07.04.03 - Refunds

Effective Date:  01/01/00

Revised: 06/10/13, 12/12/19
Revised:  09/17/09

Updated: 1/22/20

Reference: 

None

Procedure:

A refund is payment returned to the State, usually from a provider, which is not in response to an overpayment letter. All refunds, payments, and returned warrants must be processed immediately.  If CCR&Rs or Sites receive a refund they should:

1. Determine if the payment is a repayment in full or a partial payment.
   1. If a payment in full is received, send the documentation listed below along with the payment (returned state check, personal check, or money order) to:

      Illinois Dept. of Human Services
      Bureau of Subsidy Management ATTN:  Accounts Receivable
      100 South Grand Avenue East, 2nd floor
      Springfield, IL  62762-0002

      1. the Payment Inquiry Screen (PF11) for each month of service;
      2. the Comptroller's SAMS OPCH and OPCL (or WH01) screens for each warrant. If payments have been archived and are not seen on the OPCH and OPCL, use the Voucher Inquiry or Warrant Inquiry screens;
      3. the Overpayment Checklist.  Indicate that an overpayment letter was not issued.
      4. the name and telephone number of the staff member who processed the refund.
   2. If a partial payment is made, an overpayment letter must be sent.  Send the following information and documentation along with the partial payment to:

      Illinois Dept. of Human Services
      Bureau of Subsidy Management
      100 South Grand Avenue East, 2nd Floor
      Springfield, IL 62762-0002

      1. the payment;
      2. an Overpayment Referral Form (IL444-1900);
      3. the Payment Inquiry Screen (PF11) for each month of service; and
      4. the Comptroller's SAMS OPCH and OPCL (or WH01) screens for each warrant. If payments have been archived and are not seen on the OPCH and OPCL, use the use the Voucher Inquiry or Warrant Inquiry screens.
2. If a provider returns a state warrant, write VOID on the warrant. Make a photo copy for the case record and mail the warrant to Springfield Bureau of Subsidy Management, Accounts Receivable, at the address listed in I.A.  Include an explanation why the payment is being returned. Be sure to enter a case note on the CCMS.
3. If a provider contacts the CCR&R regarding payments received in error, refer the provider to the Springfield Bureau of Subsidy Management to discuss their repayment options.