PURPOSE: This rule establishes mini. mum required procedures to provide for the separation of cash handling and accowtingfunctions associated with the collection and distribution of 1V.D child ,.,_ support payments. Editor’s Note: The secretary of state has determined that thepublication of this rule in its entirety would be unduly cumbersome or ezpensive. The entire text of the material referenced has been filed with the secretary of state. This material may be found at the Office of the Secretary of State or at the headquarters oftheagencyandisauailable to any interested pertion at a cost established by state law.

1. (1) Definitions. As used in this regulation-

   1. (A) Definitions of general terms shall be those in section 454.460, RSMo;
   2. (B) Cash payment means any support payment made in the form of currency or check, money order or any other form of negotiable instrument;
   3. (C) Circuit clerk means the person elected or appointed as the circuit clerk for any county or the City of St. Louis, or any person employed by the circuit clerk or any person with actual or apparent authority acting on behalf of the circuit clerk; and
   4. (D) Custodial parent payouts means sup port payments made by or on behalf of the noncustodial parent, received by the circuit clerk and then paid to the custodial parent.

2. (2) Cash Payment Handling Requirements. The circuit clerk shall-

   1. (A) Open, on the day of receipt, all envelopes (mail) believed to contain cash payments;
   2. (B) Endorse restrictively negotiable instruments, using a rubber stamp with the wording- “For Deposit Only to (Account Name)“;
   3. (C) Record on the day of receipt, all cash payments in a cash control record. The cash payments shall not be routed to any other person before being recorded unless the person who forwards the cash payments first verifies the total by preparing an adding machine tape and attaching it to the negotiable instruments at the point of transfer. The tape must be retained to supplement the cash record;
   4. (D) Use the cash control record to l'e801W any question about a payment;

   5. (E) Issue receipts for cash payments received in the form of currency, whether received in person or through the mail. However, the circuit clerk should discourage

      s.ciotary Of state 13 CSR 30-2 m

      Auth: section 454.400, RSMo (Cum.

the ohligor from sending currency payments through the mail. The receipts must be Supp. 1993).* Emergency rule filed Oct. prenumbered or printed by a computer with the 16, 196’9, effective Oct. 26, 1989, expired receipt number assigned by the computer. Feb. 22, 1990. Original rule filed Oct. 16, Someone other than the person(s) issuing 1989, effectiue Feb. 11,199O. receipts shall account for all receipts issued; ‘Original authority i982, amended 1985.1986, (Fj Keep all pegboard receipts in a locked 1990,1993. area separate from the cash control record and ensure that only prior authorized personnel are permitted access;

1. (G) Ensure that someone other than the person who opens the mail prepares the proper transmittal forms to the state from the cash control record. These forms include the voucher stub printed with a check by the Automated Child Support Trustee System or reporting forms, the Report of Title IV-D Child Support Payments Received (cash) (CSE-191) and the Report Of Title IV-D Child Support Payments for Non-AFDC Clients (non-cash) (CSE-215);
2. (H) Ensure that before the reports are submitted to the state that someone other than the person who prepares the reports reconciles the total amount of Aid to Families with Dependent Children (AFDC) payments to the CSE-191 form and the cash control record, and the total amount of non-AFDC payments being reported to the CSE-215 and the custodia.1 parent payouts;
3. (I) Return the reconciled report to the person who prepared the report for submission to the state. This person shall send the original CSE- 191s and CSE-215s to the Division of Budget and Finance, keeping copies for the circuit clerk’s files. With the CSE-191, the clerk must attach a court&sued check equal to the Total Payments column on the CSE-191. If multiple CSE-191s are submitted, the check must equal the sum of the Total Payments columns for all ofthe CSE-191s being submitted. Reports must be submitted on a timely basis, either weekly or daily, as required in thecooperative agreement for the applicable period; and
4. (J) Discourage obligors from making checks and money orders payable to an employee of the county and require obligors to make checks and money orders payable to the circuit clerk of the appropriate county.

1. (3) If a circuit clerk’s office in a county is authorizedtoemployless thanfour(4)full.time equivalent positions and a waiver of the requirementsof 45CFR302.2Ofrom thefederal Office of Child Support Enforcement is in effect, then the circuit clerk of that county, as an alternative to compliance with the procedures set forth in this rule, may adopt and comply with the Recommended Accounting Guidelines and Recommended Accounting Review Procedures for Appointing Authorities which are incorporated by reference in Supreme Court Administrative Rule 4.

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7 8 Y P 1 1 A P t ” s m ” a P s l l a r a a r r i P = A CHECK THESE 1. The check amount must agree with will be returned 2. The page total must equal correction. 3. Enter only one case per line. 4. Enter a valid case ID number number is listed, appropriate IV-D office 5. Enteronlyonepaymentcodeperpayment. used. If no code ___l_ submissions will cause 6. The report sent must have an original of signature will cause

MISSOURI (10/31/94) LCDbry Of nstc

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is entered, the payment will be coded the report

the report 13 CSR 30-2 , m

the total cash collections submitted. If not, the checkand report

itemized on the page. If not, the report will be returned for

than one is entered, the report will be returned for correction. reported. If this field is not completed or an incorrect for correction. Refer to the SE-212 or contact the

If morethanonecode issubmitted,thefirstcodewiII be “P.” Continued omissions or multiple

to be returned for correction. signature. A rubber stamp, facsimile signature, or omission to be returned for correction. H S A C - N O N

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: - a g - C i l m S : l P r ‘ i y s E s 0 t N h o u 2 l A O n a s O 1 p , W a r , O 2 “ m a m m * 0 C T s s n . ” , r n c 6 a r N R n , P U A l E S 8 , O M = = = = O M Y K P u A A P CHECK THESE ITEMS CAREFULLY: 1. The page total must equal the amounts itemized on the page. If not, the report will be returned correction. 2. Enter only one case per line. If more than one is entered, the report will be returned 3. Enter a valid case ID number for each payment reported. If this field is not completed number is listed, the report will be returned for correction. Refer to the CSE-212 appropriate IV-D office for the correct number. 4. Enter only one payment code per payment. If more than one code is submitted, the first code will be “P.” Continued omissions used. If no code is entered, the payment will be coded submissions will cause the report to be returned for correction. 5. The report sent must have an original signature. A rubber stamp, facsimile signature, of signature will cause the report to be returned for correction.

MISSOURI (10/31/94) CODE OF STATE REGULATIONS Semtm Of state 13CSR30-2 , m

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for correction. or an incorrect or contact the

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or omission 13 CSR 30-2-SOCIAL SERVICES