The vendor is required to provide to assist in the transition of our current state disbursement unit payment processing to an ideal state that efficiently handles payment collections, including both electronic and paper payments, and accommodate additional lines of service.
- Payments are batched, verified, and converted into electronic formats for storage and transmission.
- Payment-related mail is collected from CSB-owned P.O. boxes by a vendor courier and processed. 
- Envelopes are opened, contents are categorized, and all checks, remittance details, and correspondence are scanned.
- The process includes receiving, sorting, batching, scanning, and posting payments, along with handling financial exceptions.
- Financial reconciliation includes system adjustments and bank account balancing. 
- Checks are restrictively endorsed, scanned, posted, and deposited into the treasurer’s zero balance account.
- Deposits are presented to the payee bank via image cash letter (ICL), with manual deposits used for exceptions.
- Currently supports standard ach file transfers and also offers a state managed website that gives employers an alternative mechanism for electronic funds transfer of income withholding payments.
- May also pay by credit or with debit card though a third-party vendor, make a cash payment through MoneyGram or PayNearMe at participating retail locations, or make a cash payment at the county clerk’s office.
- Original and backup documents are stored in a secure, access-controlled area with restricted staff access.
- Documents and financial instruments, including cash and supporting materials, are scanned into electronic formats for secure storage and efficient electronic transmission.
- The proposed ideal state for payment processing, including the use of automated procedures, electronic processes, and computer-driven technology to the maximum extent feasible, efficient, and economical, including options for eft, paper, credit card and cash payments.
- Any currently available portal or technology for employers and NCPS to submit payments, including any existing commercial off-the-shelf (COTS) software.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: June 11, 2025