If the payment is made out to an incorrect payee, it should be returned to the payor with instructions as to the correct payee. If the payee is someone other than the Department, such as the Texas Department of State Health Services, the money should be forwarded, if appropriate, to the payee. Payments with a Payee Other Than the Department Note: When the payor resubmits the corrected payment, it is treated as a new item for receipt purposes. When this occurs, check the "Disposition/Other" box and enter an explanation in the space provided, such as "returned to payor - no signature." All copies of the receipt are routed as described in "Transmittal" above. Conflicting longhand and numeric amounts.For example, checks or money orders in which one or more of the following types of information was omitted or is incorrect: Payments Receipted but Not Forwarded to HHSC AccountingĪny checks or money orders which are not negotiable should be returned to the payor with instructions to provide the necessary information on the payment document. This copy must remain in the receipt book. Second copy - Program copy (case folder). Original - The original receipt is given to the payor, or it may be mailed at the discretion of the appropriate regional administrator, the department director, or the program manager.įirst copy - The first copy is sent to HHSC Accounting, along with the payment, if the payment has been identified as one that should be deposited directly into the state treasury. Print all information using a ball point pen. Use sufficient pressure to ensure that all copies are legible. In the absence of specific requirements, send payments to HHSC Accounting.Īll money receipted must be forwarded to HHSC Accounting the same day of receipt. The manner of processing depends upon the kind of payment received. Receipts are issued for checks received without signatures, checks made payable to the incorrect payee, and all other payments received by the department. Payments received by mail are receipted as soon as the mail is opened. Payments received by department staff in person are receipted immediately. "Money" includes cash, money orders, certified checks, cashier's checks, state warrants and any other negotiable instruments. To serve as a permanent record of money receipts.Īll money received by HHSC staff is receipted using Form 4100.To serve as a reporting document to program managers.To serve as a tracking system for money receipts.To serve as a reporting and transmittal document to HHSC Accounting.
To serve as a method of controlling money from the point it is received by the agency.To serve as a standard, all inclusive procedure for receipting money.
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