Electronic Repayment of Benefits

Incorrect Amount Issued in Client’s Account

Errors may occur when establishing aid, and incorrect benefit amounts are sometimes deposited into the client’s EBT account. An overpayment (OP) /overissuance (OI) claim must be established when this occurs. The CalSAWS Benefit Recovery subsystem must be used to repay benefits that have been deposited into a client’s account in error. The client is required to sign a repayment agreement to have the OP or OI amount taken out of their EBT account.

 

If an OP/OI is discovered in an active case, the responsibility for calculating the OP/OI is the SSBS. If the case is unassigned, the case should be assigned to an SSBS.

Overissuance and/or Overpayment Repayments

There may be instances in which a client wishes to repay a portion of an OP and/or OI by using the benefits in his/her EBT account. A cash OP CANNOT be repaid with CalFresh benefits and a CalFresh OI CANNOT be repaid with cash benefits.

 

The following procedure must be followed when a client wishes to repay an OP/OI electronically:

  1. The Client requests to repay an OP/OI electronically.
  2. The Clerical Staff creates the Task and assigns to an available SSBS.
  3. The SSBS 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 OIs,

or

  • Provide the client an EBT Repayment Authorization Form (SCD 2322) for cash aid OPs and/or CalFresh OIs.
  • Have the client sign and date the repayment agreement.
  • Select “Record Repayment Agreement” from Benefit Recovery, and enter the claim number. From the drop down menu in the Record Repayment Agreement window, select the following entries:
    • Individual/Provider Name: Client’s Name
    • Date Agreement Received: Date received by SSA
    • Recovery Type: Lump Sum Repayment
    • Status: Signed
    • Repayment Begin Date: Date of Repayment Transaction
    • Amount: For cash repayments, enter the repayment amount here
    • Coupon Amount: For CalFresh repayments, enter the repayment amount here
    • Click the SAVE icon.
  • Complete an Electronic Benefit Transfer (EBT) On-Line Request (SCD 2201), indicating a repayment request.
  • Submit the signed repayment agreement and SCD 2201 form to the district office fiscal clerk (DOFC).

Refer to the CalSAWS Help feature for step-by-step instructions.

  1. The DOFC:
    1. Receives the SCD 2201.
    2. Selects the claim that needs to be repaid from the Display Claim Summary by Case window 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 Display Claim Summary by Case and Inquire on History Data windows from EBT to the SSBS as notification of the completion of the request.
    5. Faxes a copy of the SCD 2201 and Repayment Agreement to the Benefit Issuance Unit @ Julian.
    6. Has the signed Repayment Agreement and SCD 2201 scanned into Imaging.

Refer to the CalSAWS Help feature  for step by step instructions.

  1. The SSBS:
    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 Journal Detail page.

Related Topics

Electronic Benefit Transfer (EBT) Overview

EBT Forms