№ lp_1_10072
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This bulletin outlines procedural changes to the client overpayment process and updates to relevant forms in response to new state legislation, detailing the submission process and role of staff in identifying and managing overpayments.
Year:
2025
Region / city:
Washington State
Subject:
Client overpayment procedures, forms, and submission process
Document type:
Policy & Procedure Bulletin
Organization:
Department of Social and Health Services (DSHS), Home and Community Services Division (HCS), Developmental Disabilities Community Services Division (DDCS)
Author:
Catherine Kinnaman, Kris Pederson
Target audience:
Home and Community Services Division Regional Administrators, Developmental Disabilities Community Services Regional Administrators, Area Agency on Aging Directors
Period of validity:
From December 24, 2025
Approval date:
December 24, 2025
Date of changes:
December 2025
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The product description is provided for reference. Actual content and formatting may differ slightly.
Year:
2022
Region / City:
United States
Topic:
Unemployment Insurance
Document Type:
Model Law
Agency / Institution:
National Employment Law Project (NELP)
Author:
National Employment Law Project (NELP)
Target Audience:
State legislators, unemployment insurance program administrators, worker advocates
Effective Period:
Not specified
Approval Date:
Not specified
Amendment Date:
Not specified
Year:
2016
Region / City:
United States
Topic:
Military Pay, Debt Collection, Waiver Request
Document Type:
Official Letter
Agency / Institution:
Defense Finance and Accounting Service (DFAS)
Author:
Chief, Remission and Waivers Branch
Target Audience:
Service members who have received overpayments
Period of Validity:
Not applicable
Approval Date:
Not specified
Amendment Date:
Not specified
Year:
2000
Region / City:
Ontario
Topic:
Overpayment Recovery, Employment Standards
Document Type:
Form
Organization / Institution:
Ontario Labour Relations Board
Author:
Ontario Labour Relations Board
Target Audience:
Applicants seeking review of overpayment recovery under Employment Standards Act
Effective Period:
Ongoing
Approval Date:
N/A
Amendment Date:
N/A
Note:
Year
Topic:
Housing Assistance Repayment Agreements
Document Type:
Guide
Agency/Institution:
HUD
Target Audience:
Owner/Agents (O/As), Property Managers
Context:
This guide provides instructions for setting up repayment agreements between Owner/Agents and residents in cases of overpayment of HUD assistance.
Note:
Date
Topic:
Payroll Overpayment
Document Type:
Notification
Target Audience:
Employees receiving overpayment notifications
Year:
2024
Region / Country:
United Kingdom
Institution:
Northamptonshire Pension Fund
Administering Authority:
West Northamptonshire Council
Document Type:
Policy document
Subject:
Pension overpayments and debt recovery procedures
Related Legislation:
Local Government Pension Scheme (LGPS) Regulations
Approval Body:
Pension Committee
Initial Approval Date:
31 July 2015
Effective Date:
1 August 2015
Review Dates:
22 June 2018; 22 March 2019; 29 March 2023; March 2024; 1 October 2024
Next Committee Review Due:
Before March 2026
Scope:
Members and former members of the Northamptonshire Pension Fund, beneficiaries, executors of estates, scheme employers, admission bodies, administrators, Pension Committee, and Local Pension Board
Key Topics:
pension overpayment identification, recovery procedures, employer debt management, fraud prevention, reporting to HM Revenue and Customs
Year:
2026
Region:
United States
Topic:
Healthcare Claims Management
Document Type:
Guideline
Agency:
Veterans Affairs
Author:
Program Integrity Department
Target Audience:
Medical providers, healthcare facilities
Legal Reference:
31 U.S.C. 3729
Claim Types:
Purchased Care, CHAMPVA
Period of Application:
Ongoing
Date of Issue:
2026
Revision Date:
N/A
Content Focus:
Pre-payment claim scoring, rejection codes, overpayment recovery procedures
Year:
2026
Region / City:
Wisconsin
Document Type:
Official Notice
Agency:
Department of Children and Families, Division of Early Care and Education
Subject:
Child Care Benefit Overpayment
Recipient:
Child care program participant
Case Number:
[as provided in document]
Claim Number:
[as provided in document]
Effective Period:
mm/dd/yyyy to mm/dd/yyyy
Reason for Overpayment:
Administrative Error, Client Error, Program Policy Misapplication, Duplicate Benefits, Incorrect Reporting
Repayment Requirements:
Mandatory repayment under Wisconsin Statute § 49.195(3)
Hearing Options:
Request for Fair Hearing within 30–45 days
Contact Information:
Local child care agency, Division of Hearings and Appeals, P.O. Box 7875, Madison, WI 53707-7875, Fax 608-264-9885
Year:
2021
Region / City:
Commonwealth of Massachusetts
Theme:
Health Services, Medicaid
Document Type:
Bulletin
Author:
Daniel Tsai, Assistant Secretary for MassHealth
Target Audience:
All Providers Participating in MassHealth
Period of Action:
January 1, 2021, onward
Approval Date:
February 2021
Date of Changes:
Not specified
Description:
Legal document outlining temporary extension of the deadline for providers to dispute overpayments and sanctions related to Medicaid audits due to the COVID-19 emergency.
