Category: 2023

IM-76 DETERMINING CORRECT APPLICATION DATES FOR ALL PROGRAMS

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FROM: KIM EVANS, DIRECTOR

SUBJECT: DETERMINING CORRECT APPLICATION DATES FOR ALL PROGRAMS

 

DISCUSSION:

In a recent Program Access Review (PAR), the Food and Nutrition Service (FNS) found Supplemental Nutrition Assistance Program (SNAP) applications registered with incorrect application dates. This memo provides clarification in determining correct application dates for all programs.

Incorrect application dates can result in:

  • benefit payment errors,
  • incorrect eligibility begin dates,
  • improper processing timeframes, and
  • increases to the agency’s error rates for accuracy and timeliness, potentially impacting federal funding.

Application dates must be carefully evaluated during both registration and processing to ensure that the correct date is used.

Application Date vs Agency Received Date

Application dates are determined by the date and time that an application with the minimum required information is received by the agency. (See policy for program-specific requirements.)

  • Applications received before 5:00 p.m. Monday – Friday are considered as received on that date.
  • Applications received outside of business hours (after 5:00 p.m., on a weekend, or on a holiday) are considered as received on the next business day.

Note: MO HealthNet (MHN) applications received by phone or online, including applications from the Federally Facilitated Marketplace (FFM), are an exception. Regardless of the time of day or day of the week received, online and FFM applications are dated the day the application was successfully submitted and phone applications are dated the day that the telephonic signature was captured.

Identifying Date/Time of Receipt

With the exception of applications received through the Upload Portal, applications must be opened and viewed in order to see the received date.

Received date location examples:

  • Upload Portal: Added On date in the Electronic Content Management system (ECM)

  • Online/AEM (not MHN): Submitted Date Time on bottom of each page

 

  • Mail: Date stamp

  • Resource Center: Date stamp

  • Fax: Receiving information on bottom or side of page

  • MHN – Online, phone, FFM: MHN Application Case tab

 

When Multiple Applications are Received:

If more than one application is received for the same program, the first application received is the application to be registered.

Example: Two Temporary Assistance applications are found in the ECM, dated 9/12 and 9/14. The eligibility system shows that neither has yet been processed.

    • The 9/12 application is registered but both applications are reviewed during processing.

Registering the Correct Applicant:

Care must be taken to ensure that applications are registered under the correct applicant. Applications registered under an incorrect head of household cause delays for the applicant and could result in a breach of confidentiality for either party.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Review content and resources in the Application Registration row of FAMIS Resources.

 

 

 

KE/mn

IM-75 FSD.DOCUMENTS UPCOMING EMAIL ADDRESS DEACTIVATION

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FROM: KIM EVANS, DIRECTOR

SUBJECT: FSD.DOCUMENTS UPCOMING EMAIL ADDRESS DEACTIVATION

 

DISCUSSION:

As of October 1, 2023, FSD.Documents@dss.mo.gov will be deactivated and the sender will receive a bounce back response. Currently, an automatic response informs the sender beginning October 1st, 2023 documents will no longer be accepted through FSD.Documents@dss.mo.gov and provides additional resources to the sender.

Documents will continue to be accepted via:

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/se

IM-74 UPDATED PROTECTED CASELOAD PROCESS

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FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATED PROTECTED CASELOAD PROCESS

 

DISCUSSION:

Protected Caseloads are established in the Family Assistance Management Information System (FAMIS) and Missouri Eligibility Determination and Enrollment System (MEDES) to protect Family Support Division (FSD) employees from inadvertently accessing or taking action on protected cases.
Protected loads serve participants who meet any of the following criteria:

  • A victim of domestic violence or human trafficking;
  • A participant in the Safe at Home program;
  • An employee of the Family Support Division (FSD) or a family member (spouse, parent or child) residing with an FSD employee;
  • A case on which the FSD employee is an Authorized Representative; or
  • A temporary employee currently assigned to FSD.

Effective immediately, IM-#66 Protected Caseloads dated 11/26/2018 is obsolete. For information about protected cases refer to MEDES or FAMIS Resources.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/pm

IM-73 YOUR RIGHTS AND RESPONSIBILITIES AS A SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) HOUSEHOLD FORM UPDATED

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: YOUR RIGHTS AND RESPONSIBILITIES AS A SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) HOUSEHOLD FORM UPDATED

FORM REVISION #
IM-31B

 

DISCUSSION:

The form Your Rights and Responsibilities as a SNAP Household (IM-31B) has been updated with the following changes:

  • The age range of 18-49 year olds for ABAWDs has been removed, and
  • The DSS logo was updated.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Begin using the IM-31B with the revision date of 08/2023 at the release of this memo to inform SNAP households during interviews of their rights and responsibilities.

 

 

 

KE/tl

IM-72 REVISION TO AUTOMATIC WITHDRAWAL AUTHORIZATION FORMS FOR MO HEALTHNET (MHN) PROGRAMS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: REVISION TO AUTOMATIC WITHDRAWAL AUTHORIZATION FORMS FOR MO HEALTHNET (MHN) PROGRAMS

FORM REVISION #
2575-055
2575-056
2575-057

 

DISCUSSION:

MO HealthNet Division (MHD) has revised the Automatic Withdrawal Authorization forms to update contact information and change the form numbers. Participants must use the revised forms to start, change, or cancel an automatic withdrawal from their bank account to pay MHN Children’s Health Insurance Programs (CHIP) premiums, MHN Ticket to Work premiums, or MHN Spend Down pay-in.

