Attached to this memorandum are flow charts entitled:

• Temporary Assistance Applications 
• Recipient Referred to DWD 
• Interim Changes 
• Wage Supplementation/60-Month Process 

Family Support Division (FSD) staff will establish Temporary Assistance eligibility and continued eligibility.  FSD continues to be responsible for screening each individual before assignment to any education, training or employment component of the state's welfare-to-work program.  This is accomplished by completing the Family Information Record (IM-309), the Domestic Violence Screening (IM-2DVS) and local screening tools.  From these screening tools, job readiness and employment and training readiness of all families applying for and receiving Temporary Assistance will be established.

Case Managers will be responsible for providing case management on all Temporary Assistance applicants and recipients when needed.  This may include referrals to community resources and other agencies such as Head Start, Parents As Teachers (PAT), food pantries, housing agencies, etc.  SSCMs will also continue completing the Child Development Plan (IM-309CC).

Case Management will be necessary for cases not referred to DWD.  Individuals who are temporarily excluded, teen parents in school, and extended due to hardship should be assisted to become employment and training ready.  Exempt individuals may wish to volunteer for these services.

Case Managers will continue to be responsible to set-up and facilitate Family Support Team (FST) meetings for individuals reaching their 60-month lifetime limit.  DWD staff should be included in FST meetings as a team member to assist the individual.

The Case Management record should continue to be maintained under current policy by SSCMs.  Current policy on monthly contacts and recording will need to be completed on those cases being case managed by FSD staff.  Monthly contacts will not need to be completed on individuals that have been referred to DWD.

CONVERSION

The conversion process of data exchange from FSD system to DWD began on Friday, June 27, 2003.  The second data exchange occurred on Monday, June 30, 2003 for entries made during the business day.  This allowed the systems to convert all cases.  The new referral system as explained in this memorandum began on Tuesday,
July 1, 2003.

At conversion the FSD system provided DWD with the following information for an individual in a batch file:
 

This data was combined with information SSCMs entered on the Template to populate DWD Toolbox.  Information received from FSD regarding the individual will help provide a seamless transition for the participant.

Refer to memorandum IM-76 dated June 20, 2003, Transition of Employment & Training Functions to Division of Workforce Development (DWD), for cases being converted to DWD.

The following is a description on how to handle cases that were not automatically converted to DWD:

1)  UNASSIGNED Z REASON CODE

Cases coded with an unassigned reason code of Z are waiting to be called-in.  Continue with this process of meeting with the individual to determine if s/he is a mandatory recipient who is employment and training ready.

If s/he is employment and training ready, close out the component in the JOBS system and update the work requirement to a D or W.

If s/he is not employment and training ready close out the component and update to the appropriate work requirement code.

2) TEMPORARILY EXCLUDED

At the next scheduled re-evaluation date, review each individual for proper exclusion.

If the individual's only temporary exclusion is transportation or child care, refer the individual to DWD with a work requirement code of D or W.

If the individual remains temporarily disabled, continue to monitor the disability until the individual is employment and training ready or becomes exempt.

If the individual is in her third trimester of pregnancy, follow up on due date and determine employment and training readiness after the baby is born.

If the individual is a victim of domestic violence, continue case management in assisting the individual in his/her situation.  Re-evaluate the individual's circumstances every 90 days or when the individual demonstrates the ability to move forward and be referred to DWD.

3)  NEEDING TO ENROLL IN A PACT

Contact individuals listed on the Need to Enroll in a PACT report and review their Family Information Record (IM-309) to determine if the individual is a mandatory participant who is employment and training ready.

If s/he is employment and training ready, refer to DWD by updating the work requirement code to a D or W.

If s/he is not employment and training ready update with the appropriate work requirement code.

4)  CASES IN COMMMON WITH CHILDREN'S SERVICES

SSCMs should contact the family's Children's Services (CS) worker to discuss their Children's Services' Case Plan.  If the parent is needed in the home and a work activity is not currently possible, the SSCM will continue to work with the family to become employment and training ready.  At anytime the CS worker, the individual, and the SSCM agrees the individual is ready to be referred to DWD that can be accomplished through normal referral process.  Enter a D or W in the work requirement field on IMU5.

After July 1, 2003, before referring to DWD for work participation, each case should be screened in Legacy for participation in Family Centered Services or Alternative Care with Children's Services.  This would include at application and as a recipient of Temporary Assistance.  SSCMs may use the screens described in memorandum IM-80 dated 04-24-01, Children Services Inquiry Clearance, for this evaluation.

Situations may come up where DWD is working with an individual and then the individual begins working with Children's Services.  In these cases, when DWD discovers through self-disclosure by the individual, the DWD worker will contact the CS worker.  Based on the information obtained from Children's Services, the individual may be temporarily waived by DWD.  DWD will not refer the individual to FSD unless the condition will exceed twelve months.

