INTERNAL CONTROLS

MANUAL WorkFirst

MAY 29, 2018

Table of Contents Section 1: Internal Controls Overview ................................................... 1

Section 2: Roles and Responsibilities .................................................... 2

2.1 Confidentiality ........................................................................... 5

2.2 Records Retention ...................................................................... 6

Section 3: Determine Support Services Eligibility .................................... 6

3.1 Support Services for Career Scope Job Search ............................... 6

3.2 Support Services for PT/FT Employment: ...................................... 7

3.3 Auto Pay for PT/FT Employment: .................................................. 7

3.4 Documenting Support Services .................................................... 7

Section 4: Authorize Support Services .................................................. 8

4.1 Create a Voucher ....................................................................... 8

4.1.1 Example of Completed Voucher and Vendor Letter .................. 11

4.2 Find a Vendor .......................................................................... 13

(Use Statewide Vendor list) ............................................................. 13

4.3 Create a New Vendor ................................................................ 14

4.4 Modify Vouchers....................................................................... 15

4.5 Cancelling Vouchers ................................................................. 17

4.5.1 Cancel a Voucher NOT yet submitted .................................... 18

to Vendor Payment Unit for Payment ............................................. 18

4.5.2 Cancel a Voucher submitted ................................................. 18

to Vendor Payment Unit for Payment ............................................. 18

4.6 Lost Original Voucher ................................................................ 19

4.7 When Vendors won’t accept Vouchers ......................................... 19

(Re-directs) .................................................................................. 19

4.8 Bulk Purchase (Non-Warrantable) .............................................. 21

4.8.1 Issuance of ORCA Cards ...................................................... 23

4.8.2 Issuance of Bus Tickets ....................................................... 24

4.8.3 Lost or Stolen Warrants (Checks) ......................................... 24

4.10 Returning unused Warrants to Vendor Payments ........................ 25

4.11 Handling Vendor Refund .......................................................... 25

4.12 Embossers ............................................................................. 25

Section 5: Exception to Rule (ETR) .................................................... 26

5.1 Completing ETR (Step by Step) .................................................. 26

Section 6: Preparing Vouchers (Batch) for Vendor Payments (step by step) ...................................................................................................... 30

Section 7: Auto Pay .......................................................................... 33

7.1 Important things to know about Auto Pay ................................... 33

7.2 Create Auto Pay ....................................................................... 34

7.3 Update Auto Pay ...................................................................... 36

7.4 Cancel Auto Pay ....................................................................... 37

7.5 Check Auto Pay Warrant Status ................................................. 37

7.6 Lost Auto Pay Warrant .............................................................. 38

Section 8: Funds Management and Tracking Reports in JAS ................... 39

8.1 Managing Support Service Allocations ......................................... 39

8.2 How to Request Additional Support Service Funds ........................ 46

8.3 Payment Tracking Reports ......................................................... 47

8.3.1 201- Unpaid Voucher Report ............................................... 47

8.3.2 203 Outstanding Obligations Report ..................................... 49

8.3.3 204- Component/Sub-Category Summary Report .................. 50

8.4 Year-end Close Out .................................................................. 55

Section 9: WEX and OJT Internal Controls ........................................... 55

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Section 1: Internal Controls Overview Internal Controls govern the internal financial affairs of an organization. They provide accountability for financial transactions, compliance with laws and regulations, and lead to reliable financial reporting. They ensure that Employment

Security Department (ESD):

Establishes an audit trail. Meets program objectives. Reduces or eliminates errors.

Saves time and money.

Multiple reviews show the importance of internal control procedures. The Washington State Auditor’s Office audits the Employment Security Department.

In addition to federal requirements for internal controls, the Washington State Office of Financial Management (OFM) is required by law, the Revised Code of

Washington (RCW 43.88.160), to set down internal controls for state agencies.

The basis for good controls:

Separation of duties - No one person should have total control of a payment

process.

Sound policies and procedures - These can be at the statewide, agency, or

office level. They should be in writing and easily understood by staff.

Signature Authorization - This is who has the authority to sign documents.

Quality personnel – Employees must have the skills and training to perform

the job.

Internal Controls establishes procedures for processing financial documents

pertaining to goods and services for WorkFirst participants. By policy, employees who handle financial documents must follow Internal Control procedures.

The WorkFirst Internal Controls Manual (ICM) assures that Staff - process financial documents/transactions according to WorkFirst internal controls policies and procedures

2

The Local Internal Controls Plan Sets up your local Internal Controls Procedures. Prepares offices for monitoring visits.

For more information, see ESD Policy Number 3011, Decentralized Vendor

Payments. Current Local Internal Controls Plan form (Matrix) and instructions are located in

the WorkFirst SharePoint.

Upload completed and signed Local Internal Controls Plan to designated folder on: WorkFirst SharePoint by July 1 of each year.

Section 2: Roles and Responsibilities

Assigning Duties It is crucial that employees who work with financial documents have clearly defined roles and responsibilities.

Separating Duties Internal Controls must be in place to ensure that no one person has full control

over the payment process. It is recognized that some offices are in remote locations and may not have more than one or two staff. In these situations staff

may need to take on dual roles. However, under no circumstance, shall staff that create a voucher authorize or sign that same voucher for payment.

According to, ESD Policy Number 3011 Separation of Duties means:

The persons authorizing payments may not approve them for payment. The person approving payments may not authorize.

Staff who creates a voucher or warrantable voucher, can prepare the batch. However, they cannot approve the batch for payment.

For non-warrantable batches the person who created the A19 cannot approve

the batch for payment.

According to ESD Policy 3004 Duties are separated such that no one person has complete control over

incoming warrants. The person receiving the warrants (checks) should be different than the person

logging the warrant. The person logging the warrants should be different than the person issuing

the warrants.

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Administrators Ensure compliance with and between the WorkFirst Program policies and

procedures and the office’s local Internal Controls Plan. Ensure reconciliation of financial documents against the support services listed

on financial reports. Run and monitor unpaid voucher reports

Create or modify office support service allocations and respond to additional allocation requests from field offices.

Ensure security profiles (system access) are current and request changes as

needed. Ensure employees are properly trained and cross trained.

Ensure that the office’s Internal Controls procedures are in place, reviewed and understood by all concerned.

Ensure the Local Internal Controls Plan is completed no later than July 1 each

year. Ensure the office is prepared for monitoring, auditing, and reviews by ensuring

staff are following the Internal Controls Manual and the Local Internal Controls Plan policies and procedures.

Serve as backup in absence of the supervisor.

Approve or deny all ETR requests. Approve OJT and WEX contracts and ensure all On-the-Job Training contracts

and vouchers are created and paid according to the WorkFirst Handbook Chapter 4.3 and the Internal Controls Manual.

Supervisors Ensure compliance with WorkFirst Program policies and procedures and the

office’s local Internal Controls Plan.

Keep the embosser, vouchers, warrants, passes and tickets secured and locked in one location.

Create or modify office support service allocations.

Ensure employees have proper training prior to creating vouchers. Ensure all vouchers received are date stamped.

Ensure all warrants are logged in when received. Ensure support services provided follow the WorkFirst Handbook Chapter 2.2,

the Support Services Directory, and the Internal Controls Manual.

Verify vouchers for correctness and approve for payment. To ensure Vendor Payments can pay vouchers within 30 days, forward

vouchers and Batch Review List weekly to ESD GP vendorpayments@esd.wa.gov.

Review the security profile (system access) in ESP monthly and request

changes as needed using ESP on-line access. Approve OJT and WEX contracts and ensure all On-the-Job Training contracts

and vouchers are created and paid according to the WorkFirst Handbook Chapter 4.3 and the Internal Controls Manual.

Monitor your office support services budget and adjust amounts as needed on

the JAS Allocation Maintenance (09) screen. Run and monitor unpaid voucher reports

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Ensure procedures (ICM and LICP) are understood and followed by all WorkFirst staff.

Along with the Local Administrator, submit the completed Local Internal Controls Plan no later than July 1 each year.

Prepare offices for monitoring, auditing, and reviews.

