Category: IM Memo

IM-11 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) FS-1 REVISED APPLICATION

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) FS-1 REVISED APPLICATION

FORM REVISION # FS-1

DISCUSSION:

The purpose of this memorandum is to introduce the updated Application for Supplemental Nutrition Assistance Program (SNAP) form (FS-1).

The revised FS-1 updates terminology and replaces Food Stamp(s) with SNAP. The FS-1 has been updated to reflect this change. The revised is currently available in the IM Forms Manual.

NECESSARY ACTION:

  • Review this memorandum with appropriate
  • Destroy all previous paper versions of the FS-1 and immediately begin using the FS- 1 10-2020 version; it does have 11-2020 as the date on left corner due to printing updates.

 

KE/mm

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

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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-09 REVISION TO THE CITIZENSHIP ELIGIBILITY DETERMINATION SECTION OF THE TEMPORARY ASSISTANCE (TA) MANUAL

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  REVISION TO THE CITIZENSHIP ELIGIBILITY DETERMINATION SECTION OF THE TEMPORARY ASSISTANCE (TA) MANUAL

MANUAL REVISION # 0205.040.05

DISCUSSION:

The purpose of this memorandum is to update the TA manual section 0205.040.05 Eligibility Determination to introduce an additional option to prove citizenship allowed by the Child Citizenship Act of 2000.

This act states that participants born outside of the United States are considered citizens if certain conditions are met on or after February 27, 2001:

  • One of the person’s parents is a United States citizen (whether by birth or naturalization) and
  • The person was legally residing in the U.S., in the custody of a citizen parent, while under the age of 18

Explore citizenship verification under the Child Citizenship Act of 2000 if evidence indicates a participant meets the above conditions. Staff must make appropriate comments in the eligibility system.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff

 

KE/hrp

IM-08 ACCURINT FOR GOVERNMENT ELIGIBILITY (AFGE) PORTAL

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: ACCURINT FOR GOVERNMENT ELIGIBILITY PORTAL

FORM REVISION #

DISCUSSION:

Accurint for Government Eligibility (AfGE) is the newest portal being added to the Electronic Verification System (EVS). AfGE may be used for the MO HealthNet for the Aged, Blind, and Disabled (MHABD) and Family MO HealthNet (MAGI) programs at the time of application and annual renewal.

NOTE: Information used in a MO HealthNet eligibility determination may also affect other programs such as Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance (TA), or Child Care (CC).

AfGE is separate from the Accuity portal that was recently introduced.

AfGE is not required to be reviewed at every application or annual renewal. Use AfGE ONLY when needed to collect information to determine eligibility and after cost-free electronic sources have been exhausted. 

AfGE provides information from more than 30 participating states regarding:

  • Real estate ownership
  • Aircraft ownership
  • Watercraft ownership
  • Incarceration
  • Death
  • Address

The AfGE portal can be accessed from the Family Support Division (FSD) Intranet page, under the FSD Work Sites tab. The button is labeled “LexisNexis Accurint – EVS AfGE.”

The AfGE User Guide, located on the IM Training intranet page, provides specific instructions for completing searches. To locate the guide, search for AfGE in FAMIS Resources.

The Accuity-Asset Verification System portal introduced staff to the Fair Credit Reporting Act (FCRA) requirements. The real estate, aircraft, watercraft, and incarceration search results contained in the AfGE portal are subject to FCRA requirements as discussed in manual section 0110.060.05 Electronic Verification System Legal Basis. Information regarding proper authorization to review FCRA sources is available in the Electronic Verification System portion of the General Information manual.

NOTE: Individuals who are not applying for or receiving MO HealthNet coverage must sign an Authorization for Verification (IM-6EVS) form before their information can be accessed in the AfGE portal. This includes spouses who are not requesting coverage on the MHABD case and parents who are not requesting coverage on the MAGI case.

Searches must only be conducted for the purpose of determining eligibility for MO HealthNet programs.   

The following AfGE searches are allowed for all staff:

  • Instant ID
  • Death Records
  • Criminal Records
  • Real Property
  • Watercraft
  • FAA Aircraft
  • Real Time Phones
  • Basic Lookup

The Person Search must only be accessed by Benefit Program Supervisors, Program Coordinators, Program Managers, and Program Specialists.

Use of specific AfGE searches

Instant ID: Access when it is suspected that the participant is living in another state, address is questionable, address listed on application or review form is illegible or incomplete and the address is not already available to FSD. If a phone number is needed for the MHABD or MAGI case, phone number information is also available on this report. Consult cost-free electronic sources like MODL and IIVE prior to accessing AfGE.

NOTE: The Real-Time Phones and Basic Lookup searches also provide information regarding phone numbers. The Instant Id search is preferred for locating phone numbers because of the efficient format of the Instant ID report. 

