Child Care Home – Page 4

IM-10 REVISIONS TO THE CALCULATION METHODS AND FREQUENCY CODES CHART

Posted on 2021-03-032021-03-03

FROM: KIM EVANS, DIRECTOR

SUBJECT: REVISIONS TO THE CALCULATION METHODS AND FREQUENCY CODES CHART

FORM REVISION #

CALCULATION METHODS AND FREQUENCY CODES CHART

DISCUSSION:

The purpose of this memorandum is to announce revisions to the Calculation Methods and Frequency Codes Chart. For the calculation method ADD, the following has been added:

When a change in income occurs in the month of application
For Prior Quarter Months

NECESSARY ACTION:

Review this memorandum with appropriate staff.

KE/mc/ks/hp/ja

IM-05 INCOME MAINTENANCE FEBRUARY PROCESSING PAID OVERTIME

Posted on 2021-02-222022-07-29

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-165 INTRODUCTION TO THE ELECTRONIC VERIFICATION SYSTEM (EVS)

Posted on 2020-12-092024-09-25

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCTION TO THE ELECTRONIC VERIFICATION SYSTEM (EVS)

MANUAL ADDITION #

0110.060.00	0110.060.15.10	0110.060.25
0110.060.45	0110.060.05	0110.060.15.15
0110.060.30	0110.060.10	0110.060.15.20
0110.060.35	0110.060.15	0110.060.15.25
0110.060.40	0110.060.15.05	0110.060.20

FORM REVISION #

Authorization for Verification (IM-6EVS)

DISCUSSION:

Several new eligibility tools are being implemented by the Family Support Division (FSD). These tools are designed to ease some of the burden on participants to provide verification while improving the accuracy of eligibility determinations.

EVS is the larger umbrella term for many electronic verification sources- some of which FSD has used for years, and some of which are new to the agency.

This memo introduces the manual sections, forms, guides, and training information for the EVS.

The following manual sections have been added to the General Information Manual:

It is very important that all staff review the new manual sections thoroughly.

Training will be conducted using a series of webinars to introduce the new EVS sources and requirements. You will receive notifications and invitations to these trainings via email.

The following new guides have been created:

Electronic Verification System Sources

Accuity Portal Guide

The following guides have been updated:

MHABD Caseworker Reference Guide- Liquid Assets

Comment Quick Reference Guide – Liquid Resources section

New EVS Sources:

Accuity: Portal that provides information regarding liquid assets such as bank accounts.
- This source will be accessed for the MO HealthNet for the Aged, Blind, and Disabled (MHABD) program at the time of application and at annual renewal.
- Accessing information from Accuity at application and annual review is required by federal regulation 42 U.S.C. § 1396w.
- Release is scheduled for December 1, 2020.
Benefit Assessment: Portal titled Accurint for Government Eligibility that provides information regarding real property, personal property, incarceration, and death.
- This source will be accessed as needed for the MHABD and Family MO HealthNet (MHN) programs at the time of application and annual renewal.
- Release is scheduled for December 2020.
Program Participation Analyzer (PPA): Portal that provides information regarding duplicate participation in other states for participants of the MHABD, Family MHN, Temporary Assistance (TA), and Child Care (CC) programs.
- This source will be accessed for MHABD, Family MHN, TA, and CC cases at the time of application and annual renewal.
- MHABD release is scheduled for December 2020.
- TA and CC release is scheduled for January 2021.
National Accuracy Clearinghouse (NAC): Portal that provides information regarding duplicate participation in other states for the Supplemental Nutrition Assistance Program (SNAP).
- This source will be accessed for SNAP cases at the time of application and mid-certification review.
- Release is scheduled for March 2021.

Fair Credit Reporting Act (FCRA) requirements:

The Accuity and Accurint for Government Eligibility portals provide information from a consumer reporting agency, which adds some additional requirements for FSD.

Authorization: Applicants and recipients give their authorization to match information with the consumer reporting agency when the applicant signs the application. FSD needs authorization from eligibility unit members who are not applying for or receiving public assistance benefits before reviewing EVS sources that have FCRA requirements, also known as FCRA sources. Please thoroughly review manual section 0110.060.15 Fair Credit Reporting Act Authorization for additional information.
- The Authorization for Verification (IM-6EVS) form has been created to request authorization from eligibility unit members who are not requesting or receiving benefits.
Notices: When information provided by a consumer reporting agency results in an adverse action, additional language must be included on the adverse action and action notices. FSD is required to notify the participant that information from a consumer reporting agency was used in the eligibility determination and the contact information for the consumer reporting agency.
- New codes have been created that prompt FAMIS to add this wording to the appropriate notices. These codes are included in the user guide for each FCRA source.
- MEDES system work is still being completed. Manual notices must be sent if information from the Accurint for Government Eligibility portal results in a negative case action. Based on the types of information provided by Accurint for Government Eligibility, this would be incarceration. Death information reported by Accurint for Government Eligibility does not have FCRA requirements.

