Duplicate Dates 415-35-35-05
(Revised 10/00 ML #2629)
The computer is programmed to reject any bill which has the same delivery date as a payment already made. Any time a bill has the same delivery date as a previously made payment, special handling will be required regardless of whether it is an emergency, premium, miscellaneous, or vendor-submitted payment.
Occasionally a vendor will receive only a partial payment for an invoice. This most often occurs when the vendor has submitted a bill incorrectly. The vendor will not be able to bill for the balance of the partially paid delivery himself.
The delivery date must NOT be changed. A special handling payment can be issued by the county worker using the correct date. To process a duplicate date, the county worker can enter the bill on Option F, "Miscellaneous, Emergency, Premium Payments" screen.
The computer is programmed to perform a series of edits to determine if a payment entered on the Option F screen is a duplicate. If the payment appears to be a duplicate, the county worker has the option to "ignore" it, so it does not get paid, or to approve payment. If the payment is approved, the system will automatically assign a Memo number in place of the delivery date. The actual delivery date is retained in the payment trailer under the heading "reference date."
Choosing to "ignore" one payment of several entered on the same payment screen will not disrupt payment of the other approved bills.
Please note that entering the "special handling" bill under the correct fiscal year becomes an issue especially during each fall when Emergency Assistance applications are taken either at the end of the previous fiscal year or at the beginning of the current fiscal year.
The correct fiscal year is determined by the date the Emergency Assistance application is taken:
- If taken before October 1, enter it under the previous fiscal year.
- If taken after October 1, enter it under the current fiscal year. (See 415-35-35-10)
