1512 Payment Procedures

1512.1 Authorization of Payments - Each payment, including vendor payments, must be supported by an authorization.
 

1512.2 Certification of Payments - The local agency is responsible for the preparation of all certifications for payments.
 

1512.3 Money Payments - Unconditional and Unrestricted - Money payments are interpreted to mean cash payments which are available through the state electronic benefit transfer (EBT) system, or in certain circumstances by check or warrant immediately redeemable at par. Money payments are made with no restrictions on the use of the funds. A money payment, therefore, is one that permits the recipient to convert the payment into any form of purchasable property or service. Money payments include work program payments made directly to the client.

All payments shall be money payments except certain payments in (1) special needs specified in 7412, (2) protective payments, (3)   Low Income Energy Assistance.

The actual payment is related to the deficit of a whole and not to any single item of expense. The inclusion of specific cost items in the assistance plan on which the amount of the grantee's payment is based does not involve restricting the payment unless the agency, by requiring a receipt or by causing the grantee to enter into a contract, or by other direct or indirect means, assumes actual control or implied control over the expenditure covering such item or items.

The test of restriction or condition is whether such payment is made to the grantees subject to any agreement, expressed or implied, that the ownership or control of the expenditure of the proceeds of such payment is subject directly or indirectly to the domination of a person who is not the grantee. A payment to be unrestricted must consist of an unconditional transfer and delivery of money to the grantee. The agency has no responsibility for arranging credit for clients or for collecting payment for vendors.

Assistance payments shall be made by EBT whenever possible. Checks, warrants or vendor payments should rarely be used. Payments issued through EBT shall be accessed through the Kansas Benefits Card.

1512.4 Imprest Funds - EES has responsibility for the use of imprest funds and Administrative Services has responsibility for the General Service procedures to be used in making payment. Therefore, EES responsibility rests with the EES Program Administrators within the guidelines described below.

For cash assistance, authorization can be made only after eligibility has been established and the proper program known. For work programs, authorization may only be made if there is current work activity involvement. Imprest funds should rarely be used for the first month's grant since benefits are generally available through EBT by at least the day after being authorized.

Imprest funds should only be used when an emergency exists or a special payment has been approved and must be issued immediately. An emergency is deemed to exist when a regular or supplemental payment will not be available through EBT in a timely manner for an eligible recipient whose rent/utilities are due or who is without food and food assistance are not available.

Imprest funds should rarely, if ever, be used for an amount under $25 or in excess of one month's grant; payments authorized outside this guideline must have the approval of the EES Program Administrator (or an EES Supervisor designated by the Program Administrator). See KEES User Manual for instructions on how to create a payment request for a consumer for support service payments.

1512.5 Prohibition of Less Than $10 Payments (Cash and Food Assistance) -

1. A cash assistance payment shall not be issued for any month in which the net benefit is less than $10.
    
2. If the initial month's food assistance benefit is less than $10, no allotment shall be issued. This single-digit allotment prohibition applies only to initial allotments. Those households whose regular monthly food assistance allotment is less than $10 are not affected by this rule in months subsequent to the month of application.

1512.6 Delivery of Cash Benefits - All checks and warrants issued must be delivered by mail to the address of the payee unless otherwise requested. If the payee requests a different mode of delivery, the agency shall consider the appropriateness of the request. When deemed appropriate the agency may use other modes of delivery including P.O. Boxes, General Deliveries, addresses of friends or relatives, or the address of the agency when it is necessary to hand deliver the warrant to the client, particularly for situations involving a homeless client. No materials may be included in the envelope containing the warrant except those directly related to the administration of the welfare program.

1512.7 Vendor Payments - Vendor payments are restrictive payments. See 1512.3, second paragraph, for limitations on payments in lieu of money payments: 1520, first paragraph, for the use of protective vendor payments, and to Administrative Services Procedures. Vendor payments are also utilized for issuance of support services.

1512.8 Child Care Assistance Payments - Child care payments shall be issued by EBT whenever possible. Checks, warrants or vendor payments should be rarely used. See 10260. Payments issued through EBT shall be accessed through the Kansas Benefits Card.