Benefit Error Group (BEG)
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Benefit Error Group (BEG)

Revised January 22, 2008

Purpose:

Automated Overpayment Letter Process

Confirm a BEG - Overpayment

Confirm a BEG - Underpayment

Creating a BEG (Benefit Error Group)

Determining Overpayment and Underpayment Amount

Calculate an Overpayment

Calculate an Underpayment

How ACES Groups Benefit Error Months into BEGS

Ignore a BEG - Overpayment or Underpayment

Manually Create a BEG - Overpayment

Modify a BEG - Overpayment or Underpayment

Remove a BEG - Overpayment or Underpayment

 

Automated Overpayment Letter Process

  • All information on the BEG is sent in an electronic record to the Office of Financial Recovery ( OFR ).

  • Hard copies of the letter are no longer sent to OFR.

To use the automated overpayment letter functionality:

  1. Determine liable household members and overpayment reasons for each month, prior to making any historical changes in Option R - Interim / Hist Change - from the (AMEN).

  2. ACES groups all BEGs with the same BEG Reason Code into one group for all BEGs created on the same day through Option R - Interim / Hist Change.

  3. On the (AMEN) use Option R - Interim / Hist Change - to enter the changed information in each month that the overpayment reason and liable members are the same.

  4. On the (WMEN) enter Option [N] - Benefit Error - in the SELECTION field.

  5. <TRANSMIT> and the (NMEN) displays.

  6. Update the BEG.  See BEG – Confirm a BEG – Overpayment

  7. Then the status of this BEG is OP - Open - go back to Option R - Interim / Hist Change - from the (AMEN).

  8. Enter the [changed information] for the next reason code and liable members in each month.

  9. Go back to the (NMEN) and update the BEG.

  10. Continue this procedure until all error months have been grouped into BEGs and updated to status OP.
     

Confirm a BEG - Overpayment

To confirm an overpayment BEG:

  1. In aces.online open the AU for which you created the overpayment.

  2. Click on Create Letter.

  3. The Overpayment Letter Type is pre-selected for system generated BEGs.

  4. Beg Status will read Ready to Process (RP) - this means that the overpayment has been confirmed and is ready to be sent to OFR.

  5. The Review Liability box serves as a flag for Office of Financial Recovery (OFR) to review the case to determine which clients are financially liable before initiating collection action.

    1. Check the Review Liability box if any member of the AU is not financially liable and OFR must review the overpayment.

    2. Leave the Review Liability box blank blank if all members of the AU are financially liable.  In these cases either no OFR review is needed or the BEG is using the automated letters process and liability is indicated on the (BEGL).


NOTE: For BEGs created by recalculating eligibility on-line, the Rev Liab field is always N (No) as liable household members are indicated when the automated letters process is completed.

  1. Click Next at the bottom of the screen - this will take you to the Overpayment Letter

  2. Because this is a system-created BEG, all information specific to months, amounts, liable household members, overpayment computation is pre-filled.

    1. The case information reflects information from the (STAT) from the first overpayment month.

    2. ACES lists all AU members and pre-selects liable members based on the person's financial responsibility code by pre-filling the box next to the client's name.


NOTE: It is imperative that the information be reviewed to ensure it is correct before the letter is confirmed and sent to OFR and the client.

  1. If a pre-selected member is determined not liable for the overpayment, the user may remove the check in the box to deselect the specific household member.

  2. All clients who are identified as liable will be included in the Overpayment Letter and will be included on the file sent to OFR.


NOTE: In making its selection for liability, ACES does not differentiate between program (cash or food assistance) and does not consider a person's relationship to the head of household or age.

  1. It may be necessary to review policy when completing the overpayment letter to ensure all persons selected are actually financially liable for the overpayment.  See EA-Z Manual - Benefit Errors - WAC 388-410-0005  and WAC 388-410-0025Other information that must be completed by the user is claim determination, for cases that have a hearing determination. Most cases need other information completed by the user including the overpayment reason with the WAC code and legal service telephone number.

