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A-815.1.21 Division of Welfare and Supportive Services EMPLOYMENT & TRAINING Eligibility and Payments Manual Voucher Distribution MTL 12/04 12 Jul 01

Hardcopy Voucher:

Hardcopy vouchers are negotiable documents with unique numbers. Supplies must be maintained in a secure environment. District offices are required to utilize an internal control log to track the forms distribution. Staff authorized to issue vouchers must track each individual voucher issued to participants. When OASIS is available, the issuance of a manual voucher must be documented in Case History and a replacement voucher created in OASIS. When redeemed, staff must submit both the original hardcopy voucher and the replacement voucher with the receipt to Accounting. Hardcopy vouchers are printed on NCR paper and are only used when case managers are unable to generate a voucher in OASIS due to system issues.

● The voucher is completed and signed.

● The white and green copies are provided to the participant who will present it to the vendor. The canary and pink copies are maintained in a pending file within the district office.

● The goldenrod copy(s) must be batched weekly and forwarded to the Accounting Unit in Central Office. The weekly batch must include a statement indicating the beginning and ending voucher numbers issued. Accounting staff must account for all issued vouchers.

● If vouchers are voided, they must be returned to the Accounting Unit in Central Office with the weekly batch.

● Upon receipt of the item or service, the vendor retains the white copy and forwards the green copy and an invoice or receipt to the district office for payment authorization. 815.1.3 Voucher Redemption ● All vouchers must be returned to the originating office with an invoice or receipt for the items and/or services provided for payment authorization.

● The case manager reviews the invoice and receipt, to validate the purchased items were authorized, before entering the payment amount in OASIS. Invoices/Receipts need to clearly identify the date, vendor, purchased items and amount of purchase. When unclear, the case manager should contact the vendor to obtain and document this information. The total payment may not exceed the total maximum amount authorized. Particular items/services may exceed the estimated amount listed per line item.