Vendor Payment
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Vendor Payment


Revised May 15, 2013



What must be done prior to processing a payment to a vendor?

 

How do I inquire on a vendor?

 

What screens are used to make a payment to a vendor?

 

How do I make a payment to a vendor in the ongoing month?

 

How do I make an AREN payment to a vendor the same day TANF is finalized?

 

How do I make an AREN payment to a vendor on an active case?

 

How do I make an AREN payment for two separate vendors?

 

How do I make a Recurring Additional Requirement (AREQ) payment to a vendor?

 

How do I make a Diversion Cash Assistance (DCA) payment to a vendor the same day DCA is finalized?

 

How do I reissue a cash payment to a different vendor?

 

How do I make an Emergent Need (EN) or Diversion Cash Assistance (CH) BEG payment to a vendor?

 


 

What must be done prior to processing a payment to a vendor?

 

Check for the following information before a payment can be issued to a vendor:

 

·         The vendor has been assigned a number.

 

·         The vendor status is active.

 

·         The effective date of the active status is prior to or the first of the month for which the payment is to be made.

 

How do I inquire on a vendor?

 

1.      Select WMEN, Option M – Vendor files.

 

2.      Select MMEN, Option A – Vendor Name List.

 

3.      Enter [Vendor name, Vendor EIN or SSN, or Vendor City] and <TRANSMIT>.


NOTE:

When attempting to determine if a vendor number has been assigned, do not make the search too specific. Enter the last name such as Smith of the vendor name and the city. If the vendor is not found, enter the vendor last name with a comma (Smith,). This is another type of search as some vendors have been entered with the last name and a comma, some have been entered with just the last name and a space.


4.      On the VNLS screen, enter [Y] in the Sel field for the vendor and <TRANSMIT>.

 

o    If the vendor is not listed, payment cannot be processed until the vendor has a Statewide Vendor Identification number.

 

o     Direct the potential vendor to the Office of Financial management (OFM) website http://des.wa.gov/services/IT/SystemSupport/Accounting/Pages/swps.aspx or the vendor help desk at 360-664-7779 to register to become a vendor.

 

 What screens are used to make a payment to a vendor?

 

·         The VEND screen is used to make a payment to a vendor for ongoing month payments.

 

·         The BEGV screen is used to make a payment to a vendor for historical months and Emergent Need payments.

 

·         See Benefit Error Group (BEG) and Additional Requirement - Emergent Need AREN.

 

How do I make a payment to a vendor in the ongoing month?

 

1.      While in the case, to request the VEND screen, take the following steps:

 

o        Press the <HOME> key, enter [VEND] and the [AU pointer] in the upper right hand corner of the screen, and <TRANSMIT> or

 

o        Enter a [Y] in the Vendor field on the CAFI screen.

 

2.      On the VEND screen:

 

o        Enter the [vendor number] in the Vendor Number field.

 

¨        Press <TRANSMIT> and ACES will check the vendor file and pre-fill the vendor name and vendor type.

 

¨        If the vendor number is unknown, see How do I inquire on a vendor?

 

o        Enter the [amount of the payment to the vendor] in the Vendor Amt field.

 

¨        The amount entered in this field can be equal to or less than the benefit amount.

 

o        Enter the [client’s name or client’s account number] in the Account Number / Name field.

 

3.      To make additional payments for the client, enter [Y] in the More Vendors field.

 

o        ACES displays the next vendor or a blank VEND screen.

 

o        Repeat all of the above steps for additional payments to a vendor.

 

o        Once all payments to vendors have been entered, leave the More Vendors field blank, and press <TRANSMIT> to return to the next screen in the normal screen flow.

 

4.      ACES generates the appropriate issuances, letters, and alerts.

 

How do I make an AREN payment to a vendor the same day TANF is finalized?

 

1.      From the AMEN screen:

 

o        Select option R – Interim / Hist Change.

 

o        Enter the [AUID] in the AU ID field.

