FSML – 73A June 1, 2014 Temporary Assistance for Needy Families Related Programs TOC Page - 1 Temporary Assistance for Needy Families Related Programs Table of Contents Pre-TANF Program A. Program Intent and Overview 1. Program intent 2. Program overview B. Application, Verification, Eligibility and Participation 1. Application process 2. Who must participate in the Pre-TANF Program initial assessment process 3. Who must participate in Pre-TANF Program Employment and Self-Sufficiency services 4. Who is likely to benefit from continued participation in Pre-TANF Program services 5. Pre-TANF Program duration 6. Medical assistance eligibility 7. Pre-TANF Program clients who locate employment 8. Verification for TANF eligibility C. Case Management 1. Initial assessment 2. Pre-TANF Program case plans D. Determining, Calculating and Issuing Benefits 1. Program benefits 2. Determining and issuing benefits E. Noncooperation and Disqualification 1. Willful noncompliance during the Pre-TANF Program for presumed TANF eligible 2. Noncompliance where TANF eligibility is in question F. Ending the Pre-TANF Program 1. Ending the Pre-TANF Program 2. Medical assistance eligibility 3. Denying the TANF application
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FSML – 73A June 1, 2014 Temporary Assistance for Needy Families Related Programs TOC Page - 1
Temporary Assistance for Needy Families Related Programs Table of Contents
Pre-TANF Program
A. Program Intent and Overview 1. Program intent 2. Program overview
B. Application, Verification, Eligibility and Participation 1. Application process 2. Who must participate in the Pre-TANF Program initial assessment process 3. Who must participate in Pre-TANF Program Employment and Self-Sufficiency
services 4. Who is likely to benefit from continued participation in Pre-TANF Program
services 5. Pre-TANF Program duration 6. Medical assistance eligibility 7. Pre-TANF Program clients who locate employment 8. Verification for TANF eligibility
C. Case Management 1. Initial assessment 2. Pre-TANF Program case plans
D. Determining, Calculating and Issuing Benefits 1. Program benefits 2. Determining and issuing benefits
E. Noncooperation and Disqualification 1. Willful noncompliance during the Pre-TANF Program for presumed TANF eligible 2. Noncompliance where TANF eligibility is in question
F. Ending the Pre-TANF Program 1. Ending the Pre-TANF Program 2. Medical assistance eligibility 3. Denying the TANF application
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Temporary Assistance for Domestic Violence Survivors (TA-DVS)
A. Program Intent and Overview 1. Program intent 2. Program overview 3. Other abusive situations 4. Elder abuse 5. Child abuse
B. Needs Assessment 1. Interviewing the client 2. Assessing the need 3. Eligibility for TA-DVS is based on protecting people from an abusive situation 4. About the abuser 5. TA-DVS may be an option if the child is threatened or has been abused 6. Use of TA-DVS with other programs
C. Domestic Violence Assistance Agreements (DVAA)
D. Application Process 1. The application form is the Application for Services (DHS 415F) 2. Date of application 3. Processing time frames 4. When a new application is required 5. Approval and denial notices
E. Eligibility Requirements
F. Financial Eligibility Requirements
G. Verification
H. Program Benefits 1. Shelter and relocation needs 2. Food needs 3. Medical needs 4. Other payments
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K. Issuing Payments and Notification 1. Deciding when to make a payment and appropriate notices 2. Housing-related payments 3. Motel use 4. Roommates 5. TA-DVS payment considerations 6. Issuing the payment 7. For TA-DVS payments, in most cases use pay reason code 22 in the Special Cash
Pay system 8. Notices
L. Hearings; Overpayments; Intentional Program Violations 1. Hearings 2. Overpayments 3. Intentional Program Violations
TANF
A. Program Intent and Overview 1. Program intent 2. Program overview
B. Application and Redetermination 1. Date of Request and application time frames 2. Application for TANF and additional forms 3. Who must sign an application and complete the application process 4. When is an application needed 5. Interview 6. Verification of eligibility 7. When to open a TANF grant 8. Certification periods 9. Withdrawal of applications or noncompliance of the application process 10. Duplicate benefits
C. Eligibility Determination Groups 1. Household group 2. Filing group 3. Financial group 4. Need group 5. Benefit group 6. TANF eligibility group examples
D. Nonfinancial Eligibility Requirements 1. Requirement to live with a caretaker relative 2. Age
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3. Oregon Residence 4. Citizen/alien status 5. Social Security number 6. School attendance 7. Pursuing assets 8. Cooperation with Division of Child Support (DCS) 9. Requirement to complete an employability screening and participate in an overview
of the JOBS program 10. Separation from employment; caretaker relative 11. Strikers 12. Pursuing substance abuse and mental health treatment
E. Time Limits for TANF 1. What is the Oregon time limit? 2. To whom do time limits apply? 3. What months do not count against the Oregon Time Limit? 4. What is Indian Country? 5. What counties are designated as Indian Country? 6. What is an exemption? 7. Coding a time limit exemption 8. Forty-eight month notice and assessment 9. Extending TANF beyond 60 months 10. JOBS participation after reaching 60 months 11. Coding requirements for clients who have reached 60 months 12. Verifying months of TANF receipt
F. Deprivation 1. Determining deprivation for a child 2. Determining deprivation for a child/unborn without legal paternity 3. Deprivation based on death 4. Deprivation based on continued absence 5. Deprivation based on incapacity 6. Deprivation based on unemployed/underemployed 7. Change in basis of deprivation
G. Financial Eligibility 1. Overview 2. Countable income 3. Adjusted income 4. Resource and resource limit 5. Determining the resource value of vehicles for the Pre-TANF Program and TANF 6. Availability of income 7. Unavailability of income and resources 8. Non-needy caretaker relative grants 9. Noncitizens 10. Sponsored noncitizens 11. Deeming income
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H. Budgeting and Calculating 1. When to use prospective eligibility or budgeting 2. Converting stable income 3. Averaging income 4. Anticipating variable income 5. Annualizing income 6. Periodic income
I. Waiving TANF Requirements Due to Domestic Violence 1. When do you waive TANF requirements? 2. What eligibility requirements cannot be waived? 3. Coding and tracking waivers 4. Cooperation with child support 5. Confidentiality and narration in cases where domestic violence is present 6. Mandatory reporting of child abuse in domestic violence cases
J. Minor Parents 1. Definitions 2. Eligibility 3. Minor parents living with their major parents
4. Minor parents living with their major parents; turn 18
K. Reporting and Acting on Changes 1. Reporting requirements 2. What to do when a client reports a change 3. Effective date for all changes except adding a new person to an open case 4. Effective date for adding a new person to an open case 5. Late, incomplete or nonreporting 6. Change in basis of deprivation 7. Change in household composition 8. Change in income
L. Decision Notices 1. Overview 2. Types of decision notices 3. What a decision notice must contain 4. TANF notice situations
M. Participation, Cooperation and Re-Engagement ; Disqualification 1. What is JOBS cooperation? 2. Who must cooperate with the JOBS program? 3. Who is exempt from JOBS?
