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This business process flow shows the high level steps utilized by KEES to automate the collections and recovery process on overpaid benefits from the Kansas Debt Recovery System (KDRS).
NOTE: See Fiscal in the KEES User Manual for guidance on how to navigate to and view the pages outlined in this process.
KEES communicates with the Department of Administration through the Overpayment and Kansas Tax Revenue (DSO) interface to automatically collect and recover overpaid consumer or debtor benefits via KDRS. The criteria for KDRS collection must be met to initiate this process in KEES. Qualifying criteria includes:
A Recovery Account in Active Status with a balance of $25 or more regardless of error type (agency, fraud, or client)
NOTE: If there is a prior DSO payment posted to the recovery account, the balance can be less than $25 to continue collecting.
Debtor is not deceased
NOTE: If deceased, the responsible party should be deceased for less than 365 days.
The responsible party is not in bankruptcy
NOTE: Check the Bankruptcy Detail page in KEES for the ‘Continue to Collect’ field. It will be marked ‘No’ if bankruptcy was filed and ‘Yes’ if eligible for collection.
Not exempt from DSO
NOTE: Check the ‘Exempt from DSO’ field on the CCU Detail page. If this field is indicated as ‘Yes’, then the debt will not be collected through DSO.
Appropriate Notification was sent:
Non-Fraud Claims: 3 Notices, including the initial Repayment Agreement
Fraud Claims: 2 Notices, including the Repayment Agreement
NOTE: Non-Fraud Claims can be agency or client error claims
A Repayment Agreement must exist on the Repayment Term Detail page in KEES
Qualifying overpaid program types include:
TANF
Child Care
Food Assistance
PPS Vendor Payments
Independent Living
Permanent Custodianship Subsidy
Adoption Assistance
Diversion
LIEAP
After KEES determines the Recovery Account(s) meets all the specified criteria, the DSO Interface sends a file of Overpayment Claims to KDRS. KDRS retrieves the file and processes the information daily to see if any of the Recovery Accounts can be collected. In return, KDRS sends a file of collections back to KEES via the DSO interface. The information provided is the name of the individual, type of program, and gross and net collection amounts. Transactions are automatically posted to the Recovery Accounts in KEES and closed if the balance reaches $0.
NOTE: See the Recovery Account Refund Process for steps taken by Central Collection Unit (CCU) if the Recovery Account has a negative balance.
The DSO process and the posting of transactions to a Recovery Account is completely automated in KEES. Prior to KEES, this was a manual process completed by Receivables staff.
The DSO interface sends and receives information on a daily basis. Prior to KEES, this information was manually processed twice a month. The daily process will increase the timeliness of posted transactions, helping to prevent the opportunity to over collect funds.
KEES assumes notification requirements have been met on active claims converted from legacy systems to KEES as an active Recovery Account. If the Recovery Account meets the other criteria specified in this process, it will be sent on the file to KDRS to begin the collection process via the DSO interface.
Although the DSO interface automates this process, CCU staff are still responsible for answering consumer questions about the collected funds, refunding over collected funds, and troubleshooting any claims that may ‘fall out’ of the DSO Interface process due to error or missing information.
Any non-qualifying program claims will be manually entered in KDRS and not be sent via the automatic interface.
The KDRS case numbers are the same as the KEES recovery account claim numbers. It is the KEES case number + the 3 digit recovery account claim number.
Court Cost fees must be posted first on fraud claims determined through a court of law. As a result, KDRS creates another account that is not part of the daily transfer of data and is strictly for the court fees.