Federal and State regulations require the Department of Human Services (DHS) to maintain procedures that provide for the security, accuracy and accountability of all controlled documents.
Controlled documents are forms the County Assistance Offices (CAOs) use to provide benefits to an individual or to provide a receipt. They create an audit trail for benefit returns/payments made by an individual. They are negotiable or verify an individual’s identity and entitlement to program benefits.
Controlled documents include:
County disbursement checks
Temporary ACCESS Cards (PA 5A)
Supplemental Nutritional Assistance Program (SNAP) identification cards (PA 2-SP) (Restaurants)
Doctor/Clinic Visit Vouchers (MA 440)
Receipts of payment (PA/CS 175-M)
Forms the CAO uses to provide for the accountability and security of controlled documents include:
Issuing Officer’s Control Document Log (PW 418.1)
Issuing Officer's PA 5A Temporary Medical Assistance ACCESS Card Record Log (PW 418)
Issuing Clerk’s Control Document Log (PW 419.1)
PA 5A Temporary Medical Assistance ACCESS Card Record Log (PW 419)
Disposition Log (PW 771)
Controlled Document Order and Report (PW 28.1)
Authorization and Instruction Sheet (PW 764)
Return Check Transmittal (PA 364)
The CAO establishes and maintains a security system for the receipt, storage, transfer, issuance and destruction of controlled documents.
The CAO Executive Director will:
Choose a staff member to be the Issuing Officer in each CAO
Choose enough alternates to cover the Issuing Officer functions at all times
Choose a staff member to be the Issuing Clerk in each CAO. There may be more than one Issuing Clerk for each program depending on CAO needs.
The Issuing Officer is accountable for the CAO controlled documents procedures and inventories and serves as liaison to the Division of Federal Programs and Program Management (DFPPM).
The Issuing Clerk is responsible for issuing controlled documents and receiving controlled documents returned to the CAO.
Division of Federal Programs and Program Management (DFPPM) staff member acquires and replenishes all controlled documents for the CAO.
DFPPM functions include:
Authorizing the purchase of controlled documents and determining quantities and serial numbers
Maintaining records of purchases through Management Services (MS) for audit
Maintaining records of serial numbers omitted in printing
Authorizing shipments of controlled documents to the CAO using the PW 28.1
Reviewed July 30, 2013