The forms are located in the public forms manual and the internal forms manual. The forms all have an August 2023 revision date.

Form Number Form Name
2575-055 MO HealthNet for Kids Insurance Premium Payments Automatic Withdrawal Authorization
2575-056 Spend Down Pay-In Automatic Withdrawal Authorization
2575-057 Ticket to Work Health Assurance Withdrawal Authorization

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Share with community partners.

 

 

 

KE/cj

IM-71 CHANGES TO THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) ABLE-BODIED ADULTS WITHOUT DEPENDENTS (ABAWD) AGE LIMIT AND EXEMPTIONS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: CHANGES TO THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) ABLE-BODIED ADULTS WITHOUT DEPENDENTS (ABAWD) AGE LIMIT AND EXEMPTIONS

MANUAL REVISION #

1105.000.00 1105.035.05 1115.035.10.05
1105.015.10 1105.035.15 1115.035.25.25 
1105.015.10.25 1105.035.20 1115.070.00
1105.015.10.25.05 1105.035.30 1120.005.05
1105.025.00 1105.035.35 1120.045.00
1105.025.05.05  1105.035.40 1125.010.05
1105.025.05.15 1105.035.45 1130.020.00
1105.025.15 1105.037.00 – OBSOLETE 1135.025.05 
1105.025.50.05 1110.010.00 1140.000.00
1105.035.00 1115.010.00 1140.005.45

 

DISCUSSION:

The Fiscal Responsibility Act (FRA) of 2023 adds three new exemptions to the ABAWD Work Requirement and gradually increases the upper age limit from 49 years old to 54 years old. These changes are effective 9/1/2023.

New Exemptions

Three new Employment Assessment coding options have been created for the new exemptions:

  • 40—Aged out of Foster Care, Under 25 years old:
    • This exemption is for an applicant/participant who is 24 or younger and aged out of the foster care system of any state, district, territory, or tribal organization at age 18 or older.
    • Verification is required.

Note: Exemption will be automatically ended, coding changed to non-exempt (code 22), and non-work months added (if applicable) when participant turns 25 years old.

  • 41—Veteran:
    • This exemption is for any participant who served in any branch of the United States Armed Forces, including Reserves/Guard, regardless of the conditions of their discharge or release.
    • Verification is required.
  • 42—Homeless:
    • There has been no change to the definition of homeless. Refer to 1100.010.00 Definitions
    • Status code: EXE
    • Verification is not required.

Note: Code 15 is no longer to be used for homelessness. All participants currently coded 15 will be updated to 42. Coding will need to be reassessed at next mid-certification review, recertification, or reported change.

When a household member is eligible for more than one exemption, staff must select the exemption that is most beneficial to the participant for the duration of certification.

New Employment Assessment Statuses

In order to allow for verification to be requested and for the participant to be exempted from ABAWD requirements but still referred to SkillUP, two new statuses were created for use with the Aged Out of Foster Care and Veteran exemptions:

  • AEX – ABAWD-Only Exemption
    • Exemption verified
  • PEN – Pending Assessment
    • Pends the case for verification

Once verified, eligibility for the Foster Care or Veteran exemption does not need to be re-verified for subsequent applications or recertifications. When verification is received and the status updated to AEX, a comment must be entered on the Employment Assessment (EMPLOY/FMMS) screen to document how the exemption was verified.

Note: If verification is not provided then the eligibility system will update the coding to non-exempt (code 22) and, if applicable, either add non-work months or reject the member if they have already used their 3 non-work months.

  • If a SkillUP exemption applies then a case should not be pended for verification on an ABAWD-only exemption.

Age Limit Increases

The age limit for the ABAWD work requirement will increase as follows:

  • 18 – 50 years of age, effective 9/1/2023
  • 18 – 52 years of age, effective 10/1/2023
  • 18 – 54 years of age, effective 10/1/2024

The age limit increases apply at application/recertification, mid-certification review, and when adding a household member. Non-work months will not be automatically added for active participants. A participant’s work assessment code must be reviewed at every mid-certification review, recertification, or when the participant reports work activities or an exemption.

SNAP Manual Revisions

Updates were made to the manual sections listed in the Manual Revision section of this memo to remove references to the ABAWD age range, update links to re-named sections, update formatting, and to reflect current policy, procedures and terminology.

Additional updates were made to the manual sections below:

ABAWD Policy Updated:

Title Changes

System generated forms and notices have been updated to reflect these changes.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

KE/mn

IM-70 INTRODUCING INCARCERATION MATCHES FOR THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP)

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCING INCARCERATION MATCHES FOR THE SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP)

MANUAL REVISION #
1141.010.10

 

DISCUSSION:

Per federal regulations, the Family Support Division (FSD) must compare SNAP household member data to information received from all Federal, State, and/or local detention or correctional institutions to ensure incarcerated individuals do not receive SNAP benefits. When a match is found, a Notice of Match Result (NOMR/FA-601) is sent by the eligibility system advising the household of the match.