Year:
2023
Organization:
Washington State Department of Social and Health Services (DSHS)
Program:
HCS Public Records Program
Document Type:
Policy/Procedural Guidance
Author:
Cynthia Mitchell, HCS Public Records Program Manager
Audience:
DSHS Employees, Records Coordinators, Custodians
Related Laws:
RCW 40.14, Administrative Policies 5.02, 5.04, 5.05, 5.07
Scope:
Record retention, public disclosure, legal holds, and case management procedures
Revision History:
Included in document
Year:
2026
Region / City:
Washington State, USA
Topic:
Interagency Partnerships and Memoranda of Understanding
Document Type:
Meeting Notes
Organization / Agency:
DSHS, ADSA, DD, HCS, PAVEC, AAA, ADRC
Participants:
Janet Adams, Emily Berndt, Pat Buff, Mark Hammond, Heather Hebdon, Cathy Knight, Kara Panek, Linda Porter, Bob Riler
Target Audience:
State and local agency staff involved in ADRC partnerships
Date of Meeting:
2026
Purpose:
Discussion of MOU structure, partnership prioritization, and next steps
Scope:
Statewide and local agency collaboration, information sharing, referral coordination, and partnership development
Topics Covered:
MOUs with DSHS divisions, other state agencies, statewide organizations, local ADRC partnerships, advocacy groups, data sharing, and coordination challenges
Year:
2013
Region / City:
Washington, USA
Subject:
Virtual Workplace, IT Access
Document Type:
User Guide
Agency / Institution:
Department of Social and Health Services (DSHS)
Author:
Department of Social and Health Services
Target Audience:
DSHS staff and contractors
Effective Period:
Ongoing
Approval Date:
N/A
Modification Date:
N/A
Note:
Year
Document Type:
Bid Submission Letter
Date:
April 27, 2023
Region / City:
Washington, Olympia
Subject:
DSHS 14-012 Consent Form revision
Type of document:
Information Bulletin
Organization:
Department of Social and Health Services (DSHS), Aging and Long-Term Support Administration
Author:
Catherine Kinnaman, Beth Krehbiel
Target audience:
Area Agency on Aging (AAA) Directors, HCS Division Regional Administrators, DDA Regional Administrators
Effective period:
From April 27, 2023, with updates after June 30, 2023
Approval date:
April 27, 2023
Modification date:
March 2023
Year:
2025
Region / City:
Texas
Topic:
Federal and state funding application
Document Type:
Form
Organization / Institution:
Department of State Health Services (DSHS)
Author:
Unknown
Target Audience:
Entities applying for federal or state funding through DSHS
Period of Action:
4/1/2025 – 03/31/2026
Approval Date:
Unknown
Date of Changes:
Unknown
Year:
2024
Region / City:
Washington
Topic:
Nursing Assistant Training
Document Type:
Bulletin
Organization / Institution:
Department of Social and Health Services, Washington State
Author:
Catherine Kinnaman, Jaime Bond, Amy Abbott
Target Audience:
Contracted Home Care Agencies, Consumer Direct Care Network, Area Agency on Aging Directors, Home and Community Services Regional Administrators, Developmental Disabilities Administration Regional Administrators, Residential Care Services Regional Administrators
Period of Action:
From September 1, 2025
Approval Date:
November 25, 2024
Date of Changes:
November 25, 2024
Context:
Document providing updates on new eligibility for Nursing Assistant training programs to issue Department of Health and Washington State Board of Nursing certificates for specialty training in developmental disabilities, dementia, and mental health for long-term care workers.
Year:
2024–2027
Region:
Washington State, USA
Document Type:
Application Guidelines
Issuing Agency:
Department of Social and Health Services (DSHS)
Target Audience:
Organizations applying for prevention project funding
Initial Contract Period:
January 1, 2024 – June 30, 2025
Full Project Period:
January 1, 2024 – June 30, 2027
Scoring Total:
102 points
Eligibility Criteria:
Washington Small Business or Certified Veteran-Owned Business
Submission Requirements:
Proposed Project Worksheet, Proposed Project Summary, Agency Capacity and Expertise, Budget
Application Components:
Applicant Certifications, Project Worksheets, Project Summary
Guidance Reference:
Notice of Funding Opportunity
Program:
Specialized Dementia Care Program (SDCP)
Agency:
Washington State Department of Social and Health Services (DSHS)
Division:
Home and Community Services (HCS)
Form Number:
DSHS 14-534
Revision Date:
10/2019
Related Regulation:
WAC 388-106-0033
Service Setting:
Assisted Living Facilities with EARC-SDC contract
Subject:
Eligibility determination for specialized dementia care services
Required Diagnosis:
Irreversible dementia confirmed by health care practitioner
Eligibility Criteria:
Functional and financial eligibility or Fast Track status
Assessment Tool:
CARE (Comprehensive Assessment Reporting Evaluation)
Submission Method:
Email to [email protected]
Responsible Staff:
Social Worker / Case Manager
Approval Authority:
SDCP Program Manager
Year:
2026
Region / City:
Washington State, USA
Subject:
Home and Community-Based Services, Environmental Modifications
Document Type:
Guidelines / Provider Instructions
Organization:
Department of Social and Health Services (DSHS)
Target Audience:
Prospective DSHS service providers, contractors
Application Requirements:
Completed intake forms, documentation of past performance, current business license, insurance certificate, staff qualifications, background checks
Legal References:
RCW 18.27, RCW 43.43.830–43.43.845, Chapter 74.39A RCW, Chapter 388-106 WAC, Chapter 388-71 WAC
Period of Validity:
Until superseded or updated by DSHS
Submission Details:
Send signed attestation form with required documentation to appropriate Area Agency on Aging (AAA)