STANDARDIZED WORK - Case Balance Details/History (AZCARES)

 

Date/Version: (11/14/2024 v1)

Process Owner: Financials Team
Purpose - To provide steps to adjust case balances and accruals by year of individually through payor/recipient ledgers in AZCARES.

 

Step (1,2,3..) Process Step (list of the critical process steps) Dialogue (clear and simple descriptions, appropriate level of detail for the task)
1.

Identify Obligation that needs adjustment
  1. Enter Case Number
  2. On the left navigation panel under Financials, click Court Order
  3. Click the Obligation eyeball to view the obligation you want to adjust
  4. Document the Financial Information ID attached to this obligation
  5. Click on the prior tab with the case number you are working on
2.

Case Balance Details

Caution: adjustments made using this screen will not roll forward and adjust future balances

  1. On the left navigation under Financials, click Case Balance Details
  2. Choose the Year you want to adjust from the dropdown menu
  3. Scroll down to identify the obligation you want to adjust- (this will be the support payor ledger) Keep in mind you will also need to scroll down further to adjust your recipient ledger as well
  4. Enter the amount of the proposed beginning balance for the months needed from the Analyzer tool
  5. Multiple adjustments can be made at the same time for that specific year. This differs from Adjust Case Accounts as you will be putting your proposed balance here and not making mathematical (+/-)
  6. Once you have made your adjustments for that year, hit Save and then hit Submit for Approval. You cannot make any additional adjustments until your first adjustment is approved
3.

Approve your Adjustment
  1. On the left navigation under Financials, click Case Balance History
  2. Click eyeball on Adjustment in Submitted status
  3. Click Approval History on the left navigation
  4. Select the Approve button, a popup window will open for comments related to the approval. Enter in detail why the adjustment is being made and include time frames and amounts of adjustments as well as the obligation ID number
  5. NOTE: COMMENTS ARE CRUCIAL WHEN MAKING ANY ADJUSTMENTS TO A CASE. THIS IS IMPORTANT FOR ANY FUTURE DEBT WORK DONE ON THE CASE AS WELL AS FOR AUDIT PURPOSES
  6. Once you have entered all of your comments, click Approve
4.

Review Financials and document actions taken
  1. Review ledgers for accuracy after adjustments are approved
  2. Adjustments will occur in real time. Multiple adjustments do take a few minutes to process
  3. Complete holistic review to make sure all debt issues are resolved and narrate all actions taken in detail on the Activity History (F0014/F1028)
  4. Example: Adjusted accruals for 2018 to show $127, made to both payor and recipient. Ran analyzer and adjusted balances based on analyzer result. This could go in your Activity Listing, however, details re balances should be in your approval comments.

DO NOT PRINT THIS PAGE FOR DISTRIBUTION

CHANGE LOG
Change Number Change Proposed Updated by?

Change Made?

Yes/No

 Reason Date Finalized
example Change font on all pages to pink Jane Doe No Pink not within approved standard font scheme 4/13/2018
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