24.14 payment for support services

WV INCOME CHAPTER 24 - WV WORKS MAINTENANCE MANUAL ACTIVITIES/REQUIREMENTS

24.14

24.14 PAYMENT FOR SUPPORT SERVICES

Payment for support services is authorized to assistclients in securing or maintaining employment, orparticipating in other activities.

Any payment made must be necessary, i.e. the client is notable to participate in an activity without receiving suchpayment.

A family is eligible for support services throughout anymonth for which a monthly WV WORKS payment is made. Inaddition, some former WV WORKS recipients continue to beeligible for support service payments as long as theconditions in Section 24.16 are met. This Sectioncontains information about support services available toactive AG’s.

A. WHO IS ELIGIBLE

Those who meet all of the following criteria areeligible for payment of support services:

! Active WV WORKS recipient for the month for whichthe support service payment is intended.

! Participating, or preparing to participate, in awork activity listed in Section 24.5.

! Not in a 3rd or subsequent sanction for the monthfor which the support service payment isintended. Those who are in a 1st or 2nd sanctionperiod are eligible for support services. Thereis no corresponding reduction in the amount ofthe support service payment due to either the 1st

or 2nd sanction.

Benefit Issuance screens for Work Programs are used torequest (BIRQ), stop payment (BIWS) and to replace(BIPL) support service payments. Inquiry screensrelated to support service payments are IQWH, IQWD andIQVN.

B. GENERAL REQUIREMENTS

The following general information applies to allsupport services payments, whether provided to anactive recipient or to a former recipient eligible forcontinued support services according to Section 24.16.

- The amount of the payment is based on the need,but may not exceed the maximum amounts.

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- When the client participates in more than oneactivity, payment may be made for each activity. However, the total may not exceed the maximumpayment for each expense.

EXAMPLE: Assume the limit is $300/year. Duringone 12-month period, a client participates in jobsearch, CWEP and part-time employment. As a jobsearch participant, he receives $75 for clothing.While a CWEP participant, he receives anadditional $150 for clothing. When he findsemployment he is only eligible for an additional$75 for his special clothing needs, because themaximum payment for clothing has been reached. ($75+$150+$75=$300)

- The need for a payment must be verified. SeeChapter 4 for verification requirements.

- A recording must be made on RAPIDS screen CMICfor each payment, explaining the need for thepayment. The only exception is for recurringtransportation costs after the initial payment.The initial recurring transportation cost must berecorded along with the daily rate and the numberof days for which payment is made.

! Support service maximum time limits and amountlimits are based on each individual recipient,not on each family. Therefore, if 2 parents areparticipating, each is eligible for a the maximumpayment amount in the time-limited period.

- Unless specified below, the same item may only bepurchased once in a 12-month period for eachindividual. The 12-month period begins the monthin which the first support payment in thatcategory is issued.

- When payments are not made directly to theclient, they are made to a vendor of services. Avendor may be a private individual or a licensedbusiness. Each vendor must be assigned a numberto allow payment to be made through RAPIDS.

! Direct payments to the client are the preferredmethod of payment when possible, but payments maybe written to the client or to the vendor asappropriate.

NOTE: When the Worker has made an agreement orcommitment to pay the vendor directly, thatcommitment must be honored. Once the agreementhas been made it is not acceptable to then issuethe

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payment directly to the client with instructionsto pay the vendor.

If a RAPIDS client receives the payment directly,the individual’s PIN number is the vendor number. Self-employed clients are entered as their ownvendors.

In using vendor payments, the Worker must becareful to protect the client’s confidentiality.No referral form to a vendor may specify that theclient is a recipient or how the goods orservices obtained with the vendor payment areused. Agreements with some employers or otheractivity providers may require that thisinformation be included and the terms of thatagreement must be followed. However, it isexpected that vendor payments and referrals forgoods or services not associated with employersor activity providers will protect the client’sconfidentiality.

- All payments are requested on RAPIDS screen BIRQ.

- Any payment made to a vendor requires an itemizedinvoice or written estimate of the charges. Theinvoice must be on the vendor’s invoice form, oron his business letterhead. The invoice is filedin the case record.

- When payment is made to a vendor, the invoice orestimate must not include sales tax. Whenpayment is made to reimburse the client, salestax is included.

