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FOOD AND NUTRITION SERVICES CERTIFICATION CLAIMS Agency Error (AE) Claims

13 Section 810 Change #3 2017 September 20, 2017 /Attn: Program Integrity signed by the Investigator and the Program Integrity Supervisor to fax number 919-334-1265.

G. Termination of Claim

1. Do not terminate a claim against a participating household. To terminate an existing claim in EPICS, the claim must be Collection (CO) status and have a balance. Access the Referral Detail screen and key a “Y” in the CLOSE REFERRAL field, the code “TX” in the REASON CLOSED field and press the F9 key. The claim will show “TE” - Terminated status.

2. Terminate a claim if any of the following conditions exist:

NOTE: Terminated claims are submitted for TOP, DOR and NCEL interception and recoupment. a. If the claim:

(1) Balance is $25 or less; and

(2) The claim has been delinquent for 90 days or more; and

(3) Cannot be combined with other claims that result in an overall claim balance of $25.00 or more.

b. The claim is delinquent for three years or more and will not be pursued through the Treasury Offset Program (TOP);

c. The household cannot be located, regardless of the balance.

d. The claim has been submitted for at least one year for TOP and state tax intercept and demand letters have been sent at least once every six months and you have sent at a minimum:

(1) One follow-up demand letter for claims less than $100.00.

(2) Two follow-up demand letters for claims of $100 or more through $400.

(3) Three follow-up demand letters for claims of more than $400 and the cost of further collection action is likely to exceed the amount that can be recovered.

e. All adult debtors are deceased and the agency is not planning to pursue collection against the estate.

3. EPICS automatically terminates selected claims on the last working day of each quarter. Claims are selected when the last payment is more than 12 months old or when establishment date is more than 12 months old and there are no payments. Automatically terminated claims are listed by local agency in XPTR on report, FRD-750, Terminated Claims.