Recovery Account Transfer Process

Recovery Account Transfer when the Primary Applicant Becomes Deceased

This business process flow shows the high level steps utilized to transfer a Food Assistance Recovery Account to a joint debtor when the Primary Applicant becomes deceased prior to TOP Certification.

Business Process Diagram

Business Process Steps

Food Assistance Recovery Accounts can be transferred to a joint debtor when a Primary Applicant becomes deceased on a TOP Pre-Certified Recovery Account by following the steps below.

1. Verify the Deceased Date is populated on the TOP SSN Detail page.

   NOTE: This field is populated when a date is entered in the Deceased Date field on the Individual Demographics page. Contact the Purple Team if a Deceased Date needs to be entered and populated.

2. Verify there is a joint debtor associated to the Recovery Account claim.

   NOTE: A Recovery Account claim does not need to be transferred if the primary debtor dies and there are no joint debtors. The claim will not go to TOP.

3. Create an External Recovery Account linked to an existing case number with the Joint Debtor listed as the Primary Applicant for Food Assistance. See Creating an External Recovery Account for detailed steps.

   NOTE: Contact the KEES Help Desk if a Food Assistance program does not exist with the Joint Debtor as the Primary Applicant. The KEES Help Desk will create and deny a usable Food Assistance program block for the External Recovery Account. The Negative Action Reason of ‘Application Opened in Error’ should be used to deny the program.

4. Terminate the deceased Primary Applicant’s Recovery Account with a Status Reason of ‘Deceased’. See Changing the Status of a Recovery Account for detailed steps.

5. Post a Repayment Transaction with a Transaction Type of ‘Terminated’ on the terminated Recovery Account. See Posting a Repayment Transaction for detailed steps.

6. On the new Recovery Account Claim, send a recoupment or repayment agreement to the joint debtor with a reference to the previous case number.

7. KEES will initiate the TOP process when the External Recovery Account is activated. See the Treasury Offset Program (TOP) Process for more information.

Identified Changes

N/A

Key Process Considerations

• See Treasury Offset Program (TOP) for detailed steps on viewing and updating specific TOP pages in KEES.

• A Recovery Account claim does not need to be transferred if the primary debtor dies and there are no joint debtors. The claim will not go to TOP.

• If the Food Assistance debt is already TOP certified, the Recovery Account claim continues to be linked to the case with the deceased person. The joint debtor will be listed as active and will be continued to be collected from. The debt does not need to be transferred in this situation.