5300 Claim Repayment

Federal regulations require that all money received by SRS for the repayment of TEFAP claims must be returned to USDA. Claim repayments should be submitted to SRS in the following manner:

5301 Repayment to USDA - Claims assessed against SRS by USDA will be dealt with at the state level.

Money received by SRS for the repayment of SRS established claims will be returned to USDA.

5302 Repayment to SRS - Claims assessed against participating organizations, warehousemen, carriers, and/or other persons by SRS will be completed by the Food Distribution Unit. Repayment of these claims to SRS shall be completed as follows:

1. Payments to SRS should be made for the full amount due or an approved payment plan must be established with the Food Distribution Unit for the receipt of partial payments.
   
   
2. Payments should include a message stating that the repayment is for a Commodity Program Claim and should clearly identify the person/organization making the payment.
   
   
3. Payments should be made payable to:
   Department of Social and Rehabilitation Services
   
   
4. Payments should be mailed to:
   
   Kansas Dept of Social & Rehabilitation Services
   EES Food Distribution Unit
   915 SW Harrison, Suite 580-W
   Topeka, KS 66612-1505
   
   
5. In the event payments are received by the local SRS office, they should be handled according to the established fee fund transfer procedure and a memo regarding the payment sent to the Food Distribution Unit.
   
   
6. The Food Distribution Unit will send an acknowledgment letter after receiving each payment or notice of payment. This letter will include the past balance due, the total current payment received, and the new balance due (if any).
   

5303 Repayment to Participating Organizations - Repayments of claims assessed against employees, volunteers, storage facilities or others by participating organizations may be handled as follows:

1. The participating organization may reimburse SRS in full up front and then pursue repayment of their expenses through establishing a claim against the employee, volunteer, or storage facility responsible for the loss; or
   
   
2. The participating organization may contact the Food Distribution Unit to work out a payment plan. Money received by the organization as a result of their claim or other legal action against the responsible employee, volunteer, or storage facility may be used to make payments to SRS. If the participating organization fails to follow through in establishing a claim against the responsible party, repayment of the claim may become the responsibility of the organization.