Cashed Warrants

Payments received by the Accounts Receivable Unit for a cashed warrant must be considered and recorded as an overpayment. Accounts Receivable will record the overpayment as collected (when the personal/facility check is received). An overpayment claim must be created for active and closed cases.

  1. Accounts Receivable
    1. Sends an email to the GA inbox requesting for NSDC to be set in the case.
  2. GA Clerical
    1. Receives the email
    2. IDs the case
    3. Assigns Open cases to corresponding EW as appropriate.
  3. EW
    1. For active cases, review issuance to the facility.
    2. Requests EWS for an NSDC claim.
    3. Replies to Accounts Receivable email/ task of the action taken, once process is complete.
    4. Closes task.
  4. EWS
    1. Completes NSDC.

    2. Note: The overpayment claim must be created for the same amount of the check provided by the facility.

  5. Accounts Receivable
    1. Records the repayment in VACS which will interface with CalSAWS based on the Overpayment claim number provided. 

The case number and client’s name is normally provided on the remittance advice of the check received. Accounts Receivable deposits and records the repayment as follows:

If... Then...
The case number or the client’s name is not provided on the check,

A/R searches CalSAWS and the VACS System for an O/P claim. If one exists, payment is then applied.
An O/P claim does not exist in CalSAWS, A/R informs the Eligibility Worker via E-mail or task of the check received.
The Eligibility Worker/Supervisor (EWS) establishes an O/P claim.
A/R records the repayment in the VACS System which will interface with CalSAWS based on the claim number provided by the EW.
The case information is not available or information is incomplete on the check, A/R calls the RCH Facility to identify the check.
After the check is identified, A/R records the repayment in the 
VACS System which will interface with CalSAWS, based on the claim number provided by the EW.

Related Topics

Billing and Payment Process