The following are definitions of terms used throughout this memorandum.

• Discovery claim referrals are "registered" in CARS the date a potential overpayment is identified. 

• These discovery claim referrals will "pend" until staff determine whether an overpayment/claim exists. 

• The "date of discovery", the date county staff become aware of a possible overpayment, is entered for each discovery claim referral. 

• The "due date" is calculated by CARS for each discovery claim referral. 

• The "date established" for the claim is the date the demand letter is generated.  CARS automatically generates a demand letter that is mailed the next business day after the worker enters all information necessary to establish the claim. 

• Any adult member of the household, age 18 or over, when the overpayment or trafficking occurred, even if this individual is no longer in the household; 

• A sponsor of an immigrant household member if the sponsor is at fault; and/or 

• A person connected to the household, such as an authorized representative, who actually trafficks or otherwise causes an overpayment or trafficking. 

• REGISTERING A DISCOVERY CLAIM REFERRAL (Page 3)
• ESTABLISHING A CLAIM (Page 5)
• REJECTING A DISCOVERY CLAIM REFERRAL (Page 9)
• ADDING A NOTE (Page 11)
• SELECTING A DISCOVERY CLAIM REFERRAL FOR UPDATE/REVIEW (Page 12)
• CHANGE THE MONTHS OR AMOUNTS OF A MOVED CLAIM (Page 13)
• CHANGE THE CODING OF A MOVED CLAIM (CAUSE, REASON, ETC.) (Page 15)
• RECORD A DEMAND LETTER HAS BEEN RETURNED AS UNDELIVERABLE (Page 16)
• ADD RESPONSIBLE INDIVIDUALS TO AN ESTABLISHED CLAIM (Page 17)
• REMOVE RESPONSIBLE INDIVIDUALS FROM AN ESTABLISHED CLAIM (Page 18)
• NECESSARY ACTION (Page 19) 

• Access OVAD by:
• Typing OVMM.  Press enter.  The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.  Select OVAD by entering an "S".  Press enter; or
• Typing OVAD.  Press enter.  The OVAD - DISCOVERY ADD screen displays. 

• Type the head of household DCN over the ???????? and press enter.  Register and establish claims using the DCN of the individual who was the food stamp head of household at the time of the overpayment or trafficking.  Information from the system updates the DEBTOR NAME, RACE/SEX, BIRTHDATE, and SSN.  If the head of household is known to CARS, the address also appears. 

• Type your WORKER ID (the same worker ID/userid used in Office Vision email), the claims SUPERVISOR ID, county number in CNTY, LOAD NO, and DATE OF DISCOVERY.  Add or change the address if needed.  Press enter and the message "PENDING DISCOVERY ADDED" appears. 

NOTE:  The SUPERVISOR ID should always be the person supervising the claims worker(s).  The Weekly Pending Discovery Claim Referral Report (Report No. FCLWK500-01) is developed to track claims entered into the DISCOVERY REFERRAL SYSTEM.  It is important the person responsible for timeliness of claims receives this report. 

• The system calculates a due date for this claim referral.  The status of the claim referral is P (Pending).  The system assigns the claim referral a new tracking ID that is called the DISCOVERY ID.  It is a 20-digit number consisting of two zeros, followed by the DCN, the four-digit year, the month, the day, and a sequence number starting with 01.  The sequence number is the number of claim referrals entered with that date of discovery. 

Example:  A discovery claim referral with head of household DCN of 99887766 is discovered on 08/05/01.  The first claim referral discovered on that date has a Discovery ID of 00998877662001080501.

If the overpayment amount is known when the discovery claim referral is registered, press PF6 OVPU.  The system will go directly to the OVPU - WORKSHEET ADD screen. 

NOTE:  This screen is the beginning of the controlled flow.  Entry in the next several screens is required to enter and establish claims.  If the system is exited prior to completion, the claim referral is not established.  "Daily Incomplete Pending Claim Registration Report" (Report No. FCLDY500-01) is sent to the worker the next business day.  The report will be generated every day until the claim is fully established.