  2. The overpayment file will be sent to OFR that night in batch.

  3. Once the overpayment is in OP status, the status can only be changed by doing a modification.
     

Confirm a BEG - Underpayment

To confirm an underpayment BEG:

  1. Enter Option [N] - Benefit Error in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (WMEN) displays.

  3. Enter Option [B] - Update a Benefit Error Group - in the Selection field on the (WMEN).

  4. Enter [the assistance unit ID] in the AU / Vendor ID field.

  5. <TRANSMIT> and the (BEGS) displays.

  6. On the (BEGS) the BEG Status field defaults to RP - Ready to Process.

    This is the only field on the (BEGS) that is enterable. All other fields on the screen are protected.

  7. Enter [Y] in the Sel field to the left of the BEG being updated.

  8. <TRANSMIT> and the (BEMG) screen displays.

  9. The BEG information is detailed on the (BEMG), including the months, type and reason code.

  10. The benefit error amount is detailed by month and the total BEG amount displays in the BEG OP / UP Amount field.

  11. Because this is an underpayment the automated letter process cannot be used so the letter type, date and review liability fields are not completed here.

  12. If a user attempts to use the automated process for an underpayment BEG Edit Message 2020 - Automated BEG Letter Process Not Allowed for Underpayment BEGs - will display.

  13. A letter 017-01 (Supplemental Payment for Cash/Food) must still be sent to the client informing them that a supplemental payment will be issued with details about why the payment is being made.  See Letters.

  14. If the amount and type of underpayment is correct enter [Y] in the Confirm field.

  15. If this is a cash case the cash supplemental payment will be deposited in the household's EBT / EFT account two days from the date the payment is confirmed and authorized by the supervisor.  See Issuance.

  16. If the supplemental payment is food assistance the benefits will be deposited in the household's EBT account two to three banking days from the date the BEG is confirmed.  See Issuance- EBT- Electronic Benefit Transfer.

  17. Supplemental food assistance issuances do not require supervisor authorization.

  18. If the supplemental food assistance payment is to be issued as a regular issuance leave the UNDERPAYMENT PROCESS IND blank.

  19. To issue the supplemental food assistance payment as an emergent issuance, enter valid value [E] in the EBT FS Issuance field.

  20. If the supplemental payment is a cash issuance and is to be issued to a vendor press <F16> to go to the (BEGV).  See Vendor Payments.
     

Creating a BEG (Benefit Error Group)

  • Monthly error amounts are grouped by program, error reason, and liable household members into BEGs.

  • BEGs display on the (BEGS).

  • From the (BEGS) the user can confirm, ignore, or modify a BEG.

  • A BEG can be created in one of three different ways:

  1. A user calculates a change in benefit amount on-line from the(AMEN) through Option R – Interim / Hist Change, and for historical month(s) ACES groups the months into a BEG.

  2. ACES calculates a change in batch that increases or decreases the benefit amount for a historical month(s). The user must confirm or ignore the benefit calculation then update the BEG.

  3. A user creates an underpayment or overpayment BEG manually.

When an underpayment amount cannot be calculated on-line or the amount calculated on-line is not correct the BEG must be manually created.

See BEG- Manually Create a BEG – Overpayment

 


NOTE:

A manually created BEG should be done as a last resort. Whenever possible use on-line benefit eligibility to calculate the amount of the benefit error.

 

Determining Overpayment and Underpayment Amount

Calculation of a possible underpayment and / or overpayments is done on-line, by the user, through Option R - Interim / Hist Change - off of the (AMEN).

Processing Alternative

Cash

PR 81493

NOTE: For ACES to calculate an overpayment or underpayment the benefit must have been issued by ACES.

  • To process a change through Option R - Interim / Hist Change - off of the (AMEN) enter the appropriate AU ID or CLID and start with the benefit month in which the circumstances first changed.

  • If the change affects more than one month enter [the new information] in each affected benefit month.

  • ACES calculates the difference between the benefit actually due the client and the benefit actually paid to the client to determine the benefit error amount (overpayment or underpayment).   This is not the BEG. This is just a calculation of a difference in the benefit amount for that month.