WorkSource Specialists – (WSS4) Comply with WorkFirst Program policies and procedures outlined in the

WorkFirst Handbook Chapter 2.2, the Support Services Directory and Internal

Controls Manual. Determine if the requested support service complies with the Support Services

policy, Support Services Directory.

Authorize or deny support services based on program policies and document in e-JAS what and why support services were approved or denied.

Create, print, sign, and emboss the voucher for the participant to take to the vendor.

Cancel vouchers and/or de- obligate funds Create ETR’s according to policy with approval from Administrator before

forwarding completed documents to Vendor Payments

Create all On-the-Job Training contracts and vouchers according to the WorkFirst Handbook Chapter 4.3 and the Internal Controls Manual.

Ensure vouchers are accurate and complete to include attached receipts and other appropriate documentation before submitting to Supervisor for final review.

Once approved by Supervisor, may compile Vendor, Warrantable, and Non Warrantable Batches and forward to ESD GP vendorpayments@esd.wa.gov

weekly. Run unpaid voucher reports monthly. Write and/or monitor OJT and WEX contracts.

WorkSource Specialists – (WSS3) Create but cannot authorize/sign vouchers. De-obligate funds before submitting to VP.

Create A-19 to purchase non-warrantable items (60 day supply max). Provide “new vendor” paperwork – W 9. Open mail and date stamp all documents.

Log all warrants (checks), if not the person who opened the mail and date stamped the documents.

Distribute incoming mail, vouchers, and all warrants to supervisor.

Run unpaid voucher reports Prepare/compile and scan vouchers/batches to Vendor Payments after they

are reviewed and signed by Supervisor.

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Administrative Staff Open and date stamp mail and other documents and log warrants De-obligate funds

Prepare/compile and scan vouchers/batches to Vendor Payments Create A-19s

Provide “new vendor” paperwork – W 9. Run unpaid voucher reports

Vendor Payments Unit – ESD GP vendorpayments@esd.wa.gov De-obligate funds Pay all vouchers, warrantable and non-warrantable purchases (A-19) Check if warrants were issued (auto pay run)

Process lost or stolen warrants. Check if warrants were cashed and who cashed them

Cancel unused or returned warrants. (cannot cancel after it’s paid) Once warrant is cancelled, funds return to the JAS office budget.

Process all ETR requests and allocate additional funds.

Distribute office allocations in JAS by Organizational Index at the beginning of each program year.

Designating Signature Authority Offices must have a procedure for designating signature authority. The Administrator or WorkFirst Supervisor may designate a WSS4 or higher to sign Vouchers or the Supervisor Batch Review Checklist on their behalf.

2.1 Confidentiality WorkSource and WorkFirst professionals must keep information about job seekers, participants, and others private and secure. This is true for both verbal

and written communication. All individual information is confidential under state and federal law.

As a state employee, you have access to client and employer records or private information. Access the information or discuss the records only when necessary to

do your job. You must maintain an awareness of ESD’s guidelines on disclosure of information and sign a Notice of Non-Disclosure. When you leave your current position, information obtained during your employment must remain confidential.

All WorkFirst partners record notes in e-JAS. The WorkFirst Handbooks are your

resource for case notes and how to document using e-JAS. You can share information with WorkFirst Partners without a release of information when sharing that information is necessary to provide services to the participant. When you

have a situation with a participant the involves chemical dependency, family violence, mental health or HIV/AIDS and STD, ask the participant if you have their

consent to discuss this with the DSHS case manager in order to get them connected with the right resources.

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If the participant gives you permission, contact DSHS to give the full story of the situation and then use the special records tabs in e-JAS notes to briefly document

Family Violence, Mental Health, Chemical Dependency, and HIV/AIDS and STD. (Example: Advised DSHS case manager of personal matter involving participant). You can add to these records, if the participant gives you permission, but only

DSHS employees can read them. You can find more information on ESD’s policies data classification and protection

and records management on Inside ESD under Administrative and Management Policies.

Where staff are located away from the main office and need to transport participant logs or vouchers to the main office, they may do so using their own

transportation as long as the documents remain in their possession at all times. See Policy 0031 Data Security Breach

2.2 Records Retention Schedule: (GS 01001) Activity Logs used for verification of participation will be retained locally for each program quarter. Files will be retained on site for one year past the quarter in

which they end. Files will then be sent to archives and are retained for at least a total of 6 years to meet federal retention requirements. Process for submitting

records to archives can be found: Records Management.

Section 3: Determine Support Services Eligibility

3.1 Support Services for Career Scope Job Search Support services are goods and services purchased to help WorkFirst participants

actively engaged in Career Scope activities that move them towards self-sufficiency.

The Washington Administrative Code (WAC 388-310-0800) establishes the conditions and amounts for Support services for WorkFirst participants.

The Support Services Directory lists three support service categories:

• Work-related: working, looking for work, work-like activities such as Community Jobs, OJT or Work

Experience

• Health and Safety: meeting significant or emergency family safety needs such as family violence

• Other activities: any other activity contained in the client’s IRP to meet WorkFirst requirements.

(typically provided by other WorkFirst Partners)

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The most common support services ESD Coaches might provide are: fuel

(vouchers for fuel should not exceed 45.00), vehicle repair, clothing, licensing, bus passes, and tools. See Support Service Directory for

ESD allowable expenditures.

What to consider when a participant asks for financial help 1. Is the participant eligible for support services? 2. Have they received support services before?

3. Does the request relate to work, looking for work, or the participant’s safety?

4. Is the request reasonable and necessary? 5. Is the request economical?

6. Is the support service available elsewhere in the community?

3.2 Support Services for PT/FT Employment: Coaches can still issue support services after participants leave JS for PT or FT

employment as long as their TANF grant is still open, usually until the end of that month. Once TANF is closed, support services can no longer be generated in JAS.

For participant’s TANF status see “Customer Home” page in CATS.

3.3 Auto Pay for PT/FT Employment: Participants can receive (2) Auto Pay warrants after they go to PT or FT

employment that takes them out of job search. In order for participants to

receive those additional (2) Auto Pays, Coach must put the PT or FT component

end date out 45 days after start date to allow enough time for two Auto Pay

warrants to be issued.

3.4 Documenting Support Services Each time a support service is authorized and a voucher created, it must be documented in eJAS notes. A copy of those notes may be copied into the

participant’s ETO account note screen. Appropriate TouchPoints in ETO should be recorded by Coach.

Notes should include:

1. How will the participant handle the need in the future? 2. Can the participant contribute anything to the cost? 3. Is this the best alternative?

4. Is there a resource in the community that could meet this need? 5. If you deny or reduce the request, explain why and offer other solutions or

community resources.

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6. If request is approved include in notes the following information:

Voucher # Vendor name

Amount of voucher Reason for providing the support service (either to look for work,

stay employed, or personal safety).

If this was the most economical option.

Documentation required for the following support services: License tabs and fees: document that you verified the participant is the

registered owner and list the year and make of vehicle. Vendor Payments

(VP) requests copy of registration be attached to voucher when sent for payment.

Vehicle repairs: document that you verified the participant is the registered owner of the vehicle and list the year and make of the vehicle. Document that you obtained two estimates for the repair, listing both

vendors and costs. If the participant is contributing to the cost, include that information. VP requests that estimates and copy of registration be

attached to vouchers sent for payment. Tools: Request verification that the job seeker will need tools or equipment

as a condition of employment, and all employees in the same job are required to have these tools. “Statement of Tools” document found on WorkFirst SharePoint is used as the verification form that needs to be sent

along with the voucher to VP for payment.

Note Examples/templates of support service documentation can be found on WorkFirst SharePoint in the folder labeled “Voucher and Warrant Documents.”

Section 4: Authorize Support Services

4.1 Create a Voucher A voucher is a payment authorization that is used to pay a vendor for

authorized support services. See Support Services Directory for

authorized purchases.

1

WSS4, WSS3 or Administrative Support Staff

Note: Administrative support staff/WSS3 may assist the WSS4 with the

clerical activity of creating a voucher. However, only a WSS4 or above may

authorize payment.

