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Section 6 / Part 6
Effective Date: April 26, 2005
State warrants
Cancellation of state warrants:
Determine the need to cancel a warrant by pulling the original authorization
documentation and identifying invalid information.
- Write a brief note or memo stating the circumstances requiring
the need to cancel the warrant (duplicate payment, wrong vendor, client
no longer attending school, etc.)
- Make a note in the client's file that the warrant cancellation was
requested.
Write or stamp "canceled" on the face of the warrant to be
canceled and cut a triangle out of the signature portion of the warrant.
Send the reason to cancel with the service order number and the warrant
to be canceled to RS Central Office in Topeka.
RS Central Office will prepare a cancellation letter to SRS Payables.
Payments not received:
View the payment on KMIS.
I f there is no voucher number the payment was not finalized on KMIS;
finalize the payment.
If the voucher number is 000001 the payment was finalized but not processed.
If the number remains a working day or more after the payment was finalized;
contact Central Office.
If the voucher number is other than 000001, the payment has been processed;
check the warrant date.
If the warrant date is 01/01/1800 after five working days, the warrant
was not cut; contact Central Office.
If the warrant date falls within five to ten days of the payment authorization;
check the warrant number.
If the warrant number is other than 9999999, the warrant was issued.
Check the State Treasurer’s website to track the warrant. It will
indicate the warrant has cleared the bank or it is outstanding.
- If the warrant has cleared the bank, advise the vendor
of the warrant date and the number. The vendor may be able to find it
in his/her records.
- Contact Central Office if a copy of the cancelled warrant is required.
- If the warrant is outstanding for at least ten working days and the
vendor does not have it, contact Central Office to request the warrant
be cancelled. Reauthorize the services and the payment.
- If the warrant number is 9999999, the payment has been set off because
the vendor owes money to the State of Kansas or a political subdivision.
At this point, payment for services is complete as is RS involvement.
The counselor MUST NOT evade this process and MUST NOT assist the vendor
to evade this process. Persons/Vendors with questions regarding the
Setoff process may call the Customer Call Center at 785-296-4628, 8:00
AM to 4:00 PM Monday through Friday. See the following information regarding
the State Setoff Program.
NOTE: State of Kansas Setoff Program
The Setoff Program provides assistance to state agencies in the collection
of delinquent accounts receivable. It allows the Director of Accounts
and Reports to set off monies owed by the State of Kansas against monies
owed to the State of Kansas. The Setoff Program matches payments in
process with debts owed, reduces the payment in accordance with the
debt, and credits the debtor with a payment.
A VR Counselor may encounter this service when a vendor receives a
reduced payment or no payment for services and receives notice the payment
or a portion of it has been applied to a tax bill or other debt held
by the state or a municipality within the state. Vendors frequently
do not understand the notice or otherwise disregard it. The counselor
is to treat this as a payment of the monies owed by RS. The client is
NOT to be billed. The counselor cannot cancel the payment or accept
a returned warrant. He or she can provide the vendor with information
to contact the Division of Accounts and Reports so the vendor can investigate
or contest the debt.
Persons/Vendors with questions regarding the Setoff process may call
the Customer Call Center at 785-296-4628, 8:00 AM to 4:00 PM Monday
through Friday.
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