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, GRH:
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.