Internal Recovery Accounts are used when an overpayment is the result of running EDBC rules. Meaning LIEAP data collection records can be updated and EDBC is re-run for a month where a benefit has already been issued to the consumer or the vendor.
To Create an Internal Recovery Account:
1. Access the case through Person Search or enter the Case Number in Task Navigation and click the Go button.
· If consumers need to be added to the program block for the overpayment see File Clearance and Registration to view how to Add a Case Person or Add a Program Person.
2. Select Eligibility from Global Navigation. Select Customer Information from Local Navigation. Click the + beside LIEAP to expand the LIEAP data collection pages.
3. Update the necessary data collection pages for any information being used to process the overpayment. See LIEAP Data Collection for additional information on completing these pages.
Remember: Take screenshots of any information prior to making changes to the record history.
4. Update the information to be used in the benefit determination, then select Run EDBC from Task Navigation. The Run EDBC page displays.
5. Run EDBC for the month of the overpayment. The EDBC result shows as Not Accepted on the EDBC List page.
6. Click the EDBC hyperlink to view the EDBC Summary page. The EDBC Summary shows if an overpayment exists.
7. If an overpayment exists, click the Accept button to accept the EDBC result. The Select Recovery Account page displays.
8. Review all Pending Recovery Accounts associated to the case.
9. If this is the first month of overpayment, an account needs to be added. Click the Add Recovery Account button to create a new recovery account.
When EDBC is run for a subsequent overpayment in a series of months, the Pending Recovery Account displays. If a Pending Recovery Account exists, click the Account Number hyperlink to navigate to the Recovery Account Detail page. See Adding an Overpayment to an Existing Recovery Account for more information.
10. Once the Recovery Account is created or selected, the Recovery Account Detail displays. The Recovery Account Detail page contains information relevant to that account number.
11. Enter the Discovery Date (the date the agency discovered the need to process the overpayment).
12. Assign the recovery account to the LIEAP Office Ghost Worker ID:
i. Under Assigned To: click the Select button. The Select Worker page displays.
ii. Enter the LIEAP Office Ghost Worker ID in the Worker ID field, see the Worker ID Code Table for more information.
iii. Click the Search button. The Select Worker page displays.
iv. Select the Worker ID using the radio button, then click the Select button. The Recovery Account Detail page displays with Assigned To: populated with the Worker ID.
13. Select the Cause from the drop-down menu.
14. Select the Reason from the drop-down menu.
15. Click the Add button in the Responsible Party block to assign the Responsible Party. The Responsible Party Detail page displays.
NOTE: The Responsible Party should be the Primary Individual for the program. If there are addition Responsible Parties, they will be added later in the process.
16. Click the Select button. The Select Person page displays.
17. Search for the Responsible Party using the appropriate search criteria. See Person Searchfor more information.
18. Click the radio button for the person then click the Select button.
· If the consumer is on one or more cases, the Select Case page displays. Otherwise the Responsible Party Detail page displays.
· On the Select Case page, choose the radio button for the appropriate LIEAP case number, then click the Select button.
The Responsible Party Detail page displays with the Responsible Party Name, SSN, and Case Number.
19. Click the Save and Return button. The Recovery Account Detail displays.
20. Click the Save and Return button. The EDBC List page displays.
21. Click the Save and Continue button.
NOTE: This process needs to be completed for each month within the LIEAP Season an overpayment is processed, though a single Recovery Account is used for all associated overpayments for a single program.
Remember: If there is an overpayment in both the regular benefit month and the supplemental benefit month, always run the EDBC months in order.
Example: Regular Benefit issued in 03/2019 & Supplemental Benefit issued in 08/2019. It’s discovered in 11/2019 both months have an overpayment. When processing the overpayment EDBC must run for 03/2019 first, then run for 08/2019.
Once all months of the overpayments have been added to the Pending Recovery Account, the status must be set to Active in order for recoupment to begin.
Note: LIEAP recoupment is always 100%, until the total amount of the overpayment has been recovered.
22. Select Fiscal from Global Navigation and Collections from Local Navigation. The Recovery Account Search page displays.
23. Complete a search for the Recovery Account.
24. Click the Recovery Account hyperlink. The Recovery Account Detail displays.
25. Click the Edit button to make the page editable.
26. Select Active from the Status from the drop-down menu.
27. Select a Status Reason from the drop-down menu.
28. Click the Save button. The Recovery Account Detail redisplays in View mode with the updates.
NOTE: Once the Status on a Recovery Account Detail is set to Active no additional overpayments may be added to that account.
29. Click the Generate Form button to generate the L5: LIEAP Notice of Overpayment for the consumer.