVC_START_DT            Disabled
                         Payment
1099                     Copied from the original   PYTM_TAX_1099_CD             Optional
                         Payment
                                                                                 Enabled
Arrangement              Copied from the original   SA_GROUP_ID                  Optional
group                    Payment
                                                                                 Enabled
Special cost code        Copied from the original   SPECIAL_COST_ID              Disabled
                         Payment
Program                  Copied from the original   SUBPROG_ID                   Disabled
                         Payment
Service                  Copied from the original   SVC_ARRANGEMENT_ID           Disabled
arrangement #            Payment




SS Payments Design.doc                       Payments – Design           Page 231 of 259
Last Updated: 04/08/09
                                                                                 Required
 Screen Caption                Comments                          Field
                                                                                 / Enabled
Service vendor –         Copied from the original   SVC_BUS_NAME                 Disabled
Name                     Payment
Service vendor -         Copied from the original   SVC_BUS_ORG_ID               Disabled
SSIS bus. org. #         Payment
Service vendor -         Copied from the original   SVC_CNTY_VEN_NUM             Disabled
County vendor #          Payment
Rate                     Copied from the original   PYMT_RATE                    Disabled
                         Payment
Unit Type                Copied from the original   UNIT_TYPE_CD                 Disabled
                         Payment
Workgroup                Copied from the original   WG_ID                        Optional
                         Payment
                                                                                 Enabled

              Table 8-64: Adjustment Reversal Record Field Values




SS Payments Design.doc                       Payments – Design           Page 232 of 259
Last Updated: 04/08/09
8.11.10 Correcting Entry Adjustments
"Create Correcting Entry Adjustment" is only enabled on the Payment action menu
when an Adjustment Reversal is selected. The Adjustment Reversal record is copied
to a new record and displayed on the Payment entry screen.

8.11.10.1 Correcting Entry Adjustment Business Rules
           Business Rule                   Error Message          Implementation Rule
Warrant / eff. date must be on or       Error: "Warrant /         On Save                4.1
after the Warrant / eff. date of the    eff. date"
Original Payment.                       (mm/dd/yyyy) must
                                        be on or after the
                                        "Warrant / eff. date"
                                        (mm/dd/yyyy) of the
                                        original Payment.
Display a warning if the                WARNING: "Warrant         On field exit          4.2
Warrant/Eff. Date of the                / eff. date"
Correcting Entry Adjustment is in       (mm/dd/yyyy) is a
the future.                             future date.
Warrant / GL Amount must be             Error: "Warrant / GL      On field exit          4.3
greater than or equal to 0.             amount" (value)
                                        must be greater than
                                        or equal to 0.
The total of all Correcting Entry       Error: The total of all   On Save               4.4a
Adjustments cannot exceed the           Correcting Entry
Original Payment's Amount.              Adjustments (value)
                                        exceeds the original
                                        Payment's "Amount"
                                        (value).
Display a warning if the total of all   WARNING: The total        On Save               4.4b
Correcting Entry Adjustments            of all Correcting
does not equal the Original             Entry Adjustments
Payment's Amount.                       (value) is less than
                                        the original
                                        Payment's "Amount"
                                        (value).




SS Payments Design.doc                     Payments – Design                Page 233 of 259
Last Updated: 04/08/09
           Business Rule                Error Message       Implementation Rule
The Correcting Entry Adjustment       N/A                   When user select    4.4c
record is created using the fields                          "Create
on the Adjustment Reversal and                              Correcting Entry
system generated values.                                    Adjustment" on
                                                            the Payment
The following calculations are also
                                                            action menu
performed on the Adjustment
Reversal values:
•   Units is Reversal Units * -1
•   Amount is Reversal Amount *
    -1
•   SEAGR Units is Reversal
    SEAGR Units * -1
       (if the Original SEAGR
       Units has a value)
See Table 8-66 for detailed
information on each field.
Correcting Entry Adjustments can      N/A                   All business         4.5
be edited. The fields can be                                rules for the
changed according to the Payment                            fields to be
business rules except the vendor                            enabled,
who was paid.                                               required, and
                                                            valid are
                                                            enforced.




