Expanding Foundations Food Assistance

Transcription

1 Expanding Foundations Food Assistance Welcome

2 Introductions: Just the Facts 2

3 Group Expectations Stay Present Respect each individual s right to learn Critique ideas, not individuals Own your own learning Challenge yourself Take care of yourself

4 Housekeeping Location of bathrooms Breaks and lunches Safety Computer use Food and drink Clean-up Training materials

5 Expanding Foundations Food Assistance Food Assistance Overview 5

6 Goal and Objectives Course Goal: Participants will summarize the Food Assistance program Objectives: After completing the module, participants will: Recognize the history of Food Assistance Describe the administration of Food Assistance Identify populations served by Food Assistance Recognize the types of Food Assistance benefits 6

7 What Do We Know? 7

8 Food Assistance Nationwide Federal program is called the Supplemental Nutrition Assistance Program (SNAP) Considered one of the strongest safetynet programs Ensures equal access to Food Assistance across the country Has national standard to ensure program integrity Responds to changes in the economy 8

9 Food Assistance Administration United States Department of Agriculture (USDA) Food and Nutrition Services (FNS) Colorado Department of Human Services (CDHS) County Human/Social Services 9

10 SNAP: Myths vs. Facts 10

11 Population Served 44,219,363 Americans served in FY 2016 Average monthly participation in Colorado: 495,134 Low-income individuals and families 1 out of every 4 children live in a food insecure household 12.1% of Colorado households 15.8 Million U.S. households were food insecure at some time during

12 What is the Leading Cause of Hunger in the United States? Poverty 12

13 Benefits 83% of all Food Assistance benefits go to households that include a child, elderly or disabled person Average monthly benefit per person for Colorado: $ for Fiscal Year 2015* Provided on an Electronic Benefit Transfer (EBT) card that can be used similarly to a debit card *SNAP For State Reference Activity Report Only 13

14 Benefits Can only be used to purchase: Foods for the household to eat Seeds and plants which produce food for the household to eat Issued for the household, not the individual 14

15 Barriers to Participation Misconceptions about the program Eligibility standards Language Culture Stigma Privacy issues 15

16 Types of Food Assistance Regular Food Assistance Most customers receive regular FA. Expedited Food Assistance Customers who meet specific criteria may be eligible to receive Expedited FA under a guaranteed faster processing timeline. Disaster Food Assistance Customers who have experienced a disaster and require temporary Food Assistance receive Disaster FA. Transitional Food Assistance Customers who receiving both Colorado Works (CW) and Food Assistance but are leaving CW due to exceeding the CW income standard. Customers will receive a Frozen FA benefit amount for five months. 16

17 Disaster Food Assistance Approved by the Federal Government in the case of a disaster or emergency Called the Disaster Supplemental Nutrition Assistance Program (D- SNAP) If a disaster is declared, State Policy will work closely with your county 17

18 What Did You Learn? 18

19 Expanding Foundations Food Assistance General Eligibility Requirements 19

20 Goal and Objectives Course Goal: Participants will outline the general eligibility requirements for Food Assistance (FA) Objectives: After completing this module, participants will: Identify Social Security Number (SSN) requirements for FA Identify the residency requirements for FA Identify the citizenship requirements for FA Recall the identification requirements for FA 20

21 Main Eligibility Factors Identity Residency Citizenship Social Security Number (SSN) Income and Employment Household Composition Expenses Resources (Expedited FA Only) 21

22 Identity Only the Head of Household has to provide identity verification. If an authorized representative applies, both the authorized representative and the Head of Household have to verify identity. 22

23 Identity Must be verified through documentary evidence or a collateral contact Collateral contact can be verbal (by phone) or written documentation Document in case comments Data entry should match the information obtained Only data enter what you have 23

24 Residency Customers should apply in the county where they reside. However, applications must be accepted and processed in whichever county they are submitted Customers cannot receive benefits in more than one household, county, or state in any given month Dual Participation No requirement for duration of or intent to stay Must be verified at initial application only Can be verified through client statement unless questionable Fixed residence is not required 24

25 Citizenship All U.S. citizens are potentially eligible Certain noncitizens are potentially eligible No undocumented non-citizens are eligible 25

26 Eligible Non-Citizens Citizenship All: Refugees; Asylees; Cuban and Haitian Entrants; Iraqi and Afghan Special Immigrants (SIVs); Victims of Severe Trafficking; Certain American Indians Born Abroad; Deportation or Removal Withheld; Certain Amerasians; Hmong or Highland Laotian Tribal Members Eligible Non-Citizens Some: Legal Permanent Residents (LPRs); Parolees; Conditional Entrants; Battered Non-Citizens 26

27 Discussing Citizenship 27

28 Social Security Number (SSN) SSN or proof of application for an SSN must be provided for all individuals requesting assistance. Newborns are not required to have proof of an SSN or application for an SSN. Must be provided at RRR or within 6 months, whichever comes first 28

29 Word Search G S M V G B S C E N K M V I E O K S S R N B D E L R U S N E Y C Q Q I A I O E V K B I F C T E F M I F Y K D U J V H Y E D N O R Q J S W L W X O Z L J M M O T O G I N T E R F A C E X W I N S V E S E T CBMS IEVS Review SSN Verify Good Cause Interface SOLQI SVES 29

30 Household Composition The correct composition must be determined before eligibility can be determined. This means all of the people who need to be included in the household have been determined. 30

31 Income and Employment All monthly gross income that is not exempt must be verified. If the household is eligible to receive expedited benefits, this verification requirement is postponed. 31

32 Expenses Food Assistance allows some expenses that provide a deduction from income or that can increase the amount of benefits received by the household (the allotment) 32

33 Resources For most households resources are exempt, but resources are considered when determining eligibility for Expedited Food Assistance benefits. The customer can declare resources at initial application. 33

34 Other Eligibility Concerns Speak to your Lead Worker or Supervisor if any of these individuals apply: Strikers Residents of Boarding Houses Institutionalized Individuals 34

35 Who Cannot Qualify? Anyone - Who refuses to apply for or provide an SSN Some individuals under Employment First (EF) sanctions With an active Intentional Program Violation (IPV) and/or Fraud disqualification Ineligible students Ineligible non-citizens Fugitives and fleeing felons Parole and probation violators Ineligible strikers 35

36 Dual Participation Customers can only EXCEPTION receive benefits in 1 If customer(s) are resident(s) household, county, or state in any 1 month of a shelter for battered Children may be men, claimed women in and two children, households but may only they may receive duplicate receive benefits in the household that provides the benefits. These customers majority of their should meals be removed from Children cannot their receive household benefits and put in on two households when moving from one their household own case in to CBMS. another Living Arrangement must be Individuals cannot completed receive correctly benefits to issue in two states at the same time duplicate benefits. Also called duplicate benefits or duplicate participation 36