ESTABLISHING A CLAIM

When it is verified that an overpayment exists, document and record the claim exists in the claims section of the case file.  To enter the claim into CARS take the following action. 

• Access OVDU by:
• Typing OVMM.  Press enter.  The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.  Select OVDU by entering an "S".  Press enter;
• Typing OVDL and the DCN.  Press enter.  The OVDL - DISCOVERY CHANGE LIST screen displays.  This screen provides a list of all claim referrals for a DCN.  Select the appropriate Discovery ID.  Press PF5 OVDU.  The OVDU - DISCOVERY CHANGE screen displays; or
• Typing OVDU followed by the 20-digit Discovery ID.  Press enter.  The OVDU - DISCOVERY CHANGE screen displays. 

• Verify this is the discovery claim referral to be updated. 

• Press PF6 OVPU to enter the overpayment information.  The OVPU - WORKSHEET ADD screen displays. 

• Type the months of the claim in FROM and TO fields, and press enter. 

     Example:  FROM:  06/2001    TO:  07/2001 

The column labeled CLAIM MM/YYYY is populated with the months of the claim entered. 

• Type the amount of food stamp benefits received under GRANT AMOUNT.  Tab and type the amount of food stamp benefits the household should have received under ELIGIBLE AMOUNT.  Continue until all the months of the claim period are entered.  Press enter.  The amounts do not line up under the column until enter is pressed.

 Example:
 (ENTRY OF MONTHS)
 FROM: 06/2001  TO:  07/2001
      CLAIM         GRANT      ELIGIBLE   OVERPAYMENT
 MM/YYYY      AMOUNT       AMOUNT                AMOUNT
 06/2001      130                  10
 07/2001      130                  10 

 (RESULTS)
 FROM: 06/2001  TO: 07/2001 
      CLAIM         GRANT      ELIGIBLE   OVERPAYMENT
 MM/YYYY      AMOUNT       AMOUNT                AMOUNT
 06/2001              130.00               10.00                     120.00
 07/2001              130.00               10.00                     120.00 
 

The system calculates the amount of the overpayment and displays the total amount of grants (food stamp benefits received), total amount eligible, and the amount of overpayment.  The screen displayed is similar to the IM-86 form which is no longer required for food stamp claims.  The message "OVERPAYMENT CALCULATED - PRESS PF6 TO ADD CLAIM" appears at the bottom of the screen. 

NOTE:  If the GRANT AMOUNT is less than the ELIGIBLE AMOUNT in a month during the claim period, the system will show the amount of the underpayment to the right of the row for that month.  The system does not offset the overpayment using the underpayment.  The underpayment must be tracked as a transaction.  After the claim is established, use the underpayment to offset part of the balance of the claim using current procedures.

 Example:
 FROM: 06/2001  TO: 08/2001
      CLAIM         GRANT      ELIGIBLE   OVERPAYMENT
 MM/YYYY      AMOUNT       AMOUNT                AMOUNT
 06/2001              130.00                10.00                     120.00
 07/2001              130.00              140.00                       00.00       10.00 UNDER
 08/2001              130.00                10.00                     120.00
 TOTALS:   260.00  GRANTS    20.00 ELIG    240.00 OVER
 

Press PF6 OVTC to continue.  The OVTC - ADD CLAIM screen displays.  Information from the system updates the FROM, TO, and TOTAL OWED fields. 

• Type the PROGRAM, FS W/EID, CAUSE, REFERRAL SOURCE, DEMAND LETTER NAME, and DEMAND LETTER AMOUNT, if needed.  These required fields and the codes used have not changed.  If the worker needs to print this screen, it must be done before enter is pressed.  Once enter is pressed, the system automatically flows to the next screen in the sequence. 

• OVBA - MEMBER ADD screen displays.  CARS retrieves the last known food stamp household members, age 18 and over, contained in the food stamp database.  If a food stamp case is currently active, CARS lists all active household members.  If a food stamp case is not active, the household members who were last active on that case are listed.  The household members listed may not be the same household members during the claim period.  The worker must review the claim period to determine which responsible individuals to add. Refer to Memorandum IM-#146, dated 08/03/01, for determination of members who are responsible for the repayment of the claim.  Procedures for adding or deleting responsible individuals follows.