Contact information for FCRA sources:

Contact information for Accuity and Accurint for Government Eligibility will be included on the appropriate notices when information received from these sources results in an adverse actions. If a participant contacts FSD and questions the information that was reported by Accuity or Accurint for Government Eligibility staff can refer them to the company that reported the information.

Accuity:
LexisNexis Risk Solutions Bureau, LLC
Consumer Inquiry Department
P.O. Box 105108
Atlanta, GA 30348-5108
Phone: 1-888-530-7378

Accurint for Government Eligibility:
LexisNexis Risk Solutions Bureau, LLC
Consumer Inquiry Department
P.O. Box 105108
Atlanta, GA 30348-5108
Phone: 1-877-497-2621

New system codes in FAMIS:

Each FCRA source has two new FAMIS verification codes. It is very important that you use the correct code so that the case pends only when appropriate and the correct wording goes out on the notices.

AS-Accuity Statement
AC-Accuity Confirmation

GS-Accurint for Government Eligibility Statement
GC-Accurint for Government Eligibility Confirmation

The AS and GS codes will pend the case, acting as if the verification code is left blank, and a Request for Information Notice will be generated. The AC and GC codes act as if verification has been received and will not pend the case.

As discussed in manual section 0110.060.20 Information Reported by Electronic Verification System Causes Ineligibility, FSD cannot close a case due to information reported solely by a source. When an EVS match returns information that indicates that an applicant or participant is ineligible and this information was NOT reported by the participant, FSD must request additional information from the applicant or participant. This could be in the form of contact with the participant to confirm the information or the request of additional verification.

When deciding which verification code to use, consider the current verification requirements for each program.

AS and GS codes will be used in the following situations:

Information reported by the EVS results in ineligibility;
Information reported by the EVS is questionable or additional details are needed before an eligibility determination can be completed

AC and GC codes will be used in the following situations:

Additional information was requested due to an EVS match, and the information was provided by the participant;
EVS confirms participants statement and no additional verification is required

Referrals to the Program Integrity and Welfare Investigations Units:

There have been no changes to the referral process to the Program Integrity (PIU) or Welfare Investigations Units (WIU).

For WIU referrals:

If the verification received results in a determination of ineligibility and benefits have previously been issued, submit a referral for investigation to the Welfare Investigations Unit (WIU) using the Overpayment Portal in the FSD Worksite. Select the appropriate reason for the referral. In the narrative, indicate the referral is based on an EVS match and list the specific portal. Make a comment in FAMIS documenting the referral.

If the verification received results in a determination of ineligibility and benefits have not been issued, do not submit a referral for investigation.

Field Processes:

Field process guides will be housed on the Accuity page on FSD’s Intranet Site. To access the Accuity page from FSD’s intranet site click on the button labeled “FSD Work Sites.” In addition to future memos, you may receive information regarding field processes, best practices, and frequently asked questions from your Program Administrators or Managers.

Any questions about any of the topics covered in this memo should be sent through normal supervisory channels. Policy questions can be submitted by managers to the policy unit email addresses:

MHABD and Family MHN: COLE.MHNPOLICY@dss.mo.gov

SNAP: COLE.FSPOLICY@dss.mo.gov

TA and CC: FSD.COLETAPOLICY@dss.mo.gov

If a case specific policy clearance is needed, the Request for Interpretation of Policy (IM-14) process should be utilized.

The new tools are part of your eligibility toolbox for improving accuracy and easing some of the verification burden for FSD participants!

NECESSARY ACTION:

Review this memorandum with appropriate staff.

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

IM-37 COVID-19: NEW TYPES OF UNEMPLOYMENT COMPENSATION BENEFITS RESULTING FROM THE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY (CARES) ACT FOR THE MO HEALTHNET, FOOD STAMP, CHILD CARE, AND TEMPORARY ASSISTANCE PROGRAMS

Posted on 2020-04-292020-04-29

FROM: KIM EVANS, DIRECTOR

SUBJECT: COVID-19: NEW TYPES OF UNEMPLOYMENT COMPENSATION BENEFITS RESULTING FROM THE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY (CARES) ACT FOR THE MO HEALTHNET, FOOD STAMP, CHILD CARE, AND TEMPORARY ASSISTANCE PROGRAMS

DISCUSSION:

On March 27, 2020, the Coronavirus Aid, Relief, and Economic Security (CARES) Act was signed into law. This act contains changes that affect the Food Stamp (FS, also known as SNAP) Program, Temporary Assistance (TA) Program, Child Care Program, and MO HealthNet (MHN) Programs.

