111-7 PAYMENTS RECEIVED IN DPA OFFICES
The overpayment/recoupment notice sent by the Claims Specialist instructs individuals to mail payments on claims by personal check or money order directly to the Benefit Issuance and Recovery Unit.
If an individual contacts a DPA office by phone or mail and inquires about making a payment, the DPA office staff person will inform the individual to mail the payment to the Benefit Issuance and Recovery Unit. Remind the individual to pay by personal check or money order.
If an individual hand delivers or mails a payment by check or money order to a DPA office, the DPA office submits the payment to the Benefit Issuance and Recovery Unit. Send the payment, along with a copy of the CLPM screen in EIS to the Benefit Issuance and Recovery Unit, PO Box 110640, Juneau, Alaska 99811-0640, by departmental mail. Inform the client that the payment receipt will be sent to them by mail. If the client requests a receipt of payment, use the DPA Claim Remittance (GEN 38). The local office must make a CANO entry regarding the payment received which lists the date, payment amount, program(s) involved, etc.
111-7 A. PUBLIC ASSISTANCE CLAIM REMITTANCE (GEN 38)
If a client hand delivers a payment and receipt of payment, fill out GEN 38 form and provide that to the client. The GEN 38 can be printed from e-Forms on the DPAweb.
When a DPA office receives a payment on a claim, the caseworker will also complete a GEN 38 form. The GEN 38 form must include:
DPA office name
Date the caseworker
prepared the GEN 38
and mailed it to the Claims, Benefit Recovery Unit
Amount of the
payment
Case name and
case number of the individual making the payment
Payment method
(check, money order)
Program type
Reason for payment
(overpayment claim payment, voluntary return, individual deceased,
other)
Signatures of two DPA employees
Keep a copy of the GEN 38 form in the individual’s case file and the original copy to the individual as a receipt of payment if needed.
1. Money Orders and Personal Checks
Send money orders and personal checks with the CLPM screen to the Benefit Issuance and Recovery Unit.
DPA offices should avoid accepting cash payments whenever possible. When individuals come into the office wanting to pay with cash, the office staff person should tell them we prefer a cashier's check or money order, however do not refuse cash payments.
If the office receives a cash payment in the mail, a money order must be purchased. Follow local office procedures to acquire the money for the money order purchase. Send the money order with the CLPM to the Benefit Issuance and Recovery Unit.
Note:
Do not forward cash to the Benefit Recovery Unit.
Public assistance warrants for Adult Public Assistance can be applied only as payment against an APA claim.
Do not cancel or void any Public Assistance warrants received to pay an APA claim, issued by the Office Public of Advocacy to pay an overpayment or any other warrants not issued by Public Assistance. If the warrant is payable to an individual and not to the Division, the individual must endorse the warrant making it "payable to the Division of Public Assistance, Benefit Recovery Unit.” (This procedure differs from the procedure for processing returned or undeliverable warrants.)
The eligibility staff will create a case note that explains why the warrant was returned to the office.
Send the endorsed warrant and the CLPM screen to the Benefit Issuance and Recovery Unit.
Note:
Staff should review the warrants before voiding or canceling to ensure
they were not issued by DPA
or they are for repayment. Repayment warrants are routed to Benefit Recovery
Unit.
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