Author: Brent Bestgen

IM-39 ANNUAL INTERNAL REVENUE SERVICE (IRS) SAFEGUARDS INTERNAL INSPECTIONS REPORT-INDIVIDUAL TELEWORK

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FROM: KIM EVANS, DIRECTOR

SUBJECT: ANNUAL INTERNAL REVENUE SERVICE (IRS) SAFEGUARDS INTERNAL INSPECTIONS REPORT-INDIVIDUAL TELEWORK

 

DISCUSSION:

Federal regulations require Family Support Division (FSD) staff with access to federal tax information (FTI), to complete an annual internal inspection.

Internal Inspections

Federal regulations require agencies to conduct internal inspections of all offices with access to FTI to ensure that the information is adequately safeguarded. To comply with this IRS requirement, all staff, including those working remotely (sometimes known as teleworkers), must complete the electronic Internal Inspections Report.

Complete and submit the Internal Inspections Report annually.  To access the Internal Inspections Report, sign into Employee Learning Center (ELC) and go to Internal Inspection Procedure. Click on the “Internal Inspections Report Individuals Telework Office” button at the top of the page indicating the individual inspection. The required report is also available online at https://apps.dss.mo.gov/FSDIRSSafeguardingForms/ for staff who do not have access to the ELC.

The ELC will email staff a reminder 30 days before an Internal Inspection Report is due.  It is not necessary to complete the course more than once every 12 months, or until a new email reminder is received. 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Complete the online Internal Inspection Report annually.

KE/

IM-38 COVID-19: UNEMPLOYMENT COMPENSATION UPDATES RESULTING FROM THE AMERICAN RESCUE PLAN ACT (ARPA) OF 2021 FOR ALL PROGRAMS

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FROM: KIM EVANS, DIRECTOR

SUBJECT: COVID-19:  UNEMPLOYMENT COMPENSATION UPDATES RESULTING FROM THE AMERICAN RESCUE PLAN ACT (ARPA) OF 2021 FOR ALL PROGRAMS

 

DISCUSSION:

Memorandum IM-37, dated April 29, 2020, introduced 3 new types of Unemployment Compensation Benefit (UCB) funds that were created on March 27, 2020, as a result of the Coronavirus Aid, Relief, and Economic Security (CARES) Act. 

Those funds were the Federal Pandemic Unemployment Compensation (FPUC) fund, the Pandemic Unemployment Assistance (PUA) fund, and the Pandemic Emergency Unemployment Compensation (PEUC) fund.

On March 11, 2021, the American Rescue Plan Act (ARPA) of 2021 was signed into law.  The ARPA extends the expiration dates for UCB funds introduced by the CARES Act:

  • FPUC-A $300 weekly federal supplement is added to regular UCB funds starting after December 26, 2020. This fund has been extended through September 6, 2021.  FPUC funds are excluded/non-countable income for the Supplemental Nutrition Assistance Program (SNAP) and all MO HealthNet programs (except for sighted spouses on Blind Pension determinations).
  • PUA funds provide UCB for eligible individuals who are self-employed, seeking part-time employment, or who would not otherwise qualify for UCB. PUA funds are extended through September 6, 2021.  These funds count for all programs.
  • PEUC funds provide an additional 13 weeks of UCB to individuals who have exhausted their regular UCB. PEUC funds are extended through September 6, 2021. These funds count for all programs.

Verification of Unemployment Compensation Income

Use IMES to identify, budget, and verify gross income and deductions from UCB for Missouri unemployment recipients.

  1. Review the COMP WEEK column of the IMES. Total all payments made per the CHECK AMT column for each specific COMP WEEK date to determine a gross payment amount. In the red box below, the total payment made for the COMP WEEK 12/30 is $620.00 ($558 + $62=$620).

  1. Enter $300 as FPUC funds.

  1. Deduct the $300 FPUC amount from the gross amount. The remaining amount should be the WEEKLY AMT. Enter the WEEKLY AMT as regular UCB, PUA, or PEUC funds.
    For MAGI determinations, the self-attested amount may be different than the amount shown on IMES. Starting with the self-attested amount, deduct the first $300 and enter it as FPUC funds, which are excluded.  The remaining amount is the self-attested regular UCB, PUA, or PEUC funds.
    NOTE:  Refer to 2020 Hot Tip, Identifying Pandemic Unemployment Types on IMES for more.  