Screen each Temporary Assistance applicant for job readiness.  Use the Family Information Record (IM-309), the Domestic Violence Screen (IM-2DVS) and any other locally developed tools to make this determination.  This screening can be completed on the same day the application is taken or an appointment can be set for completion during the application process.

If it is determined during this application screening that the individual is temporarily excluded due to a disability, pregnant in the third trimester, or a victim of domestic violence, the individual will not be referred to DWD.  The individual will be coded excluded in the JOBS system as temporarily excluded.  The SSCM will complete a PACT that includes steps to overcome the exclusion.  Each exclusion should continue to be re-evaluated as described in the Temporary Assistance/Case Management Manual.

SYSTEM CHANGES

IAPP has been modified in the following ways to accommodate new policy:

• FUTURES field has been renamed Work Requirement,
• A Work Requirement Code is required for each individual registered (including a Child), and
• The UP field and Occup Cat field has been removed.

P - Pending Assessment (New Code)
J - Referred to DWD During an Extension (New Code)

The work requirement code P (Pending Assessment) has been designed for use when the assessment has not been completed, but the application is being registered.  Use this code in IAPP until it has been established the individual is job ready, exempt, or temporarily excluded.  Temporarily excluded would include individuals who are temporarily disabled, pregnant in the third trimester, or a victim of domestic violence.  Refer individuals with barriers of transportation or child care to DWD.

Missouri Request for Application (MoRAP)

The MoRAP is a universal referral form utilized by DWD to refer individuals to FSD who are interested in Temporary Assistance, MAF, MC+, Food Stamps, and Child Care.  A MoRAP is an application for benefits form similar to the IM-1.  The following three scenarios describes the process:

1. If FSD is located within a DWD office, the individual is referred directly to FSD staff.
2. If FSD is co-located within the same building as DWD, the individual is walked over to FSD.  An original MoRAP is provided to the receptionist and the individual is asked to have a seat and wait to be seen by FSD.
3. If FSD is located outside the DWD location, the individual will be directed to the closest FSD location to them.  The MoRAP is faxed to FSD and then mailed to FSD on the same day.

Use work requirement code of P when a MoRAP is received by fax from DWD.  Register the application on the day the MoRAP is received in the office.  DWD staff will have discussed program requirements, individual's interest in applying for assistance, and will have witnessed his/her signature.  After the application has been registered send a Request for Information (IM-31A) for needed information to the applicant.  Normal process procedures of the Temporary Assistance application will be followed from this point.  If the individual does not respond to the request for information, the application will be rejected on the 31st day from date of application.

EXAMPLE:  A signed faxed MoRAP is received in the local FSD office on July 22, 2003 requesting application for benefits for Temporary Assistance for Grace Fields.  Register the application on July 22 in IAPP.  On the individual screen in the work requirement field enter the code of P (Pending Assessment).  Send an IM-31A requesting needed information to Grace on the same date.  On August 7, 2003 Grace brings some of the requested information into the local FSD office and an assessment is completed showing Grace is job ready.  Refer Grace to DWD for job readiness/search activities by changing the work requirement code on the individual screen in IAPP from P to D or W, whichever is appropriate.

Referral to DWD During an Extension (New Code J):

The work requirement code J has been designed to refer individuals that have received their 60-month Temporary Assistance life time limit, barriers have been overcome, and the individual is now ready to be assisted by DWD during the extension as a result of a team decision.  This is an appropriate code at reapplication and at the 60-month review process.

Refer individuals to DWD who are job ready during application by entering one of the following codes in the Work Requirement Field on the individual screen in IAPP:

 D - Mandatory Referred to DWD
 W - Volunteer Referred to DWD
 F - Teen Parent Not Attending An Educational Activity
 J - Referred to DWD During Extension
 P - Pending Assessment

When referring an individual to DWD during the application, complete a PACT informing the individual of the necessity to cooperate with DWD and to participate in his/her job readiness/job search activities.

DO NOT DELAY APPROVAL OF A TEMPORARY ASSISTANCE APPLICATION AWAITING INFORMATION FROM DWD REGARDING JOB SEARCH IF ALL OTHER ELIGIBILITY FACTORS ARE MET.

After a referral has been made to DWD while an application is pending, DWD will be responsible for their work activities.  If the individual becomes employed during the application and subsequently the Temporary Assistance application is rejected, DWD will make the determination in their policy if supportive services are being issued.

Whether an individual reports employment or termination of employment to DWD or FSD, that agency will be the agency responsible to verify circumstances.

If the individual notifies DWD first, DWD will verify and send to FSD by way of a notice the following information:

1. