CLAIMS HANDBOOK - Department of Human Services

BENEFIT RECOVERY (CLAIMS) HANDBOOK
Over-Collection Procedures
Determine the original source of the OV from the last payment posting on the benefit
recovery history screen (MMEN-C). Be sure to check postings to the sequence number
with the OV. See Appendix A, SUCCESS Codes under recovery codes (bottom of
page).
If you cannot determine the original source code due to age, use original source code P
– cash/check to county. If the OV appears to be caused by system error or dual
posting or you are unsure if the OV is correct, contact your field program specialist.
Refunds, Backouts, and Corrections are completed on RMEN – J. If you key a refund in
error, contact your FPS.
If the last payment was from cash/check (P or Y) or state tax intercept (D) –
• Screen for other claims existing in ANY program, including childcare.
• If yes, transfer if necessary and move the funds (use C – correction) if the
claims are in the same program, or key refund (R) and repost as cash (P)
to a claim in another program. A check may need to be mailed to another
county for posting if the customer last applied there. Contact accounting
for posting to a childcare claim.
• If no, key refund (R) for check to be mailed to the customer.
• Send communication to Accounting for fund transfer or check processing
If the last payment was from benefit intercept (grant reduction (G) or underpayment
offset (U)) -
• Screen for other claims existing in the SAME program. Transfer claim(s) if
necessary
• If yes, move the funds (use C – correction) from the OV claim to the other
existing claim.
• If no, backout (B) funds and issue an underpayment from RMEN-C. Case
may be active or closed. Customer will receive system notice and may
request reactivation of EBT account if necessary.
If the last payment was from expungement – All programs
a. Screen for other claims existing in the SAME program. Transfer claim(s) if
necessary
b. If yes, move the funds (use C – correction and original source code Z)
from the OV claim to the other existing claim.
c. If no, backout (B) funds using original source code Z.
No other action is needed.
Overcollections due to expungement are always backed out –
NEVER refunded.
Rev December ‘10 36