Cash Disbursement Specialist

2 weeks ago

Toronto, Canada Workplace Safety and Insurance Board Full time

Balance and control the release WSIB system generated payments to workers/survivors/employers. Process manual/demand cheques and foreign currency payments. Maintain direct deposit banking information. Process payment maintenance activities, and update WSIB systems to reflect the payment status. Verify daily control reports related to cash disbursement activities. Investigate all requests related to payment inquiries.
**Major Duties & Responsibilities**:
1. Balance and control release of WSIB system-generated payments including Loss of Earnings, Pension, Survivor, Accounts Payable, Demand, and Employer Refunds by:

- Reviewing payment related registers/control reports from WSIB systems/banks to ensure WBS, Cheque Writing, PeopleSoft and ACES systems have been appropriately updated with payment status and all production reports and SharePoint control reports are in balance to payment registers;
- Conducting quality control checks of printed cheques and out-sorting cheques related to cheque pulls, over-limit, third-party, employer refunds, void etc. for further processing before releasing the verified cheques to mass mailing area;
- Preparing daily fund transfer report for Schedule 2 benefit payments;
- Processing cheque pick-up requests and distribution of pulled cheques;
- Pulling all voided/damaged cheques for shredding;
- Controlling the release of over limit and third party cheques after validating and verifying the approvals and investigating/clearing outstanding over limit activities in ACES;
- Preparing high dollar cheques for courier;
- Updating payment reference information for third party cheques before mailing;
- Processing monthly wage garnishment program to create an electronic file with payment reference for third party cheques, depositing these cheques to WSIB account and requesting wire payment for the total;
- Reviewing payment records to ensure all cheques out-sorted for special handling have been actioned and following up on any outstanding issues related to cheque release.

2. Processing manual/demand cheques, and foreign currency payment requests by:

- Reviewing payment request for accurate and detailed completion, appropriate approvals, and adequate supporting documentation;
- Preparing manual/demand cheques and batches for on-line data entry system (ODE);
- Embossing and signing cheques after validation of the request;
- Purchasing foreign currency funds and preparing payments using Bank of America portal and forwarding the request for verification;
- Updating payment reference and relevant information on WSIB systems;
- Processing returned foreign currency payments;
- Preparing journal entries to record manual cheques as appropriate;
3. Maintaining direct deposit banking information by:

- Accessing the direct deposit requests from Total Content Management (TCM) to verify the forms are accurate, and returning any incomplete/inaccurate forms with comments;
- Entering, verified direct deposit enrolment forms to WSIB Systems;
- Verifying the accuracy of direct deposit banking information using TCM, WSIB systems and control reports and changing the payment status to direct deposit;
- Uploading monthly financial institution file to WSIB systems;
4. Processing payment maintenance activities such as recalled, returned, or rejected direct deposits, and cancelled, stopped or stale dated cheques in WSIB systems by:

- Recalling direct deposits on request or over limit payments;
- Downloading bank reports to identify returned or rejected direct deposits and updating WSIB systems with payment status, notifying appropriate parties;
- Processing cheque cancellations on-line or manually by preparing the appropriate forms based on the cheque type, and notifying appropriate parties;
- Downloading the stop payment request file to PC using TSOD (Time Sharing Option) software and converting file to bank format. Adding manual stop payments to the list, and uploading the file through WSIB bank portal;
- Updating WSIB systems on-line with stop payment information after bank confirmation or preparing manual form for data entry;
- Preparing and batching account rescind forms to update stale dated cancels/stops to accident cost system;
- Faxing stop payment request list to cheque cashing institutions;
- Reimbursing banks/other financial institutions and cashing institutions for cashed stopped cheques after verifying the request and cheque status;
- Processing manual transactions through ODE to update WSIB systems

5. Verifying daily cash disbursement transactions using control reports by:

- Validating payment maintenance activities (including stops, cancels, and voids for cheques and direct deposits, and accident cost entries) using Mainframe or control reports from WSIB Bank, SharePoint, and PeopleSoft Queries;
- Confirming manual/regional cheques against supporting documentation and system output for accuracy; referring corrections to the originator for action;
- Verifying daily transmissions to WSIB bank,

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