If a permanent managing conservator contacts the regional operation support administrator (ROSA) within 30 days from the date on Form 8103a-PCA Overpayment LetterWord Document to explain that the conservator cannot repay the overpayment in full by the due date, the ROSA offers the conservator a repayment plan, as follows.

The amount of the overpayment determines which DFPS personnel must approve the repayment plan.

To begin the process, the ROSA asks the permanent managing conservator to do the following:

• Explain in writing (by mail or email) why the parent cannot repay the entire dollar amount by the due date.
• Send the letter or email to the ROSA by the 10th business day from the date that the conservator first contacted the regional adoption assistance eligibility specialist about repayment.

When the ROSA receives the letter explaining the permanent managing conservator’s inability to pay by the due date, the ROSA does the following:

• Discusses a payment plan with the conservator.
• Completes and signs Form 8103g-PCA Overpayment Approval LetterWord Document, which explains the details of the payment plan as discussed with the permanent managing conservator.

The ROSA then sends the following to the permanent managing conservator by certified mail:

• The original Form 8103g-PCA Overpayment Approval Letter.
• Form 8103h-PCA Provider Repayment Plan Documentation and Approval FormPDF Document.
• A copy of Form 8102-PCA Request for Payment to DFPSPDF Document.

The permanent managing conservator does the following:

• Signs Form 8103h-PCA Provider Repayment Plan Documentation and Approval.
• Returns it to the ROSA.

When the ROSA receives the signed Form 8103h-PCA Provider Repayment Plan Documentation and Approval, the ROSA does the following:

• Mails the original and a copy of Form 8102-PCA Request for Payment to DFPS to the DFPS Accounting Office.
• Sends a copy of Form 8102 by email to the Federal/State support program specialist for Adoption/Permanency Care Assistance.