37 Prior Aid Since Dual Participation is not allowed, if customers received Food Assistance benefits in another state during the application month, workers must verify the termination of ongoing benefits Name and contact information of agency where benefits were received and/or Collateral contact with the other agency Letter of termination of benefits Public Assistance Reporting Information System (PARIS) Sends reports through Cognos quarterly with matches for customers receiving benefits in another state 37

38 Knowledge Check! 38

39 Expanding Foundations Food Assistance Verification Requirements 39

40 Goals and Objectives Course Goal: Participants will describe Food Assistance verification requirements Objectives: Recall at least three sources of acceptable verification Recite Collateral Contact and Prudent Person Principle concepts Determine when verification is required for Food Assistance 40

41 Verification Requirements The Food Assistance program has verification requirements for information that cannot be verified through an interface. Identification is the only thing that requires verification to determine Expedited FA eligibility. All other verification can be postponed until a regular FA determination is made. 41

42 Verification Requirements Some things can be verified with the customer s declaration and no additional verification required, unless questionable. This includes, but is not limited to, the following: Purchase and Prepare Groups Household Composition Residency Shelter and Utility expenses 42

43 Verification Requirements There are certain things that must be verified in order to ensure the household receives an accurate eligibility determination This includes, but is not limited to, the following: Income and Employment Information Child Care and Medical Expenses Child Support Expenses 43

44 Verification of Income Verification of income is usually required before an eligibility determination can be made. Verification of income is one of the verifications that can be postponed when a household is determined eligible for Expedited Food Assistance benefits. 44

45 Verification of Expenses Verification of expenses is required if the household will receive a deduction for the expense. Some examples of this include: Dependent Care Medical Expenses Some expenses are only applicable to certain households. 45

46 Collateral Contact What is a Collateral Contact? a. A handwritten statement signed by the customer b. Information that the customer put on the application c. Information that the customer told you during the interview d. A verbal or written confirmation of the household circumstances by a person outside of the household who has first-hand knowledge of the information 46

47 Prudent Person Principle (PPP) What is the Prudent Person Principle? A reasonable judgment used to determine the proper course of action in any given situation in order to make an eligibility determination 47

48 Mission: Verification Acceptable 48

49 Expanding Foundations Food Assistance Application Processing 49

50 Goals and Objectives Course Goal: Participants will accurately employ the FA application process timeframes and requirements Objectives: Identify the steps in the application process Recite the tasks to process a new application Recall the timeframes associated with application processing Complete CBMS application processing 50

51 Applying for FA An applicant only needs to include his or her: Desire to apply for FA Name Address Signature All other information must be collected through the interview or verification. 51

52 The Process 1. A customer submits an application. 2. The application is screened for Expedited Food Assistance. 3. The county determines if the interview will be done face-toface or by phone. 4. The county notifies the customer of the interview appointment. 5. The eligibility worker conducts the interview and requests verification if necessary. 6. The eligibility worker reviews the rights and responsibilities with the customer. 7. The eligibility worker determines eligibility in CBMS. 8. The eligibility worker notifies the customer of the eligibility determination. 52

53 Applying for FA Expedited Food Assistance Applications must be processed within 7 calendar days Regular Food Assistance Applications must be processed within 30 calendar days 53

54 How was the application submitted? Application Date When was it submitted? What is the application date? Provided in person or dropped off During business hours The date it was submitted Dropped off After business hours The next business day Mailed in Any time The date received by the office Exception: if the county is open on a state holiday, (mail must be checked daily on regardless of how an application was submitted, business days) the Submitted online through PEAK Submitted online through PEAK Submitted to a Certified Application Assistance Site (CAAS) or Presumptive Eligibility (PE) site application date is the date received. By 5:00pm on a business day After 5:00pm, on a weekend or state holiday Any time The date it was submitted The next business day The date it was received by the county from the CAAS or PE site 54

55 Application Date County must date stamp the application with the correct application date. Food Assistance benefits are prorated based on the number of days from the date of application to the end of the first month. If an application is dated after the 15 th, benefits will be issued for the application month and the month after. 55

56 Application Date Scenarios When completing the Application Date Scenario: When was the application submitted? Date and time How was the application submitted? Mail, drop box, PEAK, dropped off at office Using the Processing Deadline Desk Aid answer the following questions: By when do the Expedited Food Assistance benefits need to be processed? By when do the Regular Food Assistance benefits need to be processed? 56

57 Missing Information If customer misses their interview, a Notice of Missed Interview (NOMI) must be sent, which includes: Notification that the appointment was missed Information that the customer must reschedule within 30 days from the date of application or their application will be denied Contact information (including phone #) to call and reschedule If customers have missing verification, they have 10+1 calendar days to provide it Once data entry is complete, a verification checklist will be sent out through CBMS requesting missing verifications 57

58 Data Entry 1) Go to the Food Assistance Interview page in Interactive Interview 2) Click the Client Missed FA Interview box 3) Enter the Missed Interview Date 4) The Begin Date will auto-populate with your application date. 5) Select Missed for FA Interview Required 6) Save the page 58

59 Data Entry 1) This popup will appear. If Yes is selected, a NOMI will be sent to the customer. If No is selected, CBMS will return to the Food Assistance Interview page without saving that data. 2) If accurate, click Yes. The Missed Interview fields will lock down until an RRR is initiated. 3) Once the case is authorized, the box and date will be cleared and the information will only be visible in history. 59

60 Customer-Caused Denials or Delays Applications cannot be denied in CBMS until the 30 th day for a no-show. If customers delay the eligibility determination past 30 days by missing an interview or providing late verification, their benefits will be prorated based on when they completed the interview process and provided all required verification. 60

61 Certification Periods FA households are assigned either a 6- or 24-month certification period At the end of this period, the household must be redetermined for FA eligibility 6-month 24-month 5-Month All households that are not 24- month Most common Simplified Reporting Contain only elderly and/or disabled individuals with no earned income Simplified Reporting Periodic Report Form required at 12 months For Transitional Food Assistance households only Households receiving a "frozen" benefit Benefits only fluctuate under three circumstances 61

62 Non-Discrimination Food Assistance shall be extended to all eligible households without regard to: Age Race Color Gender Disability Religion National Origin Political Beliefs 62

63 Non-Discrimination If a customer believes discrimination has occurred, the customer can file a complaint within 180 days of the incident. The county must provide information regarding the Discrimination Complaint Procedure within 10 days from the request to file a complaint. 63

