IM-23 INTRODUCING THE COMBINED INCOME MAINTENANCE (IM) POLICY MANUAL

FROM: MANDI ADAMS, INTERIM DIRECTOR

SUBJECT: INTRODUCING THE COMBINED INCOME MAINTENANCE (IM) POLICY MANUAL

 

DISCUSSION:

The Family Support Division has launched a new Combined IM Policy Manual, containing policies for all IM programs:

  • MO HealthNet Programs
  • Temporary Assistance
  • SNAP
  • Aged, Blind, & Disabled Cash Programs

No changes to program policy were made with the transition to the Combined Manual, but the policy wording was re-written with plainer, less-technical language.

Shared policy sections were created for topics that have similar eligibility factors for all IM programs, such as Applications, Non-Financial Eligibility, Financial Eligibility, and Hearings, with program-specific differences noted throughout the sections. Program-specific eligibility factors can be found in separate policy sections for MO HealthNet, Temporary Assistance, and SNAP.

The integrated search function allows users to search by keyword or topic and see how that item is treated by each program. Policy is further streamlined by utilizing charts to organize details, such as types of income and resources or income limits, where possible.

A total of 16 individual manuals have been combined into the new manual, with SuN Bucks set to be added in the future. The current manuals will all be archived April 23, 2025. Memos, e-mail memos, and Hot Tips from 2024 and prior will also be archived.

The Combined Manual can be accessed the same way as the prior manuals – a link to the Combined IM Policy Manual has been added to dssmanuals.mo.gov. The Forms Manual, National Voter Registration (NVR) Manual, and manuals for other DSS divisions remain here as well.

An introduction video with an overview of the layout of the manual as well as how to navigate and search the manual is available here.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Staff questions and concerns should be sent through normal supervisory channels.

 

 

 

MA/mn

IM-22 UPDATED DEPARTMENT OF SOCIAL SERVICES (DSS) NON-DISCRIMINATION STATEMENT (NDS) ADDED TO FORMS AND NOTICES

FROM: MANDI ADAMS, INTERIM DIRECTOR

SUBJECT: UPDATED DEPARTMENT OF SOCIAL SERVICES (DSS) NON-DISCRIMINATION STATEMENT (NDS) ADDED TO FORMS AND NOTICES

FORM REVISION #

FA-110 FA-334 FA-544
FA-150 FA-335 FA-546
FA-325 FA-510 FA-601
FA-331 FA-520  

DISCUSSION:

An updated DSS NDS has been added to the system-generated Supplemental Nutrition Assistance Program (SNAP) forms and notices listed below:

  • FA-110 Expedited Service Notice
  • FA-150 Claimant Action Notice
  • FA-325 Request for Information
  • FA-331 Request for Contact
  • FA-334 Appointment Letter
  • FA-335 Notification of Missed Interview
  • FA-510 Adverse Action Notice
  • FA-520 Notice of Expiration
  • FA-544 Change Report
  • FA-546 Mid-Certification Review Report
  • FA-601 Informational Notice

The new DSS NDS now reads:

DSS NON-DISCRIMINATION STATEMENT/ACCOMMODATION REQUEST

The Missouri Department of Social Services (DSS) is committed to the principles of equal employment opportunity and equal access to services. DSS applicants for, or recipients of, services from DSS are treated equitably regardless of race, color, national origin, ancestry, sex (including pregnancy and gender identity), sexual orientation, age, disability, religion, or veteran status. Appropriate interpretive services will be provided as required for the visually or hearing impaired and for persons with language barriers. Anyone who requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of the Department of Social Services should notify DSS as soon as possible. To request an accommodation: visit your local DSS office, contact DSS by phone, TDD/TTY: (800) 735-2966; Relay Missouri 711; or contact the DSS ADA Coordinator by phone at (800) 776-8014 or via email at HRC.OCR@dss.mo.gov. DSS will provide reasonable accommodations as required by law.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

MA/tl

 

IM-16 UPDATES TO MISSOURI SUN BUCKS (SUMMER EBT) APPLICATION

FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATES TO MISSOURI SUN BUCKS (SUMMER EBT) APPLICATION

FORM REVISION #
MOSB-1

DISCUSSION:

The Missouri SuN Bucks (Summer-EBT) Application (MOSB-1) application was revised with the following:

  • Updated terminology regarding NSLP (National School Lunch Program) eligibility.
  • Updated benefit/application year to 2024/2025 school year.
  • Updated request for last 4 of SSN to be optional.
  • Added “runaway” to household identification options.
  • Penalty Warning – Added statement confirming that the applicant is not receiving Summer EBT benefits in another State or ITO (Indian Tribal Organization).
  • Added the optional Veteran service questions with a web address and Quick Response (QR) code to the MO Veteran’s Commission survey.

