SAMPLE MEMORANDUM OF CONFERENCE

 

 

 

MEMORANDUM OF CONFERENCE

 

 

DATE:

 

NAME OF EMPLOYEE:††††††

 

NAME OF CLAIMANT:† ††††

 

CASE ID:†††††††††† ††††

 

CONFERENCE DATE:†††††††

 

PARTICIPANTS: ††††††††† { Name } , Claimant

††††††††††††††††††††††† { Name } , Policy Analyst, DEEOIC

 

PREPARED BY:††††††††††† {Analystís name}

 

 

This memorandum summarizes the telephone conference held to discuss the {$† †} overpayment in the claim filed by {Claimantís name} under Part {B and/or E} of the Energy Employees Occupational Illness Compensation Program Act (EEOICPA or Act).

 

PURPOSE OF TELEPHONE CONFERENCE:

 

In response to an overpayment notice, {Claimantís name} requested a telephone conference to discuss the findings pertaining to the overpayment in {his / her} claim, including a request for waiver of recovery of the overpayment.

 

BACKGROUND:

 

{Describe the background of the claim and how the overpayment was determined.}

 

When an overpayment occurs in a claim, the DEEOIC is required to take the appropriate action to recover the overpaid benefits.† The DEEOIC sent {Claimantís name} a notice informing {him / her} of the overpayment.† The notice also informed {him / her} of the preliminary finding that {he / she} was {insert fault finding} in causing the overpayment.† {If at fault, insert why this finding was made.}

In response to the notice, {Claimantís name} requested a telephone conference and requested a waiver of recovery.† {Claimantís name} submitted an Overpayment Recovery Questionnaire and {insert documentation submitted}.

 

PRE-CONFERENCE CALL:

 

On {date}, {Analystís name} telephoned {Claimantís name} to schedule a telephone conference.† {Claimantís name} was informed that the purpose of the conference was to give {him / her} the opportunity to discuss the criteria for granting a waiver of recovery of the overpayment.† The telephone conference was scheduled for {date}.

 

OVERPAYMENT TELEPHONE CONFERENCE:

 

The telephone conference was held on {date} with {Analystís name}, who advised {Claimantís name} that the purpose of the conference was to give {him / her} the opportunity to provide information to support the request for a waiver of recovery of the overpayment.†

 

 

{Insert in detail what claimant stated during the conference}

 

 

{Analystís name} explained the criteria for granting a waiver of recovery of the overpayment.† A waiver can be granted if a claimant is not at fault in causing the overpayment, and that it would be a financial hardship and defeat the purpose of the EEOICPA, or it would be against equity and good conscience if required to repay the money.†

 

 

 

{If waiver request is based on financial hardship, list type and amount of income, expenses, and assets.}

 

 

{Claimantís name} stated that the monthly income, expenses, and assets include the following:

 

Monthly Income:

{Identify each income source}†††† $

 

Monthly Expenses:

†††† {Identify each monthly expense}†† $

††††

Countable Assets:

†††† (Identify each countable asset †† $

† and value)

 

 

-OR-

 

{If waiver request is based on against equity and good conscience, describe the basis for that request and documentation submitted to support it.}

 

{Analystís name} informed {Claimantís name} that if a waiver is granted based on ďagainst equity and good conscious,Ē financial information is not taken into consideration.† Therefore, {his / her} complete financial information was not being requested at this time.

 

CONCLUSION:

 

{Analystís name} informed {Claimantís name} that {he / she} would prepare and send a memorandum summarizing the telephone conference.† If {he / she} had any comments regarding the memorandum, {he / she} should send the comments in writing to {Analystís name}.† The information in the case file will be reviewed, and a final decision regarding the overpayment will be sent to {him / her}.† {Claimantís name} stated that {he / she} did not have any further statements, and the telephone conference was concluded.