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COMBINED MANUAL

ISSUE DATE 08/2019

MAINTAINING RECORDS OF INCORRECT PAYMENTS

0025.06

Counties must keep a record of underpayments, corrective payments, overpayments, and recovery. The information must be sufficient to keep track of people who:

● Currently receive assistance (including people who move from 1 unit to another).

OR ● No longer receive assistance.

Keep information on each overpayment. Overpayment information includes:

● Identifying information on the claimant (at a minimum, name and SSN).

● The day, month, and year the overpayment was discovered.

● The time period covered by the claim. Enter the beginning and ending month on MAXIS.

● The reason the overpayment occurred and documentation.

● The overpayment amount.

● Computation worksheets.

● The county agency, unit, or person pursuing recovery.

● The method of recovery.

● Overpayment notices and billing records.

● The amount of the overpayment recovered to date.

Keep claims records separate from other case information. Maintain both fraud and non-fraud claims record for at least 4 years after the claim has been paid in full or adjusted to $0. Close the claim ONLY when it has been adjusted or reduced to $0.

For information on fraud claims, see 0025.24.03 (Recovering Fraudulently Obtained Assistance).

MFIP, DWP, SNAP, MSA, GA: Follow general provisions.

GRH: No provisions.