In Missouri, the Missouri Department of Labor administers Unemployment Compensation funds created by the CARES Act. Those funds are:

The Federal Pandemic Unemployment Compensation (FPUC) fund (Section 2104 of the act), provides a $600 federal supplement to individuals eligible to receive a regular weekly Unemployment Compensation payment.
The Pandemic Unemployment Assistance (PUA) fund (Section 2102 of the act) provides benefits for eligible individuals who are self-employed, seeking part-time employment, or who would not otherwise qualify for Unemployment Compensation.
The Pandemic Emergency Unemployment Compensation (PEUC) fund (Section 2107 of the act), provides an additional 13 weeks of unemployment benefits to those that have exhausted benefits under regular Unemployment Compensation.

IMES

The Missouri Department of Labor will update IMES with changes due to the new types of Unemployment Compensation. Once changes are complete, staff will be notified with additional information.

MO HealthNet Programs

Exclude Unemployment Compensation income received from FPUC funds for most MO HealthNet programs.

EXCEPTION: Include Unemployment Compensation income received from FPUC funds for the sighted spouses of Blind Pension participants in Blind Pension determinations.

Include Unemployment Compensation income received from PEUC and PUA funds for all MO HealthNet programs.

Prior Quarter: Payments from FPUC, PEUC, and PUA funds were not made prior to 4/2020. Do not budget income from FPUC, PEUC, or PUA for months prior to 4/2020.

NOTE: Continue to include income from regular Unemployment Compensation for MO HealthNet programs.

Food Stamps

Include Unemployment Compensation income received from FPUC, PUA, and PEUC funds for Food Stamp eligibility determinations.

Temporary Assistance

Include Unemployment Compensation income received from FPUC, PUA, and PEUC funds for Temporary Assistance eligibility determinations.

Child Care

Include Unemployment Compensation income received from FPUC, PUA, and PEUC funds for Child Care eligibility determinations.

FAMIS Entries

Enter the gross amount of Unemployment Compensation. Make appropriate entries on the Court Ordered Expense (FMXL/SUPEXP) screen to indicate child support expenses. Use the selections below to add Unemployment Compensation fund types to the Select Income (FMX2/SELINC) screen:

US Unemployment Compensation COVID19 FPUC–To indicate FPUC
UA Unemployment Compensation PUA-To indicate PUA
UE Unemployment Compensation PEUC-To indicate PEUC.

NOTE: FAMIS was updated with the additional Unemployment Codes effective 4/29/2020.

MEDES Entries

Enter the gross amount of Unemployment Compensation. Use the income type selections below to add Unemployment Compensation fund types to MEDES:

Unemployment Compensation COVID-19 FPUC
Unemployment Compensation COVID-19 PUA
Unemployment Compensation COVID-19 PEUC.

NOTE: Currently, MEDES is updated with an income type selection for Unemployment Compensation COVID-19 FPUC. Selections for Unemployment Compensation COVID-19 PUA and Unemployment Compensation COVID-19 PEUC will be added at a later date and staff will be notified of the change.

Do not use the income type selection Unemployment Compensation Stimulus Increase.

NECESSARY ACTION:

Review this memorandum with appropriate staff.

KE/ers/rr/hp/rw/sb

IM-162 CLARIFICATION OF VETERANS’ BENEFIT INCOME AND UPDATE OF AGENT ORANGE SETTLEMENT FUND PAYMENTS FOR ALL PROGRAMS

Posted on 2019-10-102023-05-01

FROM: REGINALD McELHANNON, INTERIM DIRECTOR

SUBJECT: CLARIFICATION OF VETERANS’ BENEFIT INCOME AND UPDATE OF AGENT ORANGE SETTLEMENT FUND PAYMENTS FOR ALL PROGRAMS

MANUAL REVISION #116
1600.010.15.15
1025.015.15
0410.015.10
0805.015.30
0805.015.10
0610.010.00
1805.030.20.10
1110.020.30
1115.015.85
2010.045.10.05
0210.015.35.40
0210.015.05

DISCUSSION:

The purpose of this memorandum is to inform staff of updates to Veterans’ Benefits and Agent Orange Settlement Fund income in manual sections for the Temporary Assistance, MO HealthNet, Food Stamps, and Child Care programs.

The funding for this settlement fund was created as a result of a class action lawsuit, Re: Agent Orange product liability litigation, M.D.L. No. 381 (E.D.N.Y).

The Agent Orange Settlement Fund closed in 1997. This unearned income source is no longer valid.

Updates have been made to explain benefits paid by the Veterans Administration (VA) to veterans with service-related disabilities include payments for disabilities due to exposure to Agent Orange.

Refer to the chart below to review specific manual sections updated as a result of these changes.

