External Recovery Accounts are used when an overpayment occurs for a program which uses Manual EDBC. PPS Program overpayments require the use of an External Recovery Account. Workers should create an External Recovery Account if:
there are no Recovery Accounts associated to the case,
a Recovery Account is found with a status of Active, or
a Recovery Account is found with a status of Pending but is for a different overpayment.
If a record needs to be edited and is still in Pending status the worker would proceed to Editing an Overpayment Record - PPS.
Select Fiscal from Global Navigation.
Select Collections from Local Navigation. The Recovery Account Search page displays.
Complete a search for an existing Recovery Account.
Enter the case number in the Case Number field.
Click the Search button. The Recovery Account Search page displays with records found.
Select Create External Recovery Account from Task Navigation. The Recovery Account Detail page displays.
Click the Select button under Case Number. The Select Person page displays.
Enter the Case Number then click the Search button. The Select Person results display.
Select the radio button for the person’s name and then click the Select button. The Recovery Account Detail page displays with the Case Number populated.
Use the drop-down menu to select the Program Type in the Accounts Details block.
Enter the date the overpayment was found in the Discovery Date field using the <mm/dd/yyyy> format or calendar icon.
Click the Select button under Assigned To. The Select Worker page displays.
Enter the Central Collection Unit (CCU) ghost worker Worker ID DC3003E300 number then click the Search button. The Select Worker page redisplays with results.
Select the radio button for the correct Worker ID, then click the Select button. The Recovery Account Detail page displays with the Assigned To: populated with the selected Worker ID.
Select the appropriate Cause using the drop-down menu.
Select an appropriate Reason using the drop-down menu.
Click the Add button in the Resources section of the Responsible Party block. The Responsible Party Detail page displays.
Click the Select button under Resource Name. The Select Resource page displays.
Enter the name for the resource who received the overpayment in the Name field. Complete as much information as possible and click the Search button. The Select Resource page displays a list of resources.
Select the radio button for the correct resource. Click the Select button. The Responsible Party Detail page displays with the Resource Name populated.
Click the Save and Return button. The Recovery Account Detail page displays with the Resources Name populated.
Click the Save and Continue button. The Overpayment Detail page displays with the Recovery Account Number and Program Type populated.
Enter the Benefit/Service Month the overpayment occurred using the <mm/yyyy> format or calendar icon, the Aid Code, the Original Payment amount, and the Correct Payment amount. The Non-Reportable drop-down menu defaults to No. No change is required to the Non-Reportable field.
NOTE: This process needs to be completed for each month an overpayment is processed (though a single Recovery Account is used for all associated overpayments for a single program). Remember to always run the EDBC months in order from the initial overpayment month to the last overpayment month.
Click the Save and Return button. The Overpayment Summary page displays in view mode.
Click the Date hyperlink to make corrections. The Overpayment Detail page displays in view mode.
Click the Edit button on the Overpayment Detail page to make the page editable.
Click the Add O/P button to add another month of overpayment if required.
Click the Close button if the record is correct. The Overpayment Summary page displays.
Click the Close button. The Recovery Account Detail page displays with the Account Balance section populated and a Status of Pending.
Click the Close button. The Recovery Account Search page displays with the record.
Email the Central Collection Unit (CCU) that an External Recovery Account has been established. Include the following information:
Case Name
Case Number
Recovery Account Number
Attach all required forms
NOTE: The CCU email address is for internal use only. This is not to be disclosed to debtors.