64 Action Plan 64

65 Expanding Foundations Food Assistance Expedited Food Assistance 65

66 Goal and Objectives Course Goal: Participants will recognize Expedited Food Assistance and the eligibility rules Objectives: Explain Expedited Food Assistance List the eligibility requirements Summarize the associated rules 66

67 The Basics Some customers are eligible to receive their benefits faster due to their circumstances; this is called Expedited Food Assistance. Customers eligible for Expedited Food Assistance must receive an eligibility determination and access to benefits no later than 7 calendar days following the date of application 67

68 The Basics To be eligible, households must meet one of the following criteria: Have liquid resources below $100 and gross monthly income at or below $150 OR Have combined monthly gross income and liquid resources below the household s monthly rent/mortgage and utilities OR Have an individual in the household who is a migrant or seasonal farm worker with resources below $100 and who is considered destitute of income 68

69 The Basics Households must meet all other regular Food Assistance criteria. Identity must be verified for the Head of Household. All other verification is accepted as client statement and postponed. Remember: Resources count for expedited! Include the correct Standard Utility Allowance when calculating Expedited Food Assistance. If a household contains ineligible non-citizens, the income and expenses must be prorated prior to determining Expedited Food Assistance eligibility. 69

70 Process If a customer is a noshow for his or her interview, expedited status is forfeited If a customer or household is ineligible for Expedited Food Assistance due to a missed interview, their Expedited FA must be cancelled in CBMS Use the Program Action page (only for Food Assistance) to cancel 70

71 Program Action page 1) Enter the Effective Begin Date 2) Select Cancel for Status 3) Select No-Show for Reason 4) Save the page Remember: add a case comment that the customer(s) did not show up for the interview. 71

72 Processing If customers eligible for Expedited Food Assistance benefits have an application date after the 15 th of the month, they will receive their first month s prorated allotment and their full second month s allotment together. If a customer becomes eligible for Expedited Food Assistance after an initial determination is made, processing must occur within 7 days from the date the new determination was made. Advise customers that their first payment amount will be higher than in future months in this case. 72

73 Example 1 Customer applies April 3 and does not meet expedited criteria Customer April is called for phone interview April Customer reports being laid off April 5 Based on this information, the eligibility worker determines during the interview that the customer now meets expedited criteria By what date must Expedited Food Assistance be processed? 73

74 Data Entry Practice 74

75 Data Entry Practice Application Date: today s date Customer s age: / /1978 HLPG: Food Assistance We will NOT authorize our cases today. We will add to this case as we complete policy training for each section. 75

76 Carousel Scenarios 76

77 Which household is eligible for Food Assistance? What is the household s total income? What are the household s total resources? What are the household s total expenses? What is the household s utility allowance? Is the household eligible for Expedited Food Assistance? If the household meets Expedited Food Assistance criteria, under which set of criteria does it fit?

78 Expanding Foundations Food Assistance The Food Assistance Interview

79 Goals and Objectives Course Goal: Participants will demonstrate competency conducting a Food Assistance interview Objectives: Recall Food Assistance interviewing guidelines Employ the Five Phases of an Interview Describe the missed interview process Recall guidelines for handling missed or late verifications

80 The Story

81 The Interview: Revisited A two-way exchange, a conversation, in which both parties have some goals

82 The Interview: Revisited What are the goals of a Food Assistance interview? Clarify information provided on the application Gather additional information if missing or required Answer questions Review the application to determine if the customer is potentially eligible for other programs

83 The Interview: Revisited Five Phases of an Interview Preparation Introduction Information Conclusion Review

84 The Food Assistance Interview: Role Play

85 The Food Assistance Interview: Delving Deeper To delve means to investigate or research something more thoroughly in order to obtain information

86 The Food Assistance Interview: Delving Deeper

87 The Food Assistance Interview

88 Fact or Fiction? An interview must be conducted within 30 days if the household is potentially eligible for expedite food assistance.

89 Fact or Fiction An interview is required at every initial application for Food Assistance.

90 Fact or Fiction? Food Assistance benefits can be issued before an interview is conducted if the household is eligible for expedite benefits.

91 Fact or Fiction? An interview only needs to occur once, at the initial application.

92 Fact or Fiction? Households determined to be elderly or disabled, with no earned income must complete an interview every 24 months.

93 Fact or Fiction? An interview can only be completed with the person who signed the application.

94 Additional Information An interview must be scheduled. The customer must receive a notice telling them when the interview is scheduled If a customer misses the interview, they will forfeit the right to receive expedite benefits.

95 Additional Information The main purpose of the interview is to: a. Tell the customer how to use the EBT card b. Talk to the customer about football c. Obtain or clarify information reported on the application or household circumstances

96 Additional Information If the household does not complete an interview within 30 days, the application will be denied for failure to attend an interview. A Notice of Missed Interview must be sent to the customer if they miss a scheduled interview.

97 After the interview is done The application for Food Assistance must be completed within 30 calendar days

98 When does the clock start ticking? The application time clock starts ticking the day after the application was received. For example: if the application is submitted on August 15 th, the first day is August 16 th

99 After the interview is done Some households are eligible to receive benefits faster. What is this called? a. Fast Track SNAP b. Expedited Food Assistance c. Hurry! Hurry! d. None of the above

100 After the interview is done Expedited Food Assistance must be processed within: a. 30 calendar days b. 7 business days c. 31 business days d. 7 calendar days

101 After the interview is done Expedite benefits are issued based on the customer s declaration of information, following the interview. If additional information is needed: Expedite benefits should be issued The additional needed information must be received before continuing benefits can be processed

102 Additional Verification is Required - Next Steps Once an interview has been completed, determine if additional verification is required. All information should be data entered into CBMS and a Verification Checklist (VCL) should be sent to the customer. A detailed VCL will tell the customer what they need to provide and when it is due.

103 Reminder FA applications cannot be denied for failure to provide verifications before the date they re due. Deny the day after the due date. FA applications are valid for 60 days. Customers are not required to reapply or submit a new app if their paperwork is still valid. If verifications are received after the due date, identify when verifications were received.

104 The First 30 Days Customer initially Applies VCL is sent (due in days) If received before due date: process If not received: deny application Case is denied Remember: Non-compliance reason of FA Failed to Provide Verifications are received If before 30 th day from application date: rescind denial, cure non-compliance and process the case

105 Day Customer Applied VCL was previously sent Case denied for failure to provide Verifications are received If before 60 th day from app date: complete new AI with the date verifications were received On Application Status page, answer No that customer is not Eligible for EX-FA

106 Expanding Foundations Food Assistance Household Composition

107 Goal and Objectives Course Goal: Participants will correctly determine household composition for Food Assistance (FA) Objectives: Recall the rules that apply to individuals considered mandatory, optional, or ineligible in an FA household Identify the correct FA household composition when presented with scenarios

108 What is a Food Assistance household? A Food Assistance household is composed of the individuals who will receive FA benefits together. It is not determined by where the customer resides, the type of dwelling (or lack thereof), or all of the people who live with the customer.

