If a vendor has received a dunning letter and contacts the CAO to dispute the balance, CAO staff must refer the vendor to the Vendor Compliance Unit in Harrisburg.
The remittance advice (RA) has two parts: the payment transactions and the accounts receivable (AR) recoupment. Both parts have details for each client. The total of the payment transactions minus the amount the vendor owes DPW is the actual payment amount made to the vendor.
If a vendor repayment has been made but has not been recorded in e-CIS before the AR balance is deducted from the vendor’s payment, a general invoice must be filled out to correct the error.
If the vendor has not responded and repaid the AR balance within 45 days of the third dunning letter and the vendor is inactive or the LIHEAP system has been closed for issuing regular payments, the CAO must send a report to the Public Health and Human Services (PHHS) comptroller and the Bureau of Operations. The report must include the vendor’s name, the accounts receivable balance, the dates of dunning letters and the date of the vendor’s last payment.
The Bureau of Operations will complete the appropriate forms as directed in Management Directive 310.10.
The Bureau of Operations will refer the claim to the attorney general for further collection efforts or write off the balance (see Management Directive 310.10). Then the Bureau of Operations will remove the AR balance from e-CIS.
E-CIS tracks the amounts that should be taken away from vendors who have been sent three dunning letters and have failed to meet repayment deadlines.
Reissued September 26, 2011, replacing December 9, 2009