Page 36

DEO LIHEAP Policies and Procedures Manual Page 36

7. Send collection letters when the applicant fails to meet the repayment schedule. 8. Subrecipients should send all recoupments or refunds to their fiscal office in accordance to the subrecipient’s fiscal policies. The information should include: (a) Name of subrecipient, county and outreach center, if applicable (b) Fiscal year of program in which overpayment occurred (c) Date the subrecipient overpaid benefit (d) Subrecipient's check number, if available (e) Amount of repayment (f) Name of Applicant as it appeared on the application (g) Name of vendor who received payment D. Local subrecipients are expected to recoup any overpayments and reprogram the funds into the current contract cycle. In the event that the subrecipient is unable to do so, the amount of un-recouped funds must be returned to DEO from non-federal, unrestricted funds. E. Refunds received during the current grant year from the current grant year funds may be re-allotted back to the program and used to serve additional clients. F. Refunds received during any grant year from prior year grant funds must be returned to DEO, along with a revised closeout FA showing the refund amount and revised de-obligated grant amount. .13 Fraud Policy A. LIHEAP provides quality services to thousands of Floridians. Unfortunately, like many worthwhile programs, there are instances of abuse in which some clients improperly use the system. DEO and each provider subrecipient have a responsibility to prevent and detect potential fraud. Each subrecipient must have a policy on how fraudulent claims and reports of fraud will be handled. B. Fraud occurs when an applicant knowingly and willingly provides false information about their circumstances in order to receive assistance. Fraud also occurs when an applicant intentionally fails to report changes in household circumstances in a timely manner that may impact their continued involvement in case management programs. C. The following are some examples of fraud: 1. People who do not declare all income whether earned or unearned