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4. Who can volunteer for the JOBS program? 5. Changing status from a JOBS volunteer to JOBS mandatory 6. Good cause and noncooperation 7. Good cause for noncooperation with the JOBS program 8. Discharge for misconduct 9. Good cause for a job quit mid certification 10. Good cause for missed appointments 11. Good cause when the clients meet federal participation requirements 12. What is re-engagement? 13. Re-engagement process 14. When do you end re-engagement? 15. Who can be disqualified from the JOBS program? 16. JOBS disqualification penalties 17. Notice requirements at disqualification 18. When is a JOBS disqualification ended? 19. What is the effective date if ending a disqualification? 20. Next steps in disqualification 21. What is cooperation with alcohol and drug or mental health treatment? 22. Good cause for noncooperation with alcohol and drug or mental health treatment 23. Penalties for noncooperation with alcohol and drug or mental health treatment 24. When does an alcohol and drug or mental health treatment disqualification end? 25. Effective date for ending a drug and alcohol/mental health disqualification 26. Counting the disqualification/noncooperation penalty months
N. Tribal TANF 1. Overview 2. Tribes operating TANF programs 3. Tribal TANF service areas and service populations 4. Tribal TANF and Department of Human Service (DHS) TANF 5. Tribal TANF and Supplemental Nutrition Assistance Program (SNAP) 6. Tribal TANF and Child Care
Post-TANF Due to continuing state economic issues, reductions in the Temporary Assistance for Needy Families (TANF) Program were made for the 2011-2013 biennium. One of the reductions which is required by Senate Bill 1579 (2012) is the suspension of the Post-TANF Program beginning May 1, 2012. Because the Post-TANF Program is suspended beginning May 1, 2012, the $50 Post-TANF payment made to eligible clients will end on April 30, 2012.
Job Program Incentive (JPI)
A. Program Intent and Overview 1. Program intent
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2. Program overview
B. Initial and Ongoing Enrollment 1. Initial loading 2. Initial enrollment 3. Ongoing enrollment 4. When to begin JPI payments 5. Verification of eligibility
C. Financial Eligibility 1. Requirements 2. Resource and resource limits 3. JPI income and payment standards 4. Program benefits
D. Making Job Participation Incentive (JPI) Issuances 1. Making updates to or create a UCMS case 2. Make updates to or create a FCAS case 3. Benefit period
E. Reporting and Acting on Changes 1. Reporting requirements 2. What to do when a client reports a change 3. Late, incomplete or nonreporting
State Family Pre-SSI (SFPSS)
A. Program Intent and Overview 1. Program intent 2. Program overview
B. Eligibility
C. Nonfinancial Requirements 1. Specific program requirements 2. Legal costs 3. Disability determination; overview 4. Impairments 5. Individual does not meet or equal a listed impairment
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E. Issuing Benefits and Changes 1. Overview of changes 2. Changes that must be reported 3. Effective dates: initial month’s benefits 4. Effective dates: other 5. Effective dates: special circumstances 6. Redetermination of eligibility 7. Redetermination interview
F. Participation, Cooperation and Re-Engagement 1. Good cause for noncooperation with activities 2. Good cause for missing appropriate medical appointments 3. Good cause for noncooperation with substance abuse or mental health treatment 4. Good cause for not pursuing assets 5. What is noncooperation? 6. What is re-engagement? 7. SFPSS re-engagement review process Worker Guide PSS-1: State Family Pre-SSI (SFPSS)
Refugee (REF) Program
A. Program Intent and Overview 1. Program intent 2. Program overview
B. Service Area 1. For refugees who live in Clackamas, Multnomah and Washington counties 2. For refugees who live outside Clackamas, Multnomah and Washington counties 3. Refugee Service Area 4. Medical assistance
C. Application Process 1. Application process 2. Who must sign an application and complete the application process 3. Withdrawal of application or noncompletion of the application process 4. When to open an REF grant 5. Redetermination of eligibility 6. Verification of eligibility
D. Eligibility Determination Groups 1. Household group 2. Filing group 3. Financial group 4. Need group 5. Benefit group
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E. Eligibility and Payments 1. Overview 2. Nonfinancial eligibility requirements 3. Financial eligibility requirements 4. Income and payment standards
F. Self-Sufficiency Activities
G. APD (Aging & People with Disabilities)
H. Medical Assistance – REFM
Housing Stabilization Program
A. Program Intent and Overview 1. Intent 2. Overview
B. Application and Eligibility 1. The application and intake process 2. Eligibility requirements 3. Reason for need 4. Nonfinancial eligibility requirements 5. Financial eligibility requirements 6. Verification
C. Program Benefits and Payment Limits 1. Program benefits 2. Payment limits and time limits
D. Case Management 1. Case Management Action Plan 2. Interagency collaboration
Emergency Assistance
A. Program Intent and Overview
B. Need Assessment 1. Reason for emergent need
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C. Application Process 1. Application forms 2. Date of application and processing time frames
D. Eligibility Requirements 1. Nonfinancial eligibility requirements 2. Financial eligibility requirements 3. TANF grant as unearned income 4. SSI benefits as unearned income 5. Eligibility for households with ineligible noncitizens 6. Eligibility for households with domestic violence
E. Verification
F. Effective Dates
G. Program Benefits 1. Shelter needs 2. Food needs 3. Medical needs
H. Payment Limits
I. Time Limits
J. Issuing Payments and Notification
K. Hearings
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B. Application and Redetermination
1. Date of Request and application time frames
Date of Request (DOR) The Temporary Assistance for Needy Families (TANF) application process starts with a client request. The request may be in the form of a:
Phone call;
Office visit;
Home visit;
Written request.
The request can be made by the client or another person or agency authorized to act on the client’s behalf. Additionally, to establish a date of request, an application is not needed. The date of request is the date the request for benefits is received by a Self-Sufficiency Program office of the Department of Human Services (DHS). A TANF client must apply at the branch serving the area in which their family lives or works. Application time frames A client has up to 45 days from the date of request to complete the application process. The application process is completed when the client fills out and signs the application form, has a face-to-face interview, and provides the necessary information and verification. The 45-day limit may be extended when one of the following is true:
Circumstances exist beyond the control of either the client or the branch to complete the process;
Information needed to determine eligibility is expected to be received after the 45-day limit, and the client has no control over delivery;
The client requests a hearing before the 45-day time frame has ended.
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2. Application for TANF and additional forms
The application form for TANF is the Application for Services (DHS 415F). It must be signed by at least one caretaker relative to be considered complete. Note: CAPI is not an allowable application for TANF. The required application forms are:
A new, signed Application for Services (DHS 415F);
If there is not a signed Your Rights and Responsibilities While in JOBS and JOBS Plus (DHS 7819) on file that is less than 12 months old or a narrative in the past 12 months documenting a discussion with the client about the DHS 7819, do one of the following:
- Review the DHS 7819 and have each JOBS participant sign;
- Review with each JOBS participant during the interview and narrate the discussion in TRACS; or
- Narrate that the form was mailed to the client with the intent of it being reviewed at the next JOBS appointment.
