IM-108 MYDSS CHANGE REPORT UPDATED FOR FAMILY SUPPORT DIVISION (FSD) INCOME MAINTENANCE (IM) PARTICIPANTS

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  MYDSS CHANGE REPORT UPDATED FOR FAMILY SUPPORT DIVISION (FSD) INCOME MAINTENANCE (IM) PARTICIPANTS

 

DISCUSSION:

On October 25, 2021, the change report available on mydss.mo.gov will be updated. This update allows participants to report household changes (such as income, address, or changes in household members) without requiring a MO Login Account or a Benefit Change Reporting Account.

The change report can be accessed by participants by clicking on “Report a Change” on the mydss.mo.gov home page. Participants complete the form with changes, attach available verification, and submit electronically. The participant then goes to a thank you page and has the option of printing or saving a PDF of the change report.

The submission page and the copy of the change report will contain a change request document number that the participant can reference when contacting FSD. The change report and attached verification will be electronically sent to FSD to be added to the electronic case file and processed as a change for all IM programs.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/cj

IM-103 INCOME MAINTENANCE (IM) APPLICATIONS TRANSLATED TO DARI AND PASHTO LANGUAGES

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  INCOME MAINTENANCE (IM) APPLICATIONS TRANSLATED TO DARI AND PASHTO LANGUAGES

FORM REVISION #
FS-1 DARI
FS-1 PASHTO
IM-1SSL DARI
IM-1SSL PASHTO
IM-1TA DARI
IM-1TA PASHTO

 

DISCUSSION:

Several commonly used applications for Family Support Division (FSD) IM programs have been translated to the Dari and Pashto languages to assist in the application process for Afghan refugees that are resettled in Missouri.

The applications can be accessed from the DSS Manuals Forms Manual and should be provided to applicants and community partners upon request.

Translated applications are:

When applications are received from participants, responses and information may need to be translated to English for processing. Send the application and any other attached verification that needs translated to the appropriate program email:

The translated application will be returned by email to the staff that requests the translation. Staff should receive translated documents within 1-2 business days, but times may vary depending on volume.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Staff should send the applications to participants upon request and have available for access in FSD Resource Centers.
  • Staff should send submitted applications that require translation to the appropriate program email address.

 

KE/cj

IM-102 OCTOBER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MASS ADJUSTMENT

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  OCTOBER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MASS ADJUSTMENT

MANUAL REVISION #
0815.030.10.10.10
1105.015.04.05
1110.005.00
1115.035.05
1115.035.25
1115.035.25.15
1115.035.25.40
1115.099.00
1135.010.07.05
1140.020.00
Appendix B
Appendix J

 

DISCUSSION:

The October SNAP Mass Adjustment occurred over the weekend of September 11, 2021. All policies and updated information will go into effect for all applicants and participants as of October 1, 2021.

The following issues are related to the mass adjustment:

  • Updates to the Maximums, Utility standards and Deductions
  • Update Process
  • Decreased Benefits or Case Closings
  • Conflict of Actions
  • Cases Not Adjusted
  • Notices
  • Fair Hearing Requests
  • Manual Revisions

Updates to the Maximums, Utility Standards and Deductions

The following updates were made during the mass adjustment:

Allotment Types

Allotment Amounts
Standard Deductions 1-3 Household Members   $177
4 Household Members   $184
5 Household Members   $215
6+ Household Members   $246
Utility Standards SUA   $415
NHCS   $327
LUA   $134
Telephone    $67
Excess Shelter Deduction $597
Homeless Standard Deduction $159.73
Standard Medical Deduction $170
Gross (130%) Maximum Increased
Net (100%) Maximum Increased
FPL (165%) Maximum* Increased

*These maximums are used to determine if a household whose members are elderly, live with others and are unable to purchase and prepare food due to a disability are eligible as a separate household for SNAP Benefits. The SNAP Manual Section 1105.015.04.05 has been updated with the new chart.

Update to Threshold for Change Reporting

The threshold for reporting required changes for a SNAP household has increased from $100 to $125.

Update to the Resource Limit

The resource limit changed from $3,500 to $3,750 for households with at least one elderly or disabled member and from $2,250 to $2,500 for all other households.

Update Process

The Food Stamp Budget Summary (FM4A) screen and the Worker Initiated Budget Calculation Area – WIBCA (FMXN) are updated with the new amounts.

After the eligibility determination is run during the mass adjustment, the following actions on active SNAP cases may be displayed in FAMIS, depending on the action taken during the mass adjustment:

Action EU Log (FM40) Displays Date Benefit Month
Increase INCR 09/11/2021 102021
No Change NOCH 09/11/2021 102021
Reduction REDU 09/11/2021 102021

The reason field on the Action Authorization (FM3H) screen displays TUA – Table Update Adjustment (system) for the mass adjustment.

