Use an OTI to authorize a nonrecurring benefit for:
· The initial prorated payment for an ongoing opening.
· An NCE opening.
· Replacement of a check that is lost, stolen, or not received. See Section 180.5
· Replacement of returned EBT benefits. See Section 180.57.
· Replacement of ACCESS card (see Section 180.7) replacement fee deducted in error. See Section 180.572.
· Delayed payments. See Chapter 181.
· Corrections of an underpayment. See Chapter 181.
· Special items and ETP supportive services. See Chapter 138.
· An NCE opening or an NCE grant to relocate a minor parent or a semimonthly prerelease payment for individuals leaving an institution. See Chapter 106 and Chapter 138.
Identify each OTI with a code defining the reason for the OTI. See Appendix C for a list of codes.
An OTI check amount may not be more than the following maximum amounts:
$1,500—County issuance;
$1,500—Central Office issuance (EBT).
NOTE: Authorize more than one OTI check if a budget group (see Section 110.1) is eligible for an OTI greater than the maximum amount.
An OTI may be authorized only for an “open” budget.
Exception:A check replacement using reason code 113, 115, 116, 117 or 118 may be authorized for both open and closed budgets. See Section 180.5.
An OTI cannot be processed if a budget is in “suspend” or "term" status. If an OTI is approved for a closed or suspended budget, the CAO must first open or reinstate the budget before data entry of the OTI. If the budget group is not eligible for a regular TANF cash payment, the CAO must open and close on the same day using the NCE transaction.
The CAO may cancel authorization of an OTI from central issuance only on the same day it is data entered. Process an OTI within 30 days of the OTI begin date. See Chapter 181 for instruction in processing a delayed OTI.
180.41 County Issuance
The CAO may issue an OTI check from the County Assistance Office Advancement Account (CAOAA). Use a CAOAA check when there is an immediate need for cash or when regulations require a county issuance.
An immediate need for cash must be considered to exist under any of the following conditions:
· Last source of income for the applicant ended 30 or more days before the application date.
· Factual evidence of immediate need, such as a warning or termination notice from a landlord, utility company, or other vendor.
· Indirect evidence of immediate need, such as heavy debts for items needed for living.
· Verification of unusual expenses from the applicant’s last income that depleted resources so that a denial of immediate cash may jeopardize his or her well-being.
The CAO must enter into eCIS the information for an OTI issued from the CAOAA. CIS inquiry contains a history of all OTI issuances, including county issuances.
180.411 Restricted endorsement checks
Restricted endorsement refers to a check that requires the signature of another party in addition to the payment name. The CAO may restrict the endorsement of checks issued from county issuance if:
· a vendor is requiring the check be restricted before he or she provides an item or service that the check is issued to cover, such as transportation; and
· no other vendor can provide the service or item.
NOTE: The federal government will not participate in funding for payments issued as a restricted endorsement check. The CAO must make every effort to avoid restricting checks for TANF budgets.
Exception: The federal government will participate in funding for payments of special allowances for supportive services related to the Employment and Training Program or for benefits issued as a restricted endorsement check for emergency shelter assistance. See Section 138.8.
The CAO must request that the Comptrollers stop payment on an CAOAA county issuance check that is:
55 Pa. Code § 229.24(e)(4)(iv)
· issued in error;
· reported lost or stolen;
· destroyed;
· not to be paid for any other reason.
· Stale dated check
· And the CAO does NOT have possession of the check
If a check has not been paid and stop payment is requested, the CAOAA Coordinator must contact the Comptroller's Ofice to confirm that the check has not cleared and request an order to stop payment with the bank. After confirmation, the CAP will reverse the check in SAP, and update the OTI in eCIS entering necessary data on "Correct Local Issuance" screen. If the recipient requests a replacement, the CAO must issue one from the county emergency fund according to the requirements of Section 180.5. If a second endorser requests replacement for the check, the CAO must follow the provisions of Section 180.56.
55 Pa. Code § 229.24(e)(4)(iv)(A)
When a stop payment is requested and the check was paid, the CAO must investigate the endorsement when the cashed check is received from the Comptrollers Office. If the payee claims he or she did not endorse the check, the CAO must forward the check, a signed Request for Investigation/Waiver of Investigation of Check (PA 207), Information Sheet (PA 1839), and Notarized Forgery Affidavit (PA 1840)along with a copy of the original CAOAA check and the Lost/Stolen/Forged Check Checklist (PA 1835)to:
55 Pa. Code § 229.24(e)(4)(iv)(B)
Department of Human Services – OIM
Health and Welfare Building Room 422
P.O. Box 2675
Harrisburg, PA 17105-26757
The DHS – OIM Headquarters will advise the CAO of the action to be taken.
See Appendix F for PA 207 procedures for replacement of CAOAA checks.
Revised March 6, 2019; Replacing July 9, 2013