Collection of Claims

Liable Individual

Claim collection will be initiated against the liable individual in the case. The recoupment for active cases is done by reducing future benefits by 5% or 10% percent, depending on the type of claim (Administrative or Client error).

Note: In a sponsored case, both the recipient and the sponsor(s) are liable individuals. The “Overpayment Notice for Open and Discontinued -Sponsor Cases” (GA 33) must be sent to the recipient AND the sponsor.

Overpayment Recoupment on Active Cases

When the GA program is open, the overpayment recoupment is done by reducing future GA benefits as follows:

Administrative Error Overpayment

Five percent (5%) of the total grant amount will be deducted from the monthly benefits. GA policy limits the collection of Administrative Error Overpayments to twelve months from the date of occurrence.

Note: If the EW becomes aware of a case with an open AE claim older than 12 months, the claim must be canceled.

Client Error Overpayment

Ten percent (10%) of the total grant amount will be deducted from the monthly benefits until the total overpayment balance is paid in full.

Note: A timely NOA is required prior to begin benefit reduction for both administrative and client error overpayments.

Overpayment Recoupment on Closed Cases

When the GA program closes, the Public Assistance Collections unit pursues collection efforts for claim balances totaling more than $125. The Public Assistance Collection unit will contact the GA-Collections Liaison with any questions regarding claims in closed cases for clarification and /or to request action needed.

Note: If the sum of all GA claims is $125 or less, all claims must be canceled.

Collecting on Sponsored Cases Overpayments

The GA applicant/recipient and his/her sponsor(s) shall be held jointly and/or individually liable for repayment of GA overpayment claims.

While the GA case is active, the recoupment is done by reducing the applicant/recipient’s future benefits by 5% or 10%, according to the type of overpayment.

When the GA program closes, all unpaid overpayment balances are collected from the sponsor(s). The Public Assistance Collections unit will pursue collection efforts to recover for the County the aid provided to the noncitizen during the period of time for which the sponsor has agreed in writing to provide for the non-citizen. When the GA program closes, the amount of benefits issued must be recorded in CalSAWS.

If an overpayment claim was created during the time the non-citizen was receiving GA and a partial repayment was done, the amount of the repayment must be deducted from the balance. The remaining balance of the overpayment claim must be canceled.

ExampleExampleA client receives GA benefits for March, April, and May. A Client Error overpayment is created for all three months for a total of $413.55. In June, a repayment of $41.35 (10%) was made. When the GA program closes, the amount repaid, must be deducted from the total amount of benefits to be paid by the sponsor.

Reminder: The form "Referral of Sponsor to Collections" (GA 59) must be completed as soon as the GA program is approved, and it must be sent by email to the Collections Unit email box at collections@ssa.sccgov.org. [Refer to “Citizens /Noncitizens” chapter].

Institutional Authorized Representatives

The AR of an eligible institution is solely responsible for the repayment of an overpayment which occurs while that person is the individual’s AR.

Other Collection Methods

The household may choose to repay all or part of an overpayment claim in a lump sum payment.

Payments may be done in the following ways:

On-line at: https://paydirect.link2gov.com/dossa.
By calling: 1-844 IPAYSSA (1-844-472-9772),or
In person at:
- Collections
- 852 N First Street,
- San Jose, CA 95112

Note: When the household makes a partial lump sum payment, arrange for repayment of the remainder of the overpayment claim by another method of collection.

Benefit Offset

If the recipient requests to use his/her benefit to pay a GA overpayment, the "EBT Repayment Authorization Form” (SCD 2322) MUST be completed and signed by the recipient. [Refer to "Collection Payments" in the Common Place HB].

Supplemental Security Income

Overpayment claims may NOT be collected from SSI funds without the client's permission. The Notices of Action for overpayment contain the following informing language - “You do NOT have to use any SSI benefits you get to repay this overpayment.”

Note: This does not affect benefit reduction or offset. Continue to offset or reduce benefits for all overpayment whenever possible, regardless of whether the household has SSI income.