SS Payments Design.doc                  Payments – Design           Page 234 of 259
Last Updated: 04/08/09
           Business Rule                 Error Message         Implementation Rule
Changes can be made to the            Error: The               On save               4.51
vendor fields on a Correcting         Correcting Entry
Entry Adjustment as long as the       Adjustment's paid
vendor who is paid matches the        vendor "SSIS bus.
original Payment's paid vendor.       org. #" (value) must
                                      be the same as the
Display an error if the vendor that
                                      original Payment's
was paid does not match original
                                      paid vendor "SSIS
Payment's paid vendor.
                                      bus. org. #" (value).
Below are some specifics about
changes that can be made:
•   If the original Payment has a
    Payee Vendor:
    the Service Vendor can be
    changed to another Service
    Vendor with the same Payee
    the Service Vendor can be
    changed to the Payee Vendor
•   If the original Payment only
    has a Service Vendor:
    the Service Vendor can be
    changed to a vendor that has
    the original Service Vendor as
    a Payee
If the Correcting Entry Adjustment
has Service Arrangement, rules
for the vendor fields based on the
Service Arrangement are also
enforced.
Correcting Entry Adjustments can      A confirmation dialog    See Section            4.6
be deleted.                           is displayed before      8.2.6, “Delete
                                      the record is deleted.   Action” on page
                                                               27.
The Payment cannot have been          Error: A Cancellation    On select of the       4.7
cancelled.                            exists for this          "Create
                                      Payment.                 Correcting Entry
Note: Cancellations will display in
                                                               Adjustment"
the Transactions tab under
                                                               action
Correcting Entry Adjustments that
were created before the Payment
was cancelled.

            Table 8-65: Correcting Entry Adjustment Business Rules




SS Payments Design.doc                   Payments – Design               Page 235 of 259
Last Updated: 04/08/09
8.11.10.2 Correcting Entry Adjustment Field Values
Table 8-66 below lists all of the fields on a Correcting Entry Adjustment and the
source for each field. The fields are grouped as follows:
    •   Fields that were entered on the Adjustment Reversal dialog and copied to the
        Correcting Entry Adjustment
    •   Fields with a value generated by the system for the Correcting Adjustment
        Reversal
    •   Fields that are always blank
    •   Fields that have the same value as the Adjustment Reversal
Correcting Entry Adjustments are generally entered like a Posted Payment, except
the vendor who was paid cannot be changed. Information on fields that are required
on a Correcting Entry Adjustment that may not be required on a Payment Request is
included in the table below.
See Section 8.6, “Business Rules” starting on page 65 for information on which fields
are required, when they are enabled and other business rules.
                                                                                Required
 Screen Caption                Comments                         Field
                                                                                / Enabled
System Generated fields
Warrant / eff.           Entered on Adjustment     PYMT_DT                      Req'd
date                     Reversal dialog
                                                                                Editable
Accrual code             Entered on Adjustment     PYMT_ACCRUAL_CODE_ID         Optional
                         Reversal dialog
                                                                                Editable
County Defined           Entered on Adjustment     CNTY_DEFINED_DT              Editable
Date                     Reversal dialog
Warrant / GL             Entered on Adjustment     CONFIRMATION_NUM             Req'd
Number                   Reversal dialog
                                                                                Editable
Warrant / GL             Entered on Adjustment     CONFIRMATION_AMT             Req'd
Amount                   Reversal dialog
                                                                                Editable
Remittance adv.          Entered on Adjustment     PYMT_DESC                    Req'd
desc. / reason           Reversal dialog
                                                                                Editable
Payment Type             3    Correcting Entry     PYMT_TYPE_CD                 System
                              Adjustment                                        Gen'd
                                                                                Disabled
Units                    Units on the Adjustment   PYMT_UNITS                   Req'd
                         Reversal * -1
                                                                                Editable
Amount                   Amount on the             PYMT_PAID_AMT                Req'd
                         Adjustment Reversal * -
                                                                                Editable
                         1




SS Payments Design.doc                      Payments – Design           Page 236 of 259
Last Updated: 04/08/09
                                                                                  Required
 Screen Caption                  Comments                         Field
                                                                                  / Enabled
SEAGR Units              SEAGR Units on the          PYMT_SEAGR_UNITS             Optional
                         Adjustment Reversal * -
                         1                                                        Enabled if
                                                                                  system
                         (if SEAGR Units on the                                   cannot
                         Adjustment Reversal has                                  calculate
                         a value)
Create date              The date the Correcting     CREATED_DT                   Disabled
                         Entry Adjustment was
                         created.