Open TPX

Type your user ID and pass word

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Select CICP4

Press <Enter>

Type your user ID and pass word

Type JASP

Press <Enter>

From the Main Menu in JAS, type “10” (Employability Planning) on the

Next Screen line.

Tab down to the JAS ID number line and type in the participant’s JAS

ID.

Press <Enter>

You are at the Individual Responsibility Plan screen

U - UPDATE INDIVIDUAL RESPONSIBILITY PLAN

I - INQUIRE INDIVIDUAL RESPONSIBILITY PLAN

T - TRANSFER INDIVIDUAL RESPONSIBILITY PLAN

R - RE-OPEN INDIVIDUAL RESPONSIBILITY PLAN

H - HISTORY OF INDIVIDUAL RESPONSIBILITY PLANS AND FUNDING

Type “U” (Update Individual Responsibility Plan) on the Selection line.

Or “T” transfer client from other office. Etc.

Press <Enter>

Some items will be pre-filled. These items are:

Jas ID number Name

Org Index – (If not change to your office Org Index.) Project code – (If not change to 2475)

Program Year Component Worker ID (If not yours, change to your ID.)

The cursor will be in the SEL column to the right of the first component

listed. If this is not the component you want to use for the voucher (JS,

WEX, JT, PT, or FT), use the arrow key to move to the correct line.

2

On the End Date line, enter the expiration date for the voucher. Use

MMDDYYYY format. The date should not be more than thirty days out,

but give enough time to receive the goods or service. For instance, a gas

voucher would only require a couple of days while a vehicle repair may

require longer.

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3 At the Maximum Authorized Amount line, enter the total costs for the

item(s) or service you are authorizing.

4 Tab past the Advance line.

5

Tab down to the Authorized Item lines. List each item or service to be

provided and the cost. Include sales tax amount.

Use the Tab key to go to the next line. Do not press <Enter> until

you have listed all items and costs. Pressing enter will create the

voucher. If you press <Enter> before you have completed all entries, it

will save what you have entered and you will need to modify the voucher

in order to complete. See Modify Vouchers (Section 4.4) to revise

and complete the voucher.

6 Go over everything to verify you have entered all items correctly.

Press <Enter>

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If the voucher was created, you will get the following message at the top

of the screen: Obligation Increased by $XX.XX

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If there is anything missing, the system will prompt you. Correct or add

the requested information.

Press <Enter>

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To Print:

Press <F9> to print an original copy of the voucher.

The Batch Submittal Screen appears.

Your default printer displays. If needed, you may overtype a different printer. (Keep in mind

that vouchers only print from designated JAS network printers.

These printer numbers start with the letter N). Print one copy.

10 Emboss the voucher in the upper right corner where shown on the

example

11 Sign the voucher on the Coach Signature line

12 Date the voucher. The date is as important as your signature. It initiates

the voucher. The voucher is now a negotiable document.

Keep all Vouchers and Embosser in a secure, locked location.

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4.1.1 Example of Completed Voucher and Vendor Letter

PURCHASE AUTHORIZATION AND INVOICE VOUCHER

VENDOR ACCOUNT #:

VENDOR NAME AND ADDRESS:

CLOSETS ETC Not Valid

12321 5TH AVENUE Unless Embossed

KENT, WA98032 Here

JAS ID: 8919

Participant Name: MISSY SAMPLE Comp: JS

Participant Signature:

IMPORTANT: THE PARTICIPANT SIGNS WHEN THE

ITEMIZED GOOD/SERVICES ARE PROVIDED.

Salesperson: You are authorized to furnish this participant the items shown, not to exceed the costs

shown. No additions or substitution may be made. TO RECEIVE PAYMENT, you must HAVE THE

PARTICIPANT SIGN this embossed form when the goods/services are provided AND you must RETURN

THIS FORM WITH A SALES RECEIPT (SLIP) to the local office listed below. This authorization is valid

until 06/30/2013. FAILURE TO DO SO MAY RESULT IN NO PAYMENT.

Counselor: Susan Jones (360) 555-1212

Counselor Signature: Date:

AUTHORIZED ITEMS ( No additions/substitutions are permitted) ACTUAL COST

Shirt 12.99 12.99$

Pants 14.99 14.99

Shoes 10.99 10.99

Socks 2.99 2.99

Sales tax 3.57 3.57

Participant responsible for any monies over authorized amount

Local Office Name and Address: SUBTOTAL

Anytown WorkFirst Office TAX 3.57

1000 Main Street TOTAL 45.53$ 45.53$

Anytown, WA 98000

VENDOR'S CERTIFICATE: I hereby certify under penalty of perjury that the items herein are proper

charges for materials, merchandise or services furnished to the above participant. All goods furnished have

have been provided without discrimination on grounds of race, creed, color, natural origin, gender or age.

Vendor Representative Signature Title Date

Payment Authorization Signature Date

Signature and Date-must be here before giving voucher to customer

Signature must be here after receiving services/goods & prior to payment authorization

Signature not needed prior to payment if reciept attached

Last signature necessary prior to authorizing voucher payment, verifying all voucher information is

correct, supporting documentation is attached and notes are in eJAS

Embossed??Touch to see

Receipt attached? Do items & costs on receipt match items authorized?

Actual costs listed on voucher? If items and amounts don't match, modify and reprint voucher

Is correct Vendor address/SWV number recorded?

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This instructional Vendor Letter may accompany a voucher. It is located on

WorkFirst SharePoint in the folder labeled “Voucher and Warrant Documents”.

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4.2 Find a Vendor

(Use Statewide Vendor list)

1

WSS4, WSS3 or Administrative Support Staff

Use the Statewide Vendor list to ensure vendor is active and SWV

number is correct in JAS

Steps for finding Statewide Vendor list

Go to:

1. Inside ESD

2. Divisions

3. Finance & Administrative Services

4. Financial Services Unit (Vendor Payments)

5. Vendor File

2 If Vendor is on the Statewide Vendor list, find vendor in JAS.

If Vendor is not on statewide list. See section 4.3 to create a new

vendor.

3

To find the correct vendor in JAS

At the JAS Payment Inquiry/Maintenance screen tab down to Vendor ID and press the <F1-Help> key

A List of Vendors with the Vendor Id, Vendor Legal Name, DBA or

Address, City and State will display:

Note: There are two ways to search Vendor Id’s:

By Vendor’s Legal Name “L” or by Vendor’s DBA or Address “D”

Manually enter the name of the vendor you want to search in the

“Search Name” field

When searching by the legal name type in the name of the vendor

When searching by DBA type in DBA(space) vendor name or DBA (no

space) vendor name

Tab to the Type” of search you wish to perform by entering “L” (Legal

Name) or “D” “D” (Doing Business As) in the “Type” field.

Press <Enter>

Use the PF7 or PF8 to page back or page forward to verify the correct

search return.

Type in the line number for the desired vendor.

Press <Enter>

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4.3 Create a New Vendor

1

WSS4, WSS3 or Administrative Support Staff

If the vendor is not already set up in JAS, will need to create a new

vendor.

2

Staff speak with the potential vendor to see if they are willing to accept

vouchers and explain how the voucher and payment process works. If vendor agrees:

Have Vendor complete: (fax, e-mail, regular mail)

Vendor registration and W-9 IRS taxpayer request form

Forms for creating a new vendor are found on Inside ESD:

http://insideesd/services/about-insideesd

1. Divisions

2. Finance & Administrative Services

3. Financial Services Units (Vendor Payments)

4. Payment Links and Information

5. Vendor Registration

If changing existing vendor information, have them complete the entire Vendor Registration form and check what is updated.

All documents are scanned and e-mailed to ESD GP

vendorpayments@esd.wa.gov for processing.

It typically takes 5-6 business days for new vendor to appear on the

Statewide Vendor List.

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4.4 Modify Vouchers If changes need to be made to a voucher, it must be done before submitting to Vendor Payment Unit for processing.

