WAG 22-02-01-b: Receipt of Duplicate Checks

PM 22-02-01-b.

IncomeMaintenance

Recoup only one duplicate check at a time. If another duplicate check overpayment happens while recoupment is in process, begin recoupment of the additional overpayment when the first recoupment is finished.

Use Change of Overpayment Information (Form 2404C), to notify BOC when a case with an active duplicate check recoupment is:

  • canceled,
  • transferred to another FCRC, or
  • totally recouped.

Write on the top of Form 2404C, in red, "DUPLICATE CHECK".

  1. For TANF, use the following chart to figure the monthly duplicate check recoupment.
Check Amount Monthly
Recoupment		 Check Amount Monthly
Recoupment
0 - 71 $ 1 576 - 611 $16
72 - 107 2 612 - 647 17
108 - 143 3 648 - 683 18
144 - 179 4 684 - 719 19
180 - 215 5 720 - 755 20
216 - 251 6 756 - 791 21
252 - 287 7 792 - 827 22
288 - 323 8 828 - 863 23
324 - 359 9 864 - 899 24
360 - 395 10 900 - 935 25
396 - 431 11 936 - 971 26
432 - 467 12 972 - 1007 27
468 - 503 13 1008 - 1043 28
504 - 539 14 1044 - 1079 29
540 - 575 15 1080 - 1115 30

NOTE: If the recoupment amount reduces the check to less than 1¢, place the case in zero grant status. There is no time limit on zero grant status.

  • For AABDtext deleted, figure the monthly recoupment amount by dividing the duplicate check amount by 6 months or 4 months, as appropriate. For example, if the duplicate check is $35 and this is the first time, the monthly recoupment is $5.83 ($35 ÷ 6 = $5.83). If the recoupment reduces the check to less than $1, adjust the recoupment to give a minimum $1 check.
  1. Complete Overpayment Referral (Form 2404).

    NOTE: Do not report the duplicate check overpayment through ACM. A special duplicate check claim is established. 

    1. Write on the top of Form 2404, in red: "DUPLICATE CHECK"
    2. Send Form 2404 to Bureau of Collections, Field Recovery Unit, Springfield.
  2. Complete Notice of Overpayment (Form 2404X) to notify the client of the duplicate check overpayment.
    1. Distribute Form 2404X:
      • original to client, and
      • copy to Collections.
  3. Enter Code 638 with the monthly recoupment amount in Item 90 of Form 552 to start the duplicate check recoupment.
  4. Establish a control to delete or change Code 638 when the overpayment will be totally recouped. The system will not automatically stop deducting the recoupment amount.

Do not recoup a duplicate check overpayment (Code 638) when a regular recoupment (Code 639) is in process. Set a control to start the duplicate check recoupment when the regular recoupment is finished.

When a regular overpayment occurs while a duplicate check is being recouped, stop the duplicate check recoupment starting the next regular roll action. Set a control to resume the duplicate check recoupment after the regular recoupment is finished.

Supportive Services

Refer supportive service duplicate check overpayments to BOC.

  1. Complete Overpayment Referral (Form 2404).

    NOTE: Do not report the duplicate check overpayment through ACM. A special duplicate check claim is established. 

    1. Write on the top of Form 2404, in red: "SS DUPLICATE CHECK"
    2. Send Form 2404 to Bureau of Collections, Field Recovery Unit, Springfield.
  2. Complete Notice of Overpayment (Form 2404X) to notify the client of the duplicate check overpayment.
    1. Distribute Form 2404X:
      • original to client, and
      • copy to Collections.
  3. Report the action on Notice of Recoupment of Replaced Warrant (Form 167).
    1. Send Form 167 to LWU.

Case Transfers

  1. Attach Form 167 to current Form 552 when a case with an active duplicate check recoupment is transferred. Include it with the other materials sent to the new FCRC.
  2. Send completed Form 2404C to the Bureau of Collections.

Canceled Cases

  1. (FCRC) Complete Overpayment Referral (Form 2404).

    NOTE: Do not report the duplicate check overpayment through ACM. A special duplicate check claim is established. 

    1. Write on the top of Form 2404, in red: "SS DUPLICATE CHECK"
    2. Send Form 2404 to Bureau of Collections, Field Recovery Unit, Springfield.
  2. (FCRC) Complete Form 167.
    1. Attach Form 167 to the back of the cancellation printout.
    2. File both in the case record.
    3. Send a copy of Form 167 to LWU.
  3. (LWU) Keeps a copy of Form 167 while recoupment is in process.