- Support payments are not counted as income indetermining eligibility for any OFS program.

- Recoupment of overpayments is made by reducingsubsequent support service payments regardless ofthe category of payment, until the amount of theoverpayment has been repaid. The amount withheldand the reason must be documented in the caserecord.

- Misdirected, lost or stolen checks are handledaccording items D,E and F below.

- Multiple payments may be issued for the samecategory of support services as long as themaximum amount is not exceeded.

- Support service payments cannot be made by directdeposit.

! Support service payments may not be made forongoing living expenses, such as rent/mortgageand utilities. This includes the cost ofinstalling new utilities, telephone hook-ups andpre-paid phone cards. When they are the client’s

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only source of telephone service. Pre-paid phonecards may be purchased to enable the client to maketelephone calls only for activity related calls whenthe client has no home telephone.

C. ALLOWABLE SUPPORT SERVICE PAYMENTS

NOTE: The Worker must determine whether or not a needfor support services exists. When a need isidentified by the Worker, it is the Worker’sresponsibility to follow through to ensure that theneed is met when possible. Under no circumstancesmust the client be required to identify the specificsupport service he needs as a condition of receipt. All actions related to support service payments mustbe recorded on CMIC.

Additional information about the specific types ofsupport services that are allowed is contained in thisitem. No other support service payments may be made.

The following chart shows the categories of supportservice payments available and lists the WV WORKSactivities and RAPIDS components for which suchpayments may be made.

WV WORKS recipients may be participating in more thanone activity simultaneously and entered as such inRAPIDS. However, WtW participants may not be shown inWtW and any of the following RAPIDS components at thesame time:

- AB- CO- HS- JO- JR- LS- PD- TB

WtW participants may be entered in WtW and anyemployment-based RAPIDS component at the same time,including CW, JN and EI, and with VT.

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1. Collateral Expenses

NOTE: Payments for collateral expenses must notbe used to pay for medical treatment or itemssuch as eyeglasses, dentures, physicalexaminations, doctor visits, prescriptions, etc.

NOTE: Under no circumstances may a collateralpayment be made to assist a client with making aWV WHEELS lease payment.

Collateral payments may be made for items such asgrooming expenses, testing fees, gasoline, orother expenses necessary to obtain employment orto participate in a work activity.

However, when a specific support service, such astransportation, CDL, etc., shows that suchpayment is not allowed for the client’s RAPIDScomponent, collateral funds must not be used topay the expense. In addition, payment may not bemade from collateral expenses to supplement otherallowable support services when the client hasreached the maximum amount.

EXAMPLE: Payment for a CDL is not permitted forthose in RAPIDS component JN. Therefore, the CDLa client needs must not be paid for fromcollateral expenses for the JN participant.

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24.14 WV INCOME CHAPTER 24 - WV WORKS

MAINTENANCE MANUAL ACTIVITIES/REQUIREMENTS

Payment may be made for collateral expenses asfollows:

WV WORKS Activity

Employment: Subsidized,Unsubsidized, Full-or Parttime.

JOIN

EIP

Jobs Skills/Vocational Trng.

Education (High School,GED, ABE, Literacy,College)

Community Services

Job Search

CWEP

WtW-Competitive Grant

WtW-Formula Grant

Continued SupportServices

In-Service to WV

Job Development/Retention

RAPIDS Component Limitations

FU,FB,FV,PB,PU,PV

JN \EI

VT$300/Year

HS,AB,LS,CL

CS,JR [JO

CW

CG

FG

PL

IW

JD, JK

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2. Clothing

Clothing may be authorized for a verified offer ofemployment, or to attend short-term training that isexpected to lead directly to employment. This expenseincludes uniforms or work clothing, including shoes orboots, but may include dress clothing when the clientaccepts a job that requires it. Payments may be madeincrementally, as long as the maximum amount is notexceeded.

Payment may be made for clothing as follows:

WV WORKS Activity

Employment:Subsidized,Unsubsidized, Full-or Parttime

JOIN

EIP

JobsSkills/VocationalTrng.