  2. For FAMIS determinations, evaluate the REC column of the IMES for child support payments (CHSP). If child support payments are deducted, budget the payments on the Court Ordered Expense (SUPEXP/FMXL) screen in FAMIS using normal budgeting procedures. 

  1. Review the budget screens in the eligibility system before authorization. Regular UCB is included income for all programs.

Refer participants with questions about UCB to the Missouri Department of Labor and Industrial Relations interactive site at uinteract.labor.mo.gov.  Participants can use this site to file claims for UCB, view income verification, request documentation, and report changes in circumstances.

Subsequent updates to UCB will be released in additional memos.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/ers

IM-37 COVID-19 TWELFTH EXTENSION OF PANDEMIC SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (P-SNAP) EMERGENCY ALLOTMENTS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: COVID-19 TWELFTH EXTENSION OF PANDEMIC SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (P-SNAP) EMERGENCY ALLOTMENTS

 

DISCUSSION:

The American Rescue Plan Act (ARPA) of 2021 allows Emergency Allotments (EA) of supplemental benefits for the Supplemental Nutrition Assistance Program (SNAP/Food Stamps) to be issued to eligible SNAP households.  The P-SNAP program raises a household’s SNAP allotment to the maximum amount for the household size. 

Supplemental benefits were issued by the Family Support Division (FSD) from March 2020 through March 2021 as part of the P-SNAP program.  P-SNAP has been extended through April 2021.  Beyond April 2021, participation in P-SNAP will be decided on a month-to-month basis during the COVID-19 health crisis.

SNAP households do not need to apply for P-SNAP.  The supplemental benefit will be automatically added to the Electronic Benefit Transfer (EBT) card.

As of April 2021 there has been a calculation method change to P-SNAP.  Individuals who receive the maximum SNAP benefit allotment, and were previously ineligible for P-SNAP, are now entitled to a minimum of $95 in P-SNAP benefits. 

Participants who get SNAP benefits on or before the 14th of the month will get the April P-SNAP benefit on April 14. 

Participants who get SNAP benefits after the 14th of each month will get the April P-SNAP benefit on their normal benefit payment date.

NOTE: Households approved for SNAP benefits, but receiving a zero SNAP benefit allotment, are not eligible to receive P-SNAP.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/ks

IM-36 TPL-1 FORM UPDATE

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FROM:  KIM EVANS, DIRECTOR

SUBJECT:  TPL-1 FORM UPDATE

FORM REVISION #
TPL-1 Instructions

 

DISCUSSION:

The TPL-1 form has been updated to include an email address for the Third Party Liability (TPL) Unit. After completion of a TPL-1 form, send a copy via email to the TPL Unit at tpl.database@dss.mo.gov and retain a copy in the participant’s electronic case record in the Electronic Content Management (ECM) system.

The TPL-1 Instructions have been revised to reflect the updated email address.  Other changes were made to align the language on the TPL-1 instructions with the TPL-1 form.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Begin using the new TPL-1 form and Instructions immediately.

KE/ers

 

IM-13 UPDATE TO MEDICAL REPORT INCLUDING PHYSICIAN’S CERTIFICATION/DISABILITY EVALUATION (IM-60A) AND INSTRUCTIONS

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FROM:   KIM EVANS, DIRECTOR

SUBJECT:   UPDATE TO MEDICAL REPORT INCLUDING PHYSICIAN’S CERTIFICATION/DISABILITY EVALUATION (IM-60A) AND INSTRUCTIONS

FORM REVISION #
IM-60A
INSTRUCTIONS

DISCUSSION:

The purpose of this memorandum is to inform staff of updates to the form “Medical Report Including Physician’s Certification/Disability Evaluation” (IM-60A) and the corresponding instructions.

The IM-60A now uses current medical information regarding mental disorders. It was also reformatted to remove outdated Family Support Division (FSD) processes and language.

The IM-60A Instructions were updated to reflect the changes made on the IM-60A and provide clear instructions regarding which sections are to be completed by FSD staff and which sections are to be completed by medical professionals.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Begin using the updated version (revised 02/2021) immediately.
  • Destroy all outdated versions of this form.

KE/cj

 

IM-08 ACCURINT FOR GOVERNMENT ELIGIBILITY (AFGE) PORTAL

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FROM: KIM EVANS, DIRECTOR

SUBJECT: ACCURINT FOR GOVERNMENT ELIGIBILITY PORTAL

FORM REVISION #

DISCUSSION:

Accurint for Government Eligibility (AfGE) is the newest portal being added to the Electronic Verification System (EVS). AfGE may be used for the MO HealthNet for the Aged, Blind, and Disabled (MHABD) and Family MO HealthNet (MAGI) programs at the time of application and annual renewal.

