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Page | 318 In all circumstances of overpayments, the case file narrative must contain documentation regarding the waived overpayment detailing:  When the overpayment occurred  Why it occurred  The estimated amount of overpayment.

If/when the household reapplies for SNAP benefits; specific training on the overpayment causes must be completed to ensure future overpayments do not reoccur.

When calculating the overpayment, the correct amount of benefits is determined for the months in error. Only the new data that DSS is aware of will be verified and budgeted in the calculation. DSS does not re-verify all factors pertaining to those months, only the error elements. The correct amount of benefits is subtracted from the actual amount received to arrive at the overpayment amount.  If the amount is zero, no claim is completed.  If the amount is a negative figure, DSS will follow restored benefit or corrective action payment procedures.

Overpayment reports are filed via the DSS-EA-894, Overpayment Report, and SPEC-C-RECO function automated referral to ORFI. Overpayment reports must be filed with the ORFI as soon as possible after the substantiation is received, but no later than 120 days from the date the final substantiation is received.

When the amount of the claim is established, it will be necessary to determine if there are any benefits due the household which have not been restored. If so, any benefits due the household will be subtracted from the amount of the claim then the claim will be initiated for the remainder.

19240 DETERMINING NUMBER OF MONTHS FOR AGENCY ERROR (AER) AND INADVERTENT HOUSEHOLD ERRORS (IHE) CLAIMS

The Specialist will determine the correct amount of SNAP benefits the household should have received for those months the household participated while the overpayment was in effect.

A 12 month time limit from the month an overpayment was discovered is used in computing an Agency Error or an Inadvertent Household Error claim. Therefore, the time frame will be computed as follows:

1. Determine the first month an overpayment occurred, excluding those months that are more than 12 months prior to the month of discovery.

2. Determine the total number of months the household received an overpayment, excluding those months that are more than 12 months prior to the month of discovery.

If the notice of adverse action was required but was not sent, DSS will assume that the maximum advance notice period would have expired without the household requesting a fair hearing.

Example: On July 13, 2015, DSS discovered Steve received an overpayment from June 2014 through July 2015. The claim will be based only on the overpayment received from 7/2014 through 7/2015 (12 months prior to the month of discovery plus the month of discovery). The claim will be for a total of 13 months.