109 What is a Food Assistance Household? An individual People who buy and cook food together Individuals who live with others but buy food separately Individuals unable to buy food separately due to age and disability

110 Spouse Mandatory Members Natural, adoptive, or stepchildren aged 21 and under Children under 18 who have no means of financial support Both parents of a common child Individuals that purchase and prepare food together

111 Optional Members Roomers Boarders Foster Children Live-In Attendants

112 Paddle Game: Household Composition

113 Ineligible Members Individuals who have not complied with work requirements Some Non-Citizens Individuals who have an active Intentional Program Violation (IPV) Individuals who do not provide a Social Security Number Some Students Fugitives or Fleeing Felons Individuals in violation of probation or parole Some Strikers

114 Children claimed by two households Children in Shared Living Arrangements Are both households applying for benefits? Yes No Household that applied will be allowed the children on their case Does one household provide the majority of the meals? (51%) Yes Children will be allowed on this case No Or can t be determined The parent that applied first will receive benefits for the children

115 Temporary Members Individuals who are considered part of the Food Assistance household, even if they are not in the home every day The individual must purchase and prepare food with the household for at least part of the month

116 Household Composition Review

117 Household Composition: Build a Scenario

118 Data Entry Practice

119 Expanding Foundations Food Assistance Income 1

120 Goal and Objectives Goal: Participants will accurately evaluate income for Food Assistance households Objectives: Identify countable and exempt income for FA Identify how income is counted Explain income frequencies and the income conversion formula Explain income proration and the proration formula Explain the Year To Date formula 2

121 What is Income? 3

122 The Basics Household income: All earned and unearned income received by or expected to be received by members of a household Either considered for current month or next month Total gross household income is considered for the Gross Income Test 4

123 The Basics Gross income for the current or next month is considered when determining eligibility. All countable income is used as the initial criteria of eligibility for all households applying for Food Assistance. After eligibility is determined, the benefit amount is calculated using net income after allowable deductions. Income is considered received when it becomes available to the customer. An estimate can be made of anticipated household income for the current or next month. 5

124 Prospective Budgeting Food Assistance benefits are determined prospectively, or with future, anticipated income Eligibility is determined using the customer s best guess of what their income will be in that month This applies to all households applying for Food Assistance benefits 6

125 Prospective Budgeting Income is determined received when it becomes available to the customer. Income that has not been received cannot be counted until it has been determined available to the customer. 7

126 Prospective Budgeting In order to make the most accurate eligibility determination, the worker must use an educated guess using the paystubs or verification provided to determine what the customer expects to continue to receive. 8

127 Scavenger Hunt! 9

128 Countable Income Total countable gross income is considered when determining eligibility. Some income is exempt. Total net income is considered when determining the benefit amount. Unlike Medical Assistance, FA eligibility is determined at a household level. Income is considered at a household level. 10

129 Countable Earned Income Wages, Salaries, & Tips Advances (in the month received) Sick leave, vacation, and bonus pay (if still employed) Income from LLCs or S-Corps. 11

130 Countable Earned Income Self-Employment Money from sales of self-employment capital goods, services, and property Money from renting or leasing self-employment property Only considered earned income if the household member actively manages the property an average of 20 hours per week Income from roomers/boarders Capital gains Deduct costs of doing business (expenses) 12

131 Countable Earned Income AmeriCorps wages VISTA payments VISTA payments are exempt if the customer was actively receiving FA benefits before joining VISTA. 13

132 Countable Unearned Income Public Assistance Payments Social Security benefits Colorado Works (TANF) or Adult Financial (AF) Other assistance programs based on need Excludes LEAP or other energy assistance Foster care payments only included if recipient is a household member 14

133 Countable Unearned Income Retirement and Disability Payments Support and Alimony Payments Rental Income If no household member is actively managing the property an average of 20 hours per week Income of Non-citizen Sponsors 15

134 Countable Unearned Income Vacation Pay, Sick Pay, and Bonus Pay If paid in installments after a person has terminated employment Gifts Exempt if from a nonprofit and less than $300/quarter Any other gains or benefits 16

135 Paddle Game! 17

136 Exempt Income Income used for the care and maintenance of someone outside of the household Title IV and Title V Income Earnings of children under 18 Must be a student at least half-time in elementary or high school, or in class to obtain a GED Non-recurring Lump Sum Payments Financial Aid & Work-Study 18

137 Exempt Income Court ordered child support payable to a non-household member Loans Recoupments Repayments from non-exempt income for overpayment Reimbursements In-Kind Benefits 19

138 Knowledge Check! 20

139 Verification of Income Some acceptable sources for verification of income: Wage Stubs Award Letters Some Interfaces Collateral Contact 21

140 Self-Employment Self-Employment Ledgers Receipts No specific verification can be required for verification self-employment income and expenses of self-employment Other documents used to document the household s 22

141 Letter of Termination Termination of Employment Collateral Contact Employee Associations Colorado Department of Labor and Employment (CDLE) 23

142 No Reported Income How are you meeting expenses? An eligibility worker may have to determine the possibility of unreported income. If the household s reported expenses exceed the reported income, the needs exceed the income. 24

143 Income Frequencies and Conversion CBMS will calculate income based on: Actual Income Converted Income Customer receives partial pay for the month (new job, lost job, etc.) Actual gross income used Customer receives full month of pay Convert for weekly or biweekly; all others use actual 25

144 Income Conversion FREQUENCY MULTIPLIER How often income is received The number that is used to determine an average of income 26

145 Income Conversion Income for Food Assistance is always converted based on the frequency that the income is received. The only time that income is not converted is when the following occurs: Income begins or ends in the month of application 27

146 Income Conversion The income conversion is based on the pay frequency. Weekly = 4.3 Every Two Weeks = 2.15 Unearned Income is also converted using the same frequency conversion calculations. 28

147 Income Conversion For example, if a customer is paid weekly and provides two representative check stubs 1 st check = $ nd check = $ This is the converted monthly income the income that should appear in Wrap Up Computation: $ $ = /2 = $ x 4.3 = $

148 Income Conversion Add the amounts of all representative checks provided Number of checks Frequency conversion The converted monthly income 30

149 Income Conversion If the customer earns $ every two weeks in Unemployment Insurance Benefits, what is the monthly converted amount? a. $ b. $ c. $ $ x 2.15= $