Decreased Benefits or Case Closings

Households with cases that have an allotment decrease and those whose case is closing will receive an FA-150 Action Notice.

Conflict of Actions

FAMIS will adjust active SNAP cases during the mass adjustment, even if the case has a pending adverse action. A conflict of action is created if there is a pending adverse action when the mass adjustment is completed. Staff should void the pending adverse action and process the mass adjustment adverse action following these steps:

  1. Void the first (pending) adverse action on the Action Resolution (FM50 or ACTRES) screen.
  2. Complete the eligibility determination on the Eligibility Determination Resolution screen (FM3Y or EDRES).
  3. Authorize the new action, even if the action is a benefit reduction or closing.

Refer to FAMIS user guide Changing An Adverse Action Status for instructions.

Cases Not Adjusted

Pending applications and cases with pending changes cannot be adjusted during the mass adjustment and require staff to take action. When staff complete the appropriate action, the case will be automatically adjusted.

The following are examples of cases not adjusted:

  • Expedited households that are active with postponed verification (APV status).
  • Any household with an incomplete eligibility determination, such as when there is insufficient data (ISD).
  • Any household in the controlled flow.
  • If an unacceptable or blank verification code is entered for a program element.
  • Any household with pending verification.

Notices

All households with an allotment increase or decrease will be sent an FA-150 Action Notice dated September 29, 2021. The notice informs the household of the following:

  • The Standard Deduction and Excess Shelter Maximums have changed.
  • The Utility Standard Allowances have changed.
  • The household SNAP allotment for October has changed.

Staff may view the FA-150 on the Document Queue (FMVM) screen in FAMIS.

Fair Hearing Request

If the household requests a fair hearing for SNAP, the agency should follow the current process in your local office for hearing requests.

The following information has been revised on the intranet:

MO HealthNet for the Aged, Blind, and Disabled (MHABD)

The SUA or the telephone standard is used in calculating the community spouse (CS) allotment for vendor cases. This calculation is completed by the eligibility system on the shelter expenses and utility standards entered by staff. The MHABD manual has been updated to reflect the new standards in Appendix B, Appendix J, and 0815.030.10.10.10 Determining Allotment to the Community Spouse.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/ks

IM-100 NATIONAL ACCURACY CLEARINGHOUSE (NAC) COLLISION REPORTS

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  NATIONAL ACCURACY CLEARINGHOUSE (NAC) COLLISION REPORTS

 

DISCUSSION:

The goal of the NAC is to prevent duplicate participation. When duplicate participation is discovered, notification is received on a daily Collision Report.

Collision: A participant has active Supplemental Nutrition Assistance Program (SNAP) benefits in two states at the same time.

Refer to IM Memorandum #99, dated 10/01/2021, National Accuracy Clearinghouse (NAC) Pilot for additional information regarding the NAC.

Collision Reports identify two types of collisions based on when SNAP benefits were approved in each state.

  • Type 1: Missouri is the first state to authorize benefits and it appears that the participant has moved to the other state and applied there. Missouri will be responsible for contacting the participant and ending the benefits in Missouri.
  • Type 2: Missouri is the second state to authorize benefits and it appears that the participant moved to Missouri from the other state. Missouri will receive notification from the other state when benefits in their state have ended. Missouri will be responsible for recouping duplicate SNAP benefits.

Questions

Send questions through normal supervisory channels to the SNAP Policy Unit at COLE.FSPolicy@dss.mo.gov.

Utilize the Request for Interpretation of Policy process for case specific policy clearances.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/rnr

IM-99 NATIONAL ACCURACY CLEARINGHOUSE (NAC) PILOT

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  NATIONAL ACCURACY CLEARINGHOUSE (NAC) PILOT

FORM REVISION #
Duplicate Participation Prevention Notice (IM-39DPP)
Duplicate Participation Response Notice (IM-39DPR)

 

DISCUSSION:

Missouri is a participant in the Supplemental Nutrition Assistance Program (SNAP) NAC pilot program with LexisNexis. The NAC provides a method for participating states to identify SNAP participation in real-time prior to authorizing duplicate benefits. The NAC also alerts the Family Support Division (FSD) to active duplicate SNAP participation.

Implementation will begin the week of 9/27/2021. Near the launch date, all staff members who determine eligibility will receive an email containing information regarding access to the portal. Missouri will be the sixth state in the pilot project, joining Mississippi, Louisiana, Alabama, Georgia, and Florida.