Death Records: Access when FSD has received indication that a participant may be deceased and all cost-free electronic sources such as IDTH, IDSS, and IIVE have been consulted.

  • If the death is reported by a member of the participant’s family or household, additional verification such as AfGE is not required before taking action on a MO HealthNet case.

Criminal Records: Access when FSD has received information indicating that the individual is incarcerated and cost-free electronic sources such as Casenet, Vinelink, and the Missouri Department of Corrections Offender Search did not provide confirmation.

Real Property: Access to verify ownership of real property or confirmation of the sale of property and cost-free electronic sources such as Missouri State Assessor Association . The property value information provided by the AfGE portal provides an indication of value but does not provide acceptable property value verification for FSD’s purposes.

  • Do not request AfGE information when participant’s attestation is acceptable and the information is not in question.

Watercraft: Access to verify ownership of watercraft and cost-free electronic sources such as NADA Guide and Kelley Blue Book for watercraft.

FAA Aircraft: Access to verify ownership of aircraft.

Reminder: Information provided by a source other than the participant that results in ineligibility must be confirmed by the participant before action can be taken. Additional information is available in manual section 0110.060.20 Information Reported by Electronic Verification System Causes Ineligibility.

NOTE: For additional information on possible free resources to access       please refer to Verification Matrix located in FAMIS Resources.

Person Search: Provides information regarding participant’s address and past and/or present household members. Person Search may be consulted when household composition is in question and supervisors or managers are trying to determine if a Welfare Investigation Unit (WIU) referral is needed.

NOTE: Information provided by a Person Search must be used with caution because the household’s situation may have changed in the time period between AfGE receiving the information and the participant’s application or annual renewal.

Adding Information to the Case Record

Search results must be printed using the instructions in the AfGE User Guide and added to the participant’s case record even if no matches were found.

All reports must be reviewed thoroughly and any other individual’s personally identifiable information must be redacted.

Example: A real property report is gathered for an MHABD application. The report shows the name of the previous owner. Staff MUST redact the name of the previous owner prior to adding the report to the case record.

When redacting information from a record, a specific method is not required. One option is to use Microsoft Edge:

  • Right click on the pdf and select “Open with,” a list will appear. Select Microsoft Edge. Click on the drawing tool and mark out the information that needs redacted.

FAMIS System Changes

Due to the FCRA requirements, new system codes for FAMIS are being developed. A memorandum will be released when the new codes are available.

GS: AfGE-Accurint Statement will pend the case, and a Request for Information Notice (FA-325) will be generated for the MHABD case.

The GS code will be used when additional information is needed from the participant such as:

  • Information reported by AfGE does not match the participants statements and results in ineligibility; or
  • Information reported by AfGE is questionable or additional details are needed before an eligibility determination can be completed.

GC: AfGE-Accurint Confirmation will act as if verification has been received and will not pend the case.

The GC code will be used in the following situations:

  • Additional information was requested due to an AfGE match, and the information was provided by the participant; or
  • AfGE confirms participant’s statement and no additional verification is required.

Until the system work is complete, in order to notify the participant of a negative action taken on their case due to FCRA information reported by AfGE, staff must include an IM-50AfGE Information Notice-Regarding an Action Taken on your Case with the adverse action and action notices. This form provides notification for the participant’s MO HealthNet case as well as any additional cases such as TA, CC, or SNAP. This is a requirement for the Real Property, FAA Aircraft, Watercraft, and Criminal Records searches. 

MEDES System Changes

The only information from the AfGE portal that is used by MEDES that has FCRA requirements is incarceration. Because the suspension of coverage for incarcerated individuals is currently processed manually there are no system changes in MEDES due to the AfGE portal.  

Incarcerated Information

The suspension of MO HealthNet coverage for incarcerated individuals is processed manually at this time. Guidance regarding additional FCRA wording that is required for notices regarding suspension of MO HealthNet coverage will be provided in a separate memorandum.

Questions

Questions must be sent through normal supervisory channels to the MHN Policy Unit at COLE.MHNPolicy@dss.mo.gov. If a case specific policy clearance is needed, the Request for Interpretation of Policy (IM-14) process should be utilized.

ATTACHMENTS:

IM-50AfGE Information Notice-Regarding an Action Taken on your Case

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

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

IM-07 COVID-19 ELEVENTH EXTENSION OF PANDEMIC SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (P-SNAP) EMERGENCY ALLOTMENTS

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19 ELEVENTH EXTENSION OF PANDEMIC SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (P-SNAP) EMERGENCY ALLOTMENTS

DISCUSSION:

The Families First Coronavirus Response Act (FFCRA) allows for Emergency Allotments (EA) of supplemental benefits for the Supplemental Nutrition Assistance Program (SNAP/Food Stamps) to be issued to eligible SNAP households.  The P-SNAP program raises a household’s SNAP allotment to the maximum amount for the household size. 

