Entering and Editing Claim Payments in the VaCMS

Finance workers can perform a number of functions in the VaCMS. This document will review the steps for entering and editing claims payments, reversing claims payments, auto-recoupment, and monthly reports.

Home Office and Local Department Finance workers can enter payments for claims that are not Closed, Terminated, or Invalid. Payments must be entered before the fifth of the month after the payment was received to ensure a claim is not incorrectly flagged as delinquent.

To enter a claim payment:

1. From Left Navigation, click Benefit Issuance > Claims > View / Track Claims.

2. Enter the search criteria for the claim and click Search.

3. Click the Total Recovered Amount hyperlink to enter the claims payment.

Note:  The hyperlink is only enabled if the claim has been established. The claim information section is prepopulated and is read only.

4. The Enter & View Claim Payments page displays.

5. Enter the Claims Payment information and click Add / Update to enter the claims payment.

Mandatory Fields (when adding/editing a payment):

• Payment Method

• Payment Amount

• Date Received

• Payer First / Last Name OR Vendor Name / Vendor ID

Upon clicking Add / Update, the outstanding amount and Recovered amount information is updated. The Balance Remaining field is updated after the payment has been posted by Home Office Finance staff.

Once the payment is added to the system, it cannot be deleted; it can only be reversed.

Only payments that have not yet been posted by Home Office finance staff and were not generated by the system can be reversed by local agency finance staff, if the reversal takes place prior to the 5th day of the following month after the payment was entered into the system.

1. Click the pencil edit icon to edit the claim.

2. Select a Reversal Reason (must be selected to enable other fields).

3. The Payment Amount will be changed to $0. Enter the entire payment amount to be reversed and any other information.

4. Click Add / Update to reverse the payment record.

5. Enter a new payment record with the correct payment amount.

When the following criteria apply, claims are set up for auto-recoupment:

• An active claim exists on an open case

• Demand Letter has been sent or the Court Order date has been entered

• 30 days have passed since the initial demand letter was sent, unless the customer has a repayment agreement set up for a different method of repayment  

If the customer has a repayment agreement and misses a payment, then the system will go back to auto-recoupment.

The Monthly Payment Report is run on the 6th calendar day of every month. The report includes the payments made by the customer to their local agency in the previous month. The following payment types are considered for this report:

• CP – Cash payment (Cash, Check, Money order, Credit/debit card)

• TX – State Tax Intercept

To access the report:

1. From the Left Navigation click Reports Search > Finance.

2. Select Monthly Payment Record (RP-090) from the list, click Search.

3. Confirm locality from the drop-down menu and click View.

The report displays payments with a create date in the first five days of the current month that do not have a payment receive date in the first five days of the current month. The report ignores payments entered by Home Office users. Locality reflects locality that received the payment and entered the information into VaCMS. Workers may only view their locality; only Home Office users can view other localities. The report is available in PDF and Excel.

Updated: 10/24/2016