HomeMy WebLinkAbout20052990.tiff RESOLUTION
RE: APPROVE ADDITION TO OPERATIONS MANUAL, SECTION 3.000, ASSISTANCE
PAYMENTS POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Board has been presented with Section 3.000, Assistance Payments
Policies and Procedures for the Weld County Department of Social Services Operations Manual,
and
WHEREAS,after review,the Board deems it advisable to approve said additional section,
a copy of which is attached hereto and incorporated herein by reference.
NOW,THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services, that Section 3.000,Assistance Payments
Policies and Procedures for the Weld County Department of Social Services Operations Manual
be, and hereby are, added and approved.
The above and foregoing Resolution was, on motion duly made and seconded,adopted by
the following vote on the 10th da of October, A.D., 2005.
IEILa BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: A �� �' EXCUSED
William H. J e, Chair
Weld County Clerk to th `CJ '
M. Bile, Pr
BY: �.�.1 _ 1 1 4 '
D= . ty Cle to the Boar. cAO C ON
David E. Long ON )
AP D AS TO F EXCUSED
Robe Masde
CountyAttorney
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Glenn Vaa06
Date of signature: loilN I
2005-2990
SS0032
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DEPARTMENT OF SOCIAL SERVICES AIIIIIII P.O. BOX A
GREELEY, CO. 80632
Website: www.co.weld.co.us
Administration and Public Assistance(970)352-1551
'rimChild Support(970)352-6933
C.
COLORADO
MEMORANDUM
TO: William H. Jerke, Chair Date: October 6, 2005
FR: Judy A. Griego, Director, Social Services Li1 Q 1 is
J
RE: Revision to Section 3.000, Assistance Pay ents Division
Policies and Procedures, Weld County Departiuent of
Social Services Operations Manual
Enclosed for Board approval is an addition to Section 3.000, Assistance Payments Division
Policies and Procedures,Weld County Department of Social Services Operations Manual. This
addition was reviewed at the Board's Work Session held on October 4, 2005.
The addition is Section 3.019, Definition of an Error Caused by the Failure of CBMS to
Operate Properly. This section provides policies and procedures to Department staff regarding
claims established for repayment. Those claims created because of a CBMS System Error will be
written off according to the December 2004 Court Order and the client will not have to repay.
Those claims created because of a non-CBMS System Error will be pursued for re-payment from
the client.
If you have any questions,please telephone me at extension 6510.
I
2005-2990
Assistance Payments Division Policies and Procedures
3.019 Definition of an Error Caused by the Failure of CBMS to Operate Properly
Added 10/05
A. An error caused by the failure of CBMS to operate properly is not
1. An administrative error, or
2. An agency error, or
3. An inadvertent household error, or
4. An intentional program violation.
Determinations of an administrative error, agency error, an inadvertent
household error, and an intentional program violation are based on Staff
Manual Volume 3, Regulations 3.810 and 3.811.32; Staff Manual Volume
4B, Regulations 4430.11, and 4430.21G; and Staff Manual Volume 8,
Regulation 8.065.
B. If, in considering and applying any of the above-cited regulations, a
county department director determines that the error was not an
• administrative error, an agency error, an inadvertent household error, or an
intentional program violation, the director may determine that the error
was caused by the failure of CBMS to operate properly.
C. Recognizing changes in CBMS functionality are likely to produce
conditions not contemplated by the current definition, the county
department director or his/her designee may, on a case-by-case basis,
determine whether an error, which under a previous condition of CBMS-
system functionality may have been CBMS-caused, is no longer
considered an error caused by the failure of CBMS to operate properly. A
county department director or his/her designee may do a subsequent
review based on new information acquired from a state department or
other source.
3.019.1 Staff Procedures to Apply Definition
A. The Assistance Payments Manager will identify claims, provide the
appropriate information for the Director to make a determination pursuant
to Section 3.019, B. and document such determination.
B. Staff shall apply the definition of 3.019, A-D, including certain CBMS
system-caused errors which are not agency or administrative errors
include,but are not limited to:
1. overpayments generated as a result of computer interfaces;
2. batch authorization-caused errors;
3. incorrect application of Decision Tables;
4. incorrect system programming;
5. incorrect determination of eligibility;
6. errors due to multiple users on a case;
7. inaccurate conversion of data;
Assistance Payments Division Policies and Procedures
8. work load issues to factors such as system response time, data
cleansing requirements, data entry errors made by centralized data
entry staff;
9. benefit recovery caused in error by the system; and
10. errors resulting from force-through of benefits by the state
department.
C. When an error is determined by the Director to be a CBMS system-caused
error that results in a failure to pay, to authorize payment, or an under-
payment of benefits to a recipient, the Director shall authorize the county
department to take whatever actions as outlined in Section 3.019, A.
D. When an error is determined by the Director to be a CBMS system-caused
error that results in an overpayment of benefits to a recipient, the Director
may seek recovery for such overpayment from the recipient only if such
recovery is not prohibited by state department regulation or by an order of
a court of competent jurisdiction. Claims established due to CBMS
system errors, shall be forgiven in CBMS by the county department. The
county may accept client voluntary payments for CBMS errors.
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