Category: IM Memo

IM-82 UPDATING INCIDENT RESPONSE FOR UNAUTHORIZED IRS DISCLOSURES IN THE GENERAL INFORMATION MANUAL

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATING INCIDENT RESPONSE FOR UNAUTHORIZED IRS DISCLOSURES IN THE GENERAL INFORMATION MANUAL

MANUAL REVISION #
0165.000.05

 

DISCUSSION:

Effective August 21, 2023, federal, state, and local agency partners will report improper inspection or disclosure of federal tax information (FTI) including data breaches, data incidents, and information spillage to the Internal Revenue Service (IRS) Office of Safeguards only. Agencies are no longer required to report improper inspections or disclosures to the Treasury Inspector General for Tax Administration (TIGTA).

General Information Manual section 0165.000.05 INCIDENT RESPONSE FOR UNAUTHORIZED IRS DISCLOSURES is updated to reflect this change.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/pm

IM-81 OCTOBER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MASS ADJUSTMENT FY2024

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: OCTOBER SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) MASS ADJUSTMENT FY2024

MANUAL REVISION #

1105.015.04.05 1130.035.00
1115.035.05 1130.099.00
1115.035.25 1135.010.07.05
1115.035.25.15 Appendix B
1115.035.25.40 Appendix J
1115.099.00  

 

DISCUSSION:

The SNAP Mass Adjustment will go into effect for all applicants and participants as of October 1, 2023. During the SNAP Mass Adjustment, income maximums, resource maximums, utility standards and deductions are updated to reflect changes based on the cost of living.

The policy sections listed above were updated along with the following documents:

 

Updates to the Maximums, Utility Standards and Deductions:

Allotment Types Allotment Amounts
Standard Deductions 1-3 Household Members $198
4 Household Members $208
5 Household Members $244
6+ Household Members $279
Utility Standards SUA $475
NHCS $351
LUA $153
Telephone $76
Excess Shelter Deduction $672
Homeless Standard Deduction $179.66
Standard Medical Deduction $170
Gross (130%) Maximum Increased
Net (100%) Maximum Increased
FPL (165%) Maximum Increased

Notices: All households with an allotment increase or decrease will be sent a FA-150 Action Notice dated September 27, 2023.

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.

Fair Hearing Request: When a fair hearing is requested, follow current fair hearing request procedures.

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/ACTRES) screen.
  2. Complete the eligibility determination on the Eligibility Determination Resolution screen (FM3Y/EDRES).
  3.  Authorize the new action, even if the action is a benefit reduction or closing.

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 a verification code is left blank for a program element.
  • Any household with pending verification.

MO HealthNet Non-MAGI Vendor Allotment: 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 Non-MAGI manual has been updated to reflect the new standards in Appendix B and Appendix J.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/tl

IM-80 UPDATE TO MO HEALTHNET (MHN) APPLICATION AND RELATED MHN FORMS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATE TO MO HEALTHNET (MHN) APPLICATION AND RELATED MHN FORMS

FORM REVISION #

IM-1ADP IM-1SSL (SPANISH)
IM-1ADP (SPANISH) IM-1SSL (LARGE PRINT)
IM-1OSR IM-1SSL (DARI)
IM-1SSL IM-1SSL (PASHTO)

 

DISCUSSION:

Revisions to the Application for Health Coverage & Help Paying Costs (IM-1SSL) requested through a state plan amendment (SPA) have been approved by the Centers for Medicare and Medicaid Services (CMS).

The revised IM-1SSL allows participants to apply for MHN coverage and provide information so that applications can be processed by Family Support Division (FSD) quickly, and often without requiring additional contact or information from the participant.

Application improvements include:

  • Clarifying instructions.
  • Adding demographic questions to capture more accurate reporting data.
  • Improving ease of reading and understanding of eligibility questions.
  • Removing questions that do not impact eligibility.
  • Adding questions regarding MO HealthNet Adult Expansion Group eligibility.
  • Updating Rights & Responsibilities.
  • Adding a new Appendix A (optional) form to capture prior quarter income information.
  • Aligning the Appendix C (optional) form with the Family Support Division Appointing an Authorized Representative (IM-6AR) form.