Creator                  Foreign key to the          CREATOR_STAFF_ID             Disabled
                         person who created the
                         Correcting Entry
                         Adjustment
n/a                      Foreign key to the user     LAST_CHGD_BY                 Disabled
                         who last changed the
                         record
n/a                      Date the record was last    LAST_CHGD_DT                 Disabled
                         changed.
Original payment         Foreign key to the          ORIG_PAYMENT_ID              Disabled
#                        Payment ID of the
                         Original Payment
Payment #                Unique identifier for the   PAYMENT_ID                   Disabled
                         Correcting Entry
                         Adjustment
Payment status           PD (Paid)                   PYMT_STATUS_CD               Disabled
Approval date            Blank                       APPROVAL_DT                  Disabled
Approver                 Blank                       APPROVAL_STAFF_ID            Disabled
Requested                Blank                       PYMT_REQ_AMT                 Disabled
amount
Submitted date           Blank                       PYMT_SUBMITTED_DT            Disabled
Service                  Copied from the             BRASS_SVC_ID
                         Adjustment Reversal
County defined           Copied from the             CNTY_DEFINED_FLD
field                    Adjustment Reversal
County sub-              Copied from the             CNTY_SUBSVC_ID
service                  Adjustment Reversal




SS Payments Design.doc                        Payments – Design           Page 237 of 259
Last Updated: 04/08/09
                                                                               Required
 Screen Caption                Comments                        Field
                                                                               / Enabled
Chart of accounts        Copied from the         COA_CODE_ID
                         Adjustment Reversal
Location                 Copied from the         CONTACT_LOC_CD
                         Adjustment Reversal
Contract number          Copied from the         CONTRACT_NUM
                         Adjustment Reversal
HCPCS/ modifier          Copied from the         HCPCS_MOD_ID
                         Adjustment Reversal
IV-E reimbursable        Copied from the         IVE_REIMB_IND
                         Adjustment Reversal
IV-E sub code            Copied from the         IVE_SUB_CD
                         Adjustment Reversal
Payee vendor –           Copied from the         PAYEE_BUS_NAME                Disabled
Name                     Adjustment Reversal
Payee vendor -           Copied from the         PAYEE_BUS_ORG_ID              Disabled
SSIS bus. org. #         Adjustment Reversal
Payee vendor -           Copied from the         PAYEE_CNTY_VEN_NUM            Disabled
County vendor #          Adjustment Reversal
Paying county            Copied from the         PAYING_CNTY_CD
                         Adjustment Reversal
SSIS person #            Copied from the         PERSON_ID
                         Adjustment Reversal
License #                Copied from the         PROV_LIC_NUM
                         Adjustment Reversal
DOC points               Copied from the         PYMT_DOC_PTS
                         Adjustment Reversal
Invoice date             Copied from the         PYMT_INV_DT
                         Adjustment Reversal
Invoice number           Copied from the         PYMT_INV_NUM
                         Adjustment Reversal
Basic per diem           Copied from the         PYMT_PER_DIEM
                         Adjustment Reversal
Service end date         Copied from the         PYMT_SVC_END_DT
                         Adjustment Reversal
Service start date       Copied from the         PYMT_SVC_START_DT
                         Adjustment Reversal
1099                     Copied from the         PYTM_TAX_1099_CD
                         Adjustment Reversal
Arrangement              Copied from the         SA_GROUP_ID
group                    Adjustment Reversal



SS Payments Design.doc                     Payments – Design           Page 238 of 259
Last Updated: 04/08/09
                                                                               Required
 Screen Caption                Comments                        Field
                                                                               / Enabled
Special cost code        Copied from the         SPECIAL_COST_ID
                         Adjustment Reversal
Program                  Copied from the         SUBPROG_ID
                         Adjustment Reversal
Service                  Copied from the         SVC_ARRANGEMENT_ID
arrangement #            Adjustment Reversal
Service vendor –         Copied from the         SVC_BUS_NAME                  Enabled
Name                     Adjustment Reversal                                   only if
                                                                               Payee
Service vendor -         Copied from the         SVC_BUS_ORG_ID
                                                                               fields have
SSIS bus. org. #         Adjustment Reversal
                                                                               a value
Service vendor -         Copied from the         SVC_CNTY_VEN_NUM
County vendor #          Adjustment Reversal
Rate                     Copied from the         PYMT_RATE
                         Adjustment Reversal
Unit Type                Copied from the         UNIT_TYPE_CD
                         Adjustment Reversal
Workgroup                Copied from the         WG_ID
                         Adjustment Reversal