NOTE: Information used in a MO HealthNet eligibility determination may also affect other programs such as Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance (TA), or Child Care (CC).

AfGE is separate from the Accuity portal that was recently introduced.

AfGE is not required to be reviewed at every application or annual renewal. Use AfGE ONLY when needed to collect information to determine eligibility and after cost-free electronic sources have been exhausted. 

AfGE provides information from more than 30 participating states regarding:

  • Real estate ownership
  • Aircraft ownership
  • Watercraft ownership
  • Incarceration
  • Death
  • Address

The AfGE portal can be accessed from the Family Support Division (FSD) Intranet page, under the FSD Work Sites tab. The button is labeled “LexisNexis Accurint – EVS AfGE.”

The AfGE User Guide, located on the IM Training intranet page, provides specific instructions for completing searches. To locate the guide, search for AfGE in FAMIS Resources.

The Accuity-Asset Verification System portal introduced staff to the Fair Credit Reporting Act (FCRA) requirements. The real estate, aircraft, watercraft, and incarceration search results contained in the AfGE portal are subject to FCRA requirements as discussed in manual section 0110.060.05 Electronic Verification System Legal Basis. Information regarding proper authorization to review FCRA sources is available in the Electronic Verification System portion of the General Information manual.

NOTE: Individuals who are not applying for or receiving MO HealthNet coverage must sign an Authorization for Verification (IM-6EVS) form before their information can be accessed in the AfGE portal. This includes spouses who are not requesting coverage on the MHABD case and parents who are not requesting coverage on the MAGI case.

Searches must only be conducted for the purpose of determining eligibility for MO HealthNet programs.   

The following AfGE searches are allowed for all staff:

  • Instant ID
  • Death Records
  • Criminal Records
  • Real Property
  • Watercraft
  • FAA Aircraft
  • Real Time Phones
  • Basic Lookup

The Person Search must only be accessed by Benefit Program Supervisors, Program Coordinators, Program Managers, and Program Specialists.

Use of specific AfGE searches

Instant ID: Access when it is suspected that the participant is living in another state, address is questionable, address listed on application or review form is illegible or incomplete and the address is not already available to FSD. If a phone number is needed for the MHABD or MAGI case, phone number information is also available on this report. Consult cost-free electronic sources like MODL and IIVE prior to accessing AfGE.

NOTE: The Real-Time Phones and Basic Lookup searches also provide information regarding phone numbers. The Instant Id search is preferred for locating phone numbers because of the efficient format of the Instant ID report. 

Death Records: Access when FSD has received indication that a participant may be deceased and all cost-free electronic sources such as IDTH, IDSS, and IIVE have been consulted.

  • If the death is reported by a member of the participant’s family or household, additional verification such as AfGE is not required before taking action on a MO HealthNet case.

Criminal Records: Access when FSD has received information indicating that the individual is incarcerated and cost-free electronic sources such as Casenet, Vinelink, and the Missouri Department of Corrections Offender Search did not provide confirmation.

Real Property: Access to verify ownership of real property or confirmation of the sale of property and cost-free electronic sources such as Missouri State Assessor Association . The property value information provided by the AfGE portal provides an indication of value but does not provide acceptable property value verification for FSD’s purposes.

  • Do not request AfGE information when participant’s attestation is acceptable and the information is not in question.

Watercraft: Access to verify ownership of watercraft and cost-free electronic sources such as NADA Guide and Kelley Blue Book for watercraft.

FAA Aircraft: Access to verify ownership of aircraft.

Reminder: Information provided by a source other than the participant that results in ineligibility must be confirmed by the participant before action can be taken. Additional information is available in manual section 0110.060.20 Information Reported by Electronic Verification System Causes Ineligibility.

NOTE: For additional information on possible free resources to access       please refer to Verification Matrix located in FAMIS Resources.

Person Search: Provides information regarding participant’s address and past and/or present household members. Person Search may be consulted when household composition is in question and supervisors or managers are trying to determine if a Welfare Investigation Unit (WIU) referral is needed.

NOTE: Information provided by a Person Search must be used with caution because the household’s situation may have changed in the time period between AfGE receiving the information and the participant’s application or annual renewal.

Adding Information to the Case Record

Search results must be printed using the instructions in the AfGE User Guide and added to the participant’s case record even if no matches were found.

