5101:9-7-06 Reporting collections and earnings on erroneous payment recoveries.

(A) When a public assistance (PA) recipient has received a cash or benefit overpayment for general assistance (GA), disability financial assistance (DFA), temporary assistance for needy families (TANF) or aid to dependent children (ADC) , family emergency assistance (FEA) medical, child care, medicaid, food assistance (FA), early learning initiative (ELI), employment retention incentive program (ERI) or prevention, retention and contingency (PRC), the county department of job and family services (CDJFS) shall recover the funds.

(B) As outlined in section 5107.76 of the Revised Code, a CDJFS is entitled to earnings for the recovery of erroneous payments. Earnings for recovery of erroneous payments do not apply to participant expense allowances or other support service cash benefits. The CDJFS may recover erroneous payments through benefit reduction or through cash collections.

(C) Earnings for recovery of erroneous payments apply to overpayments recovered through benefit reduction. Net overpayment amounts result in earnings when collected and appropriately reported. The CDJFS may verify earnings from collections amounts using its own county's "GRP670RA" report. This is a detailed report of all Ohio works first (OWF) and ADC erroneous payments collected through benefit reduction.

(D) The CDJFS reports erroneous payment collections that qualify for earnings and the Ohio department of job and family services (ODJFS) issues earnings as follows:

(1) DFA:

(a) The CDJFS shall deposit DFA cash collections in the PA fund and report the collections on the JFS 02827 "Public Assistance Quarterly Statement" as outlined in rule 5101:9-7-29 of the Administrative Code.

(b) After the close of each quarter, the ODJFS multiplies the reported amount by twenty-five per cent.

(c) ODJFS issues the calculated amount as an electronic funds transfer (EFT) to the county.

(2) TANF or OWF, defined as a cash benefit issued on or after October 1, 1996:

(a) The CDJFS shall deposit these TANF or OWF cash collections in the PA fund and report the collections on the JFS 02827.

(b) The CDJFS does not report other forms of collection, including benefit reductions or state tax offsets found on report "GRP670RB" in "Control-D" on the JFS 02827.

(c) After the close of each quarter, ODJFS multiplies the combined reported amounts from the JFS 02827 and the "Control-D" report by twenty-five per cent.

(d) At the beginning of the federal fiscal year (FFY), ODJFS issues the calculated amount earned in the previous FFY as an allocation.

(e) The CDJFS must use earnings for recovery of erroneous ADC payments that occurred after October 1, 1996 and TANF/OWF cash assistance payments only for TANF programs.

(3) ADC, defined as a cash benefit issued on or before September 30, 1996:

(a) The CDJFS shall deposit these ADC cash collections in the PA fund and report the collections on the JFS 02827.

(b) The CDJFS does not report other forms of collection, including benefit reductions and tax offsets as found on report "GRP670RB" in "Control-D" on the JFS 02827.

(c) At the close of each quarter, ODJFS combines the reported amounts from the JFS 02827 and the "Control-D" report and multiplies that amount by the non-federal share percentage of 39.83 per cent to get the calculated non-federal share amount. The calculated non-federal share amount is also multiplied by the specific county participation mandated share rate. This result is subtracted from the fifty per cent non-federal share calculation.

(d) ODJFS issues the final calculated amount as an EFT to the county.

(4) Medicaid collections reported on or after July 1, 2004:

(a) The CDJFS shall deposit collections of erroneous payments in the PA fund and report the cash collections as earnings from medicaid collections on the JFS 02827.

(b) After the close of each quarter, ODJFS calculates the reported amounts and multiplies by the current non-federal share percentage, which changes every FFY, effective October first, and then multiplies the product of that calculation by fifty per cent.

(c) ODJFS issues the amount as an EFT to the county.

(5) FA:

(a) The CDJFS shall deposit cash collections of erroneous payments into the PA fund and report collections on the JFS 02827.

(b) The CDJFS does not report other forms of collections, including benefit reductions and treasury offset program (TOP) payments found on report "GBV030RB" in "Control-D" on the JFS 02827.

(c) At the end of each month, the CDJFS calculates the FA earnings from collections as outlined in rule 5101:4-8-23 of the Administrative Code. The CDJFS reports the earnings on the JFS 02827 using codes established by ODJFS for this purpose.

(E) In addition to collections that are eligible for earnings, the CDJFS shall also report the following erroneous payment collections as receipts on the JFS 02827:

(1) Cancellations, collections, refunds, or other GA receipts;

(2) Collections of erroneous payments for FEA medical;

(3) Collections of ADC erroneous payments made prior to October 1, 1987;

(4) Cancellations, collections, refunds, or other child care receipts;

(5) Collections of erroneous payments of ELI funds;

(6) Collections of erroneous payments of ERI funds; and

(7) Collections of PRC.

(F) The CDJFS will report collections of benefits that were issued in a previous fiscal year separately than the collections of benefits that were issued during the current SFY.

(G) ODJFS will include the erroneous payment collections, as reported on the JFS 02827, on the over/under report and collect them as part of the quarterly close calculation.

Replaces: 5101:9-6-29, 5101:9-7-06

Effective: 03/30/2012
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 7/1/89, 10/15/95, 10/30/97, 10/4/02, 9/1/03, 8/25/06, 12/13/07, 8/8/08