MAINTAINING RECORDS OF INCORRECT PAYMENTS
ISSUE DATE: 03/2026
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. |
● | 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, SNAP, MSA, GA:
Follow general provisions.
HSP:
No provisions.
PREVIOUS REVISIONS
| Date | Notes |
|---|---|
| 08/2019 | deletes SNAP provisions and moves SNAP with MFIP, DWP, MSA, GA provisions to follow general provisions. |
| 11/2018 | in general provisions in the 2nd paragraph in the 6th bullet deletes and adds language for clarity. |
| 08/2016 | updates section due to Legislative changes for Program Unification/Claims. |
| 04/2015 | Removed WB. This program was suspended 12/1/14. |
| 04/2014 | in SNAP updates the form name to SNAP Claim Determination Report (DHS-2136) due to title change. |
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