Collections & EBT Repayments

Collections

A client may submit money to the agency for several reasons, the most common is to repay an overpayment. The client may repay in the form of personal check, money order, cash or EBT card to Fiscal, AR at The Department of Tax and Collections (DTAC). 

Only EBT payments are accepted at district offices. Each district office has two sets of receipts and two types of transmittals. The type of payment must be accurately recorded in the correct receipt book and transmittal form.

Clients may also make payments by debit or credit cards using the following methods:

  • Online at https://paydirect.link2gov.com/DOSSA/ItemSearch
  • By phone at 1-844-I PAY SSA (1-844-472-9772)
  • In-Person Monday - Friday 8am - 5pm to the DTAC office at 110 West Tasman Drive, San Jose, CA 95134
  • By mail, send checks or money orders (NO CASH) to DTAC:

             The Department of Tax and Collections

             110 West Tasman Drive

             San Jose, CA 95134

Cash Received in District Office (DO) Drop Boxes

In the event that a client submits cash in a DO Drop Box, the following steps should be taken:

  • Designated staff opening the drop box must immediately take the cash to their supervisor.
  • The supervisor will notify the OMC.
  • The OMC of the office will hand deliver the cash to the DTAC office at 110 West Tasman Drive, San Jose, CA 95134 between 8 AM and 5 PM, and request a receipt for the cash payment.
  • The cash receipt must be mailed to the client, verifying receipt and delivery to the DTAC office.

Refer to the Common Place Handbook Collection Payments topic. 

EBT Repayments

If a client has received an incorrect amount of Cash and/or CalFresh benefits that are already deposited into his/her EBT account, the client has the option of repaying the benefits with their EBT account. 

  • A CalFresh benefit overissuance CANNOT be repaid with Cash benefits.
  • A Cash benefit overpayment CANNOT be repaid with CalFresh benefits. 

The following procedure must be followed when a client wishes to repay an overissuance electronically:

  1. Client
    1. Requests to repay an overissuance/overpayment electronically.
  2. Clerical Staff
    1. Clerical staff create a Task and assign to assigned EW.
  3. EW
    1. The EW MUST:
      1. Verify that the benefits have been deposited to the client’s EBT account, and the current balance is sufficient to cover the repayment.
      2. Print a copy of the Repayment Agreement in CalSAWS for CalFresh overissuances, or
      3. Provide the client an “EBT Repayment Authorization Form” (SCD 2322) for cash aid overpayments and/or CalFresh overissuances.
      4. Have the client sign and date the repayment agreement.
      5. Select “Record Repayment Agreement” from Benefit Recovery in CalSAWS, and enter the claim number. From the drop down menu in the Record Repayment Agreement window, select the following entries:
        1. Individual/Provider Name: Client’s Name
        2. Date Agreement Received: Date received by SSA
        3. Recovery Type: Lump Sum Repayment
        4. Status: Signed
        5. Repayment Begin Date: Date of Repayment Transaction
        6. Amount: For cash repayments, enter the repayment amount here
        7. Coupon Amount: For CalFresh repayments, enter the repayment amount here
        8. Click the SAVE icon.
      6. Complete an “Electronic Benefit Transfer (EBT) On-Line Request” (SCD 2201), indicating a repayment request.
      7. Submit the signed repayment agreement and SCD 2201 form to the district office fiscal clerk.
      8. Refer to CalSAWS Help for step-by-step instructions.
  4. DOFC
    1. Receives the SCD 2201.
    2. Selects the claim that needs to be repaid from the Display Claim Summary by Case window in CalWIN and clicks the [Record Repayment] button.
    3. Makes the following entries in the Record Repayment Detail window.
      1. Repayment Type: Repayment
      2. Repayment Method: EBT for Cash or EBT for CalFresh, as applicable
      3. Amount: Repayment amount.
      4. Balance Detail Group Box: The appropriate claim.
      5. Allocated Details Group Box: Enter the Repayment Amount in the Allocated Amt. field.
      6. Click the SAVE icon. A message will appear which states “An amount of repayment would be withdrawn from EBT Account (for CalFresh or Cash, as applicable) Do you want to continue?” Click the “Yes” button on the message.
    4. Sends a screen print of the EBT Display Claim Summary by Case and Inquire on History Data windows to the EW as notification of the completion of the request.
    5. Faxes a copy of the SCD 2201 and Repayment Agreement to the Benefit Issuance Unit @ 333 W. Julian.
    6. Has the signed Repayment Agreement and SCD 2201 scanned into the Imaging system.
    7. Refer to CalSAWS Help for step by step instructions.
  5. EW
    1. Reviews the amount in the Display Claim Summary by Case and Inquire on History Data from EBT windows to ensure the balances are correct. 
    2. Documents the action taken in the Maintain Case Comments window.

Note: If a client wishes to repay with cash or money order, refer them to Accounts Receivable at 333 W Julian Street. 

Related Topics

Fiscal Operations

Electronic Benefit Transfer (EBT)

Security Warrant Stock

Collections