Cash Register and Payment Receipt Processing facilitates the efficient handling of all incoming payments from employers, voluntary contributors, and self-employed individuals. Payments can be processed for various purposes, including contribution payments, penalty payments, and arrears settlements in addition to payments for any other kind of receivables. The module supports multiple payment methods, including cash, check, debit card, credit card, and online payments. Payments can be made online using e-Services, as mail-in payments, or directly at cash registers. The system ensures accuracy, compliance, and security through automated processing, two-factor authentication, and detailed receipt generation.

Features and Processes

Payment Processing and Management

• Supports multiple payment purposes, including contributions, penalties, arrears, and other receivables, as defined by the SSA, such as investment income, rent payments, student loan payments, redundancy debt settlements, and ID card replacement fees.
• Allows a single transaction to include multiple payment types across different months.
• Ensures seamless real-time updates across all financial modules.

Payment Methods Supported

• Online self-service payments through e-Services.
• Walk-in payments at SSA cash register locations.
• Mail-in check payments for non-digital transactions.
• Accepted payment methods include cash, check, e-check, debit card, and credit card.
• Auto-verification and approval workflows for all transactions.

Self-Service Online Payments Workflow

• Payers log in to the e-Services portal and select the make payment option.
• System lists all pending payments, including contributions, penalties, and arrears.
• Payer selects specific payments to settle.
• System calculates the total payment due and presents available payment methods.
• Payer enters payment details if using credit card, e-check, or other electronic methods.
• Upon submission, the system generates a payment request number, payment request date, list of pending payments, total payment amount, and payment method used.
• If paying via credit card, e-check, or debit card, the system connects to the payment processing provider for real-time verification.
• If payment is successful, the payment request converts into a payment receipt for the payer to download and print.
• If paying via cash or check, the payer must visit an SSA teller with the payment request number to complete the transaction.

Walk-In Payments Workflow

• Payer visits an SSA cash register station and provides their payer ID or registration number.
• Teller retrieves pending payments linked to the payer.
• Teller prints a list of pending payments and allows the payer to select which ones to settle.
• System calculates the total payment amount.
• Teller prints a draft payment receipt for the payer to review and sign.
• Once signed, teller submits the payment and prints the final payment receipt.
• Supervisor approval may be required for high-value transactions.

Mail-In Check Payments Workflow

• Payer receives a printed bill listing all outstanding payments.
• Payer mails a check along with the payment slip to SSA.
• Upon receipt, an SSA teller processes the check following standard walk-in payment procedures.
• The system generates a payment receipt, and SSA staff update the payer’s account.

Cash Register Station Management

• Supports unlimited cash register locations for centralized or decentralized payment processing.
• Assigns and schedules cashiers to specific cash registers.
• Provides real-time transaction tracking across all cash registers.

Receives and Processes Multiple Transaction Types

• Contributions and penalties.
• Arrears payments against payment agreements.
• Multiple transactions in one payment.
• Provides detailed and configurable receipts.

Audit and Compliance Features

• Tracks opening and closing balances to ensure all payments received match expected totals.
• Conducts cash register audits to verify transactions against daily records.
• Requires supervisor or manager review before finalizing transactions.
• Detects payment mismatches and flags discrepancies in real-time.

Security and Fraud Prevention

• Implements two-factor authentication to ensure all payments are applied to the correct accounts.
• Uses role-based access control to limit sensitive actions to authorized personnel.
• Enforces automated approval workflows to reduce the risk of fraud and misapplied payments.
• Protects sensitive financial data with encrypted payment processing.

Integration with Other Modules

• Receivables Management: Tracks all invoices and non-standard payments.
• Contribution Filing & Payment: Ensures contributions are applied to the correct accounts.
• Employer & Employee Records: Maintains an accurate financial history.
• Accounting & General Ledger: Posts finalized transactions for reconciliation.

The Cash Register and Payment Receipt Processing module provides a flexible, secure, and efficient solution for handling all types of payments related to social security contributions, penalties, and receivables. With multi-channel payment support, automated processing, and strong compliance controls, this module ensures timely, accurate, and fraud-resistant payment collection for the Social Security Administration.