150 Income Conversion Race 32

151 How CBMS Looks at Income CBMS will use representative income for eligibility determination CBMS will only look at the income in the latest calendar month of record when Actual income is being calculated. CBMS will look at Representative income records for the application month and previous month when Actual income is not available for the application month. 33

152 Example 1 Bob applies for FA on 7/3. Bob is employed at Roadside Grill. He s paid biweekly (every other Friday). He provides the following verification of representative income. Check stub dated 7/1 for gross amount of $ The Calculation:

153 Scenario 2 Emilia applied on 7/7. She works at Comida Restaurant and is paid weekly. A Collateral Contact is established. Emilia s income fluctuated in June due to overtime. Pay dates received via Collateral Contact 6/6 gross amount of (Not-Representative) 6/20 gross amount of $ (Representative) 7/4 gross amount of $ (Representative)

154 Scenario 2 (The Calculation)

155 Scenario 3 Greg applied for FA on 7/6. Greg started a new job on 7/1 and will be paid twice a month. (The 5 th and 20 th.) He provided the first check stub received. A collateral contact is used to get an estimate of his representative wages. Verification received 7/5 Check stub with gross amount of (Not-Representative) 7/20 Collateral Contact for estimated gross wages of $ (Representative)

156 Scenario 3 (The Calculation) Greg s income began during the month of application. So, Actual income received will be considered for July For August, FA will only use income records marked as Representative to convert Greg s income to a monthly amount.

157 Scenario 4 Sheila applied for FA on 7/10. She reports she stopped working on 7/5. She provided a check stub received in June. An employer statement is used to verify the date and gross amount of her final pay. Verification received 6/25 Check stub with gross amount of (Representative) 7/5 Employer statement of final gross wages of $50.56 (Representative)

158 Scenario 4 (The Calculation) Sheila s income stopped during the month of application. So, Actual income received will be considered for July. $50.56 For August, FA will no longer use Sheila s income due to her employment and income being appropriately enddated.

159 Prorating Income Prorating of income occurs when a household includes an ineligible member; most often this occurs with ineligible non-citizens. Only income earned or received by the ineligible member is prorated. Income received by eligible members is not prorated. 41

160 Prorating Income The Calculation Total monthly income Total number of members in the home Number of eligible members in the home Countable income for the household 42

161 Prorating Income Let s Practice Household = 2 Adults and 3 Children One adult is undocumented and earns $ /month $ /5= $ $ x 4 = $ This is the prorated monthly income. This is the income that should appear in Wrap Up. 43

162 Year to Date Calculation The Year to Date Calculation is used to find a missing check in a series of pay dates that were provided. Typically used to find a check that was paid between two pay periods. Example: Customer provides the first check and third check they received in the month of application. The worker can use the YTD calculation to find how much the second check was.

163 YTD Calculation Walkthrough Customer is paid weekly and submits two check stubs with their application: App Month: February This is the Gross Amount of the check that was received before Check 1: Pay Date: 02/05/2016 Gross Amount: 02/19/2016. $800 Gross YTD: $3,000 Check 2: Pay Date: 02/19/2016 Gross Amount: $700 Gross YTD: $4,600 You will enter it into CBMS as Pay Date: 02/12 and Gross amount of $900 The Calculation: STEP 1: 4, = 3900 STEP 2: 3,900 3,000 =

164 Year To Date The Calculation STEP 1: Start with most recent check. Gross Year To Date amount of most recent check Gross Amount of the same check Gross Year To Date amount for Missing Check (Check received before this one) STEP 2: Start with the YTD amount from Step 1. Gross Year To Date Amount for the Missing Check Gross Year To Date Amount from oldest check received Gross Amount for the Missing Check 46

165 YTD Practice! Customer is paid biweekly and submits two check stubs with their application: App Month: January This is the Gross Amount of Check the check 1: that was received Pay Date: 01/01/2016 before 01/29/2016. Gross Amount: $800 Gross YTD: $800 You will enter it into CBMS Check as 2: Pay Date: 01/15 and Pay Date: 01/29/2016 Gross amount of $850 Gross Amount: $750 Gross YTD: $2,400 The Calculation: STEP 1: 2, = 1650 STEP 2: =

166 Data Entry: Employment History 48

167 Student Eligibility: Revisit 49

168 Student Eligibility Financial Aid is exempt for FA There s no need to verify this income May need to verify student status Medical Assistance may require this information Best practice is to enter all information into CBMS Ineligible students are considered nonhousehold members 50

169 Student Eligibility When a student requests FA determine if they re an eligible student If they are eligible, student status may need to be verified Remember CBMS will exempt all financial aid If they re an ineligible student, no further verification is needed CBMS will deny the applicant based on their student status 51

170 Deductions Food Assistance allows for eight deductions from a household s monthly income: Standard Deduction Earned Income Deduction Shelter Cost Deduction Utility Allowance Deduction Excess Shelter Deduction Dependent Care Deduction Legally Obligated Child Support Expense Deduction Excess Medical Deduction 52

171 Standard Deduction Applied to all households Household Size of 1-3: Adjusted annually Household Size of 4: $160 $ % of federal poverty income guidelines Household Size of 5: $199 Household Size of 6+: $228 53

172 Earned Income Deduction All households with earned income will get a 20% deduction. Rounded to the nearest dollar Applies to prorated income from disqualified members income attributed to the household 54

173 Shelter Expense Households that are responsible for shelter costs may receive a shelter deduction. They do not necessarily need to be paying the costs. This deduction is based off what the customer is responsible for paying for shelter. (No flat-deduction)

174 Allowable Shelter Costs Rent Mortgage Second Mortgage Lot Rent Home Equity Loans Home Owner Association Fees Property Taxes (if not included in mortgage) Homeowners Insurance

175 Non-Allowable Shelter Costs Parking Fees Garage Fees Appliance Fees Pet Fees Late Fees Security Deposits Renter s Insurance

176 Contributions towards Shelter Expense Workers may have to determine if a household is receiving any monetary help intended solely to help with the costs of shelter. This is gathered during the interview to see if the household has another form of income or if they re getting assistance to meet their expenses.

177 What does a contribution look like? Common Scenario: My dad is helping me by paying my rent this month. Is the money going directly to the customer? If so, this is unearned income to the household. Is the money going directly to the landlord or provider? If so, this is a contribution towards the shelter expense. Is this help being received on an ongoing (monthly) basis or is it only for this month?

178 Contributions If a household is receiving a shelter contribution, they may be eligible to receive a deduction equal to their cost of shelter. However, we must data enter into CBMS that the household is receiving assistance to meet this expense. CBMS will only use the amount of shelter expense the household is responsible to pay in the allotment calculation

179 Contributions Example Customer applies and reports they are billed $900 dollars for rent. In the interview, you learn that a relative is helping by paying $600 of their rent to the landlord. Since this isn t being received by the customer, it isn t considered income. Enter a rent expense of $900 and a shelter contribution of $600. In wrap up you will see $300 as the total cost of shelter.