Program	Policy #	Update
Temporary Assistance	0210.015.05	Update – Agent Orange Aetna (AO no longer valid, fund closed in 1997). Update – Agent Orange Veteran’s Benefits (AV no longer valid, use code VA for any Agent Orange related VA disability benefits). Update – Veteran’s Benefits to show income code of (VA) also includes service related disabilities due to exposure to Agent Orange.
Temporary Assistance	0210.015.35.40	Update – Agent Orange Settlement Fund payments or payments received from any other fund established pursuant to the settlement in the Agent Orange product liability litigation. (Income no longer valid, fund closed 1997).
Food Stamps	1115.015.85	Update – Income Source code for VA benefits issued by the Department of Veterans Affairs related to exposure to Agent Orange.
Food Stamps	1110.020.30	Remove- Reference to Agent Orange Settlement Benefits.
Child Care	2010.045.10.05	Remove – Reference to Agent Orange as an excluded benefit.
MAGI	1805.030.20.10	Update – Clarification to #9, All Veterans Benefits, to include disabilities due to exposure to Agent Orange. Update – Added clarification to #27, Agent Orange Aetna. This settlement fund was closed in 1997.
MHABD	0805.015.10 0805.15.30	Update – Fund was closed in 1997. Update-VA Benefits include payments from the Veterans Administration made to veterans with disabilities related to exposure to Agent Orange.
SAB	0410.015.10	Update-VA Benefits include payments from the Veterans Administration made to veterans with disabilities related to exposure to Agent Orange.
SNC	0610.010.00	Update – Fund was closed in 1997
December 1973	1025.015.15	Update-Fund was closed in 1997.
Gateway to Better Health	1600.010.15.15	Update – Fund was closed in 1997 Update-VA Benefits include payments from the Veterans Administration made to veterans with disabilities related to exposure to Agent Orange.

Required Action:

Due to these updates, the Unearned Income (UI) sources of Agent Orange AETNA (AO) and Agent Orange Veteran’s Benefits (AV) are no longer valid. Until changes are made in FAMIS, discontinue using income types AV and AO in FAMIS. Use income type VA for all disability payments issued by the Veterans Administration to disabled veterans. In MEDES, discontinue using income types Agent Orange Aetna and Agent Orange Veterans Benefits.

NECESSARY ACTION:

Review this memorandum with appropriate staff.

RM/ers/plh/ja/jl

IM-070 TEMPORARY CENSUS EMPLOYEES EARNINGS

Posted on 2019-05-022019-05-02

FROM: PATRICK LUEBBERING, DIRECTOR

SUBJECT: TEMPORARY CENSUS EMPLOYEES EARNINGS

DISCUSSION:

This memorandum introduces updates to the earned income code “CT – Census Income – Temporary” in FAMIS for the 2020 Census

Child Care: Effective April 1, 2019, the CT – Census Income – Temporary is included income in the Child Care Subsidy program budget.

Any changes to an active Child Care Subsidy case, simplified reporting rules will disregard benefit reductions on an active Child Care Subsidy case that reports new income or income increases from the Census Bureau.

Food Stamps: Missouri has received a waiver from Food and Nutrition Services (FNS) to exclude Census Income- Temporary (CT) income for the 2020 Census through September 30, 2020 for the Food Stamp program. This waiver allows participants to gain work experience as well as much needed income in the current economy without the loss of Food Stamp benefits.

Temporary Assistance: Effective April 1, 2019, the Census Income – Temporary (CT) is excluded income for the Temporary Assistance (TA) program budget. Missouri has received guidance from Agency for Family and Children (AFC) to exclude this income for the 2020 Census. This means TA participants will continue to receive their benefits without reduction while helping the Census Bureau and gaining work experience.

MO HealthNet Programs: For all MO HealthNet programs (MHABD and MAGI), the Census Income- Temporary (CT) is included income in the MO HealthNet budget.

It is important to code this income source correctly for reporting purposes. Effective April 1, 2019, on the Income (FMX0) screen enter income type “EI – Earned Income” and source “CT – Census Income – Temporary”. FAMIS will consider the income as follows:

Income Description	Income Type	Source	CC	FS	TA	MO HealthNet
Census Income-Temporary	EI	CT	Include	Exclude	Exclude	Include

In MEDES, this income should be budgeted as “Wages” on the Income Type field on the Income Evidence. The Employer Name field should be entered as “Temporary 2020 Census Employment”. This will help alert staff to update income once the 2020 Census is complete.

Identifying Temporary Census Employees

Temporary employees working on the 2020 Census effort will receive a weekly Earnings Statement. At the top of the statement is a notation for Pay Group: “CB-1-Census Temporary Weekly”, and the dates for the current pay period. The employer address is listed as:

Chicago Regional Census Center
US Census Bureau
1111 W. 22^nd Street, Suite 400, Oak Brook, Illinois 60523-1918

The Census Bureau is the only agency paying employees that will use the Census Income- Temporary (CT) earned income code.

NECESSARY ACTION:

Review this memorandum with appropriate staff.

PL/hrp/jl