If there is not a signed Cooperating with Child Support Enforcement (DHS 428A) on file that is less than 12 months old or a narrative in the past 12 months documenting a discussion with the client about the DHS 428A, review the DHS 428A with the parent and narrate this discussion or narrate that the form has been given to the parent.
Date of Request: 461-115-0030 Application Processing Time Frames; Not Pre-TANF or SNAP: 461-115-0190
3. Who must sign an application and complete the application process
A parent or a nonparent caretaker relative of the dependent child(ren) must sign an application and completes the application process. If they are unable to do so unassisted, they may use an authorized representative. The authorized representative may obtain and use the benefits on behalf of the family. People who can be authorized representatives include:
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A person authorized by the client; and
A person acting responsibly for the client.
Note: When the caretaker relative changes, the new caretaker relative must sign a current application.
Who Must Sign the Application and Complete the Application Process: 461-115-0071
Authorized Representatives; General: 461-115-0090
4. When is an application needed?
A completed application is required for TANF applicants except as listed in this section. Using an existing application An existing application can be used when:
A case closes and reopens during the same calendar month; or
Adding a newborn to the case, if the newborn was included on the original application as an unborn; or
A case is closed because the case was over income and the case is reopened the month after closure.
When an existing application is used, the existing application should be reviewed and updated as needed. Example 1: Mom and child receive TANF. Returned mail is received. A basic
decision notice is sent and the TANF case is closed effective March 31. The client comes into the office March 25 and reports a new address. Since the client came in during the same month the case is closing, a new application is not needed.
Example 2: Mom is on TANF due to pregnancy and is due May 1. She reports on May 8 that she had her baby May 2. A new application is not needed.
Example 3: Dad and two children are on TANF. Dad’s case is closed September 30 due to being over income. Dad reports on October 10 that he was laid off due to lack of work and meets all requirements for TANF, including financial requirements, in October. Since he met eligibility in the month following closure, a new application is not needed.
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Transitioning between Self Sufficiency programs Workers may use the existing application when clients change between self sufficiency programs administered by DHS.
FOR MORE INFORMATION ABOUT WHEN TO USE A NEW APPLICATION TO CHANGE PROGRAMS, PLEASE SEE MULTIPLE PROGRAM WORKER GUIDE #1 (MP-WG#1).
Adding a new person If workers are adding a person other than a newborn to the grant, they must either:
Use a new DHS 415F application form; or
Add an addendum, Additional space for other people living with you (DHS 415X), to the current application.
Branches may use their discretion to determine when to use a new application or an addendum.
5. Interview
A face-to-face interview is required at initial application and redetermination unless there is a hardship. If a hardship is present, it should be narrated. A hardship includes but is not limited to:
Care of a household member;
A client’s age, disability or illness;
A commute of more than two hours from the clients residence to the nearest branch office;
A conflict between the client’s work or training schedule and the business hours of the branch office; and
Transportation difficulties due to prolonged severe weather or financial hardship.
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Verification may be received in a variety of ways but must come from a third party. The third party, however, must have direct knowledge of the information and cannot be a member of the filing group.
Verification may be a document that is copied and put into the agency file. It may be received via a telephone conversation, or a document may be viewed during a home visit. When verification is not placed in the file or available online, the worker must carefully narrate the information received. In certain situations, questionable information may warrant a home visit by DHS staff.
The following are factors that must be verified at application, redetermination and when changes occur:
SSN or application for an SSN;
Noncitizen status. It is not necessary to verify the document of the noncitizen if the document has already been verified once;
Income;
Incapacity for deprivation based on incapacity;
Pregnancy, if it is an eligibility requirement. The client’s statement that the pregnancy was determined by one of the following is adequate for verification:
- Medical practitioner;
- Health department;
- Clinic;
- Crisis pregnancy center; or
- Like facility.
Verification of Time on TANF in another state.
For other eligibility factors, workers may accept the client's statement as verification. Workers may verify any factors affecting eligibility whenever they consider them questionable. They can choose the type of verification they believe is acceptable for specific eligibility factors and specific situations. Note: Staff may not ask applicants or recipients to verify their citizenship solely on the
basis of the client’s ethnicity or ability to communicate in English. If a client identifies himself or herself as a noncitizen on the application, noncitizen status must be verified.
Note: When requesting information from a financial institution, have the client sign and
date an Authorization for Use and Disclosure of Information (MSC 2099) for each
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request. Name the specific financial institution on the form before the client signs. Send the form to the financial institution and keep a copy in the branch.
Verifying time on TANF from another state When a client indicates on the application that they received TANF benefits in another state(s), the agency must verify how many months the client received TANF in the other state(s). If verification is needed, do the following things:
Pend the adult’s benefits for 45 days and open a case for the children if all other TANF eligibility requirements are met; and
Attempt to verify the out of state time by contacting the other state.
CONTACT INFORMATION FOR VERIFICATION OF TIME IN ANOTHER STATE IS AVAILABLE IN MULTIPLE PROGRAM WORKER GUIDE #4 (MPWG#4) – CONTACTS FOR STATEWIDE VERIFICATION OF ASSISTANCE.
If verification of time on TANF from another state is not received within the 45 day-application period, deny the application for failure to complete the application process. When verification is received within the 45-day application time frame:
If the adult has less than 60 months on TANF: Supplement TANF back to the date the case was opened for the children. Once verification is received the adult is considered to have met eligibility the date all other eligibility factors for TANF were cleared;
If over 60 months, the adult’s needs would not be added to the grant unless the client meets an exemption. The children would continue to receive benefits as long as all other TANF eligibility requirements were met.
CLICK HERE FOR MORE ON EXEMPTION TO THE TANF TIME LIMIT REQUIREMENT.
Out-of-state months, once verified, must be added to the Out-of-State Time Limits screen.
CLICK HERE ON HOW TO UPDATE THE OUT-OF-STATE TIME LIMITS SCREEN. Note: If verification from the other state identifies months in Indian Country or months
a program was not federally funded, those months do not count towards the federal or Oregon state time limit.
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Example 4: Mary Ann moved to Oregon from Washington. At intake she said she had about four years on assistance in Washington. The worker called Washington but was unable to make a connection with anyone. Since all other eligibility factors were met, the worker opened TANF for the children but pended Mary Ann for proof of time on assistance in Washington. The worker emailed Washington. Two weeks later, she received an email from Washington verifying the client had received TANF for 48 months, none of which were in Indian Country. The worker was able to supplement TANF back to the date the grant opened for the children.
