Category: Food Stamp Home

IM-164 USING CLIENT STATEMENT INCOME VERIFICATION

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FROM:  REGINALD E. McELHANNON, ACTING DIRECTOR

SUBJECT:  USING CLIENT STATEMENT INCOME VERIFICATION

MANUAL REVISION #118

1102.015.05  Gross Income

 

DISCUSSION:

FAMIS is updated and will now pend for verification if Client Statement (CS) is entered for income verification for Food Stamps.  The system would previously allow CS for income verification and approve based on this verification code.

The Food Stamp Manual is also updated with Client Statement information of acceptable verification.  If Client Statement is the best available information to determine income and all attempts to verify income have been exhausted, a written statement from the client can be accepted and entered as Hard Copy (HC).  All attempts that were taken to verify the income must be documented in the comments in order to accept client’s written statement of income.  A written statement may also be appropriate for some types of self-employment.

 

OTHER PROGRAMS:

Child Care Subsidy:

CS is an eligible verification code for Child Care Subsidy. Using the CS code for income verification at application should only be used if all other options have been exhausted and the household is unable to provide the required verification to make an eligibility determination. Eligibility Specialists should only use the CS code when a household reports an increase in income during an active eligibility period and it is below 85% of the State Median Income (SMI) for their household size due to simplified reporting rules. If a household reports a decrease in income that results in an increase in benefits, staff should not enter the CS code and must verify the income.

 

Temporary Assistance and MO HealthNet:

The CS code will still pend for verification.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/cs

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

Posted on

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.

 

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IM-149 FOOD STAMP FFY 2020 OCTOBER MASS ADJUSTMENT

Posted on

FROM:  REGINALD E. McELHANNON, INTERIM DIRECTOR

SUBJECT:  FOOD STAMP FFY 2020 OCTOBER MASS ADJUSTMENT

MANUAL REVISIONS:#107                    

1105.015.04.05

1115.035.05

1115.035.25

1115.035.25.15

1115.099.00

1135.010.07.05

0815.030.10.10.10

Appendix B

Appendix J

 

DISCUSSION:

The October Food Stamp Mass Adjustment  occurred over the weekend of September 7, 2019.  All policies and updated information will go into effect for all applicants and customers as of October 1, 2019. 

This memorandum addresses the following issues related to the mass adjustment:

  • Updates to the Maximums 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     $167

  4 Household Members        $178

  5 Household Members        $209

  6+ Household Members      $240

  Utility Standards

  SUA                                     $394

  NHCS                                  $311

  LUA                                     $128

  Telephone                           $  63

  Excess Shelter Deductions

  $569

  Standard Medical Deduction

  $170

  Gross (130%) Maximum

  Increased

  Net (100%) Maximum

  Increased

  FPL (165%) Maximum*

  Increased

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

 

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 Food Stamp 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

09/07/2019

102019

No Change

NOCH

09/07/2019

102019

Reduction

REDU

09/07/2019

102019

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

To inquire why an action is taken, on EU Action Log (FM40), select the action, and press F17=INQAUTH. The Action Authorization (FM3H) screen appears. Press F19=REASON. The reason code and the code description appear. After payroll closing, the Payment History (FM5F) screen displays the appropriate allotment for each EU.

 

Decrease Benefits or Case Closings

EUs with cases that have an allotment decrease or their case is closing will receive an FA-150 Action Notice.

 

Conflict of Actions

FAMIS will adjust active Food Stamp 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. The Eligibility Specialist voids the 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 the Eligibility Specialist to take action. When the Eligibility Specialist completes the appropriate action, the case will be automatically adjusted.

The following are examples of cases not adjusted:

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

 

Notices

All EUs with an allotment increase will be sent an FA-150 Action Notice.  These notices are dated September 19, 2019. The notice informs the EU of the following:

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

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

 

Fair Hearing Request

If the EU requests a fair hearing for the Food Stamp Program, the Agency needs to:

  • Follow your current hearings office process in your local office.

 

Manual Revisions

The Food Stamp Manual Revisions are as follows:

  • Section 015.04.05 – Update 165% FPL
  • Section 035.05 – Update the Standard Deduction
  • Section 035.25 – Update the Excess Shelter Maximum
  • Section 035.25.15 – Update the Utility Standards
  • Section 099.00 – Update Maximum Allowable Monthly Income Limits and Allotment Table
  • Section 099.00 – Update Appendix A Simplified Reporting Requirements
  • Section 010.07.05 – Update standard for pre-strike calculations

The following information has been revised on the intranet:

  • Food Stamp Program Changes Flyer
  • Standards History Chart
  • Manually Calculating a Food Stamp Budget
  • Basis of Issuance Tables

 

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 FAMIS based on the shelter expenses and utility standards entered by the Eligibility Specialist.  The MHABD manual has been updated to reflect the new standards in Appendix B, Appendix J and 0815.030.10.10.10 Determining the Allotment to the Community Spouse.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/ja

IM-143 MANDATORY FOOD STAMP UTILITY STANDARD POLICY UPDATE

Posted on

FROM:  REGINALD E. MCELHANNON, INTERIM DIRECTOR

SUBJECT:  MANDATORY FOOD STAMP UTILITY STANDARD POLICY UPDATE

MANUAL REVISIONS #101

1115.035.25.15 Mandatory Utility Standards

1115.035.25.25 Special Situations

 

DISCUSSION:

The purpose of this memo is to inform staff of the update to Food Stamp policies, 1115.035.25.15 Mandatory Utility Standards and 1115.035.25.25 Special Situations. This update clarifies that when a portion of rent is used for utilities, even if not billed separately, each Food Stamp Eligibility Unit is entitled to the full appropriate utility standard(s) if otherwise eligible. 

