Making Correction in Cap and with IHCDA Online

Corrections

  • Correcting Before a Transmittal has been Finalized

A correction can be made when a transmittal has not been submitted to IHCDA online, but a change has to be made in Cap 60. This happens when a correction has been made by the vendor, such as a person was removed for being the wrong vendor, or an account number was corrected. You could even adjust the amount of the services if an error was caught before submitting the claim, such as from QA.

These kinds of changes are done in Cap60 under the “edit services” feature. Sometimes Cap60 may refer to this as a refund when an amount is being changed, however, this is an adjustment or correction to the transmittal not a refund.

Go into the Transmittal Module, select the batch, and choose Edit Batch from the left side bar which will pull up the Batch Transmittal Report View.

Services can be edited in the Edit Service option under the Action column. From there, you can change the account number, vendor, and/or amounts. If the person needs to be taken from the batch entirely, select remove.

  • Correcting After a Transmittal has been Finalized

Adjustment after a Transmittal has been paid(also sometimes called refund by Cap60) should be made in the Reconcile Batch area, regardless of whether or not it has already been reconciled. This situation may occur for example if QA has been done on a file and a mistake has been found. If the client has been overpaid,this can be corrected by selecting refund and inputting the difference in the amount. Additionally, if the vendor wants to remove a client, you can select Deny here instead Remove. Both options function the same.

For Underpayment of Client

When a client has been underpaid, a service has to be added to the client.

If the original service has not been batched, the service may be edited in the LIHEAP Menu. If the original service has been paid, go to Case Information Screen and enter the case by clicking on the Case No. You will be in the Case Summary page. At the bottom of the page, you can add a general service.

In order to add the service, you would select Status as approved, add the kind of service in Title and the amount in Quantity.

After saving this information, you should run a transmittal in order to pull the client’s new service into a transmittal. The transmittal would have to be submitted to the vendor as normal.

For Overpayment of Client(Refund)

If there has been an overpayment, for example, if you realized you have paid the client too much and need to remove $50 from the client’s account, you should:

  • Call the vendor and have him return the overpayment to the IHCDA.
  • Create a Refund (similar to a negative transmittal) by adjusting the amount of services in the “edit services” feature within Cap60 as before in the Reconcile Batch area. (see screenshots below)
  • You will also need to do the following:
  • Contact via email, Lisa Ditchley, to report that money will be coming back from the vendor to IHCDA
  • You will need to do a REPAYMENT CLAIM in IHCDAOnline to ensure there is an audit trail of the money coming back into IHCDA and to ensure the money is placed back into your budget. Please see the Repayment Claim section of this document.

Go into CAP module

Go to case number.

Chose the type payment you are refunding. For example, if you need to refund $50 of Federal EAP, click on Regular services

This should lead you to the Refund action.

Chose the funding source to refund, todays date and amount refunded.

Hit save. Cap60 will now reflect that $50 has been removed from this client’s account.

In order to create a negative transmittal to send to the vendor, you can create a refund transmittal in Cap60.

Locate the batch number that the client’s original service appeared on. This can be found in Case info, service history.

Go to the Transmittal module and pull the batch that the client is on.

Hit Select. You will see the below screen:

Choose the option Excel file refunds only. This will download an excel sheet with the refunds for this transmittal ID. This excel file should be sent back to the vendor. Please keep in mind that this is a running total of all the refunds that have happened with this batch. If you have already sent some of them, you will need to manually take them off so that the benefits don’t get “corrected” more than once.

You will now need to do aREPAYMENT CLAIM in IHCDA online. This will allow you to place the refunded money back into your budget.

Repayment Claims in IHCDAOnline

You will need to do a repayment claim if the wrong vendor is paid, the wrong amount is paid, or if a benefit is adjusted after the payment has posted (due to QA, typically).

How to complete a Repayment Claim

  • Log into IHCDAOnline.
  • Go to Awards Claim Management
  • Go to Create Claim. Choose the correct Federal or State award that you are doing the Repayment Claim for.
  • For Claim Transaction type you will choose REPAYMENT. You are choosing Repayment so that the money goes directly back into your budget.
  • You will not be forced to choose a vendor
  • You will go to the Claim screen
  • Enter your dollar amounts in the appropriate line item. *you do not need to enter negative dollar amounts. The system is designed to know that a Repayment Claim means that money is coming back into IHCDA. (see highlight above)
  • You will enter the word Repayment in the comments section and it would be helpful if you could also enter the original receipt number or the client’s name in this space as well. (see highlight above)
  • Click SAVE
  • Go to Supporting Documentation and upload any email communication you have to or from IHCDA describing the Repayment Claim and the transmittal if you think it contains relevant information.
  • Go to Summary screen, verify the amounts are correct, and click Submit Claim.