The CAO will complete the Overpayment Referral Data Input form (PA 189) to refer Cash Assistance, SNAP, MA (excluding LTC Nursing Home MA overpayments), Buy-in and Diversion benefit overpayments to the OIG through the ARRC system. The CAO is not required to retain a copy of the completed input form in the case record.
The CAO will complete the manual Overpayment Referral form (OIG 189) to refer any overpayment that cannot be entered into the ARRC system. The CAO will make and retain a copy of the Overpayment Referral form and attachments (if any) in the case record for the life of the overpayment or for ten years if documents are scanned.
The CAO will refer all Cash and MA overpayments to the OIG within 30 days from the date the CAO verifies the overpayment occurred. The CAO will refer all SNAP overpayments to the OIG within 60 days from the date the CAO verifies the overpayment occurrence.
NOTE: In order to recover through recoupment, the OIG must notify the individual of the cash overpayment claim within six months of the date the CAO first verified the overpayment, or within one year of the date the CAO first verified the overpayment, as long as the delay in obtaining verification was caused by an outside source.
Citation:
7 CFR 273.18(d)
The CAO instructions for completing the PA 189 or OIG 189 are found in Appendix A, Completion of the Overpayment Referral Forms.
When the CAO submits an overpayment to the OIG electronically through the ARRC system, retain the overpayment verification document in the case record for six years. For overpayments the CAO submits on a paper Overpayment Referral form, attach the verification document(s) to the referral.
Citation:
To change the data in a Cash Assistance, SNAP, MA, or diversion benefit overpayment claim previously referred to the OIG through the ARRC system on an Overpayment Referral Data Input form, the CAO will complete an ARRC Claim Change form as instructed in Appendix A, Completion of the ARRC Claim Change Form (PA 1001).
To change the data of a previously referred manual overpayment claim form, the CAO will complete a corrected Overpayment Referral form and write in red across the top of the form, “Corrected 189.” Attach a copy of the original Overpayment Referral and supporting documentation to the “Corrected 189.” Indicate on the “Corrected 189” what information has changed since the original referral. The “Corrected 189” does not need to be signed by OIG.
Any appeal requests on ARRC-computed overpayment claims that the CAO receives must be entered in the ARRC system by the CAO as a change to the original referral. The CAO will complete an ARRC Claim Change form as instructed in Appendix A, Completion of the ARRC Claim Change Form (PA 1001).
OPS070702 Automation of Overpayment Referrals for Food Stamp Special Allowances (Linked July 27, 2007)
MA claims, while currently referred through ARRC to OARS, are not computed by ARRC, and therefore all change requests must be handled the same as with manual claims above.
When an individual appeals Cash Assistance, SNAP or Medicaid overpayments manually referred to the Office of Inspector General (OIG) the appeal requests will be processed as follows:
CAOs that receive appeal requests of manually referred overpayments will continue to enter the appeal information into the Bureau of Hearings and Appeals (BHA) MAPPER system.
Within one business day following the BHA MAPPER update, CAOs will fax a copy of the individual’s appeal request to the OIG Hearings and Appeals Coordinator at (717) 772-0495.
The OIG will enter the individual’s appeal information into OARS within one business day of receipt and if appealed timely, suspend collection activities until a fair hearing decision is rendered or the individual withdraws the appeal.
NOTE: Post-hearing processing is unaffected by this change.
NOTE: Rescinds of ARRC referred MA claims can be processed through ARRC on the ARCHMC screen.
Reissued August 13, 2013, replacing March 16, 2012