Job Search

Community Services

CWEP

WtW-CompetitiveGrant

WtW-Formula Grant

Education - CollegeOnly


In-Service to WV


RAPIDS Component

FU,FB,FV,PB,PU,PV

JN

EI

VT

JO

CS, JR

CW

CG

FG

CL

PL

IW

JD/JK

Limitations

\$600/Year

Payment limited toapproved training,when uniforms or special clothing isrequired.

Payment limited toclothing appropriatefor a job interview.

Payment limited toclothing appropriatefor a job interview.

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3. Tools And/Or Equipment

Tools and equipment may be purchased when there is averified offer of employment, the need for the toolshas been verified by the employer and the employerdoes not furnish them. The purchase of tools may alsobe authorized for specialized training activities.Verification of the cost must be provided.

Payment may be made as follows:

WV WORKS Activity RAPIDS Component Limitations Employment:Subsidized,Unsubsidized, Full-or Parttime. EIP

FU,FB,FV,PB,PU,PV

EI \


VT $1,000/Year

WtW-CompetitiveGrant WtW-Formula Grant

CG

FG [


CL


PL

In-Service to WV IW Job Development/Retention

JD, JK

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4. Drivers/Chauffeurs License

Payment may be made for a drivers and/or chauffeurslicense as follows:

WV WORKS Activity

Employment:Subsidized,Unsubsidized,Full- or Parttime.

JOIN

EIP


Education (HighSchool, GED, ABE,Literacy, College)

Community Services

Job Search

CWEP


WtW-Formula Grant


In-Service to WV


RAPIDS Component

FU,FB,FV,PB,PU,PV

JN

EI

VT

HS,AB,LS,CL

CS,JR

JO

CW

CG

FG

PL

IW

JD, JK

Limitations

\$120/lifetime

Payment for WV driverslicense and/or chauffeurslicense

Payment must not bemade from this categoryfor he test required dueto traffic violationsor for classes requiredfor DUI convictions.

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5. Commercial Drivers License (CDL)

Payment may be made for a CDL as follows:

WV WORKS Activity

Employment: Subsidized,Unsubsidized, Full- orParttime.

EIP



WtW-Formula Grant


In-Service to WV


RAPIDS Component

FU,FB,FV,PB,PU,PV

EI

VT

CG

FG

PL

IW

JD, JK

Limitations

\$600/lifetime

Payment must not bemade for the testrequired due totraffic violationsor for classesrequired for DUIconvictions.

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6. Professional License

A professional license may be paid for when requiredto work in a specific occupation. The client musthave a job offer, or the Worker must be reasonablycertain that the client can obtain employment afterobtaining the license.

Payment may be made for a professional license asfollows:

WV WORKS Activity RAPIDS Component

Employment:Subsidized,Unsubsidized, Full-or Parttime.

FU,FB,FV,PB,PU,PV

EIP EI JOIN JN Job Skills/Vocational Trng.

VT


CG

WtW-Formula Grant FG Education-College CL, SE Continued SupportServices

PL

In-Service to WV IW Job Development/Retention

JD, JK

Limitations

\$600/lifetime

Payment limited tothe cost of thelicense when not includedin the cost of the course and obtaining the licenseis part of the coursecompletion.

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7. Relocation

NOTE: Under no circumstances may a relocation paymentbe made to assist a WV WHEELS client in making alease buy-out payment.

A client may be relocated to a different area of theState or to a different state when an offer ofunsubsidized employment has been verified. Paymentmay be made for relocation withing the same generalvicinity when the move reduces the client’s usualcommuting time from more than one hour to one hour orless in normal traffic. The payment may include suchitems as a rental vehicle, mileage for a personalvehicle, food and lodging for travel and initialliving expenses in the new employment area.

Payment may be made for relocation expenses asfollows:


Employment: FU, PUUnsubsidized, Full-or Parttime only.

WtW-Competive Grant CG

WtW-Competive Grant FG

Education-College CL, SE

Continued Support PLServices

In-Service to WV IW

Job Development/ JD, JKRetention

Limitations

\$1,500/Year

Payment may be madefor relocation within the same general vicinitywhen the move reduces theclient’s usual commutingtime in normal traffic from more than one hourto one hour or less innormal traffic.

