When an adoption assistance payment has been overpaid, the adoption assistance eligibility specialist for the region discusses the case with his or her supervisor.

If the eligibility specialist and supervisor identify a situation where recoupment is needed, the eligibility specialist consults by email with the adoption assistance program specialist in DFPS State Office. This email includes the following information:

• Child’s name.
• Child’s person identification number.
• Dates that the child did not live in the adoptive home.

Required Consultation

The eligibility specialist and supervisor consult with the program specialist before processing a recoupment when any of the following applies:

• The overpayment exceeds six months.
• The overpayment exceeds $50,000.
• Fraud is suspected.

Standard Recoupment Process

The standard process for recoupment of an overpayment of adoption assistance is as follows:

1. The adoption assistance program specialist sends Form 8102-AA Request for Payment to DFPSWord Document to the regional eligibility specialist. The form provides details about the recoupment, such as the invoice number, date of service, original warrant (check) date, original warrant amount, and total amount of the overpayment.
2. The regional eligibility specialist sends the form to the regional operation support administrator (ROSA), who then completes and signs Form 8103a-AA Overpayment LetterWord Document. The letter explains to the adoptive parent when and how the overpayment occurred, when the payment is due to DFPS (30 days after the date on the letter), and where to send the payment.
3. The ROSA mails the following to the adoptive parent:
   • Form 8103a-AA Overpayment Letter, explaining that the payment must be repaid.
   • Form 8102-AA Request for Payment to DFPS, providing the details of the overpayment and recoupment.
4. The adoptive parent does the following:
   • Completes Form 8102-AA Request for Payment to DFPS.
   • Sends a copy of the form with each payment to the DFPS address provided in the letter.
5. The ROSA sends a copy of Form 8103a-AA Overpayment Letter and Form 8102-AA Request for Payment to DFPS to both of the following:
   • The DFPS Accounting Form 8102 mailbox [sic, email link].
   • The adoption assistance program specialist.

Handling Late Payments

On the 30^th day after the date on Form 8103a-AA Overpayment Letter, the DFPS Accounting office does the following (if DFPS has not yet received the repayment from the adoptive parent):

• Sends a second letter to the adoptive parent, this time by certified mail.
• Notifies the ROSA by email.

If the adoptive parent contacts the ROSA on or after the 30^th day after the date on Form 8103a-AA Overpayment Letter, the ROSA does one of the following:

• Refers the adoptive parent to the DFPS Accounting Office to discuss a repayment plan.
• Notifies the DFPS Accounting Office, if the adoptive parent has proposed a repayment plan.

If the adoptive parent fails to respond to the second letter within 30 days after it is sent, the DFPS Accounting Office refers the case to the Office of the Attorney General of Texas.