Once paid vouchers cannot be cancelled. See more detail in Cancelling Vouchers section 4.5

1

WSS4, WSS3 or Administrative Support Staff

If you know the voucher number, proceed to step number 2

If you do not know the voucher number, follow these steps:

At the Main Menu, type “11” and Press <Enter>

At Payment Processing Menu screen, at the Please Select One of the Above line type “1” and

Press <Enter>

At the Payment Inquiry/Maintenance screen, on the Please Select One of the above with the Criteria Below line, type “2”

and then tab down to the JAS ID line and enter the JAS ID of the person for whom the voucher was written.

Press <Enter>

At the List Vouchers by Client screen, all vouchers for the entered JAS ID display

If you cannot figure out which voucher you are interested in, tab to the SEL column, type in an “I” next to the line and press <Enter> to

display the voucher details Write down the number of the voucher you will modify

Press <F12> to return to the Main Menu.

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2 At the Main Menu in JAS, at the Next Screen Line type “11”

Press <Enter>

3 At Payment Processing screen, at the Please Select One of the Above line

type “1” Press <Enter>

4

At the Payment Inquiry/Maintenance screen, on the Please Select One of the Above with the Criteria Below line, type “9” to go to the Maintain

or Cancel Voucher screen and tab down to the Voucher ID line and type in the Voucher ID number

Press <Enter>

NOTE: A Pop Up will appear displaying De-Obligation Request. Do You Wish To De-Obligate? (Y/N)?” The “Y” will display by default.

Press <Enter> to de-obligate the funding.

5

To change the Vendor ID: Tab to the Vendor Id field and press the <F1-Help> key A List of Vendors with the Vendor Id, Vendor Legal Name, DBA or Address,

City and State display:

NOTE: There are two ways to search Vendor Id’s:

By Vendor’s Legal Name “L” or by Vendor’s DBA or Address “D”

Manually enter the name of the vendor you want to search in the “Search

Name” field

When searching by the legal name type in the name of the vendor

When searching by DBA type in DBA(space) vendor name or DBA (no space)

vendor name

Tab to the “Type” of search you wish to perform by entering “L” or “D” in the

“Type” field. Press <Enter>

Use the PF7 or PF8 to page back or page forward to verify the correct search

return.

Type in the line number for the desired vendor.

Press<Enter>

6

To change the Authorized Amount:

Place the cursor on the digits to be changed Type in the new authorized amount.

Press <Enter>

7 To modify the Item Description Narrative:

Type over the existing entry or add to the existing entry Press <Enter>

8

To change the Worker ID: Type the new Worker ID over of the existing entry. (This is the name that

will be printed on the voucher and must be the ID of the WSS4 who will

authorize the voucher.) Press <Enter>

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9

To change the Component Code: Type the new Component Code over the existing code or Place

the cursor on either letter of the Component Code and press

<F1> for Help Select the code

Press <Enter>

10

To change the Sub Category (Sub Cat) Code: Type the new Sub Cat Code over the existing code or Place the cursor on either digit of the Sub Cat Code

Press <F1> for Help Press <Enter>

11

To change the End Date: Key the new date over the existing date

Press <Enter> When a voucher is modified an alert pop-up will appear with this

message “de-obligation request do you wish to de-obligate

<Y/N>?” The <Y> will default, Press <Enter> to continue

12 On the original voucher, cross out old information and hand write

the new information.

Press PF 10 to print duplicate voucher

13 Document in eJAS notes and ETO why voucher was changed

include Voucher #, Vendor name, and what was changed.

4.5 Cancelling Vouchers

1

Reason a voucher may need to be cancelled:

Because it wasn’t used.

Because it shows up on the Outstanding Obligation report (203), is

over 60 days old and there is no record of it being used.

Voucher comes back for payment after the end of current

program year cut-off date.

If voucher comes in for payment after it has been cancelled, create a

new voucher. Write “cancelled” across the old voucher and

attach old voucher and the invoice to the new voucher. Write

on the new voucher “see attachment for signatures” and send

all documents to Vendor Payments Unit with next

batch. Record clear detailed notes in e-JAS including the

number of the old and new voucher and reason for creating a

new Voucher.

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4.5.2 Cancel a Voucher submitted

to Vendor Payment Unit for Payment

1

Check in JAS to see if Voucher has been processed, “indicator line”

shows “P” paid.

If it has been paid, it’s too late to cancel, VP cannot cancel it.

4.5.1 Cancel a Voucher NOT yet submitted

to Vendor Payment Unit for Payment

1 WSS4, WSS3 or Administrative Support Staff

Log into TPX Scroll down to CICP4 Press <Enter>

2 At the Next Screen Line type “11” and

Press <Enter>

3

At Payment Processing screen at the Please Select One of the Above line, type “1” and

Press <Enter>

4

At the Payment Inquiry/Maintenance screen, on the Please Select One of the Above with the Criteria Below line, type “9.”

Tab down to the Voucher ID line and type in the Voucher ID number.

Press <Enter>

5

At the Maintain Voucher screen (9) 362, tab to the New AFRS

Process Ind: Line. Type “C” in space to cancel. Press <Enter>

If the indicator line shows a “P”, the voucher is paid and you can’t cancel it.

6

A Pop Up will appear displaying Voucher Cancellation Confirmation. Do You Wish To Cancel The Voucher (Y/N)?”

The “Y” will display by default. Press <Enter>

7

Another Pop Up will appear displaying “De-obligation Request

Do You Wish to De-obligate (Y/N)? The “Y” will display by default.

Press <Enter>

If this screen does not appear, e-mail Vendor Payments Document in e-JAS why voucher was cancelled

8 Note: Offices Cannot cancel a Voucher that has already been submitted

to Vendor Payments. See instructions below 4.5.2

19

If “indicator line” shows that it has not yet been paid, immediately

send an e-mail to ESD GP vendorpayments@esd.wa.gov. Put in

subject line WorkFirst- Urgent – Cancel Voucher. Include in body

of e-mail: Voucher # and date of the batch checklist that included the

voucher when it was originally sent.

Record notes in e-JAS as to why it needed to be cancelled and if it was

cancelled or not.

4.6 Lost Original Voucher

1

If the original voucher is lost there are several things you should do.

First determine that the voucher was in fact redeemed, either by receipt of invoice or statement from vendor.

2 If you have a copy of the original voucher with signatures, emboss

the copy.

3

Replacing missing vouchers- If you don’t have a copy of the original voucher with signatures, print duplicate voucher for payment. Try to get participant signature. Vendor signature is not required if you have

a copy of the receipt. Emboss the copy and submit for payment along with receipt.

4

Document in e-JAS notes the reason that you are using a copy instead

of the original voucher. Attach a copy of the e-JAS note to the voucher and send all documents to Vendor Payments.

4.7 When Vendors won’t accept Vouchers

(Re-directs)

State Agencies and some vendors will only accept warrants not vouchers. In

addition, they cannot accept warrants that include payment for more than

one person or for multiple fees such as car tabs and driver’s license renewal.

The most common vendors include the Washington State Department of

Health, the Department of Licensing, and county health departments. In

these cases, create a voucher and re-direct the warrant(s) to your office as

follows:

1) Vendor is created in JAS using your local WorkFirst office as the c/o

address (See Step-by-step guide for creating a new vendor in Section 4.3).

20

2) Authorize and create only one voucher

per person

per day

for each vendor account

for each fee type

3) If a vendor has multiple accounts (i.e. Dept. of Licensing #1, Dept. of

Licensing #2, etc.) you can create only one voucher a day for each vendor

account. If you create multiple vouchers for multiple participants on the

same account on the same day, the result will be that payment for all

participants will come on one warrant. Agencies will not accept these.

Scenario: It’s Monday and Participant 1 requests funds to renew his

driver’s license and car tabs. Also on Monday, Participant 2 requests funds to

renew her driver’s license and car tabs. You can create vouchers for

Participant 1 as follows: Monday – On the account, Dept. of Licensing #1,

create a voucher for the driver’s license renewal. On the account, Dept. of

Licensing #2, create a voucher for the car tabs. On Tuesday - repeat this

process to create the vouchers for Participant 2.

1

Collect a receipt or verification of purchase from the participant and hold for batching process. In certain instances such as DOL or DOH,

staff will need to print a screen off their website that indicates the type of license and cost and use that printout as the invoice.