              Table 8-66: Correcting Entry Adjustment Field Values




SS Payments Design.doc                     Payments – Design           Page 239 of 259
Last Updated: 04/08/09
8.12 Payment Batch Edit Report
The purpose of Payment Batch Edit is to allow users review a Payment Batch prior to
issuing checks and make any needed corrections. The base set of Payments used in
this report is all of the Payments in a single Payment Batch. Each Payment in the
batch is checked for warnings, based on the user's selection criteria.
The Payment Batch Edit Report uses the standard SSIS Data Cleanup Search
interface designed to return a list of records and allow the user to navigate to
underlying nodes for data correction.
The user chooses a Payment Batch and the edit categories to check, then selects
"Search" to display all Payment with warnings in the edit categories selected.
The figure below shows the Payment Batch Edit Report. The grid of Payments can be
displayed on more than one row as shown in this figure. The warnings for the
selected Payment are shown on the left side of the screen in the "Data Clean-up"
tab.




                         Figure 8-51: Payment Batch Edit Report


8.12.1 Security
To access the Payment Batch Edit Report, the user must have either the “Create
Payment Request” or the “Manage payments” security function.



SS Payments Design.doc                    Payments – Design             Page 240 of 259
Last Updated: 04/08/09
8.12.2 Navigation
The Payment Batch Edit Report can be accessed from Searches/Logs | Payments on
the main menu, from “Payments” on the Task Panel, or from an individual Payment
Batch node. The following figures show the navigation paths.
The menu option is only visible on the Payments main menu and Payments Task
Panel if the user has security to run the report. The menu option is always visible on
the Payment Batch action menu, but is enable or disabled based on security.




                         Figure 8-52: Main Menu Navigation




     Figure 8-53: Task Panel and Payment Batch Action Menu Navigation



SS Payments Design.doc                   Payments – Design             Page 241 of 259
Last Updated: 04/08/09
8.12.3 Search Criteria
The Payment Batch Edit Report is run for a single batch and returns payments with
warnings based on the user-selected categories. The Search button is enabled only
when a batch is selected and at least one warning category is checked.

8.12.3.1        Selecting the Payment Batch
Payment Batch selection is done using the multi-column dropdown or the Payment
Batch Search icon.
The dropdown contains all Payment Batches "owned" by the user with a "Submission
status" = "Not submitted". If the user selects "Payment Batch Edit Report" on the
action menu of a specific Payment Batch, that batch is the default selection and is
included in the dropdown, even if the user does not own the selected batch or the
batch has been submitted.
The Payment Batch Search icon opens the Payment Batch Search, which allows the
user to select any batch, including a batch owned by another user or a batch that
has already been submitted.
The figure below contains a sample of the Payment Batch dropdown.




                         Figure 8-54: Payment Batch Dropdown




SS Payments Design.doc                   Payments – Design           Page 242 of 259
Last Updated: 04/08/09
The table below describes the columns of the Payment Batch dropdown.
  Column
                Source table: PYMT_BATCH        Order             Comment
  Heading
 Description    PBATCH_DESC                       1
 Batch          CODE.DESCRIPTION for              2
 Status         PBATCH_SUB_STAT_CD
 Sch.           PBATCH_SCH_WARR_DT                3     Default sort in ascending order
 Warrant                                                with null at the top.
 Date
                                                        Rationale: This forces batches
                                                        that need to be submitted first
                                                        to the top of the grid.
 Control        PBATCH_CNT_AMT                    4
 Amount
 Running        Calculated field: Sum of the      5     Sum of the Payment Request
 Total          PAYMENT.PYMT_PAID_AMT in                Amounts in the batch, excluding
                the batch where                         those with a "Denied" status
                PAYMENT.PYMT_STATUS_CD
                <> "DE"
 # of           Calculated field: Count of        6     Count of the Payment Requests
 Payments       PAYMENT records in the batch            in the batch, excluding those
                where                                   with a "Denied" status
                PAYMENT.PYMT_STATUS_CD
                <> "DE"