 

o        Enter the [appropriate benefit month] in the Benefit Month field.  Remember: AREN payments can only be authorized in the current or historical month.

 

2.      On the AREN screen:

 

o        Enter the [need type] in the Need Type field. See <F1> Help.

 

o        Enter the [need amount] in the Need Amount field.

 

o        Call DONE and <TRANSMIT>.


NOTE:

The amount of the AREN payment does not display as an underpayment because this is a new application. The additional requirement payment is included in the total benefit computation for the month and is combined with any cash payment for which the household may be eligible in the Benefit Amount field.

 

If the regular cash benefit amount is under $10 and an AREN payment is authorized, the AREN amount is added to the regular cash benefit even though the regular cash benefit would normally not be issued.


3.      On the CAFI screen:

 

·         The additional requirement amount and type codes corresponding to the information entered on the AREN, display in the AR/AREN field at the top of the right column on the CAFI.

 

o        Enter [Y] in the Benefit Confirm field.

 

o        Enter [N] in the Letter Override field.  Overriding the system generated letter will result in the cash approval letter not being sent. 

 

o        Enter [Y] in the Vendor field.

 

o        Press <TRANSMIT> and the VEND screen displays.

 

4.      On the VEND screen:

 

o        The benefit amount displayed in the Benefit Amt field is the entire cash (TANF and AREN) payment for which the AU is eligible for that month.

 

o        Follow steps 2 and 3 in: How do I make a payment to a vendor in the ongoing month?

 

5.      Send user generated Letter 0075-02 (AREN Status) to notify the client of AREN approval.

 

How do I make an AREN payment to a vendor on an active case?

 

1.      From the AMEN screen:

 

o        Select option R – Interim / Hist Change.

 

o        Enter the [AUID] in the AU ID field.

 

o        Enter the [appropriate benefit month] in the Benefit Month field.  Remember: AREN payments can only be authorized in the current or historical month.

 

2.      On the AREN screen:

 

o        Enter the [need type] in the Need Type field. See <F1> Help.

 

o        Enter the [need amount] in the Need Amount field.

 

o        Call DONE and <TRANSMIT>.

 

3.      On the CAFI screen:

 

o        Enter [EN] – Emergent Need in the UP Reas field.

 

o        Enter [Y] in the Benefit Confirm field.

 

o        Enter [N] in the Letter Override field. 

 

o        Press <TRANSMIT> and confirm eligible for all other programs.

 

4.      On AMEN, press <F3> to return to the WMEN screen.

 

5.      Follow the steps in How do I make an Emergent Need (EN) or Diversion Cash Assistance (CH) BEG payment to a vendor?

 

How do I make an AREN payment for two separate vendors?

 

·         To make an AREN payment for two separate vendors, each payment amount has to be entered individually and confirmed individually. This allows the system to create two separate payment amounts that can be issued to separate vendors.

 

How do I make a Recurring Additional Requirements (AREQ) payment to a vendor?

 

·         Recurring Additional Requirement payments can only be issued to a vendor in the ongoing month.

 

·         The Initial Additional Requirement payment is mailed directly to the client.  See – Ongoing Additional Requirements (OAR)

 

To make an ongoing AREQ payment to a vendor, take the following steps:

 

1.      From the AMEN screen:

 

o        Select option R – Interim / Hist Change.

 

o        Enter the [AUID] in the AU ID field.

 

o        Enter the [appropriate benefit month] in the Benefit Month field.  Remember: An AREQ payment to a vendor can only be authorized in the ongoing month.

 

2.      On the AREQ screen:

 

o        Enter the [need type] in the Need Type field. See <F1> Help.

 

o        Enter the [number or persons authorized to receive AREQ benefits] in the Persons Auth field, if required.

 

o        Enter the [expense amount] in the Exp Amt field, if required.

 

o        Enter [Y] in the Vendor field if the payment is to be sent to a Vendor.

