Creating an External Recovery Account-LIEAP

External Recovery Accounts are used when an overpayment is not the result of running EDBC rules. Examples of overpayments requiring an External Recovery Account are LIEAP programs needing to recover a benefit sent to an incorrect vendor or overpayments for any month initially processed in the LIEAP Legacy system.

NOTE: If the overpayment is a result of paying an incorrect vendor, the Recovery Account is still set up in the consumer’s name as the benefit was paid on their behalf.

To Create an External Recovery Account:

1. Select Fiscal from Global Navigation.
2. Select Collections from Local Navigation. The Recovery Account Search page displays.
3. Complete a search for an existing Recovery Account.

NOTE: If the consumer has a Pending External Recovery Account for the same program type and cause, the user can navigate to the Recovery Account Detail page and select Overpayment Summary from Task Navigation to add additional overpayments to the Recovery Account. Add overpayments by clicking the Add O/P button. Proceed to STEP 18 for more information on adding overpayments.

4. If no Recovery Account exists select Create External Recovery Accounts from Task Navigation. The Recovery Account Detail displays.
5. 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.
6. Select the correct person using the radio button and then click the Select button. The Recovery Account Detail displays with the Case Number populated.
7. Under the Account Details block, select the Program Type using the drop-down menu.
8. Enter the Discovery Date using the <mm/dd/yyyy> format or the calendar icon.

NOTE: This is the date the overpayment was discovered, not the date action is being taken.

9. Assign the recovery account to the LIEAP Office Ghost Worker ID:
   1.  Under Assigned To:  click the Select button. The Select Worker page displays.
   2. Enter the LIEAP Office Ghost Worker ID in the Worker ID field, see the Worker ID Code Table for more information.
   3. Click the Search button. The Select Worker page displays.
   4. 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.
10. Select a Cause using the drop-down menu.
11. Select a Reason from the drop-down menu.
12. Under the Responsible Party block click the Add button. The Responsible Party Detail displays.
13. Click the Select button under Person Name. The Select Person page displays.

    NOTE: For LIEAP the Responsible Party is always a Person, never the Resource (Vendor).

14. Enter the Case Number/Name then click the Search button. The Select Person results display.
15. Select the correct person using the radio button and then click the Select button. The Responsible Party Detail displays with the consumer information populated.
16. Click the Save and Return button. The Recovery Account Detail displays with the consumer displaying in the Responsible Party block.

    NOTE: If additional Responsible Parties are needed once the Overpayments are added and the Recovery Account is saved, the user can select the Edit button on the Recovery Account Detail and add additional Responsible Parties.

17. Click the Save and Continue button. The Overpayment Detail page displays.
18. Enter the month of the overpayment in the Benefit/Service Month using mm/yyyy or the calendar icon.
19. Select LIEAP from the Aid Code drop-down menu.
20. Enter the Original Payment amount.
21. Enter the Correct Payment amount.
22. Select No from the Non-Reportable drop-down menu.
23. Click the Save and Return button. The Overpayment Summary page displays.
24. If additional overpayments are needed, click the Add/OP button and repeat STEP 18 - STEP 24 to complete theOverpayment Detail, otherwise click the Close button. The Recovery Account Detail page displays.

NOTE: To return to the Overpayment Summary page and add additional overpayments select Overpayment Summary from the Task Navigation. Overpayments can be added as long as the Recovery Account remains in Pending status. Once a Recovery Account is set to Active, no new overpayments can be added.

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.

25. Select Fiscal from Global Navigation and Collections from Local Navigation. The Recovery Account Search page displays.
26. Complete a search for the Recovery Account.
27. Click the Recovery Account hyperlink. The Recovery Account Detail displays.
28. Click the Edit button to make the page editable.
29. Select Active from the Status from the drop-down menu.
30. Select a Status Reason from the drop-down menu.
31. 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.

32. Click the Generate Form button to generate the L5: LIEAP Notice of Overpayment for the consumer.