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WV INCOME MAINTENANCE MANUAL

CHAPTER 24 - WV WORKS ACTIVITIES/REQUIREMENTS

24.14

8. Transportation

Payments are made to a client who is beginning to participate in an activity to assure that transportation is not a barrier. A prepayment for travel requires an estimate of the daily mileage for twoweeks.

Transportation payments may be authorized only if expenses have been incurred or are reasonably expected to be incurred.

General limitations, in addition to those in item B above, are as follows. Limitations specific to an activity are shown in the chart below.

- Clients who must travel one mile or less to their place of employment or other participation site are not eligible for payment. In making this determination, consideration must be givento the distance traveled to deliver children to day care.

- Those who ride school buses or other conveyances without cost are not eligible for transportation payments for the days such conveyances are used.

- Those who use public transportation are reimbursed for the actual cost of the service.

- When clients share private transportation, onlythe owner of the vehicle is entitled to a payment. However, if the owner of the vehicle charges the other passengers, the passengers maybe reimbursed for their charges. Members of the owner’s AG may not be reimbursed when traveling in the same vehicle.

NOTE: If the owner of the vehicle charges his passengers for transportation, the amount he receives is counted as unearned income to the owner.

- Those who use a private vehicle are reimbursed as follows:

2-40 miles/day $10.00/day 41 + miles/day $16.00/day

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Payment may be made for transportation as follows:

WV WORKS ACTIVITIES RAPIDS Component Limitations

N/A PD Payment is limited tothose who are requiredto attend testing and/ or orientation to an activity.

Employment:Subsidized,

FU,FB,FV,PB,PU,PV

Unsubsidized, Full- or Parttime. \\JOIN JN

$400/month

EIP EI


Education

VT

AB,LS,HS,CL

[[CommunityServices

CS,JR

Job Search JO

CWEP CW

WtW-Competitive CG Grant WtW-Formula Grant FG Continued Support Services PL In-Service to WV Job Development/Retention

IW

JD, JK

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9. Vehicle Repair

NOTE: A client who signs a lease-purchase agreementwith a WV WHEELS vendor is not eligible for supportservice payment of insurance or vehicle repair forthe duration of the lease agreement.

Payment can be made for items such as, but notlimited to, tires, mufflers or brakes necessaryto pass a State inspection. State inspectionstickers and license plates may also be purchased.

Payment may be made for vehicle repair as follows:

WV WORKS Activity

Employment:Subsidized,Unsubsidized, Full-or Parttime.

JOIN

EIP

CWEP

JobsSkills/VocationalTrng.

Job Search


WtW-Formula Grant



In-Service to WV


RAPIDS Component

FU,FB,FV,PB,PU,PV

JN

EI

CW

VT

JO

CG

FG

CL

PL

IW

JD, JK

Limitations

\$1,500/lifetime

Funds must not be usedto purchase a vehicle.

The vehicle to berepaired must betitled or leased inthe name of an adultincluded in the AG.The vehicle may bejointly owned as longas an adult in the AG is one of the jointowners. Vehicles leased throughWV WHEELS do not qualify for vehiclerepair.

May be used to payfor driver’s educationfor those without adriver’s license.

Any support servicepayment plus otheravailable resourcesfor repairs must makethe vehicle roadworthy

If the value of thevehicle is not greaterthan the cost to make it roadworthy, theclient may be referredto WV WHEElS insteadof having payment madeto repair the vehicle.

Insurance is not paidunder this category.[

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10. Vehicle Insurance

Payment may be made for vehicle insurance asfollows:

WV WORKS Activity

Employment:Subsidized,Unsubsidized, Full-or Part-time.

JOIN

EIP

CWEP

Job Skills/Vocational Training

Job Search


WtW-Formula Grant

Education-CollegeOnly


In-Service to WV


RAPIDS Component

FU,FB,FV,PB,PU,PV

JN

EI

CW

VT

JO

CG

FG

CL, SE

PL

IW

JD, JK

Limitations

$500/lifetime

The vehicle for which insurance ispaid must be titledor leased in the name of an adultincluded in the AG. The vehiclemay be jointlyowned as long asan adult in theAG is one of thejoint owners.Vehicles leased under WV WHEELS do not qualify.

