Financials for Non-Financial Folks

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Madlyn Patterson
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2 Financials for Non-Financial Folks Sandi Reyes Yolo County Business Services Manager Velita Rish Orange County Special Services/Collections Manager Denisse Rojas Los Angeles County Child Support Officer III/Trainer

3 Basic Financial Overview Accounts Charging Instructions UAP Balance SDU Case Balance Detail Page Steps to Locate the Payment Source Case and NCP Participant Financial Over page Financial Holds Futures LDA Audit SAT Tool

4 Intake opens a case on CSE Case Worker Case Accounts & Charging Instructions on CSE created by: IV-D IV-A Obtain new court order Obtain copy of existing court order CSE Worker IV-E Enter court order terms on CSE

5 Court Order Obligation(s) Participant Assistance Status Unreimbursed Assistance Pool (UAP) Balance(s) Child Family Spousal Medical Arrears Other Never Current Former Mixed

6 Case Overview>Financial Hyperlink> Click Charging Instructions hyperlink

7 CSE Balance Regeneration is an automated process that recalculates CSE financial account balances for a IV-D case, taking into account financial transactions, public assistance history and support order information Balance regeneration does not create receivables, disbursements, or public assistance transactions Worker Initiated Balance Regeneration System Initiated Balance Regeneration

The Unreimbursed Assistance Pool (UAP) is the total cumulative amount of aid paid to the family assistance unit for CalWORKs, or foster care programs that have not been repaid by the recoupment of

8 The Unreimbursed Assistance Pool (UAP) is the total cumulative amount of aid paid to the family assistance unit for CalWORKs, or foster care programs that have not been repaid by the recoupment of collections for assigned current support and/or arrearages The money is associated to the case based on the welfare number assigned by the Department of Social Services when a CP or child has been granted either cash or medical assistance

9 UAP Balance Overview Case >Financial Hyperlink> Click UAP Balance Overview hyperlink

12 Collection Money collected from a specific NCP CSE applies money to NCPs case or Allocation Court cases Order Obligation(s) Distribution CSE applies money to case accounts by hierarchy Disbursement Payments to oblige

13 Case balance at the beginning and end of the month Current child support amount and interest Collections applied to the case Adjustments made to the collections The managing office for the case The public assistance case status

14 Case Overview>Financial Hyperlink> Click on the month hyperlink

15 Case obligation types Case balances at the beginning of the month Current child support amount and interest Collections applied to the case Adjustments made to collections Other balance changes balance Payee and child associated with the obligation Status of the child receiving public assistance Whether the obligation is active

16 Click on Collections amount hyperlink

17 Click on the Logical Collection ID hyperlink

18 Click on the Collection Remittance Information hyperlink

19 Click on the Physical Collection ID hyperlink

22 Click on the Collection Remittance Information hyperlink

23 Click on the Physical Collection ID hyperlink

25 What's the correct flow? a. Allocation, Disbursement, Collection, Distribution b. Collection, Allocation, Distribution, Disbursement c. Collection, Allocation, Disbursement, Distribution How are case accounts determined? a. Date Court Order was filed, Participant assistance status, Charging Instructions b. Payment Source, Court Order obligation, Participant assistance status, UAP balance c. Court Order obligation, Participant assistance status, UAP balance True or False. Balance Regenerations are done by CSE only? False: They can also be done by a worker

37 YES YES

41 Disbursement: Payee Request Worker Initiated Allocation: Balance dispute Caseworker concern Change in order Conversion Death of participant Duplicate case Employer inquiry Legal action Non IV-D Pending Bankruptcy Pending settlement Uncertain custody

42 Allocation Holds Set on the NCP participant level Impact multiple cases End date system defaults 30 days editable Collections must be released manually while the hold is in place and prior to the end date NOTE: It s important to keep track of your end dates, in case end dates need to be extended.

43 Disbursement Holds Set on a case payee participant level Impact multiple cases End date must be manually entered Note: An NCP can be considered to be a payee if a refund owed to the NCP

44 Set at the case level Impacts only a single case End date system defaults 30 days editable Disbursements released manually or automatically from suspense

46 Account receivables (A/R) are created when a payment has been sent to an NP or CP in error. A/R is a process in place by the State to minimize the need to pursue the recovery of these payments.

47 If the LCSA is unsuccessful in recouping an overpayment from the CP, or the CP does not respond to the overpayment letter(s) and if there are not previous written agreements between the CP & the LCSA, default consent is applied.

48 Prior to the SDU implementation, Payments received from the NCP s employer were credited the date it was withheld from the NCP s paycheck Since the SDU implementation, payments received from the NCP s are now credited the date received by the SDU In some cases this change caused the NCP to be delinquent on their obligation To correct the delinquency DCSS applied a one time forced loan from the state known as the DOR payment

The effective date of DOR payment was the last day of the month prior to the month your LCSA transitioned to SDU NCPs who received a DOR payment qualified by meeting all the criteria DCSS

49 The effective date of DOR payment was the last day of the month prior to the month your LCSA transitioned to SDU NCPs who received a DOR payment qualified by meeting all the criteria DCSS decided The last payment(s) received to pay the case in full, will apply to the DOR receivable To View the DOR receivable: Go to Participant>Click Financial>Select Receivable Account List hyperlink

50 Default consent is the recovery of an overpayment from the last unassigned support payment(s) owed to the case equal to the overpayment amount.