The newest version of the MOSB-1 has a revision date of 02/2025. Older versions should be destroyed immediately, and only the latest version should be offered to participants.

NECESSARY ACTION:

 

 

 

KE/pm

 

IM-08 APPLICATION FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) UPDATE

FROM: KIM EVANS, DIRECTOR

SUBJECT: APPLICATION FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) UPDATE

FORM REVISION #
FS-1
FS-1 (Spanish)
FS-1 (Dari)
FS-1 (Pashito)
FS-1 (Large Print)
AEM (Online) FS-1

DISCUSSION:

The “Application for SNAP (FS-1)” was updated with the following:

  • Formatting changes were made throughout the application;
  • A new field was added to the household member details to indicate who buys and cooks together;
  • The question, “Do you need a new Missouri EBT card?” was added;
  • A new field was added to the expenses section to capture how much is paid for an expense.
  • The DSS Non-Discrimination Statement was updated; and
  • The optional Veteran service questions were replaced with a web address and Quick Response (QR) code to the MO Veteran’s Commission survey.

The newest version of the FS-1 has a revision date of 1/2025. Older versions on hand should be destroyed immediately and only the new version should be offered to participants; however, any FS-1 must be accepted regardless of the revision date.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Discard any old versions of the FS-1 and begin using the new version (01/2025) immediately.

 

 

 

KE/tl

 

 

IM-01 OBSOLETING SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL SECTIONS MID-CERTIFICATION REVIEW FOR SNAP ONLY CASES AND FOR SNAP/IM COMBINATION CASES

FROM: KIM EVANS, DIRECTOR

SUBJECT: OBSOLETING SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MANUAL SECTIONS MID-CERTIFICATION REVIEW FOR SNAP ONLY CASES AND FOR SNAP/IM COMBINATION CASES

MANUAL REVISION #
1140.020.05 (Obsolete)
1140.020.10 (Obsolete)

 

DISCUSSION:

The following manual sections contain outdated and/or redundant information:

  • 1140.020.05 Mid-Certification Review for SNAP Only Cases
  • 1140.020.10 Mid-Certification Review SNAP/IM Combination

Relevant information regarding the Mid-Certification review is outlined in 1140.020.00 Mid-Certification Reviews.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

KE/tl

IM-46 COVID-19 PANDEMIC SNAP REPLACEMENT BENEFIT POLICY

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19 PANDEMIC SNAP REPLACEMENT BENEFIT POLICY

DISCUSSION:

The purpose of this memo is to inform staff how to replace COVID-19 Pandemic SNAP benefits due ­­­­­to­­­­­ a household misfortune. COVID-19 P-SNAP benefit have been issued statewide. Most households have received additional benefits taking them to the maximum for their household size. FAMIS limits replacements to one month’s normal allotment of benefits

The additional P-SNAP benefits are also eligible for replacement due to household misfortune. To issue replacement benefits in addition to the normal monthly allotment, it will be necessary to issue a separate issuance. FAMIS only allows one replacement issuance per day, the additional P-SNAP replacement­ must be issued the following day.

NOTE: In some cases, it may take more than two issuances due to the normal monthly allotment and amount of replacement request.

For example, client normally receives $90 and received an additional $104 P-SNAP benefit (displaying as DSU) bringing them to the maximum of $194. There was a power outage destroying $194 worth of food purchased with benefits. Client completes a Request for Replacement for $194. Issuing the replacements will require a replacement issuance of the $90, the usual issuance, and the next day issue another $90, then the next day issue the remaining $14 to replace the lost $194.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/cs

IM-137 MO HEALTHNET FOR THE AGED, BLIND, AND DISABLED (MHABD) AUTHORIZED REPRESENTATIVE FAMIS ENHANCEMENT

FROM:  REGINALD E. McELHANNON, INTERIM DIRECTOR

SUBJECT:  MO HEALTHNET FOR THE AGED, BLIND, AND DISABLED (MHABD) AUTHORIZED REPRESENTATIVE FAMIS ENHANCEMENT

 

DISCUSSION:

This is the fifth in a series of enhancements to FAMIS to provide current information to the Authorized Representative (AR) as well as the MHABD participant.

IM-77 November 14, 2016 introduced the first notices to be automatically sent to the MHABD AR.

IM-35 April 24, 2017 introduced the next notices to be automatically sent to the MHABD AR.

2017 IM Memorandum #89 dated July 11, 2017 introduced more notices to be automatically sent to the MHABD AR.

IM-165 December 27, 2017 introduced additional notices to the AR.

Effective September 2, 2019 FAMIS will introduce two new screens.  These screens will be used for MHABD authorized representatives only, and will allow for the entry of an AR for the head of household (HOH) and/or other eligibility unit (EU) members.  

