Special Disbursement (SPDS)

Administrative Standard Operating Procedure 000 v.1

 

  1. Purpose
  2. Definitions/Acronyms
  3. Criteria
  4. Process or Procedure

 

  1. Purpose
  1. The purpose of this SOP is to provide instruction and standardization in how to use Special Distribution in conjunction with Special Disbursement to process money outside of the system algorithm.

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  1. Definitions/Acronyms
  1. Distribution – Applying money to one or more active debts.
  2. Disbursement – The process of releasing a payment to the State, CP or Other Jurisdiction.
  3. Algorithm – A process established by Federal Regulations determining the order in which child support obligations will be paid.
  4. PALC(Payment List by Case) – Payment history on an Atlas case.
  5. DELN(Debt Listing for NCP) – Obligation listing for the obligor.
  6. CAAL(Case Activity List) – Electronic case record.
  7. Payment ID – Number assigned to a posted payment. Formatted: 161027 90007 001
  8. Receipt ID – Same as Payment ID. Formatted 10/27/2016 90007 001
  9. SRD – Statutory Receipt Date.
  10. Debt – Child Support obligation type.
  11. CCH – Current Child Support.
  12. JOA – Judgment on Arrears.
  13. CHF – Clearinghouse fee.
  14. Arrears – Past due support.
  15. CPAS(CP Accounting Screen) – Contains information on the order of disbursement for the obligee.
  16. SDSU(Special Distribution Set Up) – Screen used to direct money toward a specific obligation.
  17. SPDS(Special Disbursement Set Up) – Screen used to direct money toward a specific person, other jurisdiction or state assigned arrears.
  18. Amount Type -  Used in SDSU. Distribution type in relation to the debt.
  19. CUR – Current Support
  20. ARR – Arrears.
  21. ARI – Arrears Interest.
  22. FEC – Fees Current.
  23. FEA – Fee Arrears.
  24. Debt Number – Used in SDSU. Refers to the debt number on DELN.
  25. Distribution Amount – Amount to be distributed to a specific debt.
  26. Reason Code – Used in SDSU. Reason code for release.
  27. SULI(Suspense Listing) – Information regarding money on hold.
  28. SNAA – Suspense code to hold money when a court has ordered payment   outside of the system algorithm.
  29. SNMC – Suspense Manual Clearinghouse Review.
  30. SLCK – System Large Check Held.
  31. ARU – Adminstrative Review Unit.
  32. ADRD(Admin Review Detail) – Information regarding enforcement disputes.
  33. SDU – State Disbursement Unit.
  34. SAA -  State Assigned Arrears.
  35. SURE (Suspense Request) – Atlas screen to process suspense money.
  36. PAAR (Payment Adjustment Request) – Atlas screen to refund or reapply money.

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  1. Criteria
  1. Special Disbursement is to be used whenever there is a need to apply a payment in suspense or retained payment outside of the system algorithm. 
  1. Special Disbursement requires the use of Special Distribution.
  2. Special Disbursement is limited to SNAA suspense code, Settlement cases, Policy approved changes, or Management approved changes.
  3. SNAA should have a copy of the court order in the imaged file. The court order is very clear with regard to intent to pay state assigned arrears first.
  4. Settlement cases should be completed and signed off by both parties of the case as noted in CAAL (M3313 – Settlement Offer Accepted).
  5. Settlement cases should have a CAAL narrative with a breakdown in disbursement of settlement amounts (M3917 – *Instructions to DCSE Staff*). 
  6. Policy approval should come from the Policy Manager, Acting Policy Manager or proxy.
  7. CAAL narrative A2500 AD/PRA CASE INSTRUCTIONS-SEE NARRATIVE will be placed on the case.
  8. Prior to Policy Manager's approval should be a detailed review of TANF history via the CP Complaint process or by TANF review. 
  1. CP Complaint is completed by the assigned worker in the Administrative Review Team.
  2. CP Complaint information is found on ADRD.
  3. TANF review is completed by the debt worker in the region.
  1. CAAL narratives: F5401 CP LEDGER REVIEW /BREAKDOWN COMPLETE and/or F5403 AFDC/TANF GRANT HISTORY RESEARCH COMPLETE will be placed on the case by the debt worker.
  1. Management approval should come from the Assistant Director or the Deputy Assistant Director and should be in writing.

Return to beginning of Special Disbursement

 

  1. Process or Procedure
  1. Process for setting up Special Distribution and Special Disbursement for the SNAA suspense code.
  1. Verify money is being held in the suspense code SNAA. Go to SULI and enter the case number in the case number field and hit <Enter>.
  2. Review court order in imaged file. The court order should be very direct in its instructions to retain.
  3. Review debts on DELN and note how payment should be distributed to the various obligations. Follow the system algorithm with regard to distribution.
  4. Display receipt that is to be adjusted on PALC. Be sure to write down the payment ID number for input later.
  5. From displayed payment ID, type in SDSU in direct command line. A SURE is not required.
  6. Complete SDSU per desk aid.
  7. Complete SPDS per desk aid.
  1. Process for setting up Special Distribution and Special Disbursement for Settlement cases. Note: Not all Settlement cases require SDSU and SPDS.
  1. CAAL narrative M3917 – *Instructions to DCSE Staff* will be placed on the case by the Settlement Team for special instructions on distribution and disbursement.
  2. Review and adjust debts according to Settlement Team instructions.
  3. Adjust CPAS, if necessary, to meet settlement terms.
  4. Money should be in suspense under SNMC code.
  5. Complete SURE to release funds. Use AUP release code.
  6. Complete SDSU and SPDS on the receipt to be released.
  7. Complete SDSU per desk aid.
  8. Complete SPDS per desk aid.
  1. Process for setting up Special Distribution and Special Disbursement per Policy Approval as the result of an Administrative Review/CP Complaint finding.
  1. Email received from Policy Manager authorizing the use of Special Disbursement.
  2. CAAL narrative A2500 AD/PRA CASE INSTRUCTIONS-SEE NARRATIVE will be placed on the case by Policy Manager.
  3. Detailed instructions in the email as to amounts retained and amounts needing to be re-disbursed.
  4. ADRD contains final findings.
  5. CAAL is documented with findings.
  6. A CP Ledger Review will include the CAAL narratives of F5401 CP LEDGER REVIEW /BREAKDOWN COMPLETE and/or F5403 AFDC/TANF GRANT HISTORY RESEARCH.

  7. Enter PAAR on receipt that needs to be adjusted.

    Note: Complete SDSU and SPDS on the adjusted receipt, not the original receipt.

  1. Complete SDSU per desk aid.
  2. Complete SPDS per desk aid.
  1. Process for setting up Special Distribution and Special Disbursement per Management directive. 
  1. Email or handwritten correspondence received from the Assistant Deputy Director, Deputy Assistant Director, or acting.
  2. Instruction from Assistant Director, or Deputy Assistant Director with desired end result.
  3. CAAL narrative A2500 AD/PRA CASE INSTRUCTIONS-SEE NARRATIVE will be placed on the case authorizing the use of Special Disbursement.
  4. Enter PAAR or SURE on receipt that needs to be adjusted.
  5. Note: *Complete SDSU and SPDS on the adjusted receipt, not the original receipt.
  6. Complete SDSU and SPDS on the adjusted receipt on a PAAR and a SURE on the original receipt. 
  7. Complete SDSU per desk aid.
  8. Complete SPDS per desk aid.

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SOP Revision Date: 01/10/2017
SOP Review Date:

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