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DEPARTMENT FOR AGING AND REHABILITATIVE SERVICES AUXILIARY GRANT PROGRAM ADMINISTRATIVE ISSUES 11/18 CHAPTER L PAGE 17

• the case record must be thoroughly documented regarding efforts to obtain information.

Overpayments and payments to ineligible individuals which shall be repaid to the State will begin with the month in which the change in money payment would have been effective if the individual had advised the agency of such change within the required time period and the agency had then taken appropriate action with the time limit specified.

Standards and procedures which were in effect at the time of the improper payment shall be used in determining the amount or repayment to be made. A standard or procedure is considered in effect in relation to a specific case after the date when:

• a standard or procedure has become effective by State Board action in all cases, or • a standard or procedure has become effective in new and reviewed cases and the particular case is:  a new case,  a case in which a review is due, or  a case in which a change in circumstances has necessitate a partial review.

5.3. Identification of Improper Payment by State Agency

When an overpayment or payment to an ineligible individual has been identified by the State agency, a report is submitted promptly to the local department. Ten working days from the date the report was sent to the locality, is allowed for the agency to concur or register its exception to the findings with the DARS Central Office utilizing the concurrence memo. DARS Central Office will provide an opportunity for resolution of the differences and render decisions within 30 working days. The resulting decision is subject to appeal to DARS Central Office. However, only appeals in which the final decision was not made in accordance with established policy will be accepted.

Upon receipt of notice that a repayment is required, the local department must refund the overpayment following the guidelines established by the locality’s finance department or unit. Adjustments are typically entered in the LASER system.