2 No vendor signature is required for voucher issued to another state

agency.

3 Participant signs the voucher.

4 WF Staff signs and embosses the voucher.

5 Supervisor signs the voucher.

6 WF Staff forwards to ESD GP vendorpayments@esd.wa.gov . Allow 10 business days to receive the warrant. Follow the Internal

Controls process for logging warrants.

7

Once warrant comes in: Secure the warrant using your local process for logging in on Warrant

log.

8 Document receipt of warrant (# and payee) and call participant to pick

up the warrant. Document on log and in e-JAS.

9 Have the participant sign the Warrant log.

10 Staff giving warrant signs Warrant log and makes a copy to maintain

with the log.

11 Give participant warrant and let them know what they do next.

21

4.8 Bulk Purchase (Non-Warrantable)

We use bulk purchases generally for ORCA (pre-loaded) cards, bus ticket

books, monthly bus passes, individual bus tickets, and class registration

costs.

WorkFirst does not purchase “To Go” passes due to cost.

See Support Service Directory Sub-Cat (43)

1

Use non-warrantable batches to account for goods and services issued to

participants and previously purchased by A-19. It includes: The List Bulk Purchases for a Non warrantable Batch.

A list of participants recorded on the Log Sheet for Bulk Items in sequential numerical order.

The A-19.

2

(PRE-PAID WITH A-19)

Non-warrantable batches are used to account for items purchased in

bulk and then given to participant(s).

Upon receipt of an A-19 order of bus tickets, create a Log of all items

purchased. Maintain the log as you issue tickets. Keep all log sheets and bulk items in a secure, locked place.

The log will list the items in order for verification purposes. Keep log

sheets and bulk items in a secure, locked place. The log sheet includes:

Date o Item identification number (# of Tickets from Ticket Book #).

o Dollar amount of the item (# of Tickets x value = Dollar amount).

o JAS ID#.

o Component. o Project Code.

o Legibly printed name and signature of Participant receiving the item.

o Legibly printed name and signature of staff who issued the

item.

3

Retain a copy of the original A-19 request, warrant to vendor for

payment and remittance slip, warrant log, receipt, numeric order of bulk items (master inventory list), and order form (to include in

monthly issuance of batch processing.)

4

End of Month Reconciliation

o At the end of each month, collect all log sheets for tickets

issued. o Copy eJAS notes for each client issued a bus pass, captured in a

WORD document.

Use Supervisor Batch Review Checklist found on the WorkFirstSharePoint

22

and complete the following information:

Office Name and Org. Index (ex: Auburn 3310).

Accounting Period (month/year; ex: July, 2016). Check Payment Method: Select Non-Warrantable Payment by A-19. Number of Items in Batch – this is the number of actual bus ticket

books issued during the accounting period. Amount – this is the total dollar value of all bus tickets books issued

during the accounting period. Prepared by - the person initiating the batch process should sign and

date this line.

5

Staff initiating this batch must initial the checklist verifying the logs

contain the following: Participant signature and date. Staff signature and date.

Master Inventory list bulk purchase is attached. Copy of originating A-19 is attached.

Documentation in eJAS notes includes the following:

Number of Tickets issued.

Ticket Book Number issued from. Value of Tickets issued.

Justification/Community Resource notation. o Review the printed notes supplied by each

staff for accuracy and completeness; attach

to the batch.

6

Final Review

Upon completion of the above, the Supervisor/Administrator will initial the Non-Warrantable

checklist verifying: The number of items and dollar value of the batch

Supervisor/Administrator will sign the /Supervisor Batch

Review Checklist to certify each item in the batch was credited to a WorkFirst Participant.

7

Supervisor/Administrator will mail completed batches by the 25th of the following month, scan and e-mail to ESD GP

vendorpayments@esd.wa.gov

8

In accordance with separation of duties, the worker receiving the

items must not be the worker counting and verifying the purchase by

documenting the entire inventory on the log sheet for bulk items in

sequential numerical order. Only purchase one 60-day supply at a

time.

Use the Bulk Items Log Sheet track all items purchased and log each

item as you give it out in sequential numerical order. Write the month and year and check the appropriate box for type of item and whether it is a Warrantable or Non warrantable. Complete each section of the

log.

23

Note: Bulk Items log sheet and Warrant Log are located on WF

SharePoint site WorkFirst SharePoint

9

Note: Non-warrantable batch (bus pass) documents to be sent

to Vendor Payment include: A-19 copy, receipt, copy of warrant, log sheet with each pass issued recorded in numerical order, staff and client signatures and dates. May include a Word document capturing

(copy & paste) the corresponding eJAS note, participant name and JAS ID #, (if needed for legibility for VP processing). If ordering for more

than one office, include a list showing which items went to which office.

4.8.1 Issuance of ORCA Cards

1

All ORCA Cards must be logged onto the Log Sheet for Bulk Items

prior to being issued (two-person process) see separation of duties. Issuance of ORCA Cards obtained through bulk purchase (using an A-19) or vendor vouchers must be documented for accountability.

2

All ORCA Cards issued in a reference month must be documented. A

copy of the Log Sheet for Bulk Items issued and a copy of the A-19 through which the cards were purchased must accompany batches

being sent in to ESD GP vendorpayments@esd.wa.gov until all ORCA Cards purchased through that A-19 have been issued.

3

Orca card “Log Sheet. Coaches must ensure that participants sign for

the ORCA Card using the “Log Sheet for Bulk Items - ORCA Cards.”

Coaches must enter a note in eJAS stating that the participant is using

the ORCA Card for job search and include the card # and the month

for which is was issued along with value of card.

4

The re-loading of ORCA Cards with a voucher can only be done if the

local transit agency accepts vendor vouchers. Coaches should follow the step-by-step process provided in section “Creating a Voucher in JAS.” At the end of every month, a copy of the Log Sheet for Re-

Loading ORCA Cards must accompany batches to account for the cards issued for loading.

5

Coaches must ensure that participants sign Log Sheet and voucher for

re-loading the ORCA Card. Coaches must enter a note in e-JAS stating

that the participant is using the ORCA Card for job search.

6

Note: ORCA Cards are accepted by Community Transit, Everett

Transit, King County Metro, Kitsap Transit, Pierce Transit, Sound

Transit and Washington State Ferries.

24

4.8.2 Issuance of Bus Tickets

1

Issuance of bus tickets must be documented for accountability. Bus

tickets can be issued as bus ticket books, monthly bus passes, or individual bus tickets. Coaches issuing bus tickets must ensure that participants print and sign their names on the “Log Sheet

for Bulk Items.”

2

At the end of every month, for bus tickets purchased in bulk, a copy of the A-19 must accompany batches being sent to ESD GP

vendorpayments@esd.wa.gov until all bus tickets purchased through that A-19 are issued.

3

Coaches must enter a note in e-JAS stating the participant is using the

bus ticket(s) for job search. Notes should include the # of tickets

issued and from which # ticket book and the value of the tickets.

4

Use non-warrantable batches to account for goods and services issued to participants and previously purchased by A-19. It includes:

The List Bulk Purchases for a Non-warrantable Batch. A list of participants recorded on the Log Sheet for Bulk

Items in sequential numerical order. The A-19.

4.8.3 Lost or Stolen Warrants (Checks) Note: Do not use this process for lost Auto Pay warrants.

Please refer to ICM section 7.6 (Lost Auto Pay Warrant).

1

To get an Affidavit of Lost or Stolen Warrant: Determine that the vendor did not receive the warrant and that it has

been ten or more mailing days past the warrant date. Vendor Payment Unit needs this information:

Vendor’s name. Current address of the vendor. Email address of vendor.

Warrant number – to obtain, include dollar amount of warrant and vendor name

Name of WorkFirst Coach asking for affidavit. Provide instructions to Vendor Payment Unit as to whether affidavit is

to be mailed to the office or mail the affidavit directly to vendor. e-mail this information to: ESD GP vendorpayments@esd.wa.gov

2

Once Vendor Payments receives the vendor contact information, the

vendor will be sent instructions asking them to send the notarized

affidavit directly to Vendor Payments

25

3

If the vendor sends the affidavit back to the WorkFirst Office, coach

will forward the notarized affidavit to Vendor Payments.