NOTE: The success of the NAC pilot resulted in the concept becoming mandatory for all states. The federally mandated version of the NAC is currently in development.

Responses from the NAC are identified as a Match or a Collision:

Match: A participant has applied for benefits in one state and has active SNAP benefits in another state.

Collision: A participant has active SNAP benefits in two states at the same time.

Links for the NAC portal and NAC User Guide are located on the NAC page on the FSD Work Site. The NAC User Guide provides instructions for accessing the portal, interpreting data, and current processes for using the information received.

Policy regarding duplicate participation can be located in SNAP manual section 1105.015.15 Duplicate Participation.

To provide consistent communication with the other states in the NAC pilot two new forms are available:

Utilizing NAC at the time of SNAP application or recertification

The NAC is available to all staff when processing SNAP applications. To prevent duplicate participation, review the NAC for all household members during the application/recertification process when there is an indication that the participant may have recently resided in another participating state. Review the NAC prior to or during the interview so that information can be reviewed with the applicant during the interview.

Matches from other states during the certification period

The Customer Relations Unit will process inquiries received from other states during the certification period.

Use of NAC Portal During the Certification Period

FSD will receive collision reports when the NAC identifies duplicate participation; therefore, it is not necessary to review the NAC at the time of Mid-Certification Review. Collision reports are discussed in IM Memorandum #100, dated 10/01/2021, National Accuracy Clearinghouse (NAC) Collision Reports.

Add a person requests

Consult the NAC for the individual being added to the active case. Do not consult the NAC for the active SNAP household members because the NAC already reports active duplicate participation on collision reports.

Documentation in the Case Record

Staff must add the NAC search, match, and/or collision results to the participant’s electronic case record in the ECM. Comments regarding the search results and any actions taken must be included in the eligibility system.

Questions

Send questions through normal supervisory channels to the SNAP Policy Unit at COLE.FSPolicy@dss.mo.gov.

Utilize the Request for Interpretation of Policy process for case specific policy clearances.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/rnr

IM-98 HOURLY AND PIECEWORK FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP)

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  HOURLY AND PIECEWORK FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP)

MANUAL REVISION #
1102.020.00

 

DISCUSSION:

The Supplemental Nutrition Assistance Program (SNAP) Policy Manual section 1102.020.00 Verification Required at Recertification has been updated to remove fluctuating hourly and piecework as an example of questionable information.

Fluctuating hourly and piecework is not questionable unless there are inconsistencies.

EXAMPLE: Allan works at a factory and is paid by piecework. He is paid $10 per part/piece he assembles. Allan typically assembles 8-12 parts/pieces during a day of work and works 5 days a week. A conversation with Allan tells us that this is normal and is due to demands of the product. Allan’s work history shows varying income consistent with his statement. This income is not questionable.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/ks

IM-97 INTRODUCING NEW CONSOLIDATED WORK REQUIREMENTS NOTICE FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP)

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  INTRODUCING NEW CONSOLIDATED WORK REQUIREMENTS NOTICE FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP)

FORM REVISION #
FA-601

 

DISCUSSION:

The SNAP Work Requirements Informational Notice (FA-601) is a new consolidated notice that will generate in the eligibility system starting October 1, 2021. The notice will show the general work requirements with possible exemptions, the Able Bodied Adults without Dependents (ABAWD) Work Requirement with possible exemptions, and ABAWD Time Limits.

The new FA-601 will go out in the following circumstances:

  • when a SNAP application or recertification is approved and a household member is actively receiving SNAP benefits in the household and has a status of mandatory (MAN) on the EMPLOY (FMMS) screen;
  • when a change is authorized, such as adding a person to the household who is begins receiving SNAP benefits in the household and has a status of mandatory (MAN) on the EMPLOY (FMMS) screen;
  • when a participant who had been exempt from either the general work requirements or ABAWD has a change in circumstance which causes them to become mandatory (MAN) for one of the work requirements; and
  • with Mid-Certification Reviews that include a household member who is mandatory (MAN) on the EMPLOY (FMMS) screen and actively receiving SNAP benefits in the household

If the participant is coded as exempt on the EMPLOY (FMMS) screen when the application is approved or when a change is authorized, the new FA-601 will not generate.

The Work Registration Notice (also an FA-601) will continue to be generated at application, recertification, or when changes are authorized to indicate which household member the notice applies to. All other action notices will continue as applicable.