                         Table 8-67: Payment Batch Dropdown




SS Payments Design.doc                   Payments – Design           Page 243 of 259
Last Updated: 04/08/09
8.12.3.2        Selecting the Edit Categories
The user must choose one or more edit categories using the check boxes in the
"Include checks for" group box. Only the edits in the selected category or categories
are run.
The user has three edit categories to choose:
    •   Duplicate payments – checks for possible duplicate payments
    •   Substitute care – runs business rules to check for issues related to substitute
        care services
    •   Client age – runs business rules to check for issues related to the client's age
        based on the selected Service.
The figure below shows the edit categories:




                            Figure 8-55: Edit Categories




SS Payments Design.doc                     Payments – Design             Page 244 of 259
Last Updated: 04/08/09
8.12.4 Search results grid definition
The screenshot below depicts the search results grid. The search returns a list of
payments in the selected batch that have warnings from the user-selected
categories.
Because of the large number of fields on the grid, the user can change the settings
to display the fields for a single Payment in two rows on the grid. An example of this
is shown in Figure 8-51 on page 240 at the beginning of the Payment Batch Edit
Report section.




                            Figure 8-56: Search Results Grid
Table 8-68 lists the fields available in the Payment grid on the Payment Batch Edit
Report. A blank in “Column Order” indicates the column is not visible by default, but
is available using Grid Options, Choose Columns.
A description of each is defined in Section 8.5.1, “Field list”, starting on page 50 and
is not repeated below.
                Column Heading                       Column Order
                Service Vendor                         1    (default sort)
                Service County Vendor #                2
                Svc Code                               3
                Service Start Date                     4
                Service End Date                       5
                COA Code                               6
                Units                                  7
                Unit Type                              8




SS Payments Design.doc                     Payments – Design             Page 245 of 259
Last Updated: 04/08/09
                 Column Heading                      Column Order
                 Rate                                  9
                 Amount                                10
                 Special Cost Code                     11
                 Client Name                           12
                 Cnty Sub-Svc Description                   Add
                 Cnty Sub-Svc Number
                 Create Date                                No
                 Creator                                    No
                 IV-E Reimbursable
                 Payee Vendor                               No
                 Payee County Vendor #                      No
                 Paying County
                 Payment #
                 Payment Status
                 Service SSIS Bus. Org. #                   add
                 Spec Cost Code Desc                        add
                 SSIS Person #
                 Svc Description                            add
                 Unit Type                                  add
                 Warrant / Eff. Date

              Table 8-68: Payment Batch Edit Report Grid Definition


8.12.5 Tree Definition
The following nodes are required in the Payment Batch Edit Report tree to allow
interactive error correction:
    •   Client
    •   Business Organization
    •   Duplicate Payment

The Duplicate Payment node is created specifically for use in the Payment Batch Edit
Report tree structure. It is needed in order to show a duplicate Payment underneath
a Payment. It does not show elsewhere in the application.




SS Payments Design.doc                      Payments – Design         Page 246 of 259
Last Updated: 04/08/09
8.12.6 Query / Edits
When the user selects "Search", each Payment in the Payment Batch is checked. For
each edit category selected, all of the edits in the selected category are run.
The COMMON_MESSAGE table is used to get the message for the edit based on the
message number field (COMMON_MSG_NUM).
The following validations and corresponding messages are used in the Payment
Batch Edit Report:
 Edit Category                   Edit Message Number (s)
 Duplicate payments              101
 Substitute care                 102, 103, 104, 105, 108
 Client age                      106, 107

                    Table 8-69: Edit Category and Edit Messages


Each edit message is defined on the following pages.