4 Record what transpired in e-JAS notes.

4.10 Returning unused Warrants to Vendor Payments

1

If the participant does not pick up the warrant or the participant cannot be contacted within the two weeks, do the following:

1. Write “cancel” on the warrant. 2. Document in eJAS notes that warrant was sent back to Vendor

Payments to be cancelled and why. 3. Send unused warrants and e-JAS note stating why it is being returned

to: Vendor Payments, P. O. Box 9046 Olympia, WA 98507

4. Note on the warrant log that warrant was sent back to VP and the date it was sent. (for office tracking)

5. Vendor Payments will cancel per your request.

4.11 Handling Vendor Refund

If you discover that a vendor has been paid in error or that we overpaid a

vendor, Supervisor contacts Vendor Payments (VP) and asks for an SR number. VP will send additional guidance at that time: ESD GP

venorpayments@esd.wa.gov.

4.12 Embossers

1

If you need an embosser, first: E-mail Cherryl Moore at Accounts

Payable to see if she has extras. CLMoore@esd.wa.gov

To order a new embosser: If Accounts Payable doesn’t have any extras,

complete a “Purchase Request Form” found on

http://insideesd/resources/contracts-and-procurement and follow

instructions. Keep embossers in a secure, locked location. Only WSS 4’s or

above can have access to the embosser.

To return embossers you no longer need, mail to:

Employment Security Department Accounts Payable - Attn: Cherryl Moore

PO Box 9046

Olympia, WA 98507

26

Section 5: Exception to Rule (ETR) The exception to rule process is a formal request to exceed Support Service limits

in any one sub-category.

Note: Time for processing ETR requests from start to finish should take no longer than 10 days.

5.1 Completing ETR (Step by Step) Find Exception to Rule (ETR) form and completed example on

WorkFirst SharePoint in the “Vouchers and Warrants” folder.

Assessing and documenting – WorkFirst WSS4. Determines the need for an ETR. Staff should only request an ETR

when a family’s safety is clearly threatened or their situation differs

from the majority and has a significant impairment or limitation that is not addressed by current limits, such as specific work items needed to

start work. Informs their supervisor of their intent to request an ETR. Documents in eJAS notes the goods or services needed and why an ETR

is required and include details such as reason for purchase, cost, employment start dates, hours, pay and other information that explains

the reason for the ETR. See WorkFirst Handbook 2.2 and Support Services Directory.

Steps for completing ETR:

1 Section 1 - Provide the participant’s name, birth date, and training or

employment status.

2 Section 2 – WAC 388-310-0800

3 Section 3 – Specific nature of the request (type of support service)

4 Section 4 -Justification for the ETR. Why are you requesting the ETR, be

specific. Include component code and sub-category

5 Section 5 - List any other solutions explored, such as community resources, or

if the participant can or has contributed to the cost.

6 Section 6 - Explain the consequences to participant if the ETR is denied.

7 Section 7 – List whether or not previous ETRs have been requested and

approved. If the request was approved, describe what it was for. Sign the form.

8 Section 8 – Fill in dates.

9

Section 9 -Provide both the amount of the needed and the amount of the cost over the support service limit. If the request is for tools, attach a copy of the Statement of Tools Required. For vehicle repairs, attach

a copy of the two estimates to ETR request form.

10 Section 10-Approving the ETR request.

27

Note: The Administrator makes the final decision on any requests for

support services beyond the limits outlined in the Support Service Directory.

Reviews the ETR form to ensure it is appropriate and complete.

Approves or denies. ENDORSED or NOT ENDORSED Signs on the signature line and enters date if approved.

WSS 4

If request is approved/endorsed: Inform the participant.

Document in eJAS that the ETR was approved and follow the VP process.

Put “WorkFirst-ETR” in the subject line of your email.

Scan the completed ETR form and any attachments to Vendor Payments.

Reminder, VP needs the subcategory and the component code such as JS, etc. Vendor pay will process the ETR only if all documents are included and filled out properly.

If request is denied/not endorsed:

Inform the participant. Document in eJAS that the ETR was denied, the reason why, and

if you provided the participant with information about other

resources. Refer the participant to their DSHS Case Manager if they want to

file a grievance.

11

Section 11-Vendor Payments Unit (VP)

Once VP completes their process, to include increasing the SS amount in that sub-category, VP will return a signed copy to the office and at that time, WSS can create the voucher.

28

Completed ETR example approved by Vendor Payments Unit

29

30

Section 6: Preparing Vouchers (Batch) for Vendor

Payments (step by step)

Types of Payments

Vouchers - Vouchers are issued to a vendor for approved support service in

order for participants to be successful in Career Scope Job Search. For authorized

purchases see the Support Service Directory found on WorkFirst SharePoint

Warrantable (re-directs) - Warrantable payments (checks) are used to pay

the vendors who don’t accept vouchers.

Non Warrantable (A-19) - Non-warrantable payments pay for items

purchased in bulk with an A19 before participant receives goods or services. The

non-warrantable process attaches the cost to the individual participant and counts against their overall $3000 limit. Typically used for items such as bus or ferry passes.

1

WSS 4 issues authorized support services. Vouchers are returned to issuing office for payment. Coach reviews vouchers for accuracy and completeness and makes any changes at that time. If changes are

made, notes are recorded in e-JAS. Changes may include: amount is different or clothing items have

changed. All vouchers must be paid within 30 days. Therefore, batches should

be sent to Vendor Payments weekly.

2

The Supervisor then reviews all vouchers in the batch using the

Supervisor Batch Review Checklist to verify each voucher is complete and accurate. This may include: 2 estimates for car repairs;

vehicle registration; and statement of tools and ETR request form. After each voucher in the batch is reviewed, the Supervisor signs

and dates each voucher on the Payment Authorization Signature line. If the Supervisor is not available, a higher authority may sign.

Supervisor or higher authority signs the Supervisor Batch Review Checklist

“Supervisor Batch Review Checklist” form and “Voucher Review and Payment Process” flow chart is located on WorkFirst SharePoint in the “Voucher and Warrant Documents” folder. Examples below

3

After Supervisor has reviewed for completeness and accuracy, signed and dated, any WSS staff may scan and e-mail the batch (vouchers

and batch review list) to ESD GP vendorpayments@esd.wa.gov. Vouchers should be submitted weekly so Vendor Payments can pay

within 60 days.

31

32

33

Section 7: Auto Pay

7.1 Important things to know about Auto Pay

Auto Pay is a process set up in CATS that automatically sends a warrant (check) to the participant to pay for transportation while actively

participating in job search activities. This payment is a support service and must conform to the support service rules.

Supervisors may review office Auto Pay allocation on the 15 screen in JAS. The Washington Administrative Code (WAC 388-310-0800) establishes the

dollar amount of the automatic transportation payments.

1 Set up Auto Pay for participants who use a vehicle to participate in

the following ESD components: JS, FT, PT and OJT, WE.

2 Participants are not eligible for Auto Pay if they are receiving ORCA

Bus Cards, bus passes or bus tickets.

3 Both participants in a household are eligible for Auto Pay if they do

their activities separately.

Participants can receive up to eight (8) payments while in JS per

program year.

Urban (U) $35 if living within 40 miles of the local WF office.

Rural (R) $45 if living beyond 40 miles of the WF office.

See Section 3.3 of the Internal Controls Manual on how to handle Auto Pay

for participants that leave JS/TANF due to employment (PT/FT).

4

Immediate Auto Pay (RI or UI) counts as one of the (8) payments

per program year that a participant receives. Immediate pay is only

25.00 which is 10.00 to 20.00 less than then the regular Auto Pay

warrants issued. Please use immediate pay sparingly and pay

attention to see that it is not issued close to an Auto Pay run

date.

The system generates the Auto Pay payment on the 1st and the 16th

of the month. If the 1st or 16th of the month falls on a weekend or

holiday, payment run is made the next working day. Warrants are

mailed the day after they are created. USPS will not deliver Auto

Pay warrants to a General Delivery address and if participant

does not have an address we can provide gas vouchers until

34

participant has a mailing address and then trigger auto pay.

