Effective Date - January 1, 2009

2008               Collection Efforts/Methods

                        Realize collection methods will vary according to program, whether a client is receiving benefits or not, has assets or does not.

A.    Require overpayments for Child Care, SNAP and POWER to be recovered by retaining underpayments when there is an overpayment and an unpaid balance exists (see Section 2010).

B.    Require benefits to be automatically reduced by the appropriate recoupment amount when the assistance unit is receiving assistance and the program is on EPICS.

C.   Negotiate payment in the following order:

1.    Encourage the assistance unit or provider to repay an overpayment(s) in full with a lump sum; or

2.    One third of the amount owing and payments for the balance; or

3.    A monthly amount agreed upon but not less than the minimum amount required in Section 2006.

D.   Understand clients have the option of mailing payments directly to or taking the payment in person to PRICE or to any DFS-FO.

E.    Accept payment in the following forms and within the following guidelines:

1.    Cash in accordance with the CFR which specifies agencies must accept payment in cash when it is offered:

a.    Deposit the cash to the DFS-FO cash account;

b.    Issue a check to PRICE showing the name and amount to be credited to each client using the DFS 721, Overpayment/Recovery Transmittal.

2.    Money order, certified check or personal check unless the client has a history of writing non-sufficient funds checks;

3.    EBT card for repayment of SNAP benefits over and above the required recoupment percentage

a.    Verify the amount outstanding in the client’s SNAP overpayment(s);

b.    Obtain a signed DFS 707, Installment Agreement, stating the amount s/he is willing to repay over and above the required amount;

c.    Contact the card vendor customer service for assistance.

4.    POWER warrants being returned for cancellation or to repay an overpayment when the client was eligible for the payment:

a.    Verify on EPICS the amount outstanding in the client’s POWER overpayment(s);

b.    Verify the client would have been eligible for the warrant;

c.    Issue a DFS-FO warrant to the client for the difference when the total warrant is not used for payment;

d.    Issue a receipt to the client showing the amount to be credited to the client’s account and balance remaining.

e.    Complete a WOLFS-106 (Warrant Cancellation Request).

F.    Develop local procedures to accept these payments within the following guidelines:

1.    Verify the amount paid and issue a receipt noting:

a.    Date;

b.    Name of payer;

c.    Amount paid;

d.    Check or money order number, if applicable;

e.    The POWER warrant number and amount and/or the total amount of SNAP collected, if applicable;

 f.    The EPICS number and name of the head of assistance unit to which the payment is to be applied;

g.    Name of the person who issued the receipt.

2.    Understand all payments are posted by PRICE and will be divided among overpayments as follows:

a.    As specified in the installment contract;

b.    As specified by the payer;

c.    If not specified, proceed as follows

1)    Verify the overpayment on EPICS for all programs and ensure a concurrent automatic recoupment will not cause an overpayment of the claim;

2)    Divide the total amount received by the number of programs involved;

3)    Post payments equally among all programs within one week of receipt of the payment.

G.   Forward all payments to DFS-SO using the following guidelines:

1.    Forward the payment, weekly or notification of same, to PRICE, P.O. Box 967, Cheyenne, WY  82003, together with a copy of the DFS 721, Overpayment/Recovery Transmittal;

2.    Assure the DFS 721 is complete, showing all programs to be credited and the amount to be credited to each program;

3.    Forward the state warrant and the WOLFS-106 to the Financial Services Division;

4.    Realize the Financial Services Division will notify PRICE of the returned warrant.

DO NOT ATTACH ANY WARRANTS OR EBT CARDS TO THE DFS 721 FORM.

H.   Monitor collections to ensure continued payment.

I.     Terminate collections in the following instances as required by law:

1.    Bankruptcy is filed or granted:

a.    Check for overpayment;

b.    Notify PRICE immediately;

c.    Cease all collection activity by entering a “Y” in the Term field on OVCA;

d.    Understand PRICE will follow up on the case until bankruptcy is either granted or the case is withdrawn;

e.    Realize PRICE will follow up and either compromise the debt if dismissed or take action to prevent dismissal;

 f.    Reinstate debt if bankruptcy action is withdrawn by removing the “Y” indicator on OVCA and delete comments regarding bankruptcy when case is withdrawn.

2.    Client is deceased:

a.    Send verification of death to PRICE office; and

b.    Document DFS-FO case record and enter “Y” in the term indicator field on OVCA using death code in status field;

c.    Enter reason in the status comment field of OVCA