If during the interview, the applicant claims rent and no utility or claims that utilities are included in rent, this must be clarified.   Staff should ask the clarifying question, “Has the landlord ever said that a specific amount of your rent is paid toward utilities and which utilities?”  If so, that amount should be subtracted from the total rent and budgeted toward the appropriate utility.  This policy update is due to a Food and Nutrition Service (FNS) clarification.

If the applicant does not know or cannot find out the specific amount that is budgeted to the utilities, do not allow the expense.

EXAMPLE:  An individual pays the landlord $600 per month.  Applicant states the landlord told them that $400 of this is for rent and $200 is for heating or cooling.  The rent is budgeted at $400 and $200 goes toward the appropriate utility.  This qualifies the individual for the standard utility allowance.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/cs

IM-138 FOOD STAMP MANUAL REVISION NON-TIMELY RECERTIFICATION CHANGE

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FROM:  REGINALD E. McELHANNON, INTERIM DIRECTOR

SUBJECT:  FOOD STAMP MANUAL REVISION NON-TIMELY RECERTIFICATION CHANGE

MANUAL REVISIONS #97

1130.015.10 Non-timely Recertifications

 

DISCUSSION:

The purpose of this memo is to inform staff of the Food Stamp Manual update regarding non-timely recertifications.  Food and Nutrition Service (FNS) provided clarification for coding applications that are received after the 15th of the last month of certification and up to 30 days after the end of a certification period as non-timely recertifications instead of initial applications as it was previously coded.

Example:  An application received August 10 for a certification that had closed July 31 would now be considered a recertification.  It would previously had been considered an initial.  However, this application would still be eligible for expedite if meeting criteria. 

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/cs

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

Posted on

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-133 FOOD STAMP MANUAL REVISIONS OF CURRENT INVESTIGATION PROCESSES

Posted on

FROM:  REGINALD E. McELHANNON, INTERIM DIRECTOR

SUBJECT:  FOOD STAMP MANUAL REVISIONS OF CURRENT INVESTIGATION PROCESSES

MANUAL REVISIONS #94

1145.005.00 REFERRAL FOR INVESTIGATION-WIU

1145.010.00 DISQUALIFICATION PROCESS

1145.010.05 WIU Returns Claim/Referral Without Investigating  

1145.010.10 WIU Recommends Administrative Disqualification                       

 

DISCUSSION:

The purpose of this memo is to inform staff of the Food Stamp Manual updates regarding Welfare Investigation Unit (WIU) and Program Integrity Unit (PIU) investigation and claim processes.  The updates replace outdated information and processes.  There are new processes for investigation referrals, changes in responsibilities, and updated terms and forms used.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/cs

 

IM-124 RELEASING INFORMATION TO THE DEPARTMENT OF HEALTH AND SENIOR SERVICES (DHSS)

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FROM:  REGINALD E. McELHANNON,  INTERIM DIRECTOR

SUBJECT:  RELEASING INFORMATION TO THE DEPARTMENT OF HEALTH AND SENIOR SERVICES (DHSS)

MANUAL REVISION #90

0130.005.05.24

 

DISCUSSION:

This memorandum introduces revisions to section 0130.005.05.24 Release of Records in Cases of Financial Exploitation of the Elderly of the General Information Manual.

The Release of Records in Cases of Financial Exploitation of the Elderly section has been expanded to include policy for when DHSS staff request information from the Family Support Division (FSD) regarding cases of financial exploitation.

For FSD to release records regarding the income or assets of a resident of a licensed nursing facility, DHSS staff who are assisting in a financial exploitation investigation must:

  • Make the request in writing.
  • Explain what information is needed by DHSS and why they need it.
  • State who will be receiving the information.
  • State that the information will only be used to further DHSS’s duties under federal and state law.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/kp

IM-121 FOOD STAMP CLARIFICATION OF DEPENDENT IMMIGRANTS OF VETERANS AND ACTIVE DUTY SERVICE REQUIREMENT

Posted on

FROM:  PATRICK LUEBBERING, DIRECTOR

SUBJECT:  FOOD STAMP CLARIFICATION OF DEPENDENT IMMIGRANTS OF VETERANS AND ACTIVE DUTY SERVICE REQUIREMENT

MANUAL REVISION #87

1105.010.10.20

 

DISCUSSION:

This memorandum introduces updated Food Stamp Manual section, 1105.010.10.20 Immigrants with Military Connections.

Immigrants with military connections can receive benefits without a waiting period.  This includes dependents of a veteran or of an active military person. The definition of an immigrant, who is the dependent of a veteran or active military person, has been updated for clarification.

Veteran’s active-duty service requirement of 24 months has been updated to the minimum active-duty service requirement.  This is a clarification from Food and Nutrition Service (FNS).

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

PL/ks/ja

IM-117 FOOD STAMP STANDARD MEDICAL DEDUCTION EXPENSE CLARIFICATION

Posted on

FROM:  REGINALD E. McELHANNON, INTERIM DIRECTOR

SUBJECT:  FOOD STAMP STANDARD MEDICAL DEDUCTION EXPENSE CLARIFICATION

MANUAL REVISION #83

1115.035.15.05

 

DISCUSSION:

This memorandum provides clarification to the amount of the Food Stamp Standard Medical Deduction (SMD). 

The Standard Medical Deduction (SMD) is $135 ($170 – $35 = $135).   

The Food Stamp Manual section, 1115.035.15.05 Amount of Medical Deduction, has been updated to reflect the correct medical deduction expense.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

RM/ks/ja