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11. DUI Offenses

Payment may be made for costs related toreinstatment of drivers licenses which have beenrevoked due to substance abuse. Allowable expensesinclude, but are not limited to: DUI classes,licenses reinstatement fee, new licenses, ignitioninterlock systems. Expenses that may not be paidare: fines, test for drug/alcohol use, treatmentprograms, any other medical cost.

Payment may be made as follows:

WV WORKS Activity

Employment:Subsidized,Unsubsidized, Full-or Part-time.

JOIN

EIP

CWEP

Job Skills/Vocational Training

Job Search


WtW-Formula Grant

Education-CollegeOnly


In-Service to WV


RAPIDS Component

FU,FB,FV,PB,PU,PV

JN

EI

CW

VT

JO

CG

FG

CL, SE

PL

IW

JD, JK

Limitations

$500/lifetime

The client must be enrolled in andattending asubstance abusetreatment programconducted by acertified treatmentspecialist. However, treatment cannotbe paid.

See opening paragraphfor the kinds ofcosts that may andmay not be paid.

Payment limited tocosts related to 1offense only. Allpaid costs must berelated to the sameoffense.

Payment for IgnitionInterlock is limitedto the initial DMVfee and 3 months ofservice.

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12. GED Achievement Bonus

NOTE: This is not a support service payment. Any active WV WORKS recipient who passes the GEDexamination is eligible for an achievement bonus asfollows.

WV WORKS Activity

Applies to any activeWV WORKS recipientwho obtains a GED.

NOTE: This does notapply to obtaining ahigh school diploma.

RAPIDS Component

FU, FB, FV, PB, AB,PU, PV, JN, JO, EI,

CW, VT, CG, FG

Limitations

$200/lifetime

Payment may be madeonly to those activerecipients without ahigh school diploma orequivalent, who passthe GED examination. It is not necessary to waituntil the GED diplomais issued.

Parents who are underage 18 andunemancipated at thetime the GED exam ispassed are noteligible for thisbonus, since theymust attend school in order to remaineligible.

Flat-rate paymentrequired. Notincremental payments.

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13. Perfect Attendance Achievement Bonus

NOTE: This is not a support service payment.

Any active WV WORKS recipient who has perfectattendance during any month of ABE classes ortraining, is eligible for an achievement bonus asfollows.


Job Skills/Vocational VTTraining, when theclient is scheduled (Does not apply toto attend training college)for at least 15 hrs./week. AB

ABE, when the clientis scheduled toattend classes for atleast 15 hrs./week.

Limitations

$50/month

Paid to each personfor each month ofperfect attendance atschool or trainingwhile he is an activeWV WORKS recipient.

Perfect attendancemeans no absences ofany kind, except whenthe facility isclosed, such as forsnow days. Othercircumstances overwhich the client mayhave no control arecounted as absencesfor the purpose ofbonus payments. Alsodoes not apply ifmissed time is madeup during the samemonth.

Parents who are underage 18 andunemancipated at thetime the GED exam ispassed are noteligible for thisbonus, since theymust attend school inorder to remaineligible

Flat-rate paymentrequired. Must bepaid after completionof each month, notleft to accumulate.

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14. Higher Level Achievement Bonus


An achievement bonus is paid to active recipientsfor achieving the next federal functional gradelevel, as determined by the Department ofEducation.

WV WORKS Activities RAPIDS Component Limitations

ABE AB $50/each functionallevel.

Paid for grade levels0 - 12 only.

Must be an active WV WORKS recipientfor the month duringwhich the higherlevel is achieved.

Parents who are under age 18 andunemancipated at thetime the higher levelis achieved are not eligible for thisbonus, since theymust attend school in order to remain eligible

Flat-rate paymentmust be made once each level is reached.

15. Training Completion Achievement Bonus


An achievement bonus is paid for completingtraining as follows.


Job Skills/Vocational VT, EETraining, when thetraining is scheduled (Does not apply tofor at least 400 hrs. college)

Limitations

$200/each trainingcompleted

Paid to each personwho completes atraining course. Theperson must be anactive WV WORKSrecipient for themonth during whichthe training iscompleted.

Flat-rate paymentmust be made atcompletion oftraining.

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16. Six-month Job Retention Achievement Bonus


An achievement bonus is paid for retainingemployment as follows:

WV WORKS Activity RAPIDS Component Limitations

N/A PL $100

Paid to each former recipient who isemployed full-time atthe end of the 6th month following AGclosure.