 

o        Enter the [date the authorization for AREQ benefits ends] in the End Date field.

 

o        Call DONE and <TRANSMIT>.

 

3.      On the CAFI screen:

 

·         The additional requirement amount and type codes corresponding to the information entered on the AREQ, display in the AR/AREN field at the top of the right column on the CAFI.

 

o        Enter [Y] in the Benefit Confirm field.

 

o        Enter [N] in the Letter Override field. 

 

o         Enter [Y] in the Vendor field, if payment is to be sent to the vendor.

 

o        Press <TRANSMIT>, the VEND displays.

 

4.      On the VEND screen:

 

o        Follow steps 2 and 3 in: How do I make a payment to a vendor in the ongoing month?

 

How do I make a Diversion Cash Assistance (DCA) payment to a vendor the same day DCA is finalized?

 

·         If “Y” is entered in the Vendor field on the BOND screen during processing, the Vendor field on CAFI   AUTO populates a “Y” and the VEND screen will appear after CAFI in finalize.

 

·         If “Y” was not entered in the BOND screen Vendor field, a vendor may be assigned by following the steps in: How do I make a payment to a vendor in the ongoing month?

 

How do I reissue a cash payment to a different vendor?

 

·         If a warrant has been issued to the wrong vendor, the only way it can be reissued is to create a BEG and use the BEGV screen to reissue the payment to the correct vendor.

 

·         In this situation make sure the original warrant has been cancelled before the BEG is created and the case is thoroughly documented as to why the BEG was created. 

 

·         For more information, see the Benefit Error Group (BEG) chapter and How do I make an Emergent Need (EN) or Diversion Cash Assistance (CH) BEG payment to a vendor?

 

How do I make an Emergent Need (EN) or Diversion Cash Assistance (CH) BEG payment to a vendor?

 

·         For Additional Requirements, only Emergent Need (EN) Underpayment BEG payments can be sent to a vendor.

 

1.      On the WMEN screen, select Option N – Benefit Error.

 

2.      On the NMEN screen:

 

o        Enter Option [B] – Update a Benefit Error Group in the Selection field.

 

o        Enter [the assistance unit ID] in the AU / Vendor ID field.

 

3.      On the BEGS screen, enter [Y] – Yes in the Sel field for the appropriate BEG that is in RP - Ready to Process status.

 

4.      On the BEMG screen, verify the BEG details are correct.

 

o        The benefit error amount is detailed by month and the total BEG amount displays in the BEG OP/UP Amount field.

 

5.      To vendor this payment, press <F16> - begv to access the BEGV screen.

 

6.      On the BEGV screen:

 

o        Enter the [vendor number] in the Vendor Number field.

 

¨        If the vendor number is unknown, see How do I inquire on a vendor?

 

o        Press <Transmit>.

 

¨         AUTO populates the vendor name and type if there is a match.

 

o        Enter the [amount of the payment to the vendor] in the Vendor Amt field.

 

¨        If the payment to the vendor is less than the benefit amount, any remaining payment is sent to the AU.

 

o        Enter the [client’s name or client’s account number] in the Account Number / Name field.

 

o        Enter the [MMDDYY that services were provided to the client] in the Dates of Service field.

 

o        To initiate more payments for the client, enter [Y] in the More Vendors field.

 

¨        ACES displays the next vendor or a blank VEND screen.

 

¨        Repeat all of the above steps for additional payments to a vendor.

 

¨        After entering all the vendor payment information leave the More Venders field blank.

 

o        Press <TRANSMIT> to commit the data and return to the BEGS screen.

 

¨         BEG status changes from RP – Ready to process to OP – Open.

 

7.      Letter 017-01 (Supplemental Payment for Cash/Food) generates following Supervisor Issuance Approval.

 

8.      Add mandatory text to Letter 017-01 informing the client that a supplemental payment will be issued, and details about why the payment is being made.  See Letters.

 

Modification Date: May 15, 2013