The NOMR allows 10 days for the SNAP household to respond and/or dispute the match. After 10 days, if the household does not respond to the NOMR, or if the household responds, but fails to provide enough information to clarify the circumstances, a Notice of Adverse Action (NOAA) is system generated. At the end of the adverse action period, the matched individual will be removed from the household and benefits will be adjusted accordingly, or the case could close.

The Match Notice field will display “Y” on Select Interface (INTRFACE/FMK0) screen in FAMIS if an individual is matched as potentially incarcerated and an entry with source type of SMP will be displayed.

 

 

Note: SMP stands for SNAP Match Prison on Select Interface

 

If a participant is not incarcerated or has been recently released, the Match Notice field should be updated to “N” once the household has provided verification. If an adverse action or closing action was already initiated, it will also need to be voided once the participant provides proof that the household member is not incarcerated.

Only cases with active SNAP participation will display the Match Notice Indicator and be sent a NOMR. All other programs will only show the SMP and Match Notice Indicator on INTRFACE when the matched participant is also active on a SNAP case. For Non-MAGI MO HealthNet and Child Care, no action will be taken by the system even if the matched individual is also active on SNAP; however, Temporary Assistance cases will begin an adverse action at the same time as SNAP if the match is not resolved.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/tl

IM-69 INTRODUCING SYSTEM-GENERATED AGED, BLIND, AND DISABLED SUPPLEMENT FORM FOR NON-MAGI APPLICATIONS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCING SYSTEM-GENERATED AGED, BLIND, AND DISABLED SUPPLEMENT FORM FOR NON-MAGI APPLICATIONS

 

DISCUSSION:

The Aged, Blind, and Disabled Supplement (FAABD) is a new system-generated version of the Aged, Blind, and Disabled Supplement (IM-1ABDS).

Effective August 12, 2023, FAMIS will allow Family Support Division (FSD) staff to send an FAABD to any participant that has indicated that they are over the age of 65, blind, or disabled. If the supplement information is not provided, then the application will systematically reject for “failure to provide supplemental information” and a notice will be sent to the participant.

FSD staff cannot complete a Non-MAGI eligibility decision with only information provided on the MO HealthNet online application, or the Application for Health Coverage & Help Paying Costs (IM-1SSL). The FAABD and IM-1ABDS are used to collect the additional information required to determine eligibility for Non-MAGI programs such as:

  • MO HealthNet for Aged, Blind, and Disabled
  • Blind Pension
  • Supplemental Aid to the Blind
  • Supplemental Nursing Care

Note: If FSD is able to collect the required information by calling the participant or during a Supplemental Nutrition Assistance Program (SNAP) interview, a call to the FSD Information Center at 855-373-4636, or during any phone or in person interaction with FSD staff and certain contracted vendors, then a supplement form is not required for Non-MAGI applications.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Staff must review revised FAMIS Resources training materials regarding registering applications.

 

 

 

KE/cj

IM-68 NEED FOR FAMILY PLANNING IS NO LONGER REQUIRED FOR UNINSURED/EXTENDED WOMEN’S HEALTH SERVICES (UWHS/EWHS)

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: NEED FOR FAMILY PLANNING IS NO LONGER REQUIRED FOR UNINSURED/EXTENDED WOMEN’S HEALTH SERVICES (UWHS/EWHS)

MANUAL REVISION #
1850.040.40
1850.040.40.20 obsolete
1870.000.00
1870.005.00
1870.015.00

 

DISCUSSION:

Effective 8/1/2023, women who are aged 18-55, with family income at or below 201% FPL and who are not eligible for other MO HealthNet programs must be screened for UWHS regardless of the need for family planning services.

Uninsured women transitioning from postpartum coverage are eligible for EWHS even if they no longer have a need for family planning. There is no change in the services covered under these programs.

The manual sections listed above are updated to reflect these changes. 1850.040.40.20 No Longer in Need of Family Planning Services is obsolete.

Refer to MEDES Resources for the mitigation to be used until system updates are completed.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/rc

IM-67 CHANGES TO TRANSITIONAL CHILD CARE (TCC)

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: CHANGES TO TRANSITIONAL CHILD CARE (TCC)

 

DISCUSSION:

Effective July 1, 2023 the Department of Elementary and Secondary Education (DESE) will no longer pay a percentage of the state base rate for TCC. Participants receiving TCC will now pay a daily sliding fee based on the level of TCC they are receiving:

  • Transitional Child Care 1 (TCC1) – $7.50 per day
  • Transitional Child Care 2 (TCC2) – $8.75 per day
  • Transitional Child Care 3 (TCC3) – $10 per day

This is the sliding fee per day. Full time (FT), half time (HT), and part time (PT) units of care are not considered for TCC.

Note: Any delay implementing this in the eligibility system will not delay payments to the provider.

All participants receiving TCC benefits will receive notice of these changes via Claimant Information Notice (FA601).

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

KE/hd