Cash Register and Payment Receipt Processing – Details and Screenshots

Figure 1: Cash Register Station Locations

Cash Register and Payment Receipts Processing facilitates easy processing of all incoming payments from employers or individuals such as voluntary contributors or self-employed individuals. Payments can be processed for different purposes, such as contribution payments, penalty payments and arrears payments. A single transaction can include several types of payments for multiple months. Payments can be made online using e-Services, or processed as Mail-In Payments. Payments can also be made at cash registers. Payments can be accepted as cash, check, e-check, credit card or debit card. A cash register payment option offers unique screens for quick handling of payment transactions similar to that of a Point-of-Sale unit. The system produces detailed payment receipts. Arrears payments against installment agreements are tracked separately and update the installment agreement payment records automatically. Late payment penalties are applied automatically. Two-factor authentication ensures that all payments are applied to the correct account with no room for fraud.

• Supports Check, Cash, Debit and Credit Cards
• Supports Walk-In Payments
• Supports E-Services-based Payments
• Cash Register Payments using POS-Style Screens
• Unlimited Cash Registers
• Unlimited Cash Register Locations
• Assign and Schedule Cashiers to Cash Register
• Receives Payment for Contributions & Penalties
• Receives Payment for Arrears against Payment Agreements
• Supports Multiple Transactions in one Payment
• Provides Detailed & Configurable Receipts

Figure 2: Cash Register Schedule

Payments Methods

Payments are made by Payers, which can be Employers or Individuals.

Payment methods include:

• – Payer Logs in to the Self-Service and selects to make a Payment
• – Payer Sends a Check to the Social Security Administration by Mail for a Specific Payment
• – Payer Walks in to the Social Security Administration an make a Payment at the Teller using Cash, Check, Debit Card, or Credit Card

Workflow
Making a payment for a liability by a Payer (Employer or Individual) can take different forms:

1. Payer logs in to the self-service and makes a payment for one or multiple pending payments
2. Payer walks in to the Social Security Administration and requests to make a payment for one or multiple pending payments
3. Payer sends a check for a certain amount to make a payment for pending payments (liabilities)

The following is the workflow for each of the above methods:

1. Self-Service Method – Using this method, the Payer initiates the payment through the self-service as follows:
   1. Payer logs in to the Self-Service
   2. Selects the action “Make Payment”
   3. System lists all pending payments including contributions, installments, and penalties
   4. Payer selects one or more multiple pending payments from the list
   5. System will calculate the total payment based on the selected pending payments
   6. User selects Payment Modality/Method, Check, eCheck, Credit Card, Debit Card, or Cash
   7. Except for Cash Method, Payer needs to enter the details of the Payment Method
   8. Once the above is entered, the Payer will press “Next”, and the system will display the following:
      1. – Payment Request Number
      2. – Payment Request Date
      3. – List of Pending Payments that are being Paid
      4. – Total Payment
      5. – Payment Method
      6. – Payment Method Detail
   9. The Payer verifies the payment request, and clicks “Submit”, once the payment is submitted, the Payer is informed that the payment is submitted for processing
   10. Payer Prints the Payment Request or records the Payment Request Number as this will be needed when the Payment is received by the Teller at the Social Security
       Administration
   11. If Payment is by e-Check, Credit Card, or Debit Card, the Payer will enter the details of the Payment Method and will click the action “Pay”, the system will connect the
       payment processing provider and submit the payment method detail.
   12. If Payment is approved by the Payment Provider, the Payment Request will be converted to Payment Receipt, which can be printed by the Payer.
   13. If Payment Method is Check or Cash, then the Payer needs to go to the Social Security Administration to make the Payment
   14. In case of Check or Cash method, the Payer goes to the Teller at the Social Security Department and gives the Teller the Payment Request or the Payment Request Number
   15. The Teller will login to the system, invoke the Payment Form, and enters the Payment Request Number, the System will display the Payment Request with all the details including:
       1. – Payment Request Number
       2. – Payment Request Date
       3. – Payer ID
       4. – Payer Registration Number
       5. – Payer Name
       6. – Payment Transaction Details – List of Payments to be Made
       7. – Total Payment
   16. Teller will receive the Check or Cash and Print the Draft Payment Receip
   17. The Draft Payment Receipt is presented to the Payer for Review and Signature
   18. Once the Draft Payment Receipt is signed by the Payer, and given back to the Teller, the Teller will invoke the action “Payment Received”
   19. System will convert the Payment Request to Payment, and Print the Payment Receipt
   20. The System will print two Payment Receipts, one is given to the Payer, and the second is attaché to the signed Draft Receipt.
2. Walk-In Method – The Walk-In Method does not use the Payer Self-Service, in this method the Payer walks in to the Social Security Administration and request to make a Payment and
   consists of the following steps:
   1. Teller requests the Payer for the Payer ID
   2. Teller enters the ID or Registration number of the Payer in the Payment Form
   3. System displays list of Pending Payments
   4. Teller Print the List of Pending Payments for the Paye
   5. Teller requests the Payer to check which pending Payments does the Payer want to make
   6. Payer marks the Pending Payments to be made
   7. Teller will select the Pending Payments to be made in the Payment Form
   8. System calculates the Total Amount of the Payment and displays the Total in the Payment form
   9. Teller Prints the Draft Payment Receipt and gives it to the Payer to Review and Sign
   10. Payer Reviews the Draft Payment Receipt and signs it and hands the signed Draft Receipt with the Cash or Check to the Teller
   11. Teller Presses the action “Submit”
   12. The system will mark the Payment status as “Under Review” and will send it to the Manager and/or Supervisor for review and approval.
   13. The Manager logs in to the System, and sees the Payments Pending Review and Approval, Manager then reviews and approves or rejects the Payment
   14. If Payment is approved, the Teller will receive an Alert that the payment is approved, and invokes the Payment and post the payment, once payment is
       posted, then the system will print the payment receipt. Two copies are printed, one is provided to the Payer, the second is attaché to the signed Draft Payment
       Receipt and filed.
3. Payment by Mail – This payment consists of sending a check for the payment by mail, in which case, the Payer will have received the Bill by Mail, which he needs to complete and
   mail with the check. After that the steps are similar to the walk-in method except that the payer will not be present at the Social Security Administration.
   

