111-7          PAYMENTS RECEIVED IN DPA Division of Public Assistance 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 Claims, Benefit Recovery Unit.

If an individual contacts a DPA Division of Public Assistance office by phone or mail and inquires about making a payment, the DPA Division of Public Assistance office staff person will inform the individual to mail the payment to the Claims, Benefit 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 Division of Public Assistance office, the DPA Division of Public Assistance office submits the payment to the Claims, Benefit Recovery Unit.  Send the payment, along with a completed Public Assistance Claim Remittance  (GEN 38 Public Assistance Claim Remittance) form, by certified mail to the Claims Specialist, Benefit Recovery Unit Unit/Program Integrity and Analysis Section, PO Box 110640, Juneau, Alaska 99811-0640.

111-7 A.     PUBLIC ASSISTANCE CLAIM REMITTANCE (GEN 38)

The GEN 38 Public Assistance Claim Remittance can be printed from e-Forms on the DPAweb.

When a DPA Division of Public Assistance office receives a payment on a claim, the caseworker completes a Public Assistance Claim Remittance (GEN 38 Public Assistance Claim Remittance) form.  The GEN 38 Public Assistance Claim Remittance form must include:

• DPA Division of Public Assistance office name
   

• Date the caseworker prepared the GEN 38 Public Assistance Claim Remittance 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 Division of Public Assistance employees

Send the completed GEN 38 Public Assistance Claim Remittance and the payment to the Claims, Benefit Recovery Unit, by certified mail within five calendar days from the date the payment is received in the DPA Division of Public Assistance office.  Keep a copy of the GEN 38 Public Assistance Claim Remittance form in the individual’s case file.  A copy can be given to the individual as a receipt of payment if needed.

111-7 B.     FORMS OF PAYMENT

1. Money Orders and Personal Checks

Send money orders and personal checks with the completed GEN 38 Public Assistance Claim Remittance form to the Claims, Benefit Recovery Unit.

2. Cash

DPA Division of Public Assistance 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 completed GEN 38 Public Assistance Claim Remittance form to the Claims, Benefit Recovery Unit.

Note:  

Do not forward cash to the Benefit Recovery Unit.

3. Warrants

Public assistance warrants for Adult Public Assistance can be applied only as payment against an APA Adult Public Assistance claim.

When a Public Assistance warrant is received to pay an APA Adult Public Assistance claim, the warrant must not be voided or canceled.  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.)

Send the endorsed warrant and the completed GEN 38 Public Assistance Claim Remittance form to the Claims, Benefit Recovery Unit.