CLAIMS HANDBOOK - Department of Human Services
CLAIMS HANDBOOK - Department of Human Services
CLAIMS HANDBOOK - Department of Human Services
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BENEFIT RECOVERY (<strong>CLAIMS</strong>) <strong>HANDBOOK</strong><br />
If the last payment was from Federal intercept (I) –<br />
And there is another payment with a different source in the same month,<br />
process the OV using the other source code. Example: Federal and<br />
State refunds post in the same month. Process as if the state refund<br />
caused the OV.<br />
If no other source code exists, contact the Claims / Collections Unit or<br />
your field program specialist for assistance. Do not attempt to refund or<br />
backout funds using original source code I.<br />
Accounting / GIA notes:<br />
• A cash backout (P, Y) must be reposted in SUCCESS with the same original<br />
source code and $ amount to keep GIA in balance if funds were deposited.<br />
• A refund is keyed if funds are to be posted as a cash payment in another<br />
program. Moving funds to a claim in another program requires a manual account<br />
transfer by the Accounting Dept.<br />
• A benefit backout (G or U) and underpayment issuance will not affect GIA.<br />
• A refund (any original source code) will always affect GIA and requires<br />
communication to accounting. Include the reason for the action and a screen<br />
print <strong>of</strong> MMEN-C with the action highlighted. If the refunded amount is >/= $1.00,<br />
a check will be generated. Communication, including any forms required by Field<br />
Fiscal <strong>Services</strong> must include a complete name, SSN, and mailing address.<br />
Refunds <strong>of</strong> < $1.00 will be transferred to dormant funds by the Accounting Dept<br />
and no address is required.<br />
• If a refund check is returned to the county as undeliverable and another address<br />
cannot be located, the refund will be transferred to dormant funds by the Accounting<br />
<strong>Department</strong>.<br />
• If a refund check is not cashed within 90 days <strong>of</strong> issuance, Accounting will contact the<br />
county for instructions to stop payment and either reissue the check or transfer to<br />
dormant funds.<br />
Rev December ‘10 37