NOTE: Continue to explain and answer questions regarding the details of the general work requirement and the ABAWD work requirement to participants and include a comment in the eligibility system.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/rw/lb

IM-93 AUTOMATIC SECOND REQUEST FOR INFORMATION (FA-325) ELIMINATED FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP), TEMPORARY ASSISTANCE (TA), AND MO HEALTHNET FOR THE AGED, BLIND, AND DISABLED (MHABD) APPLICATIONS

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  AUTOMATIC SECOND REQUEST FOR INFORMATION (FA-325) ELIMINATED FOR SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP), TEMPORARY ASSISTANCE (TA), AND MO HEALTHNET FOR THE AGED, BLIND, AND DISABLED (MHABD) APPLICATIONS

MANUAL REVISION #
0105.045.00
0110.000.00

 

DISCUSSION:

Eligibility system updates were completed on 09/05/2021 to no longer automatically send a second Request for Information (FA-325) on SNAP, TA, and MHABD applications. The General Information section of the Income Maintenance (IM) Manual has been updated to reflect this change.

Applicants will be mailed one initial request during the application process. Staff must send a second FA-325 in the following situations:

  • The applicant provided part, but not all, of the information requested on the original FA325,
  • The applicant has provided the information requested but it is insufficient to be used in determining eligibility, or
  • The applicant has shown a good faith effort in obtaining the information but has requested more time.

When sending a second FA-325 is necessary, all requests should be clear enough for the applicant to determine exactly what is needed or why previously submitted information is insufficient.

A second FA-325 is not required and should not be sent in the following situations:

  • The applicant does not respond to the initial FA-325.
  • The applicant returns information, but it is not what was requested.
    • Example: Pay stubs are requested from the applicant. The applicant does not return pay stubs but instead provides a rent receipt.

NOTE: Information requiring staff to send two FA-325s, in all situations, before rejecting an MHABD application (in IM Memorandum #158 dated 12/14/2017) is now obsolete.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/nw

IM-91 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) UPDATED IM-160 AND IM-161 FORMS WITH IM-160 INSTRUCTIONS AND MANUAL UPDATE

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) UPDATED IM-160 AND IM-161 FORMS WITH IM-160 INSTRUCTIONS AND MANUAL UPDATE

MANUAL REVISIONS:

1145.015.00

FORM REVISION #

IM-160
IM-160 INSTRUCTIONS
IM-161

 

DISCUSSION:

The Advance Notice of Your Administrative Disqualification Hearing (IM-160) and Waiver of Administrative Hearing Disqualification Consent Agreement (IM-161) forms have been converted into fillable PDF forms. The instructions for the IM-160 and policy regarding Disqualification Penalties have been updated to clarify language.

The revised forms are currently available in the IM Forms Manual.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Destroy all previous paper versions of the IM-160 and IM-161 and immediately begin using the updated versions.

 

KE/mm

IM-88 INTERNAL USE ONLY FORMS REMOVED FROM PUBLIC DEPARTMENT OF SOCIAL SERVICES (DSS) FORMS MANUAL AND MOVED TO THE INCOME MAINTENANCE (IM) FORMS MANUAL

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  INTERNAL USE ONLY FORMS REMOVED FROM PUBLIC DEPARTMENT OF SOCIAL SERVICES (DSS) FORMS MANUAL AND MOVED TO THE INCOME MAINTENANCE (IM) FORMS MANUAL

 

DISCUSSION:

The DSS Manuals Forms Manual (public site) is intended to be used primarily by the public. The purpose is to assist participants and community partners who help participants with applying for and maintaining assistance from the Family Support Division (FSD).

The DSS Manuals Forms Manual (public site) has been updated to remove forms that are for internal use only. This includes many forms that staff complete and send to participants, as well as forms that are for field processing only and should not be accessible to participants.

The forms listed below are now available to staff only in the FSD Intranet Forms Manual (internal site).

 

Internal Use Only forms removed from the DSS Manuals Forms Manual:

BCC-1

BCCT Temporary Medicaid Authorization

CARS-3

Demand Letter for Overissuance

CARS-3

Out State Demand Letter (OTSTAT)

CARS-3-AE

Agency Error

CARS-3-IHE

Inadvertent Household Error (SPV-N)

CARS-3-IHE-H

Inadvertent Household Error Suspected Program Violation (SPV-Y)

CTYINFO

County Information Template (IM Forms)

FA-351

Child Care Provider Health and Safety Information

FA-352

Child Care Invoicing And Payment Information

FA-402

Letter for FA-402’s Returned After 90 Days

FA-700

Confidentiality Agreement

FA-701

FAMIS User Request

FA-702

Request for Access to FAMIS Information

FA-703

Access or Revocation of Profile to a FAMIS User Granted by Central Security Administrator

