Payments are processed on a weekly cycle. The payment cycle is Friday through Thursday. Batch retrieves all the payment requests on Friday night for payment.
Example: Payments for the period Friday November 11, 2016, through Thursday November 17, 2016, are processed on the night of Friday November 18, 2016.
When the CAO determines that a household is eligible, the payment request for either cash or crisis is generated. Payment requests remain on the system per the above batch-processing rule.
The batch process includes all LIHEAP Cash and Crisis direct payments approved during that week.
After batch retrieves the data to issue a payment on Friday night, a Treasury extract file is created the same night. Treasury electronically retrieves the file that night and begins processing the payments, the process takes 8 working days.
The file is processed to extract necessary payment information to create the payment file that writes a check to the vendor. The payment data or records are sent to Treasury as a voucher.
Example: Payments retrieved on the night of March 11, 2016, are picked up by Treasury. Eight working days later, March 23, 2016, the checks are issued. The checks are either mailed on that date to the vendors or posted to an Electronic Funds Transfer (EFT) file for vendors to access their payments. On that date, the Treasury pay date is posted in e-CIS.
Payment records have to be summarized for each vendor. All records with payments for the same vendor are written in one check, issued for the total amount of the payment to that vendor for all the clients within the weekly batch. Included with the vendor check is a remittance advice (RA) listing the clients for whom the payment is being made and individual client payment amounts.
The RA file is created at the same time as the Treasury extract file. The RAs are printed for mailing or placed on the electronic site for access by the vendors. The paper RAs are mailed several working days after creation so that the RA and checks are received at the same time. RAs posted to the electronic site are available immediately.
Docushare contains reports that show the details of each voucher record. The Financial Management section of e-CIS allows the CAO to view the vendor details, client payment details, recoupments, and summary of payments of each voucher. The Treasury pay date shows when the Treasury Department issued a check to the vendor on behalf of the voucher displayed.
Reissued July 15, 2016, replacing September 26, 2011