500.16 processing return to sender payments

1. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 500.16
SUBJECT: PROCESSING RETURN TO SENDER PAYMENTS Page: 1
Date: 8/26/03
Approved: Jennifer Phillips, Director Revised: 4/24/07
I. PURPOSE
To establish a uniform procedure to ensure payments made incorrectly to Orange County
Animal Care Services (OCACS) and unsigned checks for payments due are documented and
returned to the sender in a timely manner.
II. POLICY
The designated staff assigned to process incoming mail shall forward all unsigned checks,
duplicate payments, payments from citizens out of OCACS’s licensing jurisdiction and over
payments in excess of ten (10) dollars to the Accounting Supervisor for review.
III. SCOPE
Applicable to the Accounting Supervisor and designee responsible for the monitoring and
control of collection records and returned payments.
IV. FORMS
Non-Compliance Form F272-12.2053.4
Licensing Statistic Sheet
Transmission Log
Pet Licensing Form
V. REFERENCES
Not Applicable.
VI. DEFINITIONS
Not applicable.
VII. PROCEDURE
A. Licensing Staff:
1. Payments mailed to OCACS:

2. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 500.16
SUBJECT: PROCESSING RETURN TO SENDER PAYMENTS Page: 2
Date: 8/26/03
Approved: Jennifer Phillips, Director Revised: 4/24/07
a. Enter the license number, address or phone number on the Transmission
Log with Return to Sender (RTS). Payments may be accepted up to
three (3) months in advance.
b. Change the total amount to the actual amount processed.
c. Notate on the envelope RTS with the reason.
d. Submit the envelope with the Cash Box Closing and Transmission Log
to the Accounting Assistant II at the end of the business day.
2. Field and Special Services License Payments:
a. Notate on the Pet Licensing Form or Non-Compliance Form the reason
for the RTS.
b. Notify the Accounting Assistant II immediately of the request to return
to sender with the name of the officer.
B. Accounting Assistant II:
1. Payments mailed to OCACS:
a. Remove the check from the corresponding batch envelope and verify
number.
b. Place check in payment envelope marked RTS.
c. Submit all RTS checks with their envelopes to the Accounting
Supervisor.
2. Field and Canvassing license payments:
a. Remove the check from the officer’s deposit envelope.
b. Submits the check and all paperwork to the Accounting Supervisor.
C. Accounting Supervisor:
1. Review payment and license history for money owed due to non-compliance
within the 15 day grace period for the following:
a. Rabies Vaccination.
b. Proof of Sterility.
c. Proof of 65 years or older for senior citizen license discount.
d. Late fee.

3. COUNTY OF ORANGE
HEALTH CARE AGENCY
REGULATORY HEALTH SERVICES
ANIMAL CARE SERVICES
Number: 500.16
SUBJECT: PROCESSING RETURN TO SENDER PAYMENTS Page: 3
Date: 8/26/03
Approved: Jennifer Phillips, Director Revised: 4/24/07
2. Verify the owner/custodian’s address with the Thomas Guide for Out of
Jurisdiction reasons.
3. Sign approval for RTS.
D. When directed by the Accounting Supervisor, the assigned Office Assistant shall do the
following:
1. Check the payment envelope for the reason the payment is being returned and
the Supervisor’s name that approved the return.
2. Complete Non-Compliance Form as follows:
a. Date check is being returned.
b. Pet license number, if applicable.
c. Owner/custodian’s name and mailing address.
d. Verify number being returned and the amount.
e. Enter reason for returning the check on the comment line.
3. Return the original copy of the Non-Compliance Form, the incorrect check and
any other items received to the sender.
4. The file copy of the Non-Compliance Form is set aside.
5. At the end of the business day, alphabetize the file copy by the sender’s last
name.
6. Record on the Licensing Statistic Sheet, then total at the end of the month.
7. RTS payments shall be completed weekly.