Example 5: Josh and his children moved to Oregon from Washington, D.C. Josh said he had received 60 months of TANF in DC and so the family had timed out. Josh did not meet a current hardship exemption. The worker tried to call D.C., but the office was already closed because of the difference in time zones. Since the family met all other eligibility requirements, the worker opened benefits for the children and pended Josh for proof of time on assistance. The worker then faxed a request to D.C. to verify time on assistance for Josh. The verification was received two days later. Because Josh had received TANF for 60 months, all months being after July 2003 and no months being while Josh lived in Indian Country, nor was time funded with state dollars, the worker sent a notice to Josh denying him TANF and updated the Out-of-State Time Limit screens. TANF remained open for the children.
Initial application A TANF grant is opened when the client completes the application process and provides the needed verification within the application processing time frames. This includes the interview. The effective date for initial month cash benefits is the date that all eligibility factors have been cleared and the family is determined eligible for TANF program benefits. Example 6: Lynne and her children apply for TANF on the second. She meets
with her case worker on the third. Lynne may have an unemployment claim and the worker asked if she has applied for UC benefits. Lynne says she has not applied. All other eligibility factors have been cleared. Lynne is pended to apply for UC
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benefits. On the fifth, Lynn contacts the worker to let her know she had just applied for UC benefits.
Question: What is the effective date for opening TANF benefits? Answer: The effective date for TANF program benefits will be the fifth of the month.
Redetermination At redetermination, TANF is opened the first of month following the closure if both of the following criteria are met: 1. The client establishes a date of request during the final month of the certification
period; and 2. A completed application is turned in no later than the end of month following the
last month of the certification period. Example 7: McKayla’s TANF certification period ends December 31. She
establishes a date of request for TANF on December 15 and turns in a completed application on January 8.
Question: Did McKayla establish a DOR in the final month of her certification period?
Answer: Yes, the final month of her certification period was December and she established a DOR on December 15.
Question: Was a completed application turned in no later than the end of the month following the last month of the certification period? Answer: Yes. The certification period ended December. The following month was January and a completed application was submitted January 8. Question: What is the effective date for opening TANF benefits? Answer: The effective date for opening TANF benefits will be January 1.
If both of the criteria listed above are not met, TANF is opened the date the client meets all eligibility requirements, including an interview. Example 8: Liam’s TANF certification ends on May 31. He establishes his date
of request on June 2. He turns in an application, meets with his case manager and completes all eligibility requirements on June 6.
Question: Did Liam establish a DOR in the final month of his certification period?
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Answer: No. Since he did not, his benefits begin the date he cleared all eligibility. Question: What is the effective date for opening TANF benefits? Answer: The effective date for opening TANF benefits will be June 6.
Re-opening TANF after closure (nonredeterminations) When reopening TANF after a mid-certification closure, the client must submit a new application unless they meet one of two requirements: 1. The client becomes eligible for TANF before the closure takes place; or 2. The case is closed for going over income but the client becomes eligible for TANF
in the month following closure. If the case is closed due to being over income and the client becomes eligible for TANF in the month following closure, TANF is opened effective the day the client clears eligibility. Example 9: Landon is receiving TANF. His case is closed July 31 for returned
mail. Landon contacts his worker on August 2 with a new mailing address. Since Landon’s case has already closed, he must complete a new application.
Example 10: Julie is receiving TANF. She was pended for information to add
her child to her case. She did not turn in the pended items and her case is closed October 31. Julie returns the pended items on October 29. Since she returned the pended items prior to the closure of her case, TANF would be reopened, without a new application for November 1.
Example 11: Monica is receiving TANF. She goes to work and is over income.
Her case closes January 31. On February 14, she contacts her worker and explains that she got laid off in January and received her final check on January 30. Since she closed due to being over income and she contacted DHS in February (the month following closure), her TANF can be restored without a new application if she meets TANF eligibility. The effective date is 2/14, the day she contacted her worker and cleared eligibility.
Effective Dates; Eligibility Following Closure: 461-180-0100
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8. Certification periods
All eligibility factors must be redetermined at least once every six months for families who have an open JOBS plan and are not participating or an active JOBS disqualification. This includes a completed application and interview. For other families, eligibility factors must be redetermined at least once every 12 months. A redetermination may be done either at assigned intervals or whenever it is deemed necessary by the case manager if the interval between redeterminations does not exceed those listed above. A TANF certification may be redetermined early in order to align the TANF certification with SNAP benefits as long as the certification length does not exceed the guidelines above. Example 12: Sharon has an active DQ2 JOBS disqualification. Her TANF must
be redetermined no more than every six months. This is because she has a current JOBS disqualification.
Example 13: Josie and her two children are receiving TANF. Josie does not have a case plan at this time as a work experience site has not been arranged. A plan will be developed as soon as the site is available. She has no JOBS disqualification. Josie has no case plan; therefore, she would not be considered to be failing to participate. The redetermination of TANF eligibility could be up to 12 months.
Example 14: Jonathan was laid off from his job at the factory. He said his employer was going to hire him back in about three to four months. He has a case plan and is participating. His redetermination could be up to 12 months. However, because he may be going back to work soon, the case manager may do a six-month certification.
Example 15: Bobbi and her child are receiving TANF. She is receiving SSI after working with the State Family Pre-SSI program to become eligible. Bobbi is not required to participate in the JOBS program. Therefore, her redetermination date could be up to 12 months.
Periodic Redeterminations; Not EA, ERDC, REF, REFM, SNAP or TA-DVS: 461-115-0430
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9. Withdrawal of applications or noncompletion of the application process
Withdrawn application A client may withdraw their application at any time during the application process. When an application is withdrawn, the client must either sign a Voluntary Agreement to Take Action on a Case (MSC 457D) or be given a basic decision notice. Note: If a client requests TANF on a signed application, they must either sign a
MSC 457D or be given a basic decision notice. Example 16: Carol is applying for TANF. During her intake, she states that she
does not want to apply for TANF as she does not want to participate in the JOBS program. Carol must either sign a MSC 457D or be given a basic decision notice.
Notice Situation; Voluntary Action: 461-175-0340
Noncompletion of the application process A client’s application is considered incomplete when the client or their authorized representative does not complete the application process by the 45th day from the date of request. This includes failing to:
Sign and submit the application;
Provide verification of eligibility factors; and
Attend an interview.
This does not mean that a client’s TANF application may be instantly or automatically denied for missing a single appointment. Note: Once the department has correctly denied an application or considered it
withdrawn by the 45th day from the date of request, the client must initiate the application process again if they want to get benefits. The same application may be used if the anticipated changes make the client eligible the following month, and the eligibility decision is made within the application processing time frame.
Example 17: Madison turns in a completed application. She cannot stay for an
intake and is scheduled to return tomorrow for her interview. Madison does not attend her interview and does not contact the branch to reschedule. On the 45th day, the application is denied for failure to complete the application process.
