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SNAP 1504-3 CASE MANAGEMENT Cash Management Supersedes: FS 1504-1 (04/01/08) Reference: 7 CFR 273.18; Montana Operations Manual (MOMS) Volume II, Section 2-1200; SB 413 2007 Legislative Session Overview: This policy establishes and maintains a system of internal controls over collections and deposits. The system provides a reasonable assurance that procedures for the collection of monies and the deposits are performed properly in the Offices of Public Assistance (OPA), Fiscal Bureau, Third Party Liability (TPL) Unit, and Child Support Enforcement Division (CSED). OFFICES: Dual control for incoming collections should be implemented. One person should not perform multiple duties such as record keeping and completing the Payment Receipt Form (HCS-562). These duties should be kept separate. Offices with one employee are the only exception to this rule. Open all sealed envelopes dropped off at the OPA. If the participant is present, request that he/she open the envelope for you. Do not mail a payment without including a Payment Receipt Form. Checks and money orders must be paid to the order of: 'Department of Public Health and Human Services or DPHHS'. If a two-party check from an insurance company is accepted for Third Party Liability (TPL), the recipient must write in the endorsement space 'Pay to the order of DPHHS' and sign below. Stamp all checks with the following endorsement at the time of initial receipt: 'For Deposit Only, To The Demand Account of the Montana State Treasury, DPHHS 6901'. This is the only allowable endorsement. The check is immediately recorded on an internal log by the first person receiving it. The log shall contain the followinginformation: 1. Check Date 2. Check/Money Order # (indicate if cash) 3. Payment Amount 4. 'Payer' Name and Address 5. 'Payee' Name and Social Security Number 6. Payment given to for Processing (employee name) 7. Employee Signature/Date (who received and logged payment) 8. Fiscal/TPL/CSED Receipt Received Date Once the payment is entered on the log, give the payment to the 2nd staff member to enter the information on the Payment Receipt Form. A separate Payment Receipt Form needs to be completed