If there is one individual listed, the message "DEBTOR DCN ADDED - CLAIM STORED" displays.  If only one individual is responsible for the claim, the establishment of the claim is complete.  At this point the worker may exit the system, unless there are additional responsible individuals to add.

If there is more than one individual listed, review the list and select the responsible individuals using an "S" in front of each individual being added.  Press enter.  The message "CLAIM MEMBER(S) ADDED - CLAIM STORED" appears.  If these are the only individuals responsible for the claim, the establishment of the claim is complete.  At this point the worker may exit the system, unless there are additional responsible individuals to add that did not appear on this screen.

If additional individuals need to be added that do not appear on the list, press the PF5 OVBB key.

• The OVBB - MEMBER ADD screen displays.

 
• Type the DCN of the individual.  If the responsible individual was an authorized representative, sponsor, or other non-household member and s/he does not have a DCN, assign a DCN using current DCN assignment procedures.  The cursor automatically moves to the NON HHLD MEMBER field.

 
• If the individual was a member of the food stamp household during the claim period and is responsible for the claim, type an "N" in this field.  If the individual was an authorized representative, sponsor, or other responsible non-household member and is responsible for the claim, type a "Y" in this field.

 
• Continue to do this for all DCNs that need to be added.  Press enter.  The message "MEMBER (S) ADDED, PRESS PF5 FOR CLAIM MEMBER LIST" appears.  Press PF5 OVBD.  The OVBD - MEMBER INQUIRY DETAIL screen displays.

 
• Verify all responsible individuals are listed.  If an individual is listed in error, press PF4 OVBX to delete that individual.

• The OVBX - MEMBER DELETE screen displays.  Select the individual to be deleted using an "S" in front of the individual's DCN.  Press enter.  The message "MEMBER(S) DELETED" appears.

NOTE:  If the claim is already established and a demand letter is generated, household members cannot be added or deleted from these screens.  Refer to the "ADD RESPONSIBLE INDIVIDUALS TO AN ESTABLISHED CLAIM" (page 17) or "REMOVE RESPONSIBLE INDIVIDUALS FROM AN ESTABLISHED CLAIM" (page 18) sections of this memorandum.

At this point the entry of the claim is complete.  The claim status is now changed from "P" (Pending) to "M" (Moved).  Overnight the claim is established and a demand letter is generated.  The date the demand letter is generated is the "Date Established" appearing in CARS.

 To reject a discovery claim referral take the following action.

• Access OVDU by:
• Typing OVMM.  Press enter.  The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.  Select OVDU by entering an "S";
• Typing OVDL and the DCN.  Press enter.  The OVDL - DISCOVERY CHANGE LIST screen displays.  This screen provides a list of all claim referrals for a DCN.  Select the appropriate Discovery ID.  Press PF5 OVDU.  The OVDU - DISCOVERY CHANGE screen displays; or
• Typing OVDU followed by the 20-digit Discovery ID.  Press enter.  The OVDU - DISCOVERY CHANGE screen displays.

• Verify this is the discovery claim referral to be rejected.

• Any information to be updated must be done before entering the reject code. 

Example: The worker entering the rejection is different than the worker who entered the discovery claim referral.  To change the worker ID (the same worker ID/Userid used in Office Vision email) prior to rejecting the referral, type the new worker ID and press enter.  The message "DISCOVERY ENTRY CHANGED- ENTER NEXT REQUEST" appears.

• Change the STATUS CODE to "R" (Reject), type the REJECT CODE and press enter.  The message "DISCOVERY ENTRY CHANGED - ENTER NEXT REQUEST" appears.

 REJECT CODES:

• 01 - No overpayment (This could include a discovery referral entered in error.)
• 02 - Insufficient information
• 04 - Duplicate referral
• 05 - Overpayment less than threshold
• the overpayment is less than $125 and the case is

not active, or
• the overpayment is less than $125 and it was not discovered as a result of a Quality Control review.
• 06 - Unable to locate the debtor

ADDING A NOTE

A note can be added for future reference to a discovery claim referral, moved claim, or established claim.  A note may be used to record information regarding phone calls or other conversations, including State Office Claims and Restitution Unit conversations with the household.  This screen DOES NOT replace the claims section of the case record.  To add a note use the following procedures.