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10. Duplicate benefits
A TANF recipient cannot receive cash benefits in two different benefits groups at the same time. Cash benefits are other cash benefit programs funded under title IV-E of the Social Security Act. Cash benefits include:
Oregon TANF benefits;
Out-of-State TANF;
Tribal TANF;
Social Security Income;
Child Welfare Foster Care payments;
Child Welfare Guardianship payments.
Note: SSI is the only social security program funded under title IV-E of the Social Security Act. Receipt of other social security programs such as Social Security based off a disability (SSDI) or Social Security based off retirement, widow’s benefits or a parent or spouse’s disability benefits (SSB) do not prevent an individual from receiving TANF.
Note: Benefits issued under the TA-DVS program are not considered cash benefits. Example 18: Callie is requesting a non-needy caretaker relative grant for her
niece, Amelia, for whom she receives foster care payments. Amelia is not eligible for TANF as she receives foster care payments.
Example 19: Meredith, Derek and their two children just moved to Oregon from
Washington, where they are all receiving TANF benefits. Washington confirms that their TANF will end May 31. They are eligible for TANF in Oregon on June 1.
SEE TANF-I (TF-I) ON WAIVING TANF REQUIREMENTS DUE TO DOMESTIC
VIOLENCE.
SEE MULTIPLE PROGRAM WORKER GUIDE #4 (MPWG#4) FOR INFORMATION ON HOW TO CONTACT OTHER STATES TO VERIFY THAT BENEFITS HAVE ENDED.
TANF and Employment Related Day Care An ERDC recipient may move from ERDC to TANF in the same month as long as all TANF eligibility criteria have been met. A TANF recipient may not move from TANF to ERDC in the same month except in the following circumstances:
FSML – 73A June 1, 2014 TANF B - Application and Redetermination B - 13
Adults receiving TANF for themselves and their children may also receive ERDC for children who are in the household but cannot be included in the TANF benefit group;
Children who are in an ERDC benefit group can also be a TANF benefit group member when living with a non-needy caretaker relative who is not included in the TANF benefit group;
Children who are in an ERDC benefit group can also be in a TANF benefit group when living with a needy caretaker relative receiving SSI.
Example 20: Christina is receiving ERDC benefits for her child. She is laid off on May 5 and applies for TANF on May 10. Christina and her child meet all eligibility criteria for TANF on May 10. Christina and her child are eligible for TANF effective May 10.
Note: Christina is still responsible for her ERDC copay for May for any child care that she uses.
Example 21: Owen is on TANF and has recently started working. His TANF will end September 30. If he meets eligibility for ERDC, it cannot start until October 1. Owen should be reviewed for JOBS child care for September child care benefits.
Example 22: April receives SSI and receives TANF for her children. April begins working February 15 and needs child care assistance. She is not eligible for JOBS child care as she is exempt from the JOBS program. April may receive ERDC benefits in February if she meets all other ERDC eligibility requirements.
Note: April’s SSI and TANF grant need to be counted on her ERDC case as income.
ERDC recipients may not receive JOBS child care in the same month.
Example 23: Lexie receives ERDC. She used her ERDC benefits until she was laid off on December 10 and becomes eligible for TANF on December 18. Lexie is not eligible for JOBS child care until January 1.
Determining TANF for caretaker relatives with the dependent child receives TANF on another TANF case.
If a needy caretaker relative applies for TANF and meets all eligibility requirements except that their dependent child is on another case, the caretaker relative may receive TANF for themselves while the dependent children are removed from the other case. The child(ren) may not receive TANF on both cases.
FSML – 73A B - 14 TANF B - Application and Redetermination June 1, 2014
Prior to issuing TANF for the caretaker relative, it must be determined that the child is in the caretaker relative’s household and must meet all other eligibility requirements. Children are considered in the household, filing and financial groups on the new case. They are not in the need group as they do not meet all nonfinancial requirements due to duplicate benefits. Since they are in the financial group, their income and resources count towards eligibility and the benefit allotment Example 24: Sheila applies for TANF on May 15 for her two children. She
clears all other eligibility as of May 17. The children are currently receiving TANF on their father John’s case. Sheila’s worker does not find this questionable as John has already reported that the children have left his household. John’s worker sends a 10-day notice to close his TANF case May 31. Sheila may receive TANF for herself starting May 17. Her children are added to the case effective June 1.
Example 25: On May 25, Marcus applies for TANF for himself and his daughter, Bethany, who is receiving TANF on a non-needy caretaker relative grant with her grandmother. This report is considered questionable as Marcus had previously reported having his daughter in his care when he did not. The worker pends for verification that his child lives with him. This is received May 31. The grandmother’s worker sends a 10-day notice removing Bethany from the TANF case, effective July 1. Marcus receives TANF for himself only May 31 through June 30. Bethany is added July 1.
Example 26: Tracy applies for TANF for her son Brody on May 16. It is not questionable as it is confirmed by Tracy’s child welfare worker. Brody is currently receiving TANF on his aunt’s case. Brody also receives $150 per month in SSB benefits. A 10-day notice is sent removing Brody from his dad’s case effective June 1. The SSB counts against Tracy’s TANF grant.
Example 27: On August 2, Jonas applies for TANF for himself and his two
children. It is not questionable that the children are in Jonas’ care as he has primary custody during the school year. His two children are currently receiving TANF on their mother’s case in California. The worker in California is closing TANF for the children August 30. Jonas may receive TANF through the end of August on his own. His children will be added to his case effective September 1.
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June 1, 2014 TANF C - Eligibility Determination Groups C - 1
C. Eligibility Determination Groups
In the TANF eligibility determination process, DHS must examine:
Who is living in the household with those who are applying for TANF;
Who must apply together;
Whose income and resources will be used to determine eligibility;
Whose needs are considered; and
Who will receive benefits?
In order to make this happen, there are five “eligibility groups”; i.e., groups that define
who in the household is considered in the eligibility determination process.
1. Household group
People are considered in the same household when they share their dwelling. This means
that they live together in the same house or share sleeping, bathroom and kitchen
facilities that are not in a commercial establishment providing room and board or both for
fair market value compensation.
For individuals that are homeless, the household group consists of the individuals who
consider themselves to be living together.
Individuals living in multiple household groups in one month
Individuals who live in more than one household group during a calendar month are
members of the household group in which they spend more than half of their time, except
as follows:
Parents who sleep 30 percent or more of their time during the calendar month in
the household of the dependent child(ren);
A dependent child is included in the household group with the caretaker relative
who usually has the major responsibility for care, control and supervision of the
dependent child, if the dependent child lives with two household groups in the
same calendar month for at least one of the following reasons:
- Education;
- The usual caretaker relative is gone from the household for part of the
month because of illness; or
- A family emergency.
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C - 2 TANF C - Eligibility Determination Groups June 1, 2014
Note: An award by a court of joint (50/50) legal custody does not, by itself, mean a
child does not meet the definition of household group member.
Example 1: Mom and child applying for TANF. Dad does not live in the home
but sleeps there three nights a week. Since dad is sleeping in the
child’s home more than 30 percent of the time, he is considered
part of the household group.
Individuals gone for 30 days or more
Individuals are in the same household even if they are gone for 30 days or more and one
of the following is true:
They are absent because of employment. Employment includes looking for work
outside the area of their residence, or their employment takes them out of their
residence. Employment such as long-haul truck driving, fishing, or active duty in
the U.S. Armed Forces normally takes an individual out of their household for a
period of time;
Caretaker relatives gone for up to 90 days in a residential alcohol or drug treatment
facility;
Caretaker relatives enter a general hospital (unless they enter some other living
arrangement);
Child in foster care but expected to return to the household within the next
30 days;
Children gone for:
- Illness, such as general hospital or drug and alcohol treatment (unless they
go into a long-term care title XIX facility);
- Social service; or
- Educational reasons such as Job Corps, boarding school, etc.
Example 2: Mom and child are applying for TANF. Mom and dad are together
but dad is currently working in Alaska on a fishing boat. Since dad
is only out of the home due to employment, he is considered part of
the household group.
Example 3: Dad is applying for TANF. His son is in foster care but
documentation from his child welfare worker shows that the son
will be returned in two weeks. Since the child is expected to be
returned within two weeks, he is part of the household group.
Example 4: A mother is applying for TANF for herself and her child. She is
recently divorced. The divorce settlement states the child has
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June 1, 2014 TANF C - Eligibility Determination Groups C - 3
50 percent visitation with both parents. A divorce settlement, child
custody order or other parenting agreement cannot solely be used
to determine where a child is residing. A conversation with the
mother must be had about the actual visitation of the child. After
the conversation, it is determined that the child lives 50 percent of
the time in the home of each parent; the child is not considered
part of the TANF household group.
Household Group: 461-110-0210
No adult cases - adjusted household group
When there is no adult in the need group (e.g., no “AD” on the grant), benefits are based
on the adjusted number in the household group compared to the number in the need
group.
In no-adult TANF cases, the adjusted number in the household is determined by taking
the total number of individuals in the household, minus the following individuals (unless
they are included in the need group):
Unborn child;
Foster children;
Children receiving Adoption Assistance;
Landlords and tenants;
Live-in attendants who live with the filing group solely to provide necessary
medical or housekeeping services, and are paid to provide those services;
Clients receiving long-term care or waivered home and community-based care.
Example 5: Grandma is applying for a non-needy caretaker relative grant for
her grandson. Grandma also lives with her husband and a foster
child. The foster child is not included in the household group.
Prorated Standards; Adjusted Number in Household: 461-155-0020
Correctional facilities
The following people are considered living in correctional facilities. They are not
household members and are not eligible for benefits:
People who are legally confined to a correctional facility such as jail, prison,
penitentiary or juvenile detention center;
People temporarily released from a correctional facility to perform court-imposed
FSML – 73A June 1, 2014 TANF K – Reporting and Acting on Changes K - 1
K. Reporting and Acting on Changes
Case Management Opportunity: When discussing the change, ask open-ended questions about how the change affects self-sufficiency for the client and children. For example: Why did X leave/move into the household? How does his/her presence/absence
affect you and the children? How will this move help you and the children? Why did you need to leave your last
address? Now that you are employed, how do you think this will affect the other family
members? What additional support would you need to keep your job and your family’s needs?
1. Reporting requirements
Clients must report changes within 10 days of their occurrence. They may report the changes by phone, office visit, report form or other written notice. These changes include the following:
Changes in members of the filing group and any resulting changes in income;
Change in marital status;
Changes in employment, including getting a job, quitting or losing a job;
When a member of the filing group becomes pregnant. The report must be received by the branch not later than the 10th day after the client becomes aware of the pregnancy;
Changes in the source of income;
Changes in earned income of more than $100 per month;
A change in unearned income of more than $50;
The acquisition or change in ownership of nonexcluded vehicles;
The sale or receipt of resources that cause total resources to exceed program resource limits;
FSML – 73A K - 2 TANF K – Reporting and Acting on Changes June 1, 2014
Change in residence, including changes in shelter costs resulting from the move.
Example 1: Tanya and her children are receiving TANF. Tanya gets married to Joe. Joe is now in the filing group. Tanya must report this change within 10 days.
Example 2: Mary is receiving TANF with her two children, Melissa and Jim.
Jim is 18 years old. He graduates from high school in June. This must be reported as Jim is no longer in the filing group.
Reporting Changes – Overview: 461-170-0010
Changes That Must be Reported: 461-170-0011
SEE TANF SECTION L (TF-L) FOR DECISION NOTICE INFORMATION WHEN ACTING ON CHANGES REPORTED.
2. What to do when a client reports a change
Determine if the change impacts the client’s eligibility for benefits. If the change does not impact eligibility, document the change in the case file. If it does impact eligibility, determine how the change would impact the case. Document the change and the action that needs to be taken because of the change. For any action that adversely affects the client, a decision notice must be sent before the date of action.
SEE THE GENERIC PROGRAM INFORMATION CHAPTER (SECTION A) (GP-A) FOR DEFINITIONS OF DECISION NOTICES.
3. Effective date for all changes except adding a new person to an open case
For changes that occurred and were reported in the same month but do not continue, regardless of whether the change would cause an increase or decrease in benefit, document the change in the client’s case record; no CMS action is needed. Example 3: Maddie reports on 6/14 that she has a temp job for one week
working at the fair. She will get her only check in June. Since it was reported and occurred in the same month but will not continue, there is no need to change the case or supplement TANF.
Example 4: Noah reports on 7/16 that he missed a week of work in July due to
illness. He has already returned to work at his regular hours but his 7/15 check was $100 less than normal. Since the changed occurred and was reported in the same month but is not expected to continue, no supplement is made and income remains the same.
FSML – 73A June 1, 2014 TANF K – Reporting and Acting on Changes K - 3
When an anticipated change is reported before the payment month and the change will continue and cause an increase in benefits, the effective date is the first of the payment month in which the change will occur. Example 5: Peyton reports on 3/21 that she is no longer working. She stopped
working and will receive her final check in March. The effective date for the change is 04/01.
If the change is not reported until the month it occurs or later, the effective date is the first of the month following the month in which the change was reported. Example 6: Lily reports on 11/06 that she stopped working in October. The
change was reported later than the month it occurred. The effective date for removing the income is 12/1. No supplement is made.
Note: When adjusting a case for the following month, use a COMPUTE incoming code. For an anticipated change reported in a timely manner that will continue and cause a decrease in benefits, the effective date is the first of the month following the month in which a timely continuing benefit decision notice period ends. Example 7: Logan reports timely on 8/24 that he is now getting SSB benefits
for his child. Since there is not time to give timely notice, the effective date is 10/01.