All reports must be reviewed thoroughly and any other individual’s personally identifiable information must be redacted.

Example: A real property report is gathered for an MHABD application. The report shows the name of the previous owner. Staff MUST redact the name of the previous owner prior to adding the report to the case record.

When redacting information from a record, a specific method is not required. One option is to use Microsoft Edge:

  • Right click on the pdf and select “Open with,” a list will appear. Select Microsoft Edge. Click on the drawing tool and mark out the information that needs redacted.

FAMIS System Changes

Due to the FCRA requirements, new system codes for FAMIS are being developed. A memorandum will be released when the new codes are available.

GS: AfGE-Accurint Statement will pend the case, and a Request for Information Notice (FA-325) will be generated for the MHABD case.

The GS code will be used when additional information is needed from the participant such as:

  • Information reported by AfGE does not match the participants statements and results in ineligibility; or
  • Information reported by AfGE is questionable or additional details are needed before an eligibility determination can be completed.

GC: AfGE-Accurint Confirmation will act as if verification has been received and will not pend the case.

The GC code will be used in the following situations:

  • Additional information was requested due to an AfGE match, and the information was provided by the participant; or
  • AfGE confirms participant’s statement and no additional verification is required.

Until the system work is complete, in order to notify the participant of a negative action taken on their case due to FCRA information reported by AfGE, staff must include an IM-50AfGE Information Notice-Regarding an Action Taken on your Case with the adverse action and action notices. This form provides notification for the participant’s MO HealthNet case as well as any additional cases such as TA, CC, or SNAP. This is a requirement for the Real Property, FAA Aircraft, Watercraft, and Criminal Records searches. 

MEDES System Changes

The only information from the AfGE portal that is used by MEDES that has FCRA requirements is incarceration. Because the suspension of coverage for incarcerated individuals is currently processed manually there are no system changes in MEDES due to the AfGE portal.  

Incarcerated Information

The suspension of MO HealthNet coverage for incarcerated individuals is processed manually at this time. Guidance regarding additional FCRA wording that is required for notices regarding suspension of MO HealthNet coverage will be provided in a separate memorandum.

Questions

Questions must be sent through normal supervisory channels to the MHN Policy Unit at COLE.MHNPolicy@dss.mo.gov. If a case specific policy clearance is needed, the Request for Interpretation of Policy (IM-14) process should be utilized.

ATTACHMENTS:

IM-50AfGE Information Notice-Regarding an Action Taken on your Case

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/rr/kg/am/cs/nw/sb

IM-05 INCOME MAINTENANCE FEBRUARY PROCESSING PAID OVERTIME

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FROM:   KIM EVANS, DIRECTOR

SUBJECT:   INCOME MAINTENANCE FEBRUARY PROCESSING PAID OVERTIME

ATTACHMENT:    OVERTIME PAYROLL SHEET

As of Sunday, February 21, 2021 and through Saturday, March 6, 2021 all Income Maintenance (IM) staff are approved to work paid overtime (OT) to:

  • Process SNAP, MHABD, TA and CC Applications, Verifications received, FA-325 follow Up, BA/CIC, SNAP Mid-Certification Reviews   
  • Register Online Applications (weekdays only)
  • Scan and/or Index Documents
  • Take Phone Calls
  • OT priority on Saturdays will be phone support followed by processing (shown above) for staff that have a phone license.  All others may focus on the tasks above.

This Overtime Project will be available to all IM staff including Clerical, BPT, CIS and Supervisors who are able to process SNAP, MHABD, TA, and CC tasks, register applications, and scan/index documents. OT is not intended for supervision of staff, at least one of the above activities is expected of supervisory staff.

The purpose of this OT is to increase processing and phone support. 

Staff working OT on this project will receive OT based on their job classification. If there are any questions about your job classification and OT rate please contact Alison Robison, Human Resources Manager.

The guidelines for this OT project are as follows:

  • Beginning Sunday, February 21, 2021 and running through Saturday, March 6, 2021 overtime will be available at the following times:

    All week days including Saturdays 5:00AM – 7:30PM
    Sunday, February 21, 2021               9:00AM – 7:30PM
    Sunday, February 28, 2021               9:00AM – 7:30PM
    Saturday March 6, 2021                    5:00AM – 4:00PM

  • Social distancing and flexible schedules should be continued through this project.
  • Employees will earn overtime as long as the employee physically works more than 40 hours during the work week (Sunday through Saturday). If an employee is off for any reason and is unable to physically work 40 hours in the week, they will receive straight time for those additional hours worked, until the 40 hour minimum is met. There will be no exceptions for holiday weeks.