Do not have it mailed to your office.

5

The Auto Pay warrant belongs to the participant so they can either

deposit the warrant into their bank account or use at gasoline stations

that will accept the warrant for the purchase of gasoline. Safeway

stores might cash the check. If they do, they may deduct a service

charge.

7.2 Create Auto Pay

Note: if there is no valid component in e-JAS, the customer’s address

is missing or incomplete or the customer’s social security number is

blank, auto pay will not set up.

USPS will not deliver Auto Pay warrants to a General Delivery

address.

1

Select a Participant

35

2

Move your mouse over Auto Pay on the Customer tab. This will

display a drop-down menu.

3

Click on Create/History on the drop down menu to display the Request History screen with the following fields:

a. Status - A for active or I for inactive. b. Type – U for urban, R for rural and I for immediate pay.

c. Comp Code/Start/End - the 2 digit component code for the component that the auto pay was set up against plus the start

and end date of the component. d. Created – the date the auto pay was set up and logon Id of the

worker who set it up. e. Updated/stopped – the date the auto pay was modified or

stopped and the worker requesting the change. Note: If CATS

stops the auto pay then the CATS generic worker ID will display.

36

4 Click on the Select Box in front of the payment to be reviewed. This

will display a side menu.

5

Click on Review from the side menu to display the Auto Pay Request Detail screen with the following fields:

a. Type – U for urban, R for rural and I for immediate pay.

b. Component – the two digit code and the description of the

component the auto pay was charged against.

c. Immediate – Yes for immediate pay issued or No for regular auto pay issued. Please use this only in an emergency for

participant. Immediate auto pay is 25.00 instead of what is customary for “U” or “R” and counts as one of the 8 per

program year.

d. Starts Date – the start date of the component.

e. End Date - the end date of the component.

f. Address – the address that the auto pay warrant was mailed to.

g. Create Date/ Time – the date and time that the auto pays

was created.

h. User – the logon id of the person who created the auto pay.

i. Update Date/ Time - the date and time the auto pay request

was last updated.

j. User – the logon id of the worker who last updated the

request.

6 Click on the Back Button to return to the Request History screen.

7.3 Update Auto Pay The update auto pay screen allows staff to change type of auto pay

“U” or “R”, component type and address.

Note: Changing address in CATS is only good for the next Auto Pay

run. In order for address change to remain permanent, participant will

need to contact CSO staff to change it in e-JAS

1

Move your mouse over Auto Pay on the Customer tab to display a

drop-down menu. Click on Create/History on the drop down menu to display the Request History screen.

2

Click on the Select box in front of the request to be updated. The status type must be an A for active to update the auto pay. This will display a side menu.

3 Click on Update on the side menu to bring up the update Auto Pay

request screen.

37

a. Make the Changes to the appropriate fields.

b. Click on the Save button. c. Click on Ok on the confirmation pop up box.

7.4 Cancel Auto Pay Staff may cancel auto pay if participant is not actively participating as

required. Pay close attention to auto pay run dates for participants

that should be referred back for non-participation.

1

Select a Customer.

2

Move your mouse over Auto Pay on the Customer tab to display a

drop-down menu.

3

Click on Create/History on the drop down menu to display the Request History screen.

4

Click on the Select box in front of the request to be stopped. The

status Type must be an A for active to stop auto pay. This will display a side menu.

a) Click on Update from the side menu.

b) Click on the Stop Auto Pay Request button. c) Click on Yes in the request confirmation pop up box.

d) Click on Ok on the confirmation pop up box.

7.5 Check Auto Pay Warrant Status Review Payment History Screen to see if warrant was mailed and if

participant has received all 8 auto pay warrants for program year.

Last column on this screen indicates status of auto pay warrants.

1

Click on the Select Box in front of the payment to be reviewed. This

will display a side menu.

2

Click on Review from the side menu to display the Payment Detail screen with the following fields:

Customer – customer’s full name and JAS id.

Org Index - customer’s cost center at the time of payment. Program Year – program year the payment was made.

Process date - date the batch job was run to create the warrant.

38

Type – type of payment: U or urban, R for rural and I for

immediate. Comp Code – the two digit component code the auto pay was

attached to.

Request user – This ID# is the staff who set up or cancelled auto pay

Amount - dollar amount of the warrant. Canceled – Y for canceled or blank not canceled.

The section below is only completed if a warrant is canceled.

Date the warrant was return Vendor Payments. Received by – logon id of the person who received the check.

Warrant Number – the warrant number of the payment. Warrant Date – date the warrant was issued. Date Canceled – date the warrant was processed for

cancellation. Canceled by – the logon id of the person requesting

cancellation of the warrant. This last section is for all payments.

Address - this is the mailing address that the warrant was

mailed to which includes the City, State and Zip code.

Remember Warrants will not be delivered to a General Delivery address.

7.6 Lost Auto Pay Warrant When a participant reports they have not received their Auto Pay

check.

1

Check at the Customer Home page to see if Auto Pay was triggered.

2

Check the address on the Payment Detail screen to make sure it is correct. Remember that address changes made in CATS are only good

for one payment. The address reverts to the address on file with DSHS.

3

Ask the participant to inform their Case Manager of the address changes immediately.

4

Encourage the participant to check with their Post Office.

Contact ESD GP vendorpayments@esd.wa.gov. Via e-mail. Vendor Pay can do the following for lost auto pay warrants:

1. Check to see if auto pay was issued 2. Check to see if warrant was cashed and who cashed it (they

can do this at any time)

3. If warrant comes back to VP, they will call the originating office

and see if office wants warrant resent to participant or sent to

the office. (they will do this only once)

39

4. Cancel warrants they have possession of. Vendor Payments

cancels when: 1) Offices forward a returned warrant to VP

requesting cancellation, 2) Warrant is returned to VP for the

second time.

Section 8: Funds Management and Tracking

Reports in JAS Supervisors and administrators should use the information in this section to track

their funding allocations, re-distribute funds as necessary, and maintain oversight

of their allocations.

Once Vendor Payments enters the initial Allocation for each office, Supervisors can

move their funding in the Allocation Maintenance (09) screen.

8.1 Managing Support Service Allocations

Important to review budget monthly and track monthly expenditures for your office Type in:

Org Index. Program Year.

Project Code: 2345-OJT (OT, WE), 2475-Basic Support (JS, FT, PT). Press Enter

40

The maximum allocation will appear in the upper left corner of the screen MAX

$$:

For Basic Support (2475), you will want to distribute funds in the Allocation

column under:

1. Job Search Transportation. This pays for vouchers created for fuel expense. 2. Job Search Vendor Payments. This pays for vouchers created for other

support services to vendors.

41

If you plan to make bulk purchases of bus/ferry tickets or passes, you will

distribute funds under Non warrantable Transportation. This allows the value of

the ticket/pass to be applied against each participants $3000 annual support

service limit.

Distribute OJT (2345) funds under (2345) OJT Vendor Payment.

This pays for:

Reimbursement to employers for training wages only.

42

Distribute OJT (2345) funds for Basic Support Services under (2475) for OJT

Transportation & Vendor Payment.

This pays for:

• If a client in an OJT needs support services (2475) for fuel distribute funds

under OJT Transportation.

• If a client in an OJT needs support services (2475) for clothing or tools or

licensing distribute funds under OJT Vendor Payments.

Supervisors can move the funding around within each project code (2345 or

2475) as long as they do not exceed the total Allocation for that project code.

Enter the changes. Press Enter to Save.

When you want to move funds within a project code and the maximum allocation

has been distributed:

Decrease the amount of funding in one area first. Add the amount of funding in the desired area staying within the maximum

allocation. Press Enter to Save. If you try to allocate more funds than you were provided, the JFS system

will give the error alert “Allocation Amounts Exceed Maximum Allowed”.

Press F3 to exit JAS. Following the instructions above, make sure you have

enough funds in the project code to make the change.

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You cannot move funds from one project code to another.

Supervisors contact your local office Administrator and they can work with their

WDA for guidance.

