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VIRGINIA DEPARTMENT

OF SOCIAL SERVICES ENERGY ASSISTANCE

06/03 VOLUME IX, CHAPTER E, PAGE 7

6. CANCELLED CHECKS

If a VDSS check needs to be cancelled, these procedures must be followed:

a. Client Checks (All Energy Assistance Components)

1) The LDSS will complete a Check Cancellation Form. Any cancellation form that is not completed correctly will be returned to the LDSS for correction.

2) The check along with the completed form must be sent by the courier pouch to the Division of Finance/Accounts Payable /Banking.

b. All Energy Assistance Components Vendor Checks

All vendor VDSS checks must be sent to the Vendor Coordinator for processing.

c. Reissue

If a cancelled check must subsequently be reissued, a written request must be submitted to the Vendor Coordinator.

7. UNDELIVERED CHECKS

All checks for the EAP will be mailed directly from the Department of Accounts. No changes can be made to checks prior to release and therefore, it is very important that all information be entered correctly on the input document and into the system.

LDSS will be notified of undelivered checks on a daily basis as checks are returned to the Division of Finance in VDSS. The returned check report is accessible from the Inquiry Screen of the Energy Assistance system. Localities should indicate the disposition status of each check immediately or the check will be automatically cancelled after 10 days. Disposition will be made by the locality by requesting, in the system, that the check be re- mailed to a new address or cancelled. If a cancelled check must subsequently be reissued, a written request must be submitted to the Vendor Coordinator.

8. MUTILATED CHECKS

If a VDSS check is mutilated regardless of the condition, it must be returned to the Virginia Department of Social Services following the procedures below. A check cancellation is not completed for mutilated checks.

TRANSMITTAL #03-2