The revised IM-1SSL is available in English, Spanish, Dari, Pashto, and large print.

Other forms are used with the IM-1SSL and were revised to match formatting and other changes made to the IM-1SSL:

  • Ongoing Coverage Signature Request (IM-1OSR) was revised and has a new form number. This was previously form number, IM-1SSL Ongoing.
  • MO HealthNet Add a Person (IM-1ADP) was revised and renamed. As the IM-1SSL only has room for two household members, this form is used to include additional people on an initial IM-1SSL application. The IM-1ADP may also be used to request to add a new household member to an active MO HealthNet case. IM-1ADP (Spanish) was also revised.

All revised forms have a 9/2023 revision date. All other versions of these forms are now obsolete. FSD will accept obsolete forms until 12/31/23.

Forms are available in the public forms manual and the internal forms manual.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Immediately begin using forms with the 9/2023 revision date.
  • Share with community partners.

 

 

 

KE/cj

 

IM-79 SEPTEMBER 2023 – FORMS UPDATE

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: SEPTEMBER 2023 – FORMS UPDATE

 

DISCUSSION:

Income Maintenance (IM) forms and documents are reviewed and revised periodically, as necessary. New forms and documents are created as required or requested.

Note: Supplemental Nutrition Assistance Program (SNAP) replacement benefit forms are updated due to new replacement policies and procedures related to electronically stolen benefits. Refer to New and Revised internal forms for revisions to IM-112 and new form IM-112RB.

All new and revised IM forms show a revision date of 9/2023; previous versions of these forms with other revision dates are now obsolete. Family Support Division (FSD) will accept obsolete forms until 12/31/2023.

New and Revised Forms available in the public and internal forms manuals:

Form Number  Form Name New or Revision:
FSD-4 Customer Service Revision to add DSS logo and electronic signature attestation.
FSD-4 (Spanish) Servicio Al Cliente New form translating the FS-4 to Spanish.
IM-100RWC Request to Withdraw or Close Revision to add new form number, AEG program option, and non-discrimination statement.
IM-100RWC Solicitud de Suspension o Cierre Revision to IM-100RWC Spanish.
IM-110 Replacement Request Revision to add non-discrimination statement and remove office use only section.
IM-110 (Spanish) Solicitud de Substitucion New form translating the IM-110 to Spanish.
IM-145  Change Report Revision to add new question regarding pregnant household members and additional instructions for active MO HealthNet (MHN) participants requesting a different MHN program.
IM-145 (Spanish) Informe de Cambios New form translating the IM-145 to Spanish.

 

New and Revised Forms available only to FSD staff in the internal forms manual:

Form Number Form Name New or Revision: 
IM-112 Action Taken On Your Supplemental Nutrition Assistance Program (SNAP) Case Revision to remove replacement benefit language and add non-discrimination statement.
IM-112 (Spanish) Acción Implementada en su Caso del Programa de Asistencia Nutricional Suplementaria (SNAP) Revision to IM-112 (Spanish).
IM-112RB Action Taken on Your Request for Replacement Benefits New form to notify participants who have requested replacement benefits due to household misfortune, stolen EBT card, or electronically stolen benefits.
IM-112RB (Spanish) Medida Adoptada en su Solicitud de Sustitucion de Beneficios New form translating IM-112RB to Spanish.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Begin using revised forms immediately.
  • Discard and recycle blank obsolete forms.
  • Share with community partners.

 

 

 

KE/cj

IM-78 INTRODUCING ONLINE APPLICATION FOR MEDICARE SAVINGS PROGRAMS (MSP) AND REVISIONS TO THE APPLICATION FORM

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCING ONLINE APPLICATION FOR MEDICARE SAVINGS PROGRAMS (MSP) AND REVISIONS TO THE APPLICATION FORM

FORM REVISION #
IM-1MSP
IM-1MSP (SPANISH)
IM-1MSP (LARGE PRINT)

 

DISCUSSION:

The MSP application (IM-1MSP) can now be completed and submitted online. MSP’s are available for certain individuals to get assistance with paying their Medicare premium and for some participants to also receiving assistance with coinsurance and deductibles.