SS Payments Design.doc                  Payments – Design          Page 247 of 259
Last Updated: 04/08/09
Category            Duplicate Payments                                       Ref #     9.1
Description         Possible Duplicate of another Payment
Edit Logic          Two Payment records are considered possible duplicates if


                    all of the following conditions are met:
                    •     Payment Type on the compared Payment record is one of the
                          following:
                          o    Payment Request
                          o    Posted Payment
                          o    Correcting Entry Adjustment
                    •     Payment Status is not "Denied" (Excludes a Payment from being
                          considered if it has been "Denied").
                    •     Service dates overlap
                    •     The following fields match
                          o    Service
                          o    Special Cost Code
                          o    Client specific Payment: Client ID
                          o    Non-Client specific Payment: Service Vendor
                    •     Unit Type
                          o    Unit Type on both Payments are one of the Transportation Unit
                               Types listed below (they do not need to have the same
                               Transportation Unit Type)
                          OR
                          o    Neither Payment has a Transportation Unit Type


                          Definition: Transportation Unit Types:
                          o    Trip, Client
                          o    Mile
                          o    Trip, Round Trip
                          o    Trip, One Way
Display As          Warning              Node           Duplicate payments | Payment node
Message Type        Payment              Message #      101
                    Possible duplicate – Service Dates ([@SvcStDt] – [@SvcEndDt]), "Unit
Short Message       type" ([@UnitTypeDesc]), "Payment Status"
                    ([@PaymentStatusDesc]), "Payment #" ([@PaymentID])
                    Payment: Possible duplicate – Service Dates (01/01/2006 –
Example             01/31/2006), "Unit type" (Day), "Payment Status" (Paid), "Payment
                    #" (031425089)
                    Another payment exists with overlapping service dates, the same
Long Message        Service, Special Cost Code, Unit Type, and either the same Client or
                    Service Vendor.




 SS Payments Design.doc                           Payments – Design          Page 248 of 259
 Last Updated: 04/08/09
Category            Substitute Care                                           Ref #     9.2
Description         Adult Receiving Children's Substitute Care Services
Edit Logic          Display a warning if


                    all of the following conditions are met:
                    •     Payment is client specific
                    •     Client's age is greater than or equal to 18 on the Service Start
                          Date
                    •     Service is one of the following:
                          o   171 - Child Shelter
                          o   183 - Children's Group Residential Treatment
                          o   185 - Correctional Facility
                          o   483 - Children's Residential Treatment
Display As          Warning           Node             Client node (face sheet)
Message Type        Client            Message #        102
                    Age ([@ClientAge]) is over age 17 and Service is children's substitute
Short Message
                    care
                    Client: Age (19) is over age 17 and Service is children's substitute
Example
                    care
                    The Payment is for a children's substitute care service, but the client
Long Message
                    may no longer qualify for that service due to age.




 SS Payments Design.doc                        Payments – Design              Page 249 of 259
 Last Updated: 04/08/09
Category            Substitute Care                                         Ref #       9.3
Description         No Placement
Edit Logic          On client specific Payments only, display a warning if there is not a
                    Placement for the selected Client on the Service Start Date and


                    one of the following is true:
                    •     IV-E Reimbursable = Yes
                    •     Service is one of the following:
                          o   180    Treatment Foster Care
                          o   181    Child Family Foster Care
                          o   171    Child Shelter
                          o   183    Children's Group Residential Treatment
                          o   185    Correctional Facility
                          o   483    Children's Residential Treatment
                    •     Client is under age 18 and Service is one of the following:
                          o   374    Primary Rehab (Category II)
                          o   375    Extended Care (Category III)
                          o   376    Halfway House
                          o   472    Regional Treatment Center inpatient (Category IV)
                          o   572    Minnesota Extended Treatment Options
                          o   574    Community Residential Facility and Services
                    Notes:
                    1. The Placement function ClientHasPlacement checks the
                       PLCMT_LOC table for records that are considered a Placement
                       based on the Client and Service Start Date.
Display As          Warning           Node            Client | Placement node container
Message Type        Placement         Message #       103
                    Payment Service Start Date ([@SvcStartDt]) is not within a
Short Message
                    placement.
                    Placement: Payment Service Start Date (02/01/2006) is not within a
Example
                    placement.
                    The Payment is for a children's substitute care service or the IV-E
Long Message        Reimbursable Indicator is "Yes". A placement does not exist or the
                    Payment Service Start Date is not within a placement.