Full-time employmentis defined as 100 hrs/mo. or more.

There is no limit on the number of times an AG can be closed and still qualify forthis bonus.

The person employedis not required to beworking for the sameemployer as when theAG was closed. Anyfull-time employmentqualifies.

There is no minimum earnings level toqualify for thisbonus.

The person employedis not required tohave been employedeach month between the month of closure and the end of the 6th month. Workingfull-time at the end of the 6th month qualifies.

A flat-rate paymentis required at theend of the 6th month.

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17. One-Year Job Retention Achievement Bonus

NOTE: This is not a support service payment. An achievement bonus is paid for retainingemployment as follows.

WV WORKS Activity RAPIDS Component Limitations N/A PL $200

May be paid to thesame individuals who received the achievement bonus for 6 months of jobretention.

Paid to each former recipient who isemployed full-time atthe end of the 12th month following AGclosure.

Full-time employmentis defined as 100 hrs/mo. or more.

There is no limit on the number of times an AG can be closed and still qualify forthis bonus.

The person employedis not required to beworking for the sameemployer as when theAG was closed. Anyfull-time employmentqualifies.

There is no minimum earnings level toqualify for thisbonus.

The person employedis not required tohave been employedeach month between the month of closure and the end of the 12th month. Workingfull-time at the end of the 12th month qualifies.

A flat-rate paymentis required at theend of the 12th month.

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D. CORRECTING THE SUPPORT SERVICE CHECK AMOUNT

When the Worker discovers that a support service payment hasbeen requested for less than was intended, an additionalpayment for the difference is requested on RAPIDS screen BIRQ.

E. SUPPORT SERVICE CHECK RETURNED BY THE CLIENT TO THELOCAL OFFICE

For any support service check returned to the localoffice, the Worker must complete an ES-14, attach thecheck and mail both to the Check Control Unit. The Unitdisposes of the check according to the instructions onthe ES-14.

F. SUPPORT SERVICE CHECK RETURNED BY THE POST OFFICE TO THESTATE OFFICE

Upon receipt of a check returned by the Post Office, theCheck Control Unit notifies the appropriate countyWorker by a RAPIDS-generated alert. The Worker mustdetermine the appropriate disposition of the check. Once the disposition of the check is determined, theCheck Control Unit must be notified promptly.

G. LOST, STOLEN OR DESTROYED SUPPORT SERVICE CHECKS

A check is considered lost when a client reports that acorrectly addressed check was not received or that itwas received but stolen, lost or accidentally destroyed.

The Worker must verify that the payee’s address iscorrect in RAPIDS and that the check has been written.

To ensure that the check is not delayed in the mail, noreplacement action is taken until 5 days (Sundays andmail holidays excluded) after the check was mailed.

Form DF-36, Lost Check Affidavit, must be completed toinitiate the replacement process. A notary seal orstamp is preferable, but only required when the form isnotarized outside of WV. The Worker prepares anoriginal and three copies of form DF-36, Lost CheckAffidavit. Each copy must have an original signature. A copy of the form is filed in the case record. TheWorker completes screen BIWS to indicate the reason forstopping payment of the check.

The DF-36 is then submitted to the Check Control Unit. The Worker must explain to the client that if hereceives or finds the lost check, he must immediatelynotify the Worker. The Check Control Unit enters intoRAPIDS the date the DF-36 is received and completesscreen BIPL to issue a replacement check.

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If a client reports a lost check and is issued areplacement, then finds, cashes and spends the originalcheck, the Worker will be notified of this by the CheckControl Unit. The client is expected to reimburse theDepartment. If the client does not reimburse theoverpayment, he is ineligible for future replacementchecks.

H. RECOUPMENT OF SUPPORT SERVICE PAYMENTS

Recoupment of support service overpayments isaccomplished by adjusting subsequent support servicepayments. When adjusting subsequent payments is notpossible, the Worker must contact the client to requestrepayment. If the payment is returned, it is sent tothe Check Control Unit with an ES-14. It is necessaryto identify such returned payments by indicating “WT” inthe upper right corner. Do not include an accountnumber for deposit of the funds.

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24.14 payment for support services

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