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Division of Welfare and Supportive Services A-815.1.31 Eligibility and Payments Manual EMPLOYMENT & TRAINING MTL 12/04 12 Jul 01 Voucher Redemption

 When it is determined vouchers have been altered or a receipt indicates the voucher was used to purchase unauthorized items/services; the case manager will determine whether it is a training issue with client (use form 6058-AF to formally notify a client of any incident where it appears a voucher was inappropriately used) or use prudent judgment as to whether the client intentionally misused the voucher and an IPV referral would be appropriate. If appropriate, refer the matter to I&R for a possible Intentional Program Violation (IPV) and establishment of an overpayment claim.

Accounting will not process vouchers with unauthorized purchases, unless a copy of form 6058-AF or I&R referral is attached. The Division of Welfare and Supportive Services will honor the voucher with the vendor if the vendor used prudent judgment in accepting the voucher for the items/services provided. ● All voucher payments are authorized in OASIS on the Voucher Payment screen within five (5) working days of receipt.

As a public agency, the Division of Welfare and Supportive Services does not pay State of Nevada sales tax. If the receipt indicates sales tax was charged, deduct this amount from the total payment amount.

(When a hardcopy voucher is being redeemed, staff must issue a voucher in OASIS with the identical information originally entered on the hardcopy form (Exception: The current date must be used due to OASIS system constraints). Use the OASIS generated voucher number to authorize payment in the system. The hardcopy form must be voided and attached to the OASIS voucher when sent to the Accounting Unit for processing.) ● After authorizing payment in OASIS, attach the receipt/invoice to the voucher and forward to the Accounting Unit. Accounting staff will verify the payment amount and process the payment. Copies of the voucher are stored electronically in OASIS and copies of the invoice/receipt are kept in the casefile. 815.1.4 Voucher Payment Errors When an error in the payment amount authorized in OASIS is discovered before the payment is processed by accounting, staff can correct the payment amount by entering the correct payment amount and selecting the [Override Payment] button to save the new payment amount.

When an error is discovered after the payment has been authorized by Accounting, the vendor will be asked to refund the overpayment. The supervisor must send a memo to the Chief of Employment and Support Services outlining the facts and attach a copy of all relevant documentation.