180 Standard Utility Allowances Households responsible for paying for utility costs are eligible to receive one of four utility allowances. Households do not have to be paying the costs. This deduction is based on a tiered amount, not matched by the household s actual expense.

181 Utility Allowances Heating and/or Cooling Utility Allowance (HCUA) Basic Utility Allowance (BUA) One Utility Allowance (OUA) Telephone Allowance

182 HCUA Household is responsible for heating and/or cooling expenses Highest utility deduction Majority of households receive this Households that receive a LEAP payment are entitled to the HCUA

183 BUA Household is responsible for two or more utilities that are not considered heating or cooling Second highest utility deduction

184 OUA Household is only responsible for one utility payment a month that is not considered heating or cooling Cannot be telephone Lowest utility allowance

185 Telephone Household is only responsible for a telephone-related expense Examples: Cell Phone, Home phone, Pre-Paid phone, voice over internet protocol (VOIP), etc. The cost of phone service must be associated with a specific device. Second lowest utility allowance

186 Verification of Expenses Shelter and Utility Costs A customer can declare responsibility and costs of shelter and utility expenses No further documentation is required 68

187 Data Entry Practice 69

188 Excess Shelter Deduction 70

189 Dependent Care Deduction Total amount of dependent care expenses is deductible. Note: Attendant care for Must be monetary elderly or disabled payments to an agency/individual household members outside is of the considered a medical household. expense, not a Expenses dependent paid by care an expense ineligible household member may be eligible for deduction, but will be prorated. 71

190 Child Support Expense Deduction Legally binding child support payments made to non-household members are deducted from total countable gross income before the gross income test is applied to determine eligibility. Payments in arrears are still counted towards the deduction. Households who have paid for 3+ months will have their deduction averaged. Reminder: verification is required. 72

191 Verification of Expenses Child Support Expense Legal obligation to pay support The amount that must be paid The amount actually being paid Documents must also be provided to verify the actual amount of payments made 73

192 Excess Medical Deduction This deduction is only available to elderly (age 60 or older) or disabled (as defined by SSA standards) individuals in Food Assistance households. Customer must be paying more than $35.01 in allowable medical expenses. Must be paid by the elderly/disabled individuals, and not reimbursed Only the first $35.01 must be verified. If paying more than $200, the actual expense amount must be verified. 74

193 Standard Medical Expense Deduction (SMED) If a household pays more than $35 in medical expenses, they ll receive the Standard Medical Expense Deduction rate of $165 Workers only have to verify the first $35.01 of allowable medical expenses If a household pays more than $200 in medical expenses, and verifies all of the expenses Deduction will be based on their actual expense amount In wrap up the expense will be reduced by $35 75

194 SMED Example 1 Customer applies for FA The customer reports paying $50 monthly in prescriptions The customer provides verification that demonstrates $40 dollars of their monthly prescription costs Data enter a monthly prescription cost of $40 into CBMS CBMS will apply a Medical Disregard of $165 76

195 SMED Example 2 Customer applies for FA and reports paying $245 monthly in diabetes supplies The customer provides verification of their monthly $245 dollar medical expenses CBMS will apply a medical deduction based on their actual costs of expenses (minus $35) The household will receive a Medical Disregard of $210 77

196 Verification of Expenses Medical Expenses Acceptable verification for medical expenses includes: Bills Receipts Doctor Statements 78

197 Allowable Medical Costs Medical and Dental Care including Psychotherapy and Rehabilitation Hospitalization or Outpatient Treatment, Nursing Care Prescription Drugs and Over-the-Counter Drugs Approved by a Licensed Practitioner Insurance premiums (including Medicare) and Cost-Sharing Dentures, Hearing Aids, Prosthetics, and Eyeglasses Some Service Animal Expenses Reasonable Transportation and Lodging to Obtain Medical Treatment or Services Wages to an attendant, homemaker, home health aide, child care services, or a housekeeper necessary due to age, infirmity, or illness 79

198 Non-Allowable Medical Costs Special Diet Expenses Premiums for Health and Accident Policies Medical Expenses that are Reimbursable by Insurance or Others Medical Marijuana Vitamins and Supplements (Unless Prescribed by a For Reference Physician) Only 80

199 Paddle Game! 81

200 Homeless Shelter Disregard Homeless households are entitled to a deduction based on a standard estimate of shelter $143 expenses. This standard amount is the same for all homeless households nationally, and is updated annually. All homeless households which incur or expect to incur shelter expenses are eligible for the deduction. If higher shelter costs are incurred, those costs can be used instead. Use the Prudent Person Principle (PPP) 82

201 Homeless Shelter Disregard Data Entry Shelter Expenses 1) Enter the Effective Begin Date 2) Select the Place 3) Select the appropriate radio button for Pays for Shelter. Yes must be selected for the individual to receive the Homeless Shelter Disregard 83

202 Homeless Shelter Disregard Data Entry 84

203 Wrap Up: What You Need to Know Adjusted Income FA Financial Eligibility is broken into 5 tabs:

204 Food Assistance Financial Eligibility Total countable income is listed here Your eligible household size is seen here. Tip: Click here to determine individual amount and type of income that is represented in the Gross Income Total field

205 Housing/Shelter The total amount of rent, mortgage, property taxes, etc. The correct monthly Mandatory Utility Allowance (MUA) will populate here This amount is used for allotment determination The total of the MUA and the housing costs

206 Adjusted Income Amount of income from CW or AF programs Displays the Cash Assistance Companion Case(s) page. Identifies the case and benefit amount a customer is receiving from either AF, or CW. The entire billed amount of Dependent Care is allowed as a deduction Captures the paid amount of court ordered Child Supportthis is deducted from the gross income Allowable Medical Expenses over $35

207 Budget Information on this page is compiled from all other tabs. If that information is accurate, the Budget tab will be correct!

208 Resource Test 95 98% of FA Households do not have a Resource Test The Maximum Resource Standard is based on the household s Categorical Eligibility

209 Expanding Foundations Food Assistance Interfaces 1

210 Goals and Objectives Course Goal: Participants will recognize interfaces used to obtain and verify information Objectives: Recall interfaces used within CBMS Outline information that is provided from specific interfaces Accurately apply information received from interfaces when presented with scenarios 2

211 Interfaces There are many interfaces that provide information directly to CBMS. Each interface provides specific information and may directly populate information into CBMS. Information that does not directly populate into CBMS requires hands on action by a worker.

