It is federally mandated that counties mark case folders as “DO NOT DESTROY’ when there is an overpayment on the case. Because all counties have begun imaging case records. Benefit Integrity and Recovery (BIR) has had to consider the best way to ensure these overpayment records remain intact and do not get deleted, that the overpayment documents can be easily identified for reading in Management Evaluations and that they are retained according to federal regulations.
- Please image all documents sent to BIR as well as all documents returned to the county from BIR.
- Please Packet/Label all overpayment related documents as follows to ensure we meet the federal requirement:
OVERPAYMENTS/DO NOT DELETE
Samples of documents submitted to BIR:
- 08OP005E / FSP-10 (original)
- 08OP025E / ABCD-50 (original)
- FSCALCs
- 08TW013E / TW-13
- Pay Stubs
- Resource Information
- 08AD094E / ADM-94
- Bank Statements
- Screen shots of G1DX, BENDEX, SDX, etc.,
Samples of documents returned by BIR:
- ADM S-8 (County Notice Letter)
- 08AD019E / ADM-S-15
- 08OP118E / FSP-18-B (Food Benefit Repayment Agreement)
- 08AD019E / ADM-S-15 (Program Penalty / Disqualification Notice)
- 08OP005E / FSP-10 (with BIRS signatures)
- O8OP025E / ABCD-50 (if changes are made from the original)
- FSCALCs (if changes are made from the original)
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