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Minnesota Department of Human Services Combined Manual
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MAINTAINING RECORDS OF INCORRECT PAYMENTS

ISSUE DATE: 08/2016

Counties must keep a record of underpayments, corrective payments, overpayments, and recovery. The information must be sufficient to keep track of people who:

Currently receive assistance (including people who move from 1 unit to another).

OR

No longer receive assistance.



Keep information on each overpayment. Overpayment information includes:

Identifying information on the claimant (at a minimum, name and SSN).

The day, month, and year the overpayment was discovered.

The time period covered by the claim. Enter the beginning and ending month on MAXIS.

The reason the overpayment occurred and documentation.

The overpayment amount.

Computation worksheets for income overpayments.

The county agency, unit, or person pursuing recovery.

The method of recovery.

Overpayment notices and billing records.

The amount of the overpayment recovered to date.


Keep claims records separate from other case information. Maintain both fraud and non-fraud claims record for at least 4 years after the claim has been paid in full or adjusted to $0. Close the claim ONLY when it has been adjusted or reduced to $0.

For information on fraud claims, see 0025.24.03 (Recovering Fraudulently Obtained Assistance).


MFIP, DWP, MSA, GA:

Follow general provisions.


SNAP:

Complete form SNAP Claim Determination Report (DHS-2136) (PDF) for all overpayments and file it in the case record and in the central claims file, if appropriate.


GRH:

No provisions.

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