212 Interfaces If information is provided through an interface it may be considered Verified Upon Receipt for Food Assistance. Anytime there is an interface within CBMS an alert will be generated. If information is received through an interface and can be verified, there is no further information required from the customer. 4

213 Interfaces Social Security Administration (SSA) Income and Eligibility Verification System (IEVS) State Verification and Exchange System (SVES) State Data Exchange (SDX) Beneficiary and Earnings Data Exchange (BENDEX) Colorado Department of Motor Vehicle (DMV) Colorado Department of Labor and Employment (CDLE) Automated Child Support Enforcement System (ACSES) New Directory of New Hires (NDNH) Public Assistance Reporting Information System (PARIS) Disqualified Recipient System/Intentional Program Violation National Data (DRS/IPV) Systematic Alien Verification for Entitlements (SAVE) 5

214 Interfaces Social Security Administration (SSA) Citizenship Identity Social Security Number 6

215 Interfaces Income and Eligibility Verification System (IEVS) CDLE SSA Wages Federal Employee Earnings Pensions Retirement Income Title II Title XVI Death Information 7

216 Interfaces State Data Exchange (SDX) and Beneficiary Data Exchange (BENDEX) SSA Benefits Death Information Social Security benefit information 8

217 Interfaces SOLQ-I is the State Online Query Internet May also be referred to as State Verification Eligibility System (SVES) This interface allows information from the Social Security Administration (SSA) 9

218 Interfaces Colorado Division of Motor Vehicles (DMV) Identification Driver License, DMV ID Card Lawful Presence DMV Waiver 10

219 Interfaces Colorado Department of Labor and Employment (CDLE) Wages Reported quarterly Unemployment Insurance Benefits (UIB) Information received from CDLE for UIB is considered verified; additional verification is not required. 11

220 Payment Issuance = Every 2 Weeks

221 IEVS ~ UIB UIB does not directly interface with CBMS UIB income must be manually entered into the Income Details window in CBMS Check CDLE to verify the amount that the customer is receiving

222 IEVS and CDLE: Working Together CDLE CBMS IEVS 14

223 IEVS UIB Posted Monthly The month prior to the IEVS Run Month August information will post when run in September Discrepancy Shows the difference between the CBMS summed amount and the UIB summed amount Verified Upon Receipt for Food Assistance IEVS Run Date will be the Date reported and Date Verified

224 IEVS UIB This is the IEVS Run Date. A Case Comment with this information will be automatically systemgenerated

225 Timeframes for Addressing UIB IEVS Hits If IEVS hits in a particular month, you must take action by Notice of Action (NOA) cut-off of the following month. IEVS hits in August; action must be taken by NOA cut-off in September

226 Timeframes for Addressing IEVS Hits from UIB If an IEVS hit for UIB occurs in April by when must action be taken? a. By May 31 st b. By NOA Cut-Off in April c. By May 15 th d. By NOA Cut-Off in May 18

227 Timeframes for Addressing IEVS Wage, SDX, BENDEX hits: You have 45 days from the date of the IEVS hit to work IEVS hits from Wages, SDX or BENDEX Best Practice: Address IEVS anytime you touch a case

228 Disposition of IEVS After reviewing the IEVS discrepancy, you must dispose of the information using the correct Disposition values: The action No Action Required - Information Reported by customer No Action Required - Eligibility/Benefits not Affected No Action Required - Action previously taken No Action Required - Case closed No Action Required - Invalid Match Benefits Reduced Benefits Discontinued/Closure Benefits Increased taken MUST match the disposition reason!

229 IEVS Info to Know All IEVS hits must be addressed There is a reason for an IEVS hit. prior to What is IEVS telling you? disposition

230 IEVS - Case Comments CBMS auto generates a case comment when you dispose of an IEVS hit. IEVS should always be addressed in Case Comments by the worker.

231 IEVS - Best Practices Document each discrepancy that was addressed in a separate case comment, including what action was taken and the disposition reason. When documenting, the use of the term IEVS or 3 rd Party Verification" is acceptable. Request verification from the employer, when possible.

232 IEVS - Best Practices When reviewing IEVS discrepancies from Wages: Determine if the household was actually receiving benefits during the time period of the discrepancy Check to see if the job has already been entered into CBMS Determine if the income reported and the information IEVS is reporting are different Ensure the information is not subject to Simplified Reporting rules

233 Interfaces Automated Child Support Enforcement System (ACSES) Child Support payments Child Support expenses 25

234 Automated Child Support Enforcement System (ACSES) If a child support payment is received in May and posts to CBMS in June, in what month will the income count towards the household? a. July b. May c. June d. On the 3 rd of the month 26

235 Interfaces National Directory of New Hires (NDNH) Employment Information Information is posted weekly 27

236 Interfaces Public Assistance Reporting Information System (PARIS) Dual Participation/Prior Aid Veteran s Affairs (VA) benefits Other federal income or benefits 28

237 Interfaces Disqualified Recipient System/Intentional Program Violation National Data (DRS/IPV) Current status of disqualified individuals Matched with customers receiving benefits in Colorado Information is accessed instantaneously 29

238 Interfaces Systematic Alien Verification for Entitlements (SAVE) Non-Citizen information Sponsor information 30

239 Interfaces: Match The Data 31

240 Expanding Foundations Food Assistance Application Approved, Now What?

241 Rights and Responsibilities: Jigsaw Reading What Should I Know?

242 Certification Periods Certification periods are based on calendar months. Households are assigned the longest certification period possible, based on the household s circumstances. CBMS will automatically set the certification period based on household circumstances.

243 Certification Periods There are three potential certification periods that a household may be assigned. Six (6) months Twenty-Four (24) months Five (5) months

244 Certification Periods Six (6) Month Certification Period Households that do not meet criteria for a twenty-four month certification period Simplified Reporting Household Most households receive a six month certification period

245 Certification Periods Elderly or Disabled individuals with no sources of earned income Twenty-Four (24) Month Certification Period Periodic Report mandatory in the 12 th month of certification Simplified Reporting Household

246 Broad Based Categorical Eligibility Customers must fit under one of 3 sets of rules. Basic Categorical Eligibility Expanded Categorical Eligibility Standard Eligibility Majority (97%) of Food Assistance households fall under Expanded Categorical Eligibility. 38

247 Basic Categorical Eligibility (BCE) BCE rules are applied to households: Where all members receive Old Aged Pension (OAP), Aid to the Needy Disabled/Aid to the Blind (AND/AB), Colorado Works (CW), or SSI. Where one member receives Family Preservation Program services. BCE rules do not apply to households: That have an Intentional Program Violation on a member. Have a drug-related felony disqualification of a member where FA benefits were used to purchase drugs.