If offices have other questions, e-mail: ESD GP Vendor Payments@esd.wa.gov

To select another Org Index, press F6.

Enter the new Org Index and press Enter.

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Transportation Allocation Inquiry Screen

Use this screen to view your current allocation, payments, and balance.

Supervisors cannot make changes to Auto Pay allocations

In JAS at the Main Menu screen, in the Next screen, type 15.

Press Enter.

This will bring up the WorkFirst System/Client Transportation Payment Allocation

Inquiry screen.

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The Program Year defaults to the current program year.

In the Starting Org Index: ____ field type in your Org Index.

Press enter to bring your office to the top of the screen.

This screen will display the Org Index, the WorkFirst Office, the Total Allocation,

the Total Payments, and the Remaining Balance of the Automatic Transportation

fund.

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8.2 How to Request Additional Support Service Funds

In June, support service allocations for the upcoming program year will be made

at the Region level based upon the percent of workload each Region has in

relation to statewide workload. Regional Directors will consult with Administrators

to determine the allocation for each office in their Region. If spending needs for

individual offices change throughout the program year, funds can be moved

between offices in the same Region with the approval of the Regional Director. In

the event of extreme caseload fluctuations, Regional Directors may also negotiate

movement of funds between Regions. Written approval from the RD should be

forwarded to Sandy Crews at sacrews@esd.wa.gov so that allocations can be

modified in JAS

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8.3 Payment Tracking Reports

Use the following monthly reports to track funding/payments.

201 Unpaid Voucher Report.

203 Outstanding Obligation Report.

204 Component/Sub-Category Summary Report.

To access reports go to the JAS Main Menu. Type in 12 (for JFS Financial

Reporting) on the Next Screen line.

Press Enter.

8.3.1 201- Unpaid Voucher Report

This will show you all outstanding unpaid vouchers by voucher number, date

issued, Vendor Name, Client Name, JAS Id, and the Voucher Amount. Pay

particular attention to unpaid vouchers 30 days old and older. We must pay

vouchers within 60 days of issuance. You may want to send a Vendor Letter out

to businesses reminding them. Review this report monthly.

Type “201” in the Run Report Number field at the bottom of the screen for the

Unpaid Voucher Report.

Press Enter.

The Unpaid Voucher Report Specification appears

There are two selection sections to this screen: the Sort Criteria and the Data

Selection.

On the Program Year line under Data Selection type current program

year two digits. Tab to the Project Code line under Data Selection field and type in the

appropriate project code: 2475-basic supports, 2345-OJT employer

reimbursement. On the Org Index line under Sort Criteria, type “1”.

On the Org Index line under Data Selection, type your org index.

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To print the report, press <F9>

This screen will have the name of the report, the number of the printer and the

Id# of the submitter.

<Press> Enter.

This report processes over-night. It will appear on your designated network

printer the next morning.

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8.3.2 203 Outstanding Obligations Report

The 203 report shows outstanding obligations. Print this report each month to see

your outstanding obligations.

You can print the report using several sort criteria:

1. Org Index. 2. Component.

3. Sub Category (for example, 14 for clothing or 19 for vehicle repairs) 4. Number of days since the obligation was created.

From the Main Menu, type in 12 on the Next Screen line.

Press Enter.

Type “203” on the Run Report Number line at the bottom of the screen Press

Enter.

There are two sections to this report: the Sort Criteria and the Data Selection.

On the Program Year line under Data Selection, type two digits for the PY (“12”).

Tab to the Project Code line under Data Selection field and type in the appropriate project code:

2475 for basic supports.

2345 for reimbursement to OJT employers.

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On the Org Index line under Sort Criteria type “1”. In the Org Index under Data Selection, type in your org index.

In the Sub-Category Code under Sort Criteria, type “2”. In the Last Payment Date under Sort Criteria, type “3”.

In the No Payments in___ Days field type in the desired number of days (in most cases use 30, allowing for any obligations 30 days or older).

To print the report, press F9. Press Enter.

This screen will have the name of the report, the number of the printer, and the ID number of the submitter.

This report processes over-night and will appear on your designated network printer the next morning.

8.3.3 204- Component/Sub-Category Summary

Report

10.2.4 The 204 report shows a number of things:

Total amount of vouchers created (obligations). Total amount of de-obligations (canceled vouchers)

Net obligations. Total of outstanding vouchers (not paid). Total payments for your Org Index.

Expenditures by Sub-Category Code.

On the Main Menu, type “12” on the Next Screen line for JFS Reports. Type “204”

at the Run Report Number line at the bottom of the screen Press Enter.

1. To run the report showing the following by Org Index (OI):

Total amount of vouchers created (obligations). Total amount of de-obligations (canceled vouchers). Net obligations.

Total outstanding vouchers (not yet paid). Total payments already made.

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Do the following:

Program Year line under Data Selection, type the current PY (12). Tab to Project Code line under Data Selection and type project code you

want the report for: 2475 for basic supports or 2345 for OJT employer reimbursement.

Org Index line under Sort Criteria, type “1.” On the Org Index line under Data Selection type in your org index (3920

used for the example).

To print the report, press <F9>. Press Enter. This screen will have the name of the report, the number of the printer, and

the ID number of the submitter. This report processes over-night will appear on your designated network printer the next morning.

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2. To add a filter to show all the above by component: Type “12” on the Next Screen line from the Main Menu.

Type “204” at the Run Report Number line at the bottom of the screen. Press Enter.

On the Program Year line under Data Selection, type in the current PY (12).

Tab to the Project Code line under Data Selection and type in the

project code desired: 2475 for basic supports, or 2345 for OJT employer reimbursement.

On the Org Index line under Sort Criteria, type “1.” On the Org Index line under Data Selection, type your org index

(3920 used for the example).

On the Component line under Sort Criteria, type “2.”

To print the report, press <F9>. Press Enter. This screen will have the name of the report, the number of the

printer and the ID number of the submitter. This report processes over-night and will appear on your designated network printer the

next morning.

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3. To access the 204 report by sub category:

Type “12” on the Next Screen line from the Main Menu.

Type “204” at the Run Report Number line at the bottom of the screen. Press Enter.

On the Program Year line under Data Selection, type in the current PY (12).

Tab to the Project Code line under Data Selection, type the project

code desired: 2475 for basic supports or 2345 for OJT employer reimbursement.

On the Org Index line under Sort Criteria, type “1.” On the Org Index line under Data Selection, type in your org index

(3920 used for the example).

On the Sub-Category line under Sort Criteria, type “3.”

To print the report, press <F9>. Press Enter.

This screen will have the name of the report, the number of the printer and the ID number of the submitter. This report processes

over-night and will appear on your designated network printer the next morning.

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4. To run the 204 report by both component and sub category for single or multiple offices :

Type “12” on the Next Screen line from the Main Menu. Type “204” at the Run Report Number line at the bottom of the

screen. Press Enter. On the Program Year line under Data Selection, type current PY

(12).

Tab to the Project Code line under Data Selection and type in the project code desired: 2475 for basic supports or 2345 for OJT

employer reimbursement. On the Org Index line under Sort Criteria, type “1.” On the Org Index line under Data Selection, type in your org index

(for this example: 3920 used for single and 3920, 3930, and 3943 used for multiple).

On the Component line under Sort Criteria, type “2.” On the Sub-Category line under Sort Criteria, type “3.”

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To print the report, press <F9> Press Enter.

This screen will have the name of the report, the number of the printer, and the ID number of the submitter. This report processes

over-night. It will appear on your designated network printer the next morning.

8.4 Year-end Close Out

In June of each year, the Systems and Reports Unit will provide offices with the

date by which all current program year vouchers must be processed for

payment. The Systems and Reports Unit will also provide offices a letter with

instructions for vendors at that time. If vouchers come in for payment after the

deadline, staff will need to cancel the old voucher and create a new

voucher. However the funds to pay for it will come out of the NEW program

year’s allocation. See Cancelling Vouchers (section 4.5)

Section 9: WEX and OJT Internal Controls Internal controls policies, procedures and forms are located on WorkFirst

SharePoint inside the folder labeled “WEX and OJT Documents”.