Skip to main content

Oklahoma Department of
Human Services
Oklahoma Department of Human Services
75th Anniversary
Stronger Families Grow
Brighter Futures
Oklahoma Department of Human Services
Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd. • Oklahoma City, OK 73105
(405) 521-3646 • Fax (405) 521-6684 • Internet: www.okdhs.org
 
Careers    Calendar   Contact Us    Newsroom   
 
Programs and Services    County Offices    Divisions and Offices     Online Services     Library
 
OKDHS Hotlines
Document Readers
OKDHS Home > Library > Policy > OAC 340 > Chapter 2. Administrative Components > 11. Finance > 85. Collecting funds
340:2-11-85. Collecting funds
Back 
|
Next

Revised 7-1-06


(a) Central collection point.  The Finance Division is responsible for collecting and initially disposing remittances from all sources received by the Oklahoma Department of Human Services (OKDHS).  All OKDHS remittances are directed to the Oklahoma Department of Human Services, Attn:  Finance Division Revenue Processing, PO Box 248893, Oklahoma City, OK  73124.

  • (1) An employee may not endorse any remittance document on behalf of OKDHS without the specific authorization of the OKDHS chief financial officer (CFO).  • 1
  • (2) Each non-collectible remittance document, for example, a check returned for insufficient funds, is held by the Finance Division until final disposition. 

(b) Client trust deposits.  Client trust accounts are maintained to manage and account for the financial assets of clients who are in OKDHS custody.  Deposits typically arise from Social Security benefits, child support payments, and spending allowances provided by OKDHS. 

(c) Donated funds.  The CFO is authorized to accept gifts and bequests on behalf of OKDHS.  OKDHS makes every effort to utilize gifts and bequests in accordance with donors' wishes and makes the contents of donated fund accounts available for public inspection.  • 2

(d) Accounts receivable.  The Finance Division manages and collects OKDHS accounts receivable.

  • (1) Payments.  Payments to OKDHS are directed to the Finance Division.  Each payment must identify the individual applicable billing, or invoice, issued by OKDHS.  Failure to supply invoice identification information may result in a debtor not being properly credited for payment.
  • (2) Statements.  Monthly statements are generated for each debtor with a balance due OKDHS. 
    • (A) Each statement indicates the previous balance, current charges, payments received, and current balance due. 
    • (B) Statements are mailed to debtors. 
    • (C) Payments are due within 90 days of the invoice date which appears on this statement. 
    • (D) Each debtor who has not made payment or has not made other satisfactory payment arrangements within 90 days is notified in writing that the account may be referred for legal resolution, if full payment is not made within five days of receipt of the notice.

INSTRUCTIONS TO STAFF 340:2-11-85

1.   (a) When it is necessary to effect the efficient flow of business, administrative staff other than the Oklahoma Department of Human Services (OKDHS) chief financial officer (CFO) may be authorized to endorse remittance documents.  A memo is submitted by the administrator of the local office or facility to the CFO describing the situation that requires local endorsement of remittances.

(b) The appropriate operating unit(s) is notified when a remittance document(s) is non-collectible.

2.   Gifts or bequests are processed as described in 1 through 6 of this Instruction.

(1) Upon notification of a gift or bequest, the Finance Division, in coordination with the Legal Division general counsel and the Oklahoma Department of Human Services (OKDHS) program component for which the gift or bequest is intended, prepares an information memorandum for the Director to present to the Oklahoma Commission for Human Services (Commission).  The information memoranda identifies:

(A) the source of the funds;

(B) the amount;

(C) the intended use specified by the donor;

(D) the deposit arrangements planned;

(E) the specific uses to which the funds are applied; and

(F) any problems foreseen in accounting for or utilizing the funds.

(2) Gifts and bequests are not considered as income in the OKDHS budget process or in the State Equalization Board's revenue forecasting. Donations are not transferred to operational funds, but are deposited in interest-bearing OKDHS special accounts or designated State Treasury Funds from which donated monies are disbursed consistent with the Oklahoma Central Purchasing Act.

(3) All donations are continuously reviewed by the Finance Division, in coordination with the Legal Division and the responsible program component, to ensure the conditions or other legal requirements are fully met by OKDHS and the specific intent of the donor is followed to the extent possible.

(4) The Finance Division ensures that all accounting obligations to donors, and all other obligations of OKDHS, are discharged in a timely manner.

(5) All disbursements from donated funds are made at the request of the appropriate division director(s) or designee.  The Finance Division honors requests for disbursement in accord with all applicable state laws or other legal requirements of the gift.

(6) The Finance Division prepares for the Commission a quarterly accounting of donated funds including fund balances, disbursements, and receipts. 

Back
|
Next


Last Updated:  2/9/2012
Oklahoma Department of Human Services
Street address: Sequoyah Memorial Office Building, 2400 N. Lincoln Blvd., Oklahoma City, OK 73105
Mailing address: P.O. Box 25352, Oklahoma City, OK 73125
(405) 521-3646
Help | Web site Policies | Feedback | Accessibility