Example 8: Chad and Melissa report timely on 4/05 that they are now getting
child support for Melissa’s son. Child support screens show the first payment was issued 4/2. The case manager sends timely notice to reduce benefits for 5/1.
Note: If a reported change makes a benefit group ineligible for TANF, use a CLOSE
incoming code. For an anticipated change reported before the payment month and the change will continue and cause an increase in benefits, the effective date is the first of the payment month in which the change will occur. Example 9: Sierra reports that on 01/18 that her unemployment benefits have
ended on 01/14. Since this change will continue and cause an increase in benefits, the effective date is 02/01.
Note: Adjust CMS using a COMPUTE incoming code to reflect the change in income
before the End of Month (EOM) deadline; use an SUPL action, if after.
Effective Dates; Changes in Income or Income Deductions That Cause Increases: 461-180-0020 Effective Dates; Changes in Income or Income Deductions That Cause Reductions: 461-180-0030
Effective Dates; Suspending or Closing Benefits and JOBS Support Service Payments: 461-180-0050
FSML – 73A K - 4 TANF K – Reporting and Acting on Changes June 1, 2014
SEE TANF SECTION L (TF-L) FOR INFORMATION ON DECISION NOTICES WHEN TAKING ACTION ON CASES.
4. Effective date for adding a new person to an open case
The effective date for adding an individual (other than an eligible newborn) to the benefit group is the date on which all eligibility requirements are met and verified. If benefits have been issued for the month and adding the new person would reduce benefits, the person is added the first of the month following the month in which the notice period ends (see OAR 461-175-0050). Example 10: Cameron reports 10/4 that his wife, Maria, has moved back into
the home. Maria clears all eligibility on 10/7. Maria is added to the case as of 10/7.
Example 11: Jasmine reports on 10/8 that she has finally gotten a SSN for her
son Marcus, who is currently coded on the case as a NO. Marcus clears all eligibility on 10/8. The effective date for adding Marcus is 10/8.
Example 12: Ann reports on 9/5 that Craig, the father of her child, has moved
in. He receives $400 in SSB. This income will reduce but not close the TANF case. Timely notice is sent and Craig is added to the case on 10/01.
Effective Dates; Adding a New Person to an Open Case: 461-180-0010
Adding an eligible newborn The effective date for adding an eligible newborn to an open case is:
The date of birth, if all eligibility requirements are met and verified within 45 days after the birth; or
The date all eligibility factors are met and verified, if the verification is completed more than 45 days after the date of birth.
Example 13: Dawn reports on 12/2 that her daughter was born 11/26. All eligibility is cleared 12/2. The child is added to the case effective 11/26.
Example 14: Elizabeth reports on 10/10 that her son was born 8/20. Eligibility
is cleared 10/10. Eligibility was not cleared within 45 days of birth. The baby is added to the case effective 10/10.
Effective Dates; Adding a New Person to an Open Case: 461-180-0010
FSML – 73A June 1, 2014 TANF K – Reporting and Acting on Changes K - 5
5. Late, incomplete or nonreporting
If it is discovered that clients failed to report changes they are required to report and, as a result, the benefit group received benefits to which they were not entitled, the Department of Human Services (DHS) must file an overpayment against the filing group. If a reported change results in insufficient information to determine how the change will affect the benefit group’s eligibility and benefit level, DHS may shorten the redetermination period and require a new application. If the client fails to report a one-time unanticipated change, no overpayment exists. This is because the grant amount is calculated based on the best information available to the client and to CAF SSP at the time the determination is made. If the client fails to report the change that has occurred and continues, there is no overpayment for the month in which the change first occurred. This is because benefits could not have been adjusted in time to prevent the overpayment. However, overpayments exist in the following months in which the change in income has not been correctly adjusted and reflected in the monthly grant amount. Note: Send a timely continuing benefit decision notice to the client before reducing or
terminating benefits.
Definitions and Categories of Overpayments: 461-195-0501 Calculation of Overpayments: 461-195-0521
6. Change in basis of deprivation
See Section F (TF-F) for necessary action when an absent parent moves into an ongoing TANF household, or another change occurs that could affect the deprivation status of the dependent children in the filing group.
7. Change in household composition
Adding a new person other than a newborn When adding a new person, other than an eligible newborn, to an open case, a new application or an addendum must be received.
SEE TANF-B.4 (TF-B.4) FOR MORE ON WHEN AN APPLICATION IS REQUIRED. 1. Determine if this person must be added to the filing group, and change the number
in the household on CMS to reflect the correct figure.
a. If the person is in the filing group, determine the eligibility factors that the new person must meet.
FSML – 73A K - 6 TANF K – Reporting and Acting on Changes June 1, 2014
If the new person is an absent parent returning home, see information on “Change in basis of deprivation.” If the person is not a parent, add this person effective the date when all eligibility requirements are met and verified.
2. Use prospective budgeting to include the new person’s income. 3. If benefits have been issued for the month and adding the new person would reduce
benefits, add the person the first of the month following the month in which the notice period ends. (This means sending the filing group a timely continuing benefit decision notice if the new member’s income and resources exceed the allowable limit.)
Example 15: Karen reports on 10/4 that her son Jeff has entered the household.
Jeff clears all eligibility, including deprivation on 10/7. He is added to the case effective 10/7.
Example 16: Veronica reports on 2/4 that her son Trevor has entered the home.
Trevor receives $1000 per month in child support. This makes Veronica over income for TANF. Timely notice is sent and TANF is closed 2/28.
Example 17: Sam reports on 4/25 that her daughter is now living with her. Her
daughter receives $850 in SSB per month. This makes Sam and her other children over income for TANF. Since timely notice is needed, the case is closed 5/31. The daughter is not added to the case for May benefits.
Prospective or Retrospective Eligibility and Budgeting; ERDC, REF, REFM,
SNAP, TANF: 461-150-0060 Effective Dates; Adding a New Person to an Open Case: 461-180-0010
Adding an assumed eligible newborn If eligibility requirements are met and verified within 45 days after the birth, the effective date to add the newborn is the date of birth, or the date that all eligibility factors are met and verified, if completed more than 45 days after the date of birth. When adding a newborn to a case, proof of birth or SSN is not required. Example 18: Mae reports that her son James was born 11/8. James clears all
eligibility 12/2. Since eligibility was cleared within 45 days of birth, James is added to the case 12/2.
Example 19: Rose reports that she had her daughter Melissa on 12/2. Melissa is Rose’s only child. While determining eligibility, it is determined
FSML – 73A June 1, 2014 TANF K – Reporting and Acting on Changes K - 7
that there is no deprivation for Melissa. Since there is not eligible child, the case is closed for 12/31. Melissa is not added to the case.
