To initiate manual recoupment, the regional foster care billing coordinator takes the following steps.

1. Ensure the adjusting invoice is still outstanding in IMPACT before beginning the recoupment process.
2. Check the payment history to verify that the adjusting invoice correctly reflects the amount to be recouped.
3. Complete Form 8103a Request for Payment LetterWord Document. In the letter, include:
   • An explanation of when and how the overpayment occurred.
   • The payment due date, which is 30 days from receipt of the letter.
   • The address for payment. Payments are sent directly to state office Accounting Division.
4. Complete a Form 8102fc Request for Payment to DFPSPDF Document. The provider uses this form to track the reimbursement, which the provider can make as one payment or several. If the provider is making several payments, the provider sends with each payment a new copy of the Form 8102fc with the latest payment documented.
5. Email the completed Form 8103a Request for Payment Letter and Form 8102fc Request for Payment to DFPS to the DFPS Accounting Form 8102 mailbox [sic, email link].
6. Send the completed Form 8103a Request for Payment Letter and Form 8102fc Request for Payment to DFPS to the provider by certified mail.
7. Keep copies of Form 8103a Request for Payment Letter and Form 8102fc Request for Payment to DFPS for the regional foster care billing coordinator’s records.
8. Mark the Manual Recoupment Requested box on the invoice in IMPACT.