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West Virginia Income Maintenance Manual Chapter 20

West Virginia Income Maintenance Manual Page 48 Chapter 20 Emergency and Special Assistance Programs

Green Burials are no longer covered under the indigent burial program. 20.3.8 BURIAL PAYMENT PROCESS The DFA-67-A, Burial Billing Form, is completed by the Funeral Home Director and submitted to the DOHS. It is used in the payment process for the purpose of determining the amount of payment to be made by the DOHS to the Funeral Home Director. 20.3.8.A Form DFA-BU-3, Affidavit of Burial Costs and Supporting Documentation The DOHS will seek reimbursement of burial costs by filing an Affidavit of Burial Costs with the Office of the County Clerk having jurisdiction of the deceased's estate (the county in which the deceased maintained his residence or the county in which the deceased owned real estate). The Worker must attempt to obtain sufficient information about the deceased's estate in order to make decisions to seek reimbursements. If the Worker determines that the minimum value of the estate is $1,000 after the costs of administration are deducted, the Worker must seek reimbursement. According to the West Virginia Code, supporting documentation must be included with the DFA- BU-3 form when it is submitted to the Office of the County Clerk. This documentation will be a copy of the DFA-67-A, Burial Billing Form, and a copy of the Accounts Payable Monthly Burial Report. The Monthly Burial Report is a list of names of the deceased for each county with the vendor name, document I.D. number, warrant number, warrant date, and the amount of payment made by the DOHS to the vendor. This document fulfills the requirement that verification of an actual payment must be made just as the DFA-67-A form verifies that an actual request for payment was made by the vendor. The DFA-BU-3 form establishes that the DOHS has filed a claim against the estate. Each month, Accounts Receivable, Office of Accounting will prepare the Monthly Burial Report showing a list of deceased persons based on the DFA-67-A forms submitted for that month. The Financial Clerk will submit to the Office of the County Clerk one copy of the Monthly Burial Report, one copy of the DFA-67-A, and the original DFA- BU-3, Affidavit of Burial Costs, for each name on the list. When it has been determined that an estate does not exist or insufficient resources in the estate precludes the necessity of establishing a claim, the Financial Clerk will cross out the deceased's name on the list and not submit supporting documentation for that burial.