 SS Payments Design.doc                        Payments – Design              Page 250 of 259
 Last Updated: 04/08/09
Category            Substitute Care                                         Ref #       9.4
Description         Placement Ended
Edit Logic          On client specific Payments only, display a warning if there is an
                    Placement for the selected Client on the Service Start Date, but the
                    Service End Date is not within the same Placement and


                    one of the following is true:
                    •     IV-E Reimbursable = Yes
                    •     Service is one of the following:
                          o   180    Treatment Foster Care
                          o   181    Child Family Foster Care
                          o   171    Child Shelter
                          o   183    Children's Group Residential Treatment
                          o   185    Correctional Facility
                          o   483    Children's Residential Treatment
                    •     Client is under age 18 and Service is one of the following:
                          o   374    Primary Rehab (Category II)
                          o   375    Extended Care (Category III)
                          o   376    Halfway House
                          o   472    Regional Treatment Center inpatient (Category IV)
                          o   572    Minnesota Extended Treatment Options
                          o   574    Community Residential Facility and Services
                    Notes:
                    1. This edit assumes the edit in Ref #9.3 did not generate an error
                       and there is a Placement on the Service Start Date of the
                       Payment.
                    2. The Placement function ClientHasPlacement checks the
                       PLCMT_LOC table for records that are considered a Placement
                       based on the Payment's Client, Service Start Date and Service End
                       Date.
Display As          Warning           Node            Client | Placement node container
Message Type        Placement         Message #       104
                    Service dates are not completely within the placement date range
Short Message
                    ([@PlacementStart] to [@PlacementEnd])
                    Placement: Service dates are not completely within the placement
Example
                    date range (05/14/2005 to 02/17/2006)
                    The Payment is for a children's substitute care service or the IV-E
Long Message        Reimbursable Indicator is "Yes". The payment service dates are not
                    completely within the placement date range.




 SS Payments Design.doc                        Payments – Design              Page 251 of 259
 Last Updated: 04/08/09
Category            Substitute Care                                        Ref #     9.5a
Description         Bus Org Mismatch on Service Start Date
Edit Logic          On client specific Payments only, display a warning if the Service
                    Vendor does not match the client's Placement Vendor on the
                    Payment's Service Start Date


                    and
                    •     The Special Cost Code is one of the following:
                          o   Blank
                          o   11    Foster care maintenance only-basic
                          o   12    Difficulty of Care amount only
                          o   13    Foster care maintenance only-basic


                    and one of the following is true:
                    •     IV-E Reimbursable = Yes
                    •     Service is one of the following:
                          o   171    Child Shelter
                          o   180    Treatment Foster Care
                          o   181    Child Family Foster Care
                          o   183    Children's Group Residential Treatment
                          o   185    Correctional Facility
                          o   374    Primary Rehab (Category II)
                          o   375    Extended Care (Category III)
                          o   376    Halfway House
                          o   472    Regional Treatment Center inpatient (Category IV)
                          o   483    Children's Residential Treatment
                          o   572    Minnesota Extended Treatment Options
                          o   574    Community Residential Facility and Services
                    Notes:
                    1. This edit assumes the edit in Ref #9.3 did not generate an error
                       and there is a Placement on the Service Start Date of the
                       Payment.
                    2. The Placement function ClientHasPlacementWithBO checks the
                       PLCMT_LOC_HIST table based on the Payment's Service Vendor
                       and Service Start Date.
Display As          Warning           Node           Client | Placement node container
Message Type        Placement         Message #      105
                    The Placement's “Bus org / provider” ([@PlacementBusOrg]) does not
Short Message       match the Payment's “Service vendor” on the Payment's “Service
                    Start Date”.
                    The Placement's “Bus org / provider” (Mary's Foster Care) does not
Example             match the Payment's “Service vendor” on the Payment's “Service
                    Start Date”.




 SS Payments Design.doc                        Payments – Design           Page 252 of 259
 Last Updated: 04/08/09
                   The Payment is for a children's substitute care service or the IV-E
                   Reimbursable Indicator is "Yes" and “Special cost code” is 11, 12, 13,
Long Message
                   or blank. The placement's “Bus org/provider” does not match the
                   payment's “Service vendor” on the Payment's “Service Start Date”.