Supplemental benefits have been issued by the Family Support Division (FSD) in March 2020 through January 2021 as part of the P-SNAP program.  P-SNAP has been extended through March 2021.  Beyond March 2021, participation in P-SNAP will be decided on a month-to-month basis during the COVID-19 health crisis.

SNAP households do not need to apply for P-SNAP.  The supplemental benefit will be automatically added to the Electronic Benefit Transfer (EBT) card.

Note:  Households that already receive the maximum allotment for their household size will not have a benefit increase.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/ks

IM-06 COVID-19 TENTH EXTENSION OF PANDEMIC SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (P-SNAP) EMERGENCY ALLOTMENTS

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19 TENTH EXTENSION OF PANDEMIC SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (P-SNAP) EMERGENCY ALLOTMENTS

DISCUSSION:

The Families First Coronavirus Response Act (FFCRA) allows for Emergency Allotments (EA) of supplemental benefits for the Supplemental Nutrition Assistance Program (SNAP/Food Stamps) to be issued to eligible SNAP households.  The P-SNAP program raises a household’s SNAP allotment to the maximum amount for the household size. 

Supplemental benefits have been issued by the Family Support Division (FSD) in March 2020 through January 2021 as part of the P-SNAP program.  P-SNAP has been extended through February 2021.  Beyond February 2021, participation in P-SNAP will be decided on a month-to-month basis during the COVID-19 health crisis.

SNAP households do not need to apply for P-SNAP.  The supplemental benefit will be automatically added to the Electronic Benefit Transfer (EBT) card.

Note:  Households that already receive the maximum allotment for their household size will not have a benefit increase.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/ks

IM-05 INCOME MAINTENANCE FEBRUARY PROCESSING PAID OVERTIME

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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-04 COVID-19 ECONOMIC IMPACT PAYMENTS RESULTING FROM THE CONSOLIDATED APPROPRIATIONS ACT, 2021 FOR ALL INCOME MAINTENANCE (IM) PROGRAMS

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19 ECONOMIC IMPACT PAYMENTS RESULTING FROM THE CONSOLIDATED APPROPRIATIONS ACT, 2021 FOR ALL INCOME MAINTENANCE (IM) PROGRAMS

MANUAL REVISION #

0205.005.30.10  

0210.015.35.40

0805.015.10  

1025.015.01.02

1110.020.30  

1115.015.90

DISCUSSION:

Economic Impact Payments (EIP), also known as Stimulus Payments, were approved as part of the Consolidated Appropriations Act, 2021 (CAA) which was signed into law on December 27, 2020.  The CAA contains changes that affect the Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance (TA) Program, Child Care Subsidy (CC), and MO HealthNet (MHN) Programs.

 

Economic Impact Payments

U.S citizens and resident aliens will receive the EIP up to $600 for each individual and each qualifying child if:

  • they are not a dependent of another taxpayer and
  • have a work eligible Social Security number with Adjusted Gross Income (AGI) up to:
    • $75,000 for individuals
    • $112,500 for head of household filers and
    • $150,000 for married couples filing joint returns

Reduced Payments: The amount of the reduced payment will be based upon the tax filers AGI.  The EIP will be reduced by 5% of the amount by which their AGI exceeds the applicable threshold shown above up to certain maximums for each tax filing status.

Eligible retirees and recipients of Social Security, Railroad Retirement, Disability or Veterans’ benefits as well as taxpayers who do not make enough money to normally have to file a tax return will receive a payment. This also includes those who have no income, as well as those whose income comes entirely from certain benefit programs, such as Supplemental Security Income benefits.

Retirees who receive either Social Security Retirement or Railroad Retirement benefits will also receive payments automatically.

 

MO HealthNet Non-MAGI Programs, Supplemental Nutrition Assistance Program (SNAP), Temporary Assistance (TA), and Child Care Subsidy (CC)

  • Payments are excluded as income.
  • Payments are excluded as a resource for the first 12 months from receipt.

NOTE: EIP payments reported in the month received will be entered as a resource. DO NOT enter as income in FAMIS. Any money left from the EIP 12 months after receipt will be counted as a resource.

 

Family MO HealthNet (MAGI) Programs

  • Payments are excluded as income.

NOTE: Make a comment on the case of the amount received. The payment is not to be entered as income on the case.

  • Example of note comment: Ms. Smith reported she received $600.00 from the EIP on 1/4/2021.

 

FAMIS Entries

If the EIP is reported as income in the month received, enter it as a resource on the SELFRES (FMWB) screen. DO NOT ENTER AS INCOME ON SELINC (FMX2). The excluded amount should always equal the total EIP when entering for the same month it was received along with any other excluded balances for that month. Use Code CV in the Excl Rsn field for the Economic Impact Payment or CB if multiple exclusion reasons exist. Please use the Verification Matrix for acceptable verification codes.

