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Volume III | Chapter 10

10108 MISSISSIPPI [ TANF WORK PROGRAM - PAYMENT

Revised 02 - 01 - 11 Economic Assistance staff can inquire on a participant's or provider's payment history to determine the status of payments to assist with inquiries, from participants and providers, and provide problem resolution. JAWS generates checks along with associated reports, which may be used for management and reconciliation purposes. Lost, mutilated, destroyed, or stolen checks can be reissued to providers through JAWS, if the original checks have not been cashed. Checks that have been cashed can be reissued; if it has been determined the provider did not cash nor benefit from the check. Mutilated or Destroyed Check There may be instances when a provider receives a check which cannot be cashed because it is mutilated or has been partially destroyed (by fire, water or other occurrence). Whenever possible, the payee should return the damaged check to the case manager. The case manager will complete a Request for Emergency Payee or Cancellation of Check, MDHS-EA-121, and attach the damaged check to the form. MDHS-EA-121 must be signed by the county director and forwarded to the Division of Budgets and Accounting, Client Services Unit, for issuance of a replacement check. Requesting a Duplicate Check If the original check has not been received by the provider or has been damaged to the extent that no identifiable portion of the check remains which can be returned to the Division of Budgets and Accounting, the case manager and provider will complete a Request for Duplicate Check, MDHSEA120, to request a replacement check. A complete explanation that the check was not received or exactly how the check was mutilated or destroyed must be entered on the form (in the additional remarks of CLAIMANT section). The payee must allow ten (10) working days from the date the check is generated for receipt before requesting a replacement check. Returned Check Undeliverable checks are returned to the Division of Budgets and Accounting by the postal

service. Budgets and Accounting staff sorts returned checks by the payee’s county location and forwards the checks, along with a transmittal sheet, to the appropriate county director. The county director or designee will sign the transmittal, indicating receipt, and return it to the Division of Budgets and Accounting within 10 days. County staff should attempt to locate the payee and determine the correct address to either issue the check or determine the appropriate disposition for the check. The following procedures should be followed by county offices when handling returned checks: 1. If the payee's new address is known, the check may be forwarded to the provider in a new envelope.