SS Payments Design.doc                     Payments – Design            Page 253 of 259
Last Updated: 04/08/09
Category           Substitute Care                                          Ref #      9.5b
Description        Bus Org Mismatch on Service End Date
Edit Logic         On client specific Payments only, display a warning if the Service
                   Vendor does not match the client's Placement Vendor from the
                   Payment's Service Start Date thru the Payment's Service End Date


                   and
                   •      The Special Cost Code is one of the following:
                   o         Blank
                   o         11      Foster care maintenance only-basic
                   o         12      Difficulty of Care amount only
                   o         13      Foster care maintenance only-basic


                   and one of the following is true:
                   •      IV-E Reimbursable = Yes
                   •      Service is one of the following:
                   o         171     Child Shelter
                   o         180     Treatment Foster Care
                   o         181     Child Family Foster Care
                   o         183     Children's Group Residential Treatment
                   o         185     Correctional Facility
                   o         374     Primary Rehab (Category II)
                   o         375     Extended Care (Category III)
                   o         376     Halfway House
                   o         472     Regional Treatment Center inpatient (Category IV)
                   o         483     Children's Residential Treatment
                   o         572     Minnesota Extended Treatment Options
                   o         574     Community Residential Facility and Services
                   Notes:
                   1. This edit assumes the edit in Ref #9.5a did not generate an error
                      and there is a Placement on the Service Start Date of the Payment
                      with the Service Vendor on the Payment.
                   2. The Placement function ClientHasPlacementWithBO checks the
                      PLCMT_LOC_HIST and PLCMT_LOC tables based on the Payment's
                      Service Vendor, Service Start Date and Service End Dates.
                          Valid dates include the Effective Date of the placement history
                          record for the selected Bus Org, up to, but does not include the
                          Effective Date of the next placement history with another Bus Org
                          or the End Date of the Placement.
Display As         Warning            Node            Client | Placement node container
Message Type Placement                Message #       108




 SS Payments Design.doc                         Payments – Design             Page 254 of 259
 Last Updated: 04/08/09
                   The Service Dates are not completely within the Placement's Effective
Short
                   Date range for the Service Vendor ([@PlacementBusOrgStart] to
Message
                   [@PlacementBusOrgEnd]).
                   The Service Dates are not completely within the Placement's Effective
Example
                   Date range for the Service Vendor (05/24/2005 to 03/21/2006).
             The Payment is for a children's substitute care service or the IV-E
             Reimbursable Indicator is "Yes" and “Special cost code” is 11, 12, 13,
Long Message
             or blank. The payment service dates are not completely within the
             placement date range for the Service Vendor.


Category            Client Age                                            Ref #      9.6
Description         Birthday during service period
Edit Logic          Display a warning if the client turns 18, 19, 20, or 21 during the
                    Payment Service Dates.
Display As          Warning        Node            Client node (face sheet)
Message Type        Client         Message #       106
Short Message       Turned [@ClientEndAge] during Service Dates.
Example             Client: Turned 18 during Service Dates.
                    The Client turned 18, 19, 20, or 21 during the Payment Service Dates.
Long Message
                    Verify that the service selected is appropriate.


Category            Client Age                                            Ref #      9.7
Description         Estimated Date of Birth
Edit Logic          Display a warning if client has an estimated date of birth rather than
                    an actual date of birth.
Display As          Warning        Node            Client node (face sheet)
Message Type        Client         Message #       107
Short Message       "Est. date of birth" ([@ClientEDOB]).
Example             Client: “Est. date of birth” (03/12/2002)
                    Client has an estimated date of birth rather than an actual date of
Long Message
                    birth.




 SS Payments Design.doc                     Payments – Design              Page 255 of 259
 Last Updated: 04/08/09
8.12.7 Payment Batch Edit Report Printout
A sample of a printout for the Payment Batch Edit Report is shown in the figure
below.




                 Figure 8-57: Payment Batch Edit Report Printout




SS Payments Design.doc                   Payments – Design            Page 256 of 259
Last Updated: 04/08/09
                         RELATED DOCUMENTS


The following documents are related to this specification:
        Software Specification for Payments Requirements
        SSIS Fiscal System Specification
        Data Interchange Specification for Payment Request/Confirmation Interface
        Software Specification for Service Arrangements




SS Payments Design.doc                      Payments – Design           Page 257 of 259
Last Updated: 04/08/09
                    End of Payments – Design Software Specifications




SS Payments Design.doc                    Payments – Design            Page 259 of 259
Last Updated: 04/08/09

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:22
posted:7/26/2011
language:English
pages:269