  • ACES takes into consideration the amount of benefits that the client may have already reimbursed DSHS because of a previous overpayment.

  • The calculated overpayment or underpayment amount displays on the (CAFI) or (FSFI) when the change is finalized.

  • When the benefit amount the client should have received is less than what he/she actually received ACES calculates an overpayment.

  • When the benefit amount the client should have received is more than what he / she actually received ACES calculates an underpayment.

  • Because this is only a calculation of the difference in benefit amount the user has the option of not confirming the benefit amount if the client is not entitled to the supplement or is not liable for an overpayment.

  • The process described above is used when the benefits have been issued by ACES so the error calculation can be done on-line. In some situations the error benefit calculation cannot be done on-line. 

In these situations a BEG can be created manually using the(NMEN), Benefit Error Group options.

Calculate an Overpayment

To calculate an overpayment:

  1. Enter Option [R] - Interim / Hist Change for the correct benefit month on the (AMEN).

  2. Enter information based on the client's current circumstances.

  3. When computing an overpayment in a historical month the budgeting method for that month cannot be changed.


EXAMPLE

If the budgeting method for the month you are working on was prospective in ACES but it really should have been retrospective any changes affecting the benefit amount must be entered in the prospective fields for the calculation to come out right.


  1. When all applicable information has been entered call [DONE].

  2. ACES compares the PREVIOUS BENEFIT / PREVIOUS CALC AMT with the BENEFIT AMOUNT displayed on (CAFI) or (FSFI) for that month.

  3. If the BENEFIT AMOUNT is less than the PREVIOUS BENEFIT AMOUNT ACES displays the amount in the OP Amt field on the far right side of the screen and a red question mark (?) in the OP Reas field below the amount.


NOTE: Remember, this is only a calculation. ACES does not know whether the difference in benefit amount is really an overpayment the client is liable to repay. The actual benefit issued should be checked on the (JMEN) in determining if the previous benefit amount is correct.

ACES only does the math.

The user must then determine if an overpayment exists based on change of circumstance rules for that specific program.

See EA-Z Manual - Benefit Errors
WAC 388-410-0001
WAC 388-410-0005
WAC 388-410-0020
WAC 388-410-0025 
WAC 388-410-0030 

  1. If an overpayment exists, enter the [correct valid value based on program] in the Reas field.

  2. If, based on policy, no overpayment exists enter valid value [IG] in the Reas field.

  3. Document on the (REMA) why the overpayment is ignored.

Calculate an Underpayment

To calculate an underpayment:

  1. Enter Option [R] - Interim / Hist Change in the Selection field for the correct benefit month on the(AMEN).

  2. Enter information based on the client's current circumstances.

  3. When all applicable information has been entered call [DONE].

  4. ACES compares the PREVIOUS BENEFIT / PREVIOUS CALC AMT with the BENEFIT AMOUNT displayed on(CAFI) or(FSFI) for that month.

  5. If the BENEFIT AMOUNT is more than the PREVIOUS BENEFIT AMOUNT ACES displays the amount in the UP Amt field on the far right side of the screen and a red question mark (?) in the UP REAS field below the amount.


NOTE: This is only a calculation. ACES does not know whether the difference in benefit amount is really an underpayment the client is entitled to receive.

ACES only does the math.

 

How ACES Groups Benefit Error Months into BEGS

See EA-Z Manual - Benefit Errors

WAC 388-410-0005

WAC 388-410-0025

  • Benefit error calculations done on the same day with the same type and reason code are grouped into a single BEG.

  • In order to meet OFR 's requirements, benefit error calculations done on the same day but with different reason codes and/or liable household members must be grouped into separate BEGs.

  • Correctly grouping error months into BEGs ensures that the correct letters are sent and that OFR will receive the correct number of files based on the liable household members.


EXAMPLE

A client has not reported going to work. You recalculate eligibility and the unreported income caused a $50 per month unintentional overpayment for October, November and December.

Because all months of this overpayment are reason code UO, ACES groups the three months into one benefit error group of $150. In this case, one letter is sent for all months of the overpayment and OFR receives one electronic record for the AU.