52 Futures payments refer to collections that are received from and credited to the NCP that are in excess of the current support obligations when no arrears exist.

54 After satisfying current and arrears. CSE holds money and distributes as follows: If payment source is: NCP Regular Payment/ Voluntary Military Allotment Incoming Withholding Order All others Then CSE automatically holds money for all future obligations. No Consent to hold futures agreement is required CSE will hold one month of obligations with out NCP consent one time only. After that one time NCPs consent to hold futures is required CSE will refund money. Consent to hold futures is required

55 IMPORTANT REMINDER: Non-welfare futures disburse to the CP immediately; once the money is disbursed to a n/w CP, it is considered to be unrecoverable.

56 Welfare futures are held until the following month. The LCSA should have written authorization from the NCP to hold any overpayments, otherwise the excess amount must be refunded. Excess monies from IRS tax intercepts must not be applied to futures, the excess must be refunded to the NCP.

57 Where can you find the last 5 collections received? In the Last Collections Received section on the Participant Financial Overview Page What are the 3 disbursement methods? Check, Direct Deposit, EPC What types of Holds are available? Allocation, Disbursement, Account When is a receivable created? When a payment is sent to the NCP or CP in error How can you tell if a Futures balance exists on a case? The case balance is displayed in red within parenthesis

59 The LDA contains participant and case information that existed in an LCSA legacy system prior to the LCSA conversion to CSE. The LDA is view only.

63 Case Overview Displays: Case Participant Role Liens Activities Legal Orders Financial Collections Adjustments Disbursements Transactions Obligations Obligation Details and Balances Arrearage Payment and Interest Terms

66 Participant overview displays: Demographics Associated Cases Public Assistance Collections

69 Audits An audit is an in-depth principal and interest calculation created in the State audit Tool (SAT). The SAT calculates charges, applies payments, calculates interest & performs sweeps from the oldest month to the current with any changes or adjustments to the case. Sweeping in the State Audit Tool (SAT) is only done when the family goes on or off aid, no sweeps exist on non-aided cases.

70 Audits Sweeps occur on cases that accrued charges from 10/98 through 09/30/09 and their public assistance changed on and off overtime. Example: NAA-arrears TAA-arrears CAA-arrears Non-aided CP on-aid off-aid The NAA-arrears balance sweeps to temporary assigned once CP goes on aid and it sweeps to conditional assigned when he/she goes off of aid. NAA= Non-aided arrears, TAA= temporaryassigned arrears, CAA= Conditional-assigned arrears

71 Important Notes about Audits Interest is calculated according to the state guidelines, California charges 10% effective 01/83. Prior to 01/83 interest charged at 7%. Interest on out of state cases are charged according to their interest rate In an audit, charges should mirror all court orders In an audit, the UAP & public assistance should reflect accurate information A copy of the audit is sent to both the NP & CP

74 Select search criteria from the Select By menu Enter the search criteria in the Select Value box Verify Los Angeles displays in the Select County field Click the Look For button

75 Aug 2013 Presented by PTE Div. 75

Note: Without altering the End Date, reports will display with

76 To view the latest audit, enter the month year when the audit was prepared and click Preview Report. Note: Without altering the End Date, reports will display with current accrual to the present date but payments received after the audit date will not be included.

77 The most commonly used reports are: Audit Summary Simple view (Detail report) Combined view PRWORA (Detail report) Fiscal view (Summary report)

79 Simple view report: This report shows a basic charge, payment, principal & interest charges. It does not break the figures down into the PRWORA categories

81 Combined view PRWORA: This report takes the most, but not all, information on the two separate reports of the Split PRWORA report & combines them into one report

83 Fiscal view report: This report is a summary of the data in the case, including audit totals & PRWORA categories

FIN-701: CSE Non Custodial Parent Payment History FIN-702: LDA Non Custodial Parent Payment History OMB-200: Case Audit Report - Simple OMB-201: Case Audit Report

85 FIN-701: CSE Non Custodial Parent Payment History FIN-702: LDA Non Custodial Parent Payment History OMB-200: Case Audit Report - Simple OMB-201: Case Audit Report - Distribution OMB-202: Case Audit Report - Detailed OMB-203: Case Audit Report Simple unassigned Please refer to your LCSA practice regarding which reports to use

91 What four types of data can you find in the LDA under the financial hyperlink? Collections, Adjustments, Disbursements, and Case transactions What are the four most commonly used reports used from SAT? Audit Summary, Simple View, Combined PRWORA view, and Fiscal View What is the difference between the SAT Simple Report and the SAT Combined PRWORA Report? The Simple report shows basic charges, payments, principal & interest charges. The Combined PRWORA report shows charges, payments, principal & interest charges for each bucket type.

93 Basic Financial Overview Accounts Charging Instructions UAP Balance SDU Case Balance Detail Page Steps to Locate the Payment Source Case and NCP side Participant Financial Over page Participant Financial Holds Futures LDA Audit SAT Tool

CHILD SUPPORT ENFORCEMENT PROGRAM FEES, PAYMENTS, AND DISTRIBUTIONS

TITLE 8 CHAPTER 50 PART 125 SOCIAL SERVICES CHILD SUPPORT ENFORCEMENT PROGRAM FEES, PAYMENTS, AND DISTRIBUTIONS 8.50.125.1 ISSUING AGENCY: New Mexico Human Services Department - Child Support Enforcement