248 Basic Categorical Eligibility (BCE) BCE households are not subject to: The Gross Income Test The Net Income Test The Resource Test 40

249 Expanded Categorical Eligibility (ECE) ECE rules are applied to households: With combined gross income for the entire household below the 200% FPL, and Received Domestic Violence Resource information. ECE rules do not apply to households: That have an Intentional Program Violation on a member. Have a drug-related felony disqualification of a member where FA benefits were used to purchase drugs.

250 Expanded Categorical Eligibility (ECE) ECE households are not subject to: The Gross Income Test The Net Income Test The Net Income Test is used to determine the allotment amount. The Resource Test 42

251 Standard Eligibility (SE) SE rules are applied to households: That are not under BCE or ECE rules. That contain a member with an IPV or Fraud Disqualification. That contain a member with a drug-related Felony where FA benefits were used to purchase drugs. SE rules do not apply to households: That are under BCE or ECE rules.

252 Standard Eligibility All households under SE must: Meet the 100% Net Income Tet Meet the Resource Test Elderly/Disabled Resource Limit: $3500 Non-Elderly/Disabled Resource Limit: $2250 SE households not considered Elderly/Disabled must have combined gross income below the 130% FPL SE households considered Elderly/Disabled do not have a Gross Income Test. 44

253 Employment First Employment First Established under the Food Stamp Act of 1977 The purpose of the program is to assist customers in obtaining regular employment

254 Employment First What are the requirements? Any customer who is not exempted, must be registered to attend the program within 14 days of initial application Attend the Employment First Orientation Participate in a required number of hours per month

255 Employment First Who has to participate in the Employment First work program? Any customer aged and is not exempted Compliance with the work program must be ongoing in order for benefits to continue

256 Who is exempt from Employment First? An individual over the age of 18 enrolled in a program to obtain their High School Diploma Colorado Works recipients An individual who is responsible for the care of a dependent child under 6 An individual employed 30 hours per week or earning $ per week A customer who has applied for or is receiving UIB Students enrolled at least half time in high school, a training program or higher education An individual who is pregnant Customers participating in a Drug/Alcohol treatment program An individual experiencing chronic homelessness

257 Expanding Foundations Food Assistance Simplified Reporting

258 Goal and Objectives Course Goal: Participants will accurately apply Simplified Reporting Guidelines Objectives: Define Simplified Reporting Recall changes that must be reported under Simplified Reporting guidelines Appropriately apply the FA 21-day rule to changes that are considered Verified Upon Receipt

259 What is Simplified Reporting? Simplified reporting households shall not be required to report and verify any changes except an increase in income if the amount exceeds 130% of poverty level.

260 Simplified Reporting The only change that must be reported under Simplified Reporting guidelines is an increase to the household s income that exceeds the income standard for their household size.

261 Simplified Reporting Households may report changes that will increase their benefits. Changes to shelter or utility expenses, loss of income etc.

262 Simplified Reporting Only changes that are considered Verified Upon Receipt may be acted on during the certification period

263 Reporting Changes Report Changes must be reported by the 10 th of the following month from when the change occurred. Act Worker has 10 days to enter the information or process changes. Notify Need to allow days to inform the household of any changes impacting their case.

264 Expanding Foundations Food Assistance Verified Upon Receipt

265 Goals and Objectives Course Goal: Participants will accurately apply Verified Upon Receipt Objectives: Define Verified Upon Receipt Recall the changes considered Verified Upon Receipt Identify how Verified Upon Receipt interacts with Simplified Reporting

266 Verified Upon Receipt Information that is received from a primary source, which the State has determined is complete, not questionable, and does not require further verification once received; such as automated information and interfaces

267 Verified Upon Receipt SDX/Bendex Unemployment Compensation Benefits Employment First Sanction Intentional Program Violations (IPV) findings Title XVI SSI Benefits Title II SSDI, Retirement or Survivors Benefits Reported through IEVS and obtained through the Colorado Department of Labor and Employment (CDLE) Imposing or Lifting of Sanctions State of Colorado only Systematic Alien Verification for Entitlements (SAVE) interface Death Information regarding non-citizens Information received from another HLPG (Burial Assitance)

268 Verified Upon Receipt Information that is reported and verified to a Public Assistance (PA) program Changes to the amount of a Public Assistance Grant Changes in Household Composition Someone leaving and joining another FA Household A disqualification for a Fleeing Felon, Probation, or Parole violator. Child Support Income

269 The Count Verified Upon Receipt Information is reported and verified on the same day Since information is reported and verified on the same day, the 1 st ten days are eliminated = 21-day count

270 Verified Upon Receipt Simplified Reporting This information will take effect within the certification period regardless of whether it causes a decrease or increase in the FA benefit amount. This action is to be taken on Simplified Reporting and non-simplified Reporting households. Claims due to untimely action are valid. Information that is not considered Verified Upon Receipt or is not a mandatory change that would decrease the FA benefit amount, would take effect at the next certification period. If the information will increase the FA benefit amount, the change will be effective the month after the date it is reported and verified (date of change).

271 Paddle Game: Verified Upon Receipt or Simplified Reporting

272 Expanding Foundations Food Assistance Changes - Ten Days to Action

273 Goals and Objectives Course Goal: Participants will identify the correct action to take when processing changes Objectives: Recall the rules of reporting changes Determine correct outcomes when presented with change scenarios

274 Changes The only change that must be reported in a Simplified Reporting Household is when the household income exceeds 130% FPL. Households can report changes that will increase their benefits. NOTE: If a reported action is not Changes that would increase benefits acted upon take within effect 10 days of when the change is the month after they are verified. considered reported, it will be counted as an Invalid Negative Case Error!

275 Changes If a household experiences a change that would decrease their benefits, the change will be used for eligibility at the household s RRR. As long as it s not Verified Upon Receipt or the household exceeding the 130% FPL

276 Changes A customer sends in a Change Report Form on June 3 rd stating that they started a new job and they have exceeded the income limit. When does the change take effect: a. August b. At the next RRR c. September d. July

277 Changes A customer reports on April 28 th that she has exceeded the income limit, when will the change go into effect: a. At the next RRR b. May c. On the customer s birthday d. June

278 Changes Adverse Action is any action to reduce or terminate a household s benefits within the certification period. The household must receive an Advance Notice of Adverse Action (NOAA) at least 10 days prior to the adverse action taking effect, plus one day for mailing time.

279 Changes Changes must be reported by the 10 th of the month following the month of the change. Negative changes are subject to Adverse Action. Changes that decrease or discontinue a household s benefits

280 Changes Positive changes may be acted on the month following the month the change was reported and verified. Failure to report changes (or report them timely) may result in an overpayment of benefits.

281 DRAW IT!