If the balance of the EIP is reported the month after receipt exclude any remaining balance of the EIP in the accounts as CV following normal procedures in entering liquid resources.

Though the EIP amount authorized by the CAA is different, please refer to IM-35 COVID-19 ECONOMIC IMPACT PAYMENTS RESULTING FROM THE CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY (CARES) ACT FOR THE MO HEALTHNET, FOOD STAMP, TEMPORARY ASSISTANCE AND CHILD CARE SUBSIDY PROGRAMS for guidance to capture the EIP income as an excluded resource.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

KE/nw/mm/hp/ers

IM-03 SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) TEMPORARY ALLOTMENT CHANGES

Posted on

FROM:   KIM EVANS, DIRECTOR

SUBJECT:   SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) TEMPORARY ALLOTMENT CHANGES 

MANUAL
REVISIONS:   1115.099.00

DISCUSSION:  This memo references the changes to the maximum allotment addressed in IM-01 dated January 6, 2021.

The temporary increase to monthly SNAP allotments occurred over the weekend of January 16, 2021.  A manual revision was made to reflect the temporary changes to the maximum benefit amounts and update the minimum for categorically eligible and two-person eligibility units.

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/ja            

IM-02 COVID-19: UNEMPLOYMENT COMPENSATION UPDATES RESULTING FROM THE CONSOLIDATED APPROPRIATIONS ACT, 2021

Posted on

FROM:  KIM EVANS, DIRECTOR

SUBJECT:  COVID-19:  UNEMPLOYMENT COMPENSATION UPDATES RESULTING FROM THE CONSOLIDATED APPROPRIATIONS ACT, 2021

DISCUSSION:

Memo IM-37, dated April 29, 2020, introduced 3 new types of Unemployment Compensation funds that were created on March 27, 2020, as a result the Coronavirus Aid, Relief, and Economic Security (CARES) Act. 

Those funds were the Federal Pandemic Unemployment Compensation (FPUC) fund, the Pandemic Unemployment Assistance (PUA) fund, and the Pandemic Emergency Unemployment Compensation (PEUC) fund.

On December 27, 2020, the Consolidated Appropriations Act, 2021 (CAA) was signed into law.  The CAA enacts changes to the provisions of unemployment funds introduced by the CARES Act:

  • FPUC-A $300 weekly federal supplement is added to regular unemployment funds starting after December 26, 2020 and ending March 14, 2021. FPUC funds are excluded/non-countable income for the Supplemental Nutrition Assistance Program (SNAP) and all MO HealthNet programs (except for sighted spouses on Blind Pension determinations).
  • PUA funds provide unemployment benefits for eligible individuals who are self-employed, seeking part-time employment, or who would not otherwise qualify for Unemployment Compensation. PUA funds are extended through March 14, 2021 and allow certain individuals to continue receiving benefits through April 5, 2021.  These funds count for all programs.
  • PEUC funds provide an additional 13 weeks of unemployment benefits to individuals who have exhausted benefits under regular Unemployment Compensation. PEUC funds are extended through March 14, 2021 and allow certain individuals to continue receiving benefits through April 5, 2021.  These funds count for all programs.

IMES is updated to include all three types of Unemployment.

Verification of Unemployment Compensation Income

Use IMES to identify, budget, and verify gross income and deductions from Unemployment Compensation for Missouri unemployment recipients.

  1. Review the COMP WEEK column of the IMES. Total all payments made per the CHECK AMT column for each specific COMP WEEK date to determine a gross payment amount. In the red box below, the total payment made for the COMP WEEK 12/30 is $620.00 ($558 + $62=$620). 
  2. Review the WEEKLY AMT field to determine the regular weekly amount.
  3. Enter the WEEKLY AMT as regular unemployment, PUA, or PEUC funds.

NOTE:  Refer to 2020 Hot Tip, Identifying Pandemic Unemployment Types on IMES for more.  

The remaining amount, should be the $300 FPUC funds.  Enter this amount as FPUC.

  1. For FAMIS determinations, evaluate the REC column of the IMES for child support payments (CHSP). If child support payments are deducted, budget the payments on the Court Ordered Expense (SUPEXP/FMXL) screen in FAMIS using normal budgeting procedures. 
  1. Review the budget screens in the eligibility system before authorization. Regular Unemployment Compensation/Insurance is included income for all programs.

Refer participants with questions about Unemployment Compensation to the Missouri Department of Labor and Industrial Relations interactive site at uinteract.labor.mo.gov.  Participants can use this site to file claims for Unemployment Compensation, view income verification, request documentation, and report changes in circumstances.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

KE/ers/hrp/mm/sb/nw