Effective Date - January 1, 2009

2010               Establishing an Overpayment on EPICS

SEOO

SETUP OVER OR UNDERPAYMENT MENU

1.  RESOURCE/INCOME REVIEW

2.  ROLLOVER (COPY FOR NEW MONTH)

3.  DELETE MONTH

4.  OVERPAYMENT/CLAIM CREATION

5.  OVERPAYMENT/CLAIM MODIFICATION

6.  UNDERPAYMENT AUTHORIZATION

7.  MEDICAL CARD CORRECTION AUTH

8.  NOT AVAILABLE

ENTER FUNCTION                             (BY NUMBER):

CASE NUMBER                               (FOR 1-7):

MONTH                                       (FOR 1, 2, 3):

BUDGETING METHOD                       (FOR 1):

PROGRAM TYPE                            (FOR 4-7):

RECOUPMENT NUMBER                   (FOR 5):

FISCAL YEAR                                     (FOR 4):

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OVCA

OVERPAYMENT/CLAIMS AUTHORIZATION

CASE NAME:

CASE NUMBER:

PROGRAM TYPE:

FISCAL YEAR:

RECOUPMENT NUMBER:

ACTION

ERROR MONTH

OP/CLAIM AMOUNT

ADJ CODE

ACTION

ERROR MONTH

OP/CLAIM AMOUNT

ADJ CODE

TOTAL OVERPAYMENT CLAIM:

TOTAL OUTSTANDING:

CAUSE:

HEAR/COURT:

NOTICE DATE:

FOUND CODE:

TERM IND       :

PLAN:

PERCENT (IF APPLICABLE):

AMOUNT (IF APPLICABLE):

EFFECTIVE DATE:

CLOSURE DATE:

STATUS CODE:   NCR

STATUS COMMENT:

REFERRAL DATE:

AUTHORIZATION:

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Follow the instructions in the EPICS User Manual, Section 9, Over and Under Payments.  Follow the steps below for the fields in bold as they have been added since conversion.

SEEO - Fiscal Year:                  Must be entered for POWER overpayments.   

                                                The fiscal year begins 10/1 and ends 9/30 of the following year.          

                                                The year is the same as the ending year.

OVCA - Fiscal Year:                  This information is transferred over from the fiscal year entered on SEOO.

Adj Code:                     Leave this field blank as it can be completed by PRICE only.

Hear/Court:                   Enter “N”.  PRICE will enter the PF, PA, PM or FR code if the case is disqualified or prosecuted.

Term Ind:                      Leave this field blank as it can be completed by PRICE only.

Status Code:                 Enter “NCR” - new case referral.

Status Comment:          Enter a free-text comment explaining the cause of the overpayment.  Make the comment as complete as space allows.

Referral Date:                EPICS automatically enters the date the overpayment is authorized.

Realize the Error Cause Table in EPICS has been updated as follows:

Entered by DFS-FO:

DE = Documentary Evidence

CL = Client Error

AG = Agency Error

Entered by PRICE only for disqualification or judgement obtained through court process:

PA = Prosecuted AFDC/POWER

PF = Prosecuted SNAP

PM = Prosecuted Medical

FR = Fraud by disqualification 

AJ = Agency/Judgement

CJ = Client/Judgement

DJ = Documentary Evidence/Judgement

FJ = Fraud Judgement

Entered by PRICE only for payment codes:

CA = Cash

CO = Compromised

CW = Cancelled Warrant

DE = Automatic Recoupment from benefits

EB = Automatic or Volunteer payment from SNAP card

OF = Offset an underpayment against an overpayment

OI = IRS intercept payment

VI = Submitted for IRS but paid voluntary to prevent intercept

Offsetting Underpayments:

· The recoupment plan on OVCA must be % for SNAP or MA for POWER;

· The effective date must be equal to or prior to the benefit month of the underpayment;

· The closure date must be blank on OVCA;

· The appropriate amount must be entered on the UNAU screen before authorizing;

· The effective date must be changed on OVCA back to the first of the month following the ten day notice period given by the First Notice of Overpayment;

· The Underpayment Recoupment Notice must be generated for underpayments recovered after the establishment of the overpayment claim;

· A SNAP underpayment is not to be authorized for a benefit month which is more than 12 months prior to the month of discovery

Other References

· Refer to Attachment D for further information on PRICE responsibilities.

· Refer to the EPICS User manual for further information concerning computer procedures.