Category: MoHealthNet Home

FROM: KIM EVANS, DIRECTOR

SUBJECT: OCTOBER 2023 – QUARTERLY FORMS UPDATE

DISCUSSION:

Income Maintenance forms and documents are reviewed and revised quarterly and as necessary. New forms and documents are created as required or requested.

All new and revised IM forms show a revision date of 10/2023, unless otherwise stated. Revised IM forms with older revisions 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:

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

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

FROM: KIM EVANS, DIRECTOR

SUBJECT: UPDATES TO IIVE STORAGE AND USE

MANUAL REVISION #
0110.025.10
1141.010.10
1805.020.05.05
1805.030.20.10

DISCUSSION:

Policy is updated to match current processes and clarify that copies of IIVEs cannot be stored in the case record. Policy manual updates are summarized below:

0110.025.10 Unearned Income in the General Information manual:

• Review IIVE to verify Social Security and/or SSI for all participants.

1805.020.05.05 Documents to Verify Citizenship for MO HealthNet:

• Note: Do NOT file IIVE screens in case record.

1805.030.20.10 Income Excluded Under MAGI in the Family Healthcare manual:

• Enter all sources of income into the eligibility system including excluded income.

1141.010.10 Incarceration Matches in the SNAP manual:

• Review IIVE for a TPQY Prisoner Response at SNAP application. The TPQY Prison Response provides the following:
  • Prisoner’s name, identifying information and status code
    • 02 – Non-pay inmate of public institution
    • 22 – Non-pay Inmate of correction institution
  • Confinement and release date,
  • Facility name and contact information,
  • Reporter and reported date

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

KE/se

FROM: KIM EVANS, DIRECTOR

SUBJECT: REVISED INFORMATIONAL DOCUMENTS FOR DEPARTMENT OF SOCIAL SERVICES (DSS) PROGRAMS

DISCUSSION:

DSS has revised flyers and brochures for numerous programs that are administered by the Family Support Division (FSD) or may be beneficial for FSD participants.

Revised flyers and brochures now utilize the new DSS logo and show a 7/2023 revision date.

FSD team members should utilize and distribute the revised flyers and brochures which are all IM-4 forms and can be found in the public and internal forms manuals.

Note: FSD staff should continue to use existing documents, but utilize revised documents when current office supply runs out. Information provided on the documents has not changed.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.
• Begin using the new flyers and brochures when existing office supply runs out.

KE/cj

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

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

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:

• Upload: mydssupload.mo.gov
• Mail:
  • Family Support Division, PO Box 2700, Jefferson City, MO 65102
• Fax: 573-526-9400
• FSD Resource Center (dss.mo.gov/offices.htm)

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

KE/se