International Disbursements - Downward adjustments of payments (NZ IN) (CS) 277-08110000

• Print the payee and payer front Cuba screens before starting
• If the work to be actioned is complex or can’t be finalised on the same day consider placing a hold on Cuba to ensure disbursement does not occur
• In Cuba, enter the NZIRCS CSID 109036845959 in the organisation field. Payments from New Zealand are treated as if they were coming from an organisation/employer
• Reconciliation>Reconciliation Report List>Tick All box>enter the date range required>Find
• To find the required Reconciliation (Rec) file double click one of the files with the date you think is correct
• Use Ctrl + F to search for the customer's surname. The customer could be in any of the Rec files with the same date so check them all
• Double click on the customer line. This takes you to the Deduction Record Detail window
• Highlight the customer line
• In the Actual box enter the correct amount. For example, if they should not have received a payment enter zero, or if the amount was entered incorrectly, change it to the correct amount>press tab
• Click Sel Adj>click Ok to pop up> and then click Adjustment List>click Close (select appropriate reason from the drop down box)
• Add a notepad with all of the information supplied by the TSO. Enter the subject of the notepad as the customer's surname and then payment adjustment (e.g. Smith Payment Adjustment)
• Go to the Reconciliation Report Summary window
• Click Adjust tab>click Ok. Add the same notepad just entered then click Adjust tab again
• This takes you to the Downward Adjustment Auth Req intray created, route this to the other disbursement Service Officer to approve
• The customer line will now have a status of Pend

• Double click the Downward Adjustment Auth Req intray. This takes you to the correct Rec file
• Use Ctrl + F and enter the surname of the customer to locate them. They will have a status of Pending on the right hand side
• Highlight the customer line and change the Approval Status to Authorised>click Adjust>click Ok>Add a notepad and then click Adjust
• Exit the window
• The Pending status will have been updated

• Open the NZIRCS organisation CSID 109036845959
• Click on Payment List on the bottom right hand side of the screen
• Select the date range required/Select All in the Type box/Find
• Highlight the Rec file for that month that has the Original Amount and Current Amount shown as the same figure. Do not select the Rec file that has the word Reassign and zero amount showing
• Go>Reassign
• Enter the amount to be applied to the correct CSID in the Amount box, enter the correct customer CSID in the Client ID field>click Add Item
• In the Remains with field copy the amount remaining and paste into the Amount box
• Enter the NZIRCS CSID of 109036845959 into the Client ID field and click Add Item
• Before saving, ensure the amount remaining in the Remains with field is zero
• Add a notepad with an explanation of what has occurred
• Save
• On the Employer Payment List there will be a status of Auth Required and a Reassignment Pymt Auth Reqd intray on the NZIRCS CSID
• Route the intray to the other disbursement Service Officer for approval

• Double click the Reassignment Pymt Auth Reqd intray, to take you to the Client Payments List Find window. Amend date range if required, click Find
• Highlight the Rec file that requires the authorisation/Go/Reassign
• Change the status on the bottom right hand side from Auth Required to Authorised/Save

• Check that the payments show on the CSID of the person who was originally intended to receive them
• The CSID of the customer who has had the incorrect payment/s removed should now have transactions on their payer account summary showing their balance has increased. This is to offset the payment/s they were incorrectly credited
• Remove any holds as applicable

• A Con Rev debt will automatically be created on the customer who incorrectly had the payments applied and later removed. This is because payments have been disbursed out to their payee/s
• As a general rule the Con Rev debt should stay on that customer, however depending on the circumstances of the particular case, the Con Rev debt may need to be reassigned and/or a payment arrangement made on the Con Rev debt. This is determined by a TSO
• Some Con Rev debts can be moved however, some need to be actioned by sending an email to National Cash Management Team

Note: if the payments are going from one payer to another payer but they have the same payee, put a 100% payment arrangement on the payee. Move the Con Rev debt from the payer to the payee. As the money has already been disbursed to the payee (although from the wrong payer) when the funds disburse overnight the money will go onto the Con Rev debt instead.