FSD/DBH

Coversheet

FSD/WIU

Tracking Sheet

IM-115

Request for Food Stamp Household Report

IM-14

Request for Interpretation of Policy

IM-145 OTH

Change Report Form

IM-16

Communication Transmittal

IM-16 Log

Child Support TA Sanction Request

IM-204

Returned Check Register

IM-206

Check Transmittal

IM-210 MHN

Report of MHN Quality Control Review

IM-29

MAGI

IM-29

Medicaid Eligibility Authorization

IM-29 OPE

Out-of-Pocket Expenses

IM-29 SPDN

Notification of Spend Down Coverage

IM-30A

MA Spend Down Worksheet

IM-30B

Surplus Computation Worksheet

IM-31

Appointment Letter

IM-311Q

QC Referral For Contact/Sanction

IM-31A

Request for Information

IM-31A

Request for Information Electronic

IM-31A

Request for Information – Spanish

IM-31A SHMB

Request for Information Show Me Healthy Babies

IM-31M

Notification of Missed Interview

IM-31Q

Notice Of Contact Requested

IM-31SPDN

Spend Down Notification

IM-32DIV

Temporary Assistance Diversion Approval Notice

IM-32MAGI

Approval Notice

IM-32MAWD

Notice of Case Action

IM-32SMHB

Action Notice – SMHB

IM-32SPDN

Notice of Approval for Medical Assistance Spend Down

IM-33

Notice of Case Action

IM-33A

Notice of Temporary Assistance/Food Stamp Case Action

IM-33MAGI

MAGI Notice of Case Action

IM-33MAGI

MAGI Notice of Case Action – Spanish

IM-33MHF

MO HealthNet for Families Notice of Action

IM-33TMH-R

Transitional MO HealthNet Quarterly Report

IM-360A

Extension or Closing Summary

IM-363

Notice of Temporary Assistance Extension for Hardship Action

IM-365

EMCIA Cover Sheet

IM-39

Request For Employment Security Information – Outside State Of Missouri

IM-39A

Request For Public Assistance Information – Outside The State Of Missouri

IM-41TA

TANF Months Used

IM-54

Referral for Services

IM-54A

Home and Community Based Services Referral/Assessment

IM-58

Transitional MO HealthNet Suspension Notice

IM-61

Social Information Summary

IM-62

Notice of Eligibility for Nursing Facility/Other Vendor

IM-62 PEME

Notice Of Post Eligibility Medical Expense Reduction In Surplus

IM-62 PEME-NFA

PEME Facility Notification – Approval

IM-62 PEME-NFD

PEME Facility Notification – Denial

IM-63 HWD

MO HealthNet Undue Hardship Waiver Decision

IM-63 HWN

MO HealthNet Undue Hardship Waiver Letter

IM-63 HWR

MO HealthNet Undue Hardship Waiver Request

IM-66 MAN

Medical Appointment Notification

IM-66 MAR

Medical Appointment Notification – Authorized Representative

IM-66 MRN

Medical Appointment Reschedule Notification

IM-66 MRR

Medical Appointment Reschedule Notification – Authorized Representative

IM-6EBT

Authorization for Release of Information

IM-76

Social Security Referral Request

IM-80

Adverse Action Notice

IM-80PRE

Pre-Closing Notice

IM-80SPDN

Non-spend down to spend down Adverse Action Notice

IM-80TMH

Adverse Action Notice

IM-82A

Notice of Vendor Termination

IM-89

Agency Representative Food Stamp Hearing Control Log

IM-90

Withdrawal of Request for Hearing

IM-90A

Agency Action Rescinded

IM-90B

Agency Action Withdrawn Participant Notification

IM-94A

Family Child Care Provider Notice of Registration (Appr/Rej)

IM-94B

Parental Notice of Family Child Care Provider Registration (Appr/Rej)

Menu

Adds Menu Items for IM Forms to MS Word

MO 580-2421

Family Care Safety Registration  – Child Care And Elder-Care Worker Registration

MRT Checklist

MRT Checklist

PE-1

SSL Application

PE-2

Worksheet

PE-3

PE Auth

PE-3

TEMP SMHB

WRKRINFO

Worker Information Template

 

SSI/SSDI Transition Letter

 

SSI/SSDI Transition Letter – Spanish

 

Signature Request Letter

 

Internal Inspections Report/Field Office

 

IRS Notice Log

 

Research and Evaluation Request

 

Standard Visitor Log

 

DHSS Referral Letter

 

DHSS Referral Letter-Spend Down

 

Application for Other Benefits letter

 

MO HealthNet Spend Down Discussion Checklist

 

Temporary Assistance Diversion Transmittal Form

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Update saved links.

 

KE/cj