The CAO will ensure the same level of security for controlled documents returned to the CAO as for issuing controlled documents.
The CAO uses the following procedure for Emergency Fund Advancement Account (EFAA) checks if returned by the postal service or for some other reason:
1. The Issuing Clerk receives the returned check, records the serial number of the returned check onto the PW 771 and initials the entry.
2. The Issuing Officer places the returned check in locked storage.
3. The Issuing Clerk notifies the worker in writing that the check was returned.
4. The worker notifies the Issuing Clerk in writing of the action to be taken.
5. If the returned check is to be cancelled, the CAO:
Writes “VOID” diagonally across the check in red ink
Cut the bank number and remove the signature line from the check
Processes an on-line correction
Issues a corrected check, if appropriate
NOTE: The CAO will issue a PA/CS 175-M to a client or an individual returning an EFAA check as payment on a claim. See Chapter 915, Appendix C.
If a centrally-issued check is returned to the CAO, the CAO will forward the check to Treasury. The CAO will not hold the check in the CAO.
When a centrally-issued check is returned to the CAO by the Postal Service, the CAO uses the following procedure:
1. The Issuing Clerk records the check number and case information on the PW 771.
2. The Issuing Clerk notifies the worker in writing of the date and receipt of the returned check.
3. The Issuing Clerk or designated CAO staff person writes “void” in red ink across the face of the check.
4. The Issuing Clerk or designated CAO staff person:
Completes a Returned Check Transmittal (PA 364) for each check
Attaches the check to the PA 364 and mails it to:
State Treasury Department
Bureau of Public Assistance Disbursements
Room 113 State Finance Building
Harrisburg, PA 17120
Keeps a copy of the PA 364 until Central Office returns a receipted copy.
When a centrally-issued check is returned to the CAO by the client or some other individual, the CAO also gives a PA/CS 175-M to the individual returning the check. Procedures for issuing the PA/CS 175-M, Receipt of Payment form, are in Chapter 915, Appendix C.
If the check is to be returned to Treasury, the Issuing Clerk or designated staff person attaches a completed PA 364.
If the check is returned to the CAO as payment, the CAO will process and forward it to OIG using procedures in Chapter 915, Appendix C.
If a PA 2SP is returned to the CAO, the Issuing Clerk uses the following procedure:
1. Writes “void” in red ink across the face of the returned card.
2. Records the serial numbers and case identification information of the voided PA 2SP on the PW 771.
3. Records the reason for return on a case message and forwards the message to the worker for the appropriate action.
4. Forwards the voided document to the Issuing Officer.
The Issuing Officer maintains all voided cards in locked storage pending destruction of the returned cards.
If a Temporary ACCESS Card (PA 5A) is returned to the CAO, the Issuing Clerk uses the following procedure:
1. Writes “void” in red ink across the face of the document
2. Records the reason for the return of the card
3. Forwards the information to the worker for appropriate case action. See the Medical Assistance Eligibility Handbook, Section 380.2, ACCESS Card Issuance and Replacement.
4. Records the serial number and case identification information for the voided Temporary ACCESS Card on the PW 771.
5. Forwards the voided document to the Issuing Officer for destruction.
ACCESS cards returned to the CAO from central office will be perforated with the word “void” and are not subject to controlled documents procedures. See the Medical Assistance Eligibility Handbook, Chapter 380, Section 380.2, ACCESS Card Issuance and Replacement.
Reviewed July 30, 2013