EXAMPLE

The same client did not report going to work but the overpayment of $50 per month is for benefit months October and December only.

Even though the months are not consecutive the system will group the months into one BEG of $100 because October and December are both overpayments with reason code UO, and processed on the same day.

In this case, one letter is sent for all months of the overpayment and OFR receives one electronic record for the AU.

EXAMPLE

Client receiving food assistance had changes in circumstance that resulted in a $100 overpayment for July, a $25 underpayment for August and a $100 overpayment for September.

The reason code for all three-benefit error months is AE - Administrative Error.

If eligibility in all 3 months is recalculated on the same day the BEG will be a net overpayment of $175 ($100 + $100 - $25).

The computation portion of the overpayment letter can accommodate 36 months per letter.

If an overpayment is for more than 36 months make the on-line changes so that the overpayment is grouped into two (2) separate BEGs.

 

Ignore a BEG - Overpayment or Underpayment

  • IGNORE means the overpayment is not valid.

  • The system calculates the overpayment or underpayment (does the math) but based on policy no overpayment or underpayment exists.

  • Code IG - Ignore - can be used on the (CAFI) or (FSFI) and also on the (BEMG) so the overpayment is not sent to OFR.

To ignore a BEG:

  1. Enter Option [N] Benefit Error in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (NMEN) displays.

  3. Enter Option [B] Update a Benefit Error Group in the Selection field on the (NMEN).

  4. Enter the [AUID] in the AU / Vendor ID field.

  5. <TRANSMIT> and the (BEGS) screen displays.

  6. On the (BEGS) the BEG Status field defaults to RP - Ready to Process. This is the only field on the (BEGS) that is enterable. All other fields on the screen are protected.

  7. If it is determined that the BEG is not valid change the BEG STATUS valid value from RP - Ready to Process - to [IG] - Ignored.

  8. <TRANSMIT> and Edit Message 0019 - Update Completed Successfully - displays at the bottom of the screen.

  9. Once the status on the (BEGS) has been changed to IG - Ignore - it cannot be changed back.

  10. If later it is determined that this is a valid overpayment the user must manually create the BEG.
     

Manually Create a BEG - Overpayment

When an overpayment amount cannot be calculated on-line, or the amount calculated on-line is not correct the BEG must be manually created.

NOTE: Manually created BEGs should be done as a last resort. Whenever possible use on-line benefit eligibility to calculate the amount of the benefit error.

To manually create an overpayment BEG:

  1. Enter Option [N] Benefit Error in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (NMEN) displays.

  3. Enter Option [C] Create a Benefit Error Group in the Selection field on the (NMEN).

  4. Enter the [assistance unit ID] in the AU / Vendor ID field.

  5. <TRANSMIT> and the (BEMG) screen displays.

  6. Enter case data in the following fields on the (BEMG):

  • Issue Month

  • OP / UP

  • Benefit Error Amount

  • Benefit Error Reas


NOTE: If only these fields are completed and the BEG is not confirmed the BEG is in RP - Ready to Process - status and must be confirmed before the referral will be sent to OFR.

  1. There is space for five months on the first screen.  If the BEG has more than five months enter [Y] in the MORE field.

  2. <TRANSMIT> and a second (BEMG) displays.


To create the overpayment letter:

  1. In aces.online go to the AU for which you created the overpayment.

  2. Click on (Create Letter)

  3. Select the BEG you want to create a letter for.

  4. The Review Liability box indicates whether or not the overpayment must be reviewed by the Office of Financial Recovery (OFR) to determine which clients are financially liable before initiating collection action.

    1. Select the Review Liability box if all members of the AU being referred to OFR are not financially liable and OFR must review the overpayment.

    2. Leave the Review Liability box blank if all members of the AU being referred to OFR are financially liable and no OFR review is needed.

  5. The Overpayment Letter Type is pre-selected for system generated BEGs

  6. Click <NEXT> at the bottom of the screen and the (Overpayment Letter) screen displays.

  7. Enter all information specific to months, amounts liable household members, overpayment computation, etc.

  8. BEG Status will read Ready to Process (RP) - this means that the overpayment has been confirmed and is ready to be sent to OFR.