   Figure 3: Cash Register Point-of-Sale View

4. Cash Register Station – Known as Cashier, Cash Register or POS (Point-of-Sale) is used to receive payment from Payers. Payments are received in Cash, Check, or Credit Card. Usually
   the Cash Register Stations are located in a central payment location to control all payment transactions and for security reasons. Cash Register Stations are scheduled and assigned
   to specific employees/users based on a predefined schedule. The following is the Workflow of use of Cash Register Stations:
   1. Cash Register Stations are Defined – This is done one time
   2. Define the Schedule of the Cash Register Stations – This is done one time
   3. Assign Social Security Administration Employees/Users to the Cash Register Stations. This is done by the Supervisor/Manager and may change each day
   4. Cash Register Station User Receives the Opening Balance Cash from Supervisor. This cash is used to change large notes when payment is made using cash. This operation is
      done daily.
   5. Cash Register Station User logs in to the assigned Cash Register Station
   6. Cash Register Station User invoke the Beginning Balance and Enters the Cash Register Beginning Balance based on the Beginning Balance Cash Received. This operation is done
      one time at the beginning of the day
   7. Cash Register Station User starts Receiving Payments and Enters Payments Received. This operation is conducted multiple times per day
   8. At the end of the day, Cash Register Station User will run the Cash Register Audit, which displays all the Transactions entered using Cash Register Station starting with
      the Opening Balance. This operation is conducted one time at the end of each day.
   9. Cash Register Station User will count the payments received including cash, checks, and credit card payments and enter Total Receipt of the Day, and system will check the
      difference. The purpose of the Cash Register Audit process is to ensure that there are no differences in the receipts versus what is supposed to be paid. This operation is
      conducted one time at the end of the day.
   10. The Cash Register Audit with the Receipts including Cash, Checks, Credit Card Receipts are presented to the Supervisor/Manager, who in turn reviews the Cash Register Audit
       and Receipts including Cash, Checks, Credit Card Receipts, and the remainder of the Opening Balance, and then either rejects or approves the Cash Register Audit. This
       operation is conducted one time at the end of the day.
   11. Closing the Cash Register is done at the end of the day when the Cash Register Audit is conducted.