• Access OVNA by:
• Typing OVMM.  Press enter.  The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.  Select OVNA by entering an "S".  Press enter; or
• Typing OVNA followed by the DCN.  Press enter.  The OVNA - NOTE ADD screen displays.

• Type the note and press enter.  The message "NOTE SUCCESSFULLY UPDATED" appears.

• To view a list of notes stored in the system, press PF2 OVNI.

The OVDL - DISCOVERY CHANGE LIST screen is used to display all discovery claim referrals for a DCN and to select a discovery claim referral for further action. 

• Access OVDL by:
• Typing OVMM.  Press enter.  The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.  Select OVDL by entering an "S".  Press enter; or
• Typing OVDL followed by the DCN.  Press enter.  The OVDL - DISCOVERY CHANGE LIST screen displays. 

• To update information on a discovery claim referral, type "S" in front of the DISCOVERY ID and press PF5 OVDU to access the OVDU - DISCOVERY CHANGE screen.

• To view claim information on an established claim, type "S" in front of the DISCOVERY ID and press PF4 OVCI to access the OVCI - DISPLAY CLAIM INFORMATION screen.

A claim is moved when all information is entered, but the demand letter is not generated.  When the claim is moved, but not yet established, and it is discovered the wrong months or amounts are entered, correct the months or amounts following these procedures.

NOTE: When the months of a moved (but not yet established) claim are changed, the status is returned to P (Pending) or D (Delinquent).  The information regarding the claim must be verified and the members reselected.

• Access OVPC by:
• Typing OVMM.  Press enter.  The OVMM - MENU FOR DISCOVERY/TRACKING SYSTEM screen displays.  Select OVPC by entering an "S".  Press enter;
• Typing OVDL and the DCN.  Press enter.  The OVDL - DISCOVERY CHANGE LIST screen displays.  This screen provides a list of all claim referrals for a DCN.  Select the appropriate Discovery ID and press PF5 OVDU.  When OVDU displays, press PF6 OVPU (since OVPU was entered previously OVPC displays); or
• Typing OVPC followed by the 20-digit Discovery ID.  Press enter.  The OVPC - WORKSHEET CHANGE screen displays.  Verify this is the moved claim to be changed.

• If the months need to be changed, type the correct months in the FROM and TO fields.  Press enter.  CARS displays the corrected months.  Any month that was previously entered and is still in the claim period displays.  Verify these amounts are still correct.

• Type new amounts or any changes to displayed amounts of food stamp benefits received under GRANT AMOUNT.  Tab and type new amounts or any changes to displayed amounts of food stamp benefits the household should have received under ELIGIBLE AMOUNT.  Press enter.  The system recalculates the amount of the overpayment and displays the results.

• Press PF6 OVTC to continue.  Since OVTC has been completed previously, OVTU - CHANGE CLAIM displays.  Type any changes to the PROGRAM, FS W/EID, CAUSE, REFERRAL SOURCE, DEMAND LETTER NAME, and DEMAND LETTER AMOUNT.  Press enter.

• If the dates of the claim were changed the OVBA - MEMBER ADD screen displays.  Type "S" in front of all members being added as responsible individuals for this claim.  Press enter.

• If the amounts previously displayed were changed and no months were changed, the OVBB - MEMBER ADD screen displays.  If no additional members need to be added, press PF5 OVBD to verify the list of responsible individuals.

CHANGE THE CODING OF A MOVED CLAIM (CAUSE, REASON, ETC.)

When the claim is moved, and it is discovered that the PROGRAM, FS W/EID, CAUSE, REFERRAL SOURCE, DEMAND LETTER NAME, or DEMAND LETTER AMOUNT is incorrect, correct the information following these procedures.  A claim is moved when all information is entered, but the demand letter is not generated.

