Receiving/Logging/Receipting Payments
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Receiving/Logging/Receipting Payments
Last Updated: November 18, 2019

Payments made to the court may be made by a firm check, cashier's check, money order, cash (Madison office), or credit card. A personal check or credit card will not be accepted. Cash is not accepted at the Eau Claire Divisional Office, and exact change in the Madison Office is appreciated.

What To Do:

Methods of Payment

  • Firm Check:

    • Personal checks will not be accepted.

    • Firm checks made out to District Court will be accepted.

    • Unsigned checks will not be accepted.

    • A check that reads "Not to exceed ..." will not be accepted.

  • Cashier's Check or Money Order

    • Money Orders do not need to be signed.

  • Cash (Madison office)

    • Cash is not accepted at the Eau Claire Divisional Office. Exact change in the Madison Office is appreciated.

  • Credit Card

    • Credit/Debit card payments will not be accepted from the debtor.

    • If taking a credit card over the phone, the following information is needed:

      • Card Number: 0000-0000-0000-0000

      • Expiration Date: 01/20

      • CVC Code: 555 (Code on the back of the card)

      • Billing Address (Credit Machine only requires the numbers in the address): 1234

      • Zip Code: 53516

What To Do:

MAIL OPENER

  1. Verify the payment method is acceptable and the payment is correct. Refer to Fee Schedule and query the case if necessary.

    • If the payment method or amount is wrong, place a post-it note on the check/money order noting the deficiency.

  2. Endorse the checks and money orders with the U.S. Treasury stamp. Do not stamp if the payment will be returned.

  3. Add the payment to the Daily Recording Log.

    Note: Only payments received in the morning mail are added to the Daily Recording Log.

    The Daily Recording Log is located in Groups (G) Open > Madison > Daily_Recordings_Madison > BLANK daily mail log.pdf or EC-Daily-Recordings (L:) > 00-mail-log.pdf for Eau Claire

    • Add the Payments. If no payments, enter the daily recordings for date, office, recorded by (your name), date, and check NO CHECKS OR CASH TODAY.

      Example:

      • Daily Recording for date should included day of week (i.e., Tuesday, March 27, 2018).

      • Check appropriate office box.

      • Check #

      • Payer should be the type of payment (i.e., money order, cashiers check) or, if payment is by check, the name of the payer.

      • Amount

      • For/Case# should be the debtor(s) name(s) with office code and case number.

      • CA should be the initials of the CA processing the check.

      • Comments should be the case chapter followed by the payment (i.e., Ch 7 - Filing Fee).

      • Recorded by is your name.

      • Date is today's date.

      • NO CHECKS OR CASH TODAY: Check if no checks or cash.

    • Save the file (File > Save As) in the appropriate monthly folder using today's date as the file name (i.e., 02-27-18.pdf).

  4. Email the Daily Recording Log to WIWB_Financial@wiwb.uscourts.gov. Subject line: “Madison Daily Recording 02/27/18" or "Eau Claire Daily Recording 02/27/18." Print a copy and place in the receipt writer tray.

  5. Distribute the checks (payments) to the CA for docketing, etc.

CASE ADMINISTRATOR

  1. Verify the payment method is acceptable and the payment is correct. Refer to Fee Schedule and query the case if necessary.

  2. Return the payment if the method of payment or the amount is wrong.

    • Include an explanation. Suggest using the Return to Sender Deficiency Memo located in Groups (G) > Open > Madison > ReturnToSenderDef.

    • When a personal check is received relating to an installment payment, return the check along with a copy of the Installment Order with "Made by Certified Check or Money Order" highlighted. Add a note, "We do not accept personal checks." Initial the note and add "deputy clerk"  (i.e., JD, Deputy Clerk).

    • Note the return on the Daily Recording Log by placing a check in the return column and add the reason why.

  3. Complete your case administration, i.e., docket the pleading, make copies, certify a document, etc.  

  4. If the payment comes in the afternoon mail or over the counter, add a post-it note to the payment with the case number and type of payment (i.e., copies, Ch. 7 installment payment). These payments will not be on the Daily Recording Log.

  5. Print an envelope for the receipt and any documents/copies to be returned if one was not provided.

  6. Place the check (payment) and envelope in the receipt writer tray.

CASHIER

  1. Receipt the payment.

  2. Mail the receipt to the filer/payer.

  3. Enter your initials on the Daily Recording Log.

  4. After closeout, email the Daily Recording Log to WIWB_Financial@wiwb.uscourts.gov. Subject line: “Madison Daily Recording 02/27/18" or "Eau Claire Daily Recording 02/27/18." Print a copy and place in the receipt writer tray.

The receipt will be auto docketed (via ADI) and, if the final installment, event will terminate the filing fee deadlines, change the fee case status to completed, end the case status of PayInst, and removed the FEEDUEINST flag.

UPDATES:

05/08/19 No personal checks

12/18/19 Email the Daily Recording Log to WIWB_Financial@wiwb.uscourts.gov

 

 

 

 

 

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