  9. The overpayment file will be sent to OFR that night in batch.

  10. Once the overpayment is in OP status, the status can only be changed by doing a modification.  See Modify a BEG.
     

Modify a BEG - Overpayment or Underpayment

The Modification field on the (Create Overpayment Letter) in aces.online is used to indicate to OFR there is a previously established overpayment for this AU but the original amount is not correct.

NOTE: Currently you cannot modify a BEG to increase the amount.

This has been reported and will be fixed in a later release. Until then if the amount of the BEG is to be increased do not use the automated letter process. Print the modification letter manually and send it to OFR.

To modify a BEG:

  1. Enter Option [N] - Benefit Error - in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (NMEN) displays.

  3. Enter Option [B] - Update a Benefit Error Group - in the Selection field on the (NMEN).

  4. Enter the [assistance unit ID] in the AU / Vendor ID field.

  5. <TRANSMIT> and the (BEGS) screen displays.

  6. On the (BEGS) screen the BEG Status field defaults to RP - Ready to Process.

  7. Enter [Y] in the SEL field to the left of the BEG to be updated.

  8. <TRANSMIT> and the (BEMG) screen displays.

  9. The BEG information including the month, type, and reason code is detailed on this screen. The benefit error amount is detailed by month, and the total BEG amount displays in the BEG OP / UP Amount field.

To create the BEG letter:

  1. In aces.online go to the AU that has the BEG you are modifying.

  2. Click on (Create Letter).

  3. Select the BEG you want to create a letter for.

  4. The Review Liability box indicates whether or not the overpayment must be reviewed by the Office of Financial Recovery (OFR) to determine which clients are financially liable before initiating collection action.

    1. Select the Review Liability box if all members of the AU being referred to OFR are not financially liable and OFR must review the overpayment.

    2. Leave the Review Liability blank if all members of the AU being referred to OFR are financially liable and no OFR review is needed.

  5. Check the Modification box.

  6. Select Overpayment Letter Type 0045-09 Overpayment Modification.

  7. Click on  <NEXT> at the bottom of the screen and the Overpayment Letter screen displays.

  8. Enter all information specific to months, amounts, liable household members, overpayment computation, etc. must be entered.

  9. BEG Status will change RP - Ready to Process to MO - Modified - this means that the overpayment has been confirmed as modified and is ready to be sent to OFR.

  10. The overpayment file will be sent to OFR that night in batch.
     

Remove a BEG - Overpayment or Underpayment

  • Code RM -Removed - cannot be used on the (CAFI) or (FSFI), but is used on the (BEMG) so the overpayment is not referred to OFR.

  • REMOVED means the overpayment / underpayment is valid but is not being processed any further.

See EA-Z Manual  - Benefit Errors: WAC 388-410-0030 and WAC 388-410-0025


EXAMPLE

A food assistance administrative error overpayment occurred but is less than $100.

The overpayment is valid but based on policy will not be collected.

To remove a BEG:

  1. Enter Option [N] - Benefit Error in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (NMEN) displays.

  3. Enter Option [B] - Update a Benefit Error Group in the Selection field on the(NMEN).

  4. Enter the [assistance unit ID] in the AU / Vendor ID field.

  5. <TRANSMIT> and the(BEGS) screen displays.

  6. On the(BEGS) the BEG STATUS field defaults to RP - Ready to Process.

    This is the only field on the(BEGS) that is enterable. All other fields on the screen are protected.

  7. If it is determined that the BEG is not valid, change the BEG STATUS field valid value from RP - Ready to Process - to [RM] - Removed.

  8. <TRANSMIT> and Edit Message 0019 - Update Completed Successfully - displays at the bottom of the screen.

  9. Once the status on the (BEGS) has been changed to RM it cannot be changed back.

  10. If later it is determined that this was a valid overpayment the user must manually recreate the BEG.  See BEG- Manually Create a BEG- Overpayment.

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Modification Date: January 22, 2008
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