NOTE:  A moved claim, that is not yet established, can only be updated the day it is entered.  Once the demand letter is generated, the claim is established and is active.  Use the OVCC - CHANGE CLAIM INFORMATION screen to make changes to established claims.

• Access OVTU by:
• Typing OVDL and the DCN.  Press enter.  The OVDL - DISCOVERY CHANGE LIST screen displays.  This screen provides a list of all claim referrals for a DCN.  Select the appropriate Discovery ID and press PF5 OVDU.  When OVDU displays, type OVTU over tran ID OVDU and press enter; or
• Typing OVTU followed by the 20-digit Discovery ID.  Press enter.  The OVTU - CHANGE CLAIM screen displays.  Verify this is the moved claim you want to change.

• Enter any changes to the PROGRAM, FS W/EID, CAUSE, REFERRAL SOURCE, DEMAND LETTER NAME, and DEMAND LETTER AMOUNT.  Press enter. 

• The claim is updated. 

RECORD A DEMAND LETTER HAS BEEN RETURNED AS UNDELIVERABLE

When a demand letter is returned as undeliverable, record the date on this screen.

• Type OVLI followed by the DCN and press enter.  The OVLI - DEMAND LETTER INQUIRY screen displays.  Select the Discovery ID of the demand letter that is returned as undeliverable using an "S".  The Discovery ID appears on the bottom left corner of the demand letter.  Press PF5 OVLU.  The OVLU - LETTER DETAIL UPDATE screen displays.

• Type the date the letter was returned to the county office in the DATE RTND field and press enter.

After the claim is established and the demand letter is generated, it may be necessary to add responsible individuals to the claim.  Claim members can be added to the claim by following these procedures.

• Type OVMA, space, claim indicator (I,J, etc.), DCN, space, program type, space, date established.  Press enter.  The OVMA - ADD CLAIM MEMBER TO ESTABLISHED CLAIM screen displays.

Example: OVMA I27029231 12 081701 indicates this is the first food stamp program 12 claim established on August 17, 2001 for the DCN 27029231.

OVMA J27029231 12 081701 indicates this is the second food stamp program 12 claim established on August 17, 2001, for the DCN 27029231.

• Verify this is the established claim to be changed.

• Type the DCN of the member to be added.  Type "Y" or "N" in the NON MEMBER field.  Continue until all members are listed.  Press enter.

• To view the responsible members now attached to this claim, press PF5 OVIM to access the OVIM - CLAIM MEMBER(S) FOR ESTABLISHED CLAIM screen.

REMOVE RESPONSIBLE INDIVIDUALS FROM AN ESTABLISHED CLAIM

After the claim is established and the demand letter is generated, it may be necessary to remove responsible individuals from the claim.  Claim members can be removed from the claim by following these procedures.

• Type OVMD, space, claim indicator (I,J, etc.), DCN, space, program type, space, date established.  Press enter.  The OVMD - DELETE CLAIM MEMBER(S) FROM ESTABLISHED CLAIM screen displays.

Example: OVMD I27029231 12 081701 indicates this is the first food stamp program 12 claim established on August 17, 2001 for the DCN 27029231.

OVMD J27029231 12 081701 indicates this is the second food stamp program 12 claim established on August 17, 2001 for the DCN 27029231.

• Verify this is the established claim to be changed.

• Type an "S" in front of the member(s) to be deleted from this claim and press enter. 

NOTE: If all the members do not fit on one screen, the message "TYPE 'S' TO DELETE MEMBER, MORE MEMBERS AVAILABLE" appears.  Select the members on the first screen and press enter. The message "MEMBER(S) DELETED, MORE MEMBERS AVAILABLE" appears.  Press enter and the second member screen displays.  Type "S" in front of the members to be deleted and press enter.  Repeat until all member screens are updated.  The final message "MEMBER(S) DELETED" appears.

• To view the responsible members now attached to this claim, press PF5 OVIM.

• Review this memorandum with appropriate staff. 

• Register food stamp discovery claim referrals using the new procedures.

• Establish food stamp claims using the new procedures.

• Make changes to pending claim referrals, moved claims, and established claims, as appropriate, using the new procedures.