Overpayments: How to Write a TANF Overpayment

  1. When a worker determines that there has been an overpayment on a case, an overpayment memo must be emailed to the Benefits Integrity and Recovery Section (BIRS) at overpayments@okdhs.org.
  2. Include the following information in the memo as appropriate for each case:
    • Case Name and case number
    • Time frame of the overpayment
    • Date case was corrected
    • Discovery date – the discovery date is the date the agency first became aware of the situation that led to the overpayment claim
    • Explanation of circumstances resulting in overpayment, with as much detail as possible
    • Date of employment/new employment
    • Date, type and amount of resources received
    • Date and amounts of income received, including date of first check

    Always check policy for rules regarding when notice should be allowed (10-10-10).

    Maintain copies, in imaging, of all documents sent to BIRS and all documents returned to the county from BIRS.

  3. Supporting documentation should be included with the claim referral including:
    • Copy of award letter or verification of start date for VA, SSI, workers compensation, etc.
    • Copies of pay stubs, bank statements, trusts, rental lease, etc.
    • Copies of statements such as separate household statements, employer statements, statements from individuals regarding client’s circumstances, etc.
    • Other verifications or documents related to the overpayment
  4. In addition, specific to the TANF program:

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