FIELD REPORTING FOR THIS OT PROJECT:

  • Employees should work with their chain of command to receive prior approval to work the hours. This can be done by email or other written correspondence.
  • All staff working overtime must enter hours worked in the SharePoint OT site. Staff should use the appropriate OT Task depending on the work that they are completing.
  • All hours worked for OT should be entered into Leave Track after the hours have been worked. This time should be submitted as ADDHR time in Leave Track. The entry must include a note stating which OT project you worked on (to match what was entered in the SharePoint OT site). The entry must be approved by the supervisor through the Leave Track system.
  • Each Manager must approve Overtime Sheet for Payroll (attached Excel file) for each employee and submit to Stephanie Robertson via email. It is very important that the ‘Job Class’ portion of the form be completed.
  • Please refer to the deadlines for submitting overtime reports of hours worked as well as the pay date for the overtime. The payroll report schedule is posted on the FSD Work Site under OT Tracking. Please feel free to contact Alison Robison via email or by telephone at 573-751-4252 if you need additional information or clarification.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

EMAIL-IM-    

KE/rr

IM-01 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) TEMPORARY INCREASE TO MONTHLY ALLOTMENTS

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) TEMPORARY INCREASE TO MONTHLY ALLOTMENTS

DISCUSSION:

The memo is to inform staff that the passage of the Consolidated Appropriations Act of 2021 allows states to increase the base household SNAP benefit by 15%  from January 2021 to June 2021.

For the month of January, 2021 FAMIS is being updated to include the 15% increase to household’s normal eligible allotment. The increase will show in FAMIS on January 21, 2021 and participants will receive a letter to inform them of changes on their case.

For February through June, 2021 the 15% increase will be included on the household’s normal payroll date.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/mm

IM-123 IDENTIFYING DEPARTMENT OF HEALTH AND SENIOR SERVICES (DHSS) NON-MEDICAL ELIGIBLE (NME) CONSUMER DIRECTED SERVICES (CDS) PARTICIPANTS

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MISSOURI DEPARTMENT OF SOCIAL SERVICES
FAMILY SUPPORT DIVISION
P.O. BOX 2320
JEFFERSON CITY, MISSOURI

 

TO:  ALL FAMILY SUPPORT OFFICES

FROM:  REGINALD E. McELHANNON, INTERIM DIRECTOR

SUBJECT:  IDENTIFYING DEPARTMENT OF HEALTH AND SENIOR SERVICES (DHSS) NON-MEDICAL ELIGIBLE (NME) CONSUMER DIRECTED SERVICES (CDS) PARTICIPANTS

MANUAL REVISION #89                          

0810.010.15.15.15         

 

DISCUSSION:

The purpose of this memorandum is to inform staff of revisions made regarding the exchange of information the Family Support Division (FSD) receives from DHSS, Division of Senior and Disability Services (DSDS) on participants receiving NME CDS.

DSDS will begin immediately forwarding the NME CDS listing directly to the MO HealthNet Spend Down Unit at SpendDown.Unit@dss.mo.gov. The revised process is outlined in IM Manual Section 0810.010.15.15.15 Identifying DHSS NME CDS Participants

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

RM/vm

IM-110 CHIP AFFORDABLE INSURANCE DEFINITION – CALCULATOR APPENDIX G UPDATE

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MISSOURI DEPARTMENT OF SOCIAL SERVICES
FAMILY SUPPORT DIVISION
P.O. BOX 2320
JEFFERSON CITY, MISSOURI

 

TO:  ALL FAMILY SUPPORT OFFICES

FROM:  REGINALD E. McELHANNON, ACTING DIRECTOR

SUBJECT:  CHIP Affordable Insurance Definition – Calculator Appendix G Update

MANUAL REVISION #77
Appendix G
Appendix F

 

DISCUSSION:

This memorandum introduces updates to the CHIP Affordability Calculator. The updates reflect the 2019 Federally Facilitated Marketplace (FFM) premium changes. The new calculator is effective immediately. Use the 2019 CHIP Affordability Calculator (Appendix G) when processing all new or pending applications dated 4/1/2019 or after.

To use the calculator review Appendix F – CHIP Affordability Test Calculator Instructions

NECESSARY ACTION:

  • Review this memorandum and policy revisions with appropriate staff.

RM/ag