Additional information about MSP’s and the link to the online application is located on the Department of Social Services webpage, Programs for Seniors & Individuals with Disabilities.

Note: The IM-1MSP is NOT an application for MO HealthNet (MHN). A participant can apply for MSP and MHN or MHN only online, by calling 855-373-9994, or by completing an Application for Health Care & Help Paying Costs (IM-1SSL).

The IM-1MSP is also available as a paper form in local offices and as a PDF that participants, community agencies, and advocates can access online and print.

The IM-1MSP is a stand-alone application and must be registered and processed without requiring the Application for Health Coverage & Help Paying Costs (IM-1SSL) or the Aged, Blind, and Disabled Supplement (IM-1ABDS). When registering or processing an IM-1MSP, always explore prior quarter coverage.

Revisions were made to the IM-1MSP to add preferences for opting out of automated calls and texts and some minor formatting changes to add clarification.

The revised IM-1MSP is available in English, Spanish, and large print with a revision date of 7/2023. All other versions of these applications should be removed and only the 7/2023 version should be distributed by FSD staff. FSD will accept the 1/2023 version until 12/31/23.

The applications are available in the public forms manual and internal forms manual.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Distribute 7/2023 revision as requested.
  • Remove obsolete forms (any other revisions date).
  • Share with community partners.

KE/cj

 

IM-77 NEW SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) POLICY ELECTRONICALLY STOLEN BENEFITS (ESB) AND ELECTRONICALLY STOLEN BENEFIT REPLACEMENT REQUEST FORM

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: NEW SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) POLICY ELECTRONICALLY STOLEN BENEFITS (ESB) AND ELECTRONICALLY STOLEN BENEFIT REPLACEMENT REQUEST FORM

MANUAL REVISION #
1150.015.00

 

DISCUSSION:

Due to the Consolidated Appropriations Act (CAA) 2023, section 1150.015.00 Electronically Stolen Benefits has been added to the SNAP manual. The CAA allows states to replace electronically stolen SNAP benefits with federal funds and allows retroactive requests for losses that occurred from 10/01/2022.

Electronically stolen benefits are defined as:

  • card skimming,
  • card cloning, and
  • phishing (or another similar method of fraud)

A new form, Electronically Stolen Benefit Replacement Request (IM-111), was created to capture the details for these types of replacement requests. For the loss to be considered for replacement, the IM-111 will need to be completed and signed by an adult participant or authorized representative of the SNAP household.

Specialized staff have been assigned special security profiles to process these types of benefit losses. A new code of ESB – Electronically Stolen Benefits is now active in the eligibility system for the assigned staff to enter benefit replacement requests.

Staff can view if a benefit replacement has been issued by going to PAYHIST/FM5F to see the payroll type of ESB.

Retroactive requests from 10/1/2022 can be accepted until 12/4/2023. If the participant has already reported the loss on the IM-110, designated staff will review and re-process these past requests.

Note: Benefits replaced due to electronic theft from an EBT account, may be replaced only two times per federal fiscal year (FFY) which is October-September.

Effective today, staff must direct participants to complete the ELECTRONICALLY STOLEN BENEFIT REPLACEMENT REQUEST (IM-111) if the participant indicates they have been a victim of this type of criminal activity. Only IM-110’s received prior to 12/04/2023 and IM-111’s will be accepted for ESB replacements.

Note: P-EBT benefits are not SNAP benefits and cannot be replaced if electronically stolen.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff
  • Begin using the new IM-111 to report SNAP benefit losses due to electronic fraud.

 

 

 

KE/ch

 

IM-76 DETERMINING CORRECT APPLICATION DATES FOR ALL PROGRAMS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: DETERMINING CORRECT APPLICATION DATES FOR ALL PROGRAMS

 

DISCUSSION:

In a recent Program Access Review (PAR), the Food and Nutrition Service (FNS) found Supplemental Nutrition Assistance Program (SNAP) applications registered with incorrect application dates. This memo provides clarification in determining correct application dates for all programs.

Incorrect application dates can result in:

  • benefit payment errors,
  • incorrect eligibility begin dates,
  • improper processing timeframes, and
  • increases to the agency’s error rates for accuracy and timeliness, potentially impacting federal funding.