  •  Select ADM Authorized Representative (FMNH/SELADMAR)
    Includes a list of all open ARs.  This screen will also list ARs that were added on this screen and then ended.  ARs that were ended prior to the conversion to FMNH will remain on the Representative List (FMJ1/AUTHREP) screen, and will not be added to FMNH.
  • MHABD Representative Detail (FMNG) AR specific information will be added to this screen. There is no fastpath to this screen, it must be accessed from FMNH/SELADMAR.

NOTE: Authorized representatives for Food Stamp (FS), Child Care (CC), and Temporary Assistance (TA) cases will continue to be entered and updated on Representative List (FMJ1/AUTHREP) and Representative Detail (FMJG).

FMNH and FMNG will allow the collection of more specific information about who the participant wants to represent them and in what manner.  Participants will be able to choose a Primary Authorized Representative.  Notices will only be mailed to the primary AR.    

MHABD ARs will now be designated for the individual, not the entire eligibility unit (EU).  Each spouse may select his/her own AR. 

Notices will now be sent to the AR for couple cases, IF they share the same primary AR, or if only the individual requesting or receiving benefits designates an AR.  

NOTE: Protected Health Information (PHI) Permission response of N will not prevent notices being mailed to an AR coded as primary. 

ARs previously entered on the Representative List (AUTHREP/FMJ1) screen will be converted to the new FMNH and FMNG screens September 1, 2019.  Information will be moved for all open ARs to the HOH only.  Primary role will be assigned based on the hierarchy previously developed, see IM-165 December 27, 2017.   At each contact and the annual reinvestigation, review converted ARs to ensure information is correct.  Converted ARs coded with a role of APP (application only) must be ended.  These can be re-entered with their correct role if they were not intended to be application only ARs. Converted ARs may be updated to indicate they are primary, or not, etc.  Type and Role may not be updated once entered or converted.  Closed ARs will not be converted to the new screen, and will remain on the AUTHREP screen. 

NOTE: Updating a converted AR to shared Y will NOT create a copy for the spouse.  It is necessary to end the converted AR, and re-enter as shared.  Do not enter the same AR for the spouse without ending the converted AR.  FAMIS will treat this as 2 separate ARs, not a single shared AR.

It may be necessary to:

  • review the IM6AR the participant submitted to determine the correct role was assigned when the AR was entered into FAMIS,
  • call a participant to ensure the AR is correct and has the correct authority, or
  • send an IM6ARR so the participant can end the AR designation.

When an application is registered and FSD staff indicates on the Application Detail screen that an AR has signed the MHABD application, the FMNG screen will appear immediately following Eligibility Unit Member Role (FM3Z/EUMEMROL) in the controlled flow.  If there is also a FS, CC, or TA application AUTHREP will follow FMNG.  If the same AR is listed for MHABD and another program the AR must be entered on both screens.

NOTE:  The AR’s address must not be entered as the mailing address on the Person Detail (PRSNDTL) screen.  When the AR’s address is entered, the participant does not receive a copy of notices.

Representatives with Application Only (APO) role

On the FMNG screen the AR role of APO will be used to indicate the AR has been designated to assist with the application process only.  An AR coded as APO will be ended by FAMIS upon the completion of the application (approval or rejection).   If a hearing is requested the staff member who receives the hearing request must make updates as follows:

  1. Cancel reject the application if appropriate,
  2. Update the hearing field to Y on the FMNG screen and
  3. Remove the AR end date if application was not cancel rejected.

When the hearing decision is received:

  1. Update the hearing request to N on the FMNG screen,
  2. Enter the current date as the end date, and
  3. Approve or reject as indicated by the hearing decision.

User guides have been developed to give further instructions for adding an Authorized Representative for MO HealthNet for the Aged, Blind, and Disabled and the hearing requested field.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • At each contact or the annual reinvestigation, review Authorized Representatives to ensure information is correct and current.
  • Begin adding new MHABD authorized representatives on the FMNH/FMNG screens.

RM/vb

ATTACHMENTS:

IM-080 – FIDUCIARY ACCESS TO DIGITAL ASSETS

FROM:  PATRICK LUEBBERING, DIRECTOR
SUBJECT:
   FIDUCIARY ACCESS TO DIGITAL ASSETS

 

                              MANUAL REVISION #60
                              0105.040.23     

DISCUSSION:

House Bill 1250 (2018) known as the Missouri Fiduciary Access to Digital Assets Act, allows authorized individuals to access a participant’s online account information under certain circumstances.

Section 0105.040.23 Deceased Persons and Digital Assets has been added to the General Info Manual.  This section applies to all Income Maintenance programs and includes the information needed in order for FSD to fulfill requests regarding a deceased participant’s online FSD account.

Information regarding authorized representatives and protective payees can be found in the following sections:

NECESSARY ACTION:

  • Review this memorandum and new manual sections with appropriate staff.

 

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