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 OSIG through the ARRC system. The CAO is not required to retain a copy of the completed input form in the case record.
NOTE: A separate Cash and SNAP overpayment must be completed if there are verified allowable deductions. If deductions are applicable for a cash overpayment, enter the net amount after deductions month to month to be used for overpayment.
For MA overpayments, the caseworker or clerical staff will scan and attach all overpayment documentation, including the OIG 764C1 (or 765C1 for Buy-In), MA eligibility computation sheets data warehouse documentation (or Exchange 7 screen shot for buy-in), and verification to the case record as one document. Use identifier “PA 189” for the overpayment packet. For referrals with claim amounts, the “PA 189” and supporting documents are mailed to the OSIG. See
The CAO will narrate the MA overpayment including:
Name of the individual who caused the overpayment
Reason for the overpayment
Time period of the overpayment
Any other relevant information related to the overpayment.
The CAO will complete the manual Overpayment Referral form (OSIG 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.
For Buy-In referrals, the CAOs scans all overpayment documentation, including the OIG 765C1, MA eligibility computation sheets, the screen print of Data Exchange 7, and verification to the case record as one document. Use identifier “OIG 189” for the overpayment packet.
The CAO will refer all Cash and MA overpayments to the OSIG within 30 calendar days from the date the CAO verifies the overpayment occurred. The CAO will refer all SNAP overpayments to the OSIG within 60 days from the date the CAO verifies the overpayment occurrence.
NOTE: In order to recover through recoupment, the OSIG 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:
The CAO instructions for completing and mailing the PA 189 or OSIG 189 are found in Appendix A.
NOTE: The CAO mails the completed PA 189 (for overpayments with claim amounts entered into the ARRC system) or completed OSIG 189 (for manual claims) with supporting documentation to the OSIG.
When the CAO submits an overpayment to the OSIG 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 OSIG through the ARRC system on an Overpayment Referral Data Input form, the CAO will complete an ARRC Claim Change form PA 1001, as instructed in Appendix A.
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 original form what information has changed since the original referral. The “Corrected 189” does not need to be signed by OSIG.
Any appeal requests on the ARRC system-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.
MA claims are not computed by ARRC, but MA claims except buy-in are referred through the ARRC system to OARS. If the MA claim was referred to the OSIG through the ARRC system, any appeal requests and dispositions and overpayment amount or period can be entered through the ARRC system to OARS.
NOTE: For MA, only change code “3” is accepted.
NOTE: A revised computation (OIG764C1) must be scanned and forwarded to the OSIG (marked “Corrected” or “Revised”) if entering a change thru this screen. Attach a copy of the original OIG 764C1 computation and supporting documentation to the “Corrected” computation. Indicate on the original computation what information has changed since the original referral.
If the MA claim was not referred through the ARRC system, follow the instructions below for appeal requests and dispositions. Change requests on MA claims that were not referred through the ARRC system must be handled the same as with manual claims. See Section 910.53.When an individual appeals Cash Assistance, SNAP or Medicaid overpayments manually referred to the Office of State Inspector General (OSIG) 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 OSIG Hearings and Appeals Coordinator at (717) 772-0495.
The OSIG 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 the ARRC system referred MA claims can be processed through the ARRC system.
Updated February 29, 2024, replacing March 24, 2021