Application dates must be carefully evaluated during both registration and processing to ensure that the correct date is used.

Application Date vs Agency Received Date

Application dates are determined by the date and time that an application with the minimum required information is received by the agency. (See policy for program-specific requirements.)

  • Applications received before 5:00 p.m. Monday – Friday are considered as received on that date.
  • Applications received outside of business hours (after 5:00 p.m., on a weekend, or on a holiday) are considered as received on the next business day.

Note: MO HealthNet (MHN) applications received by phone or online, including applications from the Federally Facilitated Marketplace (FFM), are an exception. Regardless of the time of day or day of the week received, online and FFM applications are dated the day the application was successfully submitted and phone applications are dated the day that the telephonic signature was captured.

Identifying Date/Time of Receipt

With the exception of applications received through the Upload Portal, applications must be opened and viewed in order to see the received date.

Received date location examples:

  • Upload Portal: Added On date in the Electronic Content Management system (ECM)

  • Online/AEM (not MHN): Submitted Date Time on bottom of each page

 

  • Mail: Date stamp

  • Resource Center: Date stamp

  • Fax: Receiving information on bottom or side of page

  • MHN – Online, phone, FFM: MHN Application Case tab

 

When Multiple Applications are Received:

If more than one application is received for the same program, the first application received is the application to be registered.

Example: Two Temporary Assistance applications are found in the ECM, dated 9/12 and 9/14. The eligibility system shows that neither has yet been processed.

    • The 9/12 application is registered but both applications are reviewed during processing.

Registering the Correct Applicant:

Care must be taken to ensure that applications are registered under the correct applicant. Applications registered under an incorrect head of household cause delays for the applicant and could result in a breach of confidentiality for either party.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Review content and resources in the Application Registration row of FAMIS Resources.

 

 

 

KE/mn

IM-75 FSD.DOCUMENTS UPCOMING EMAIL ADDRESS DEACTIVATION

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FROM: KIM EVANS, DIRECTOR

SUBJECT: FSD.DOCUMENTS UPCOMING EMAIL ADDRESS DEACTIVATION

 

DISCUSSION:

As of October 1, 2023, FSD.Documents@dss.mo.gov will be deactivated and the sender will receive a bounce back response. Currently, an automatic response informs the sender beginning October 1st, 2023 documents will no longer be accepted through FSD.Documents@dss.mo.gov and provides additional resources to the sender.

Documents will continue to be accepted via:

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/se

IM-74 UPDATED PROTECTED CASELOAD PROCESS

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATED PROTECTED CASELOAD PROCESS

 

DISCUSSION:

Protected Caseloads are established in the Family Assistance Management Information System (FAMIS) and Missouri Eligibility Determination and Enrollment System (MEDES) to protect Family Support Division (FSD) employees from inadvertently accessing or taking action on protected cases.
Protected loads serve participants who meet any of the following criteria:

  • A victim of domestic violence or human trafficking;
  • A participant in the Safe at Home program;
  • An employee of the Family Support Division (FSD) or a family member (spouse, parent or child) residing with an FSD employee;
  • A case on which the FSD employee is an Authorized Representative; or
  • A temporary employee currently assigned to FSD.

Effective immediately, IM-#66 Protected Caseloads dated 11/26/2018 is obsolete. For information about protected cases refer to MEDES or FAMIS Resources.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.

 

 

 

KE/pm

IM-73 YOUR RIGHTS AND RESPONSIBILITIES AS A SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) HOUSEHOLD FORM UPDATED

Posted on

FROM: KIM EVANS, DIRECTOR

SUBJECT: YOUR RIGHTS AND RESPONSIBILITIES AS A SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) HOUSEHOLD FORM UPDATED

FORM REVISION #
IM-31B

 

DISCUSSION:

The form Your Rights and Responsibilities as a SNAP Household (IM-31B) has been updated with the following changes:

  • The age range of 18-49 year olds for ABAWDs has been removed, and
  • The DSS logo was updated.

 

NECESSARY ACTION:

  • Review this memorandum with appropriate staff.
  • Begin using the IM-31B with the revision date of 08/2023 at the release of this memo to inform SNAP households during interviews of their rights and responsibilities.

 

 

 

KE/tl