Effective Dates; Adding a New Person to an Open Case: 461-180-0010
Removing a person Removing a person from their grant means either reducing or terminating the benefits of the benefit group. A timely continuing benefit decision notice is required except for the following situations:
When a child is removed from the home as a result of a court decision or a voluntary placement in foster care by their caretaker relative, send a basic decision notice to close the child’s benefits only. (Child Welfare cannot remove a child from the child’s home without a court order. Therefore, a basic decision notice is sufficient when Child Welfare has custody of the child.)
Note: After the removal of the child/ren from a home by Child Welfare and the remaining HH members are the adults, a 10 day notice for closure of TANF benefits is given.
Example 20: Mom and son (no other children are in the home) are receiving a
TANF grant, and Child Welfare has a court order to remove the son on May 28. A basic decision notice is given to the household(no later than May 31) for the removal of the son and a timely decision notice is given to the mom for closure of TANF (before the 10-day notice cutoff in June for June 30 closure).
Example 21: Crystal reports that her husband is no longer in the household.
Removing him from the case will reduce her TANF benefits. A timely notice is needed.
Notice Situation; Removing an Individual From a Benefit Group (REF, REFM, SNAP, TANF)
or Need Group (ERDC): 461-175-0305
8. Change in income When a change in income occurs, determine how the change will impact the monthly benefit amount. Process the change according to when and now it is reported.
Actions taken when a change of employment is reported
Prior to closing or reducing a case based on an increase in income, verification of the income must be received. If verification of income is not received, close the case for failure to provide requested verification.
FSML – 73A K - 8 TANF K – Reporting and Acting on Changes June 1, 2014
Note: A copy of the first pay check is not required to verify the gross. It can be verified in any format that includes, but is not limited to: a copy of the paystub, written or oral statement from the employer, print out from the employer, etc.
If weekly work hours, hourly wage and the date of the first paycheck is reported, pend the client using a Notice of Information or Verification Needed (DHS 210A) for verification of the gross income received on their first paycheck. The due date for the pending items will be 10 calendar days after the date the first paycheck is received. Example 22: Jane is receiving TANF and reports that she has a new job on
December 5 at ABC Company and she is working 20 hours per week at $10 per hour. Her first pay check will be received December 20. Pend Jane using a DHS 210A for verification of the gross income received on her first check. The due date will be December 30, 10 days after her first check is received.
Note: Do not wait for verification of income to be received to convert the medical
benefits to EXT. Based on her initial report, Jane and her family would have been converted to EXT effective January 1.
If weekly work hours, hourly wage and the date of the first paycheck is not reported, pend the client using Notice of Information or Verification Needed (DHS 210A) for weekly work hours, hourly wage and verification of the gross income received on their first paycheck. The due date for the pended items will be the 15th of the following month. Example 23: Peter is receiving TANF and reports that he has a new job on
December 15. He does not report any specific information regarding this job. Pend Peter, using a DHS 210A for his weekly work hours, hourly wage and verification of the gross income received on his first pay check. The due date will be January 15.
Note: The items needed to verify and act on income and to validate a placement are not
the same items. Name of employer, occupation, begin date, weekly work hours, hourly wage and date first paycheck will be received is needed to enter a job for placement.
Actions taken when pended items are received
If the pended items are returned, calculate the ongoing income using prospective budgeting and determine if the income will cause the case to be reduced or closed. A Timely Continuing Benefit Decision is needed when benefits are closed or reduced. Many times the first pay check is not reflective of ongoing income because it is not for a full pay period. After proof of the gross income is received, determine if the weekly hours are reflective of what the client originally anticipated. If the client reports that the originally reported hours are not reflective, it is not necessary to pend for additional proof of income, simply narrate what income was used and why. Example 24: Brad is receiving TANF with his son, Jack. He reports that he is
working 40 hours per week at $10 per hour at 123 Mill. He returns his first pay stub as proof of his gross income received. This
FSML – 73A June 1, 2014 TANF K – Reporting and Acting on Changes K - 9
income reflects only a partial pay period, but does verify the hourly rate. Based off his prospective income of $10x40x4.3=$1720, he is over the countable and adjusted income tests for TANF. Narrate that the pay stub was not used to determine ongoing income as it was not a full pay period. Close Brad’s case effective the end of the month, giving timely notice.
Example 25: Cara is receiving TANF with her two children Brian and Lily. She
reports that she is working 25 hours per week at $9.00 per hour. She turns in her first pay check. The client has not been given the amount of hours she originally reported and is only working 10 hours per week. Based off income of 10x$9x4.3=$387, she is under the countable and adjusted income tests for TANF. Narrate that the pay stub was used to determine ongoing income, instead of the original hours reported due to the pay stub being reflective of the hours that she is actually working. Reduce Cara’s case effective the first day of the next month giving timely notice.
Note: If a TANF case is closed for being over income and the family becomes TANF
eligible in the month following the closure, a new application is not needed to restore TANF.
Actions taken when pended item are not received If pended items are not received timely, close the TANF grant giving 10-day notice for failure to return the requested verification. TANF recipients whose TANF closes due to not returning requested verification are not eligible for TBA SNAP benefits. Actions taken when a new job is reported at redetermination If a client reports that they have started a new job on their redetermination application, determine if they had started working prior to turning in their application packet. If the client has not begun working prior to turning in their application, do not count any income in the initial month of the new certification as there is no guarantee the job will begin. Example 26: Brian’s TANF ends 2/28 and he turns in his redetermination
packet on 2/4 and reports that he will begin working on 2/25. Since he has not started working yet, do not count any income for March, the initial month of the new certification and pend for proof of the gross income on the first check per the guidelines above.
Example 27: Lynn’s TANF ends 06/30 and she turns in her redetermination
packet on 6/15 and reports that she started working 6/10. She will get her first check on 6/25. Since she has already started working and will receive her first check prior to the initial month of the new
FSML – 73A K - 10 TANF K – Reporting and Acting on Changes June 1, 2014
certification, count ongoing income for the initial month of her new certification.
Example 28: Natalie’s TANF ends 10/31 and she turns in her redetermination application on 10/10. She started working full time on 10/05 and will receive her first check on 10/25. Her full time income will make her over income for TANF. Deny her redetermination packet for being over income and close TANF for 10/31.
Example 29: Stuart’s TANF ends 8/31 and he turns in his redetermination
application on 8/25. He reports that he started working on 8/20 and will get his first pay check of $200 on 9/07. His ongoing income will be $1000 and will make him over income. In the initial month of his new certification (September), his job will be a new source of income so actual income is used. Send a timely closure notice to close for 09/30.
Verification; General: 461-115-0610
Transitional Benefit Alternative (TBA) in the SNAP Program: 461-135-0506 Prospective Eligibility and Budgeting: 461-150-0020
Prospective or Retrospective Eligibility and Budgeting: ERDC, REF, REFM, SNAP, TANF: 461-150-0060
Income and Payment Standards; JOBS, REF, TANF: 461-155-0030 How Income Affects Eligibility and Benefits; REF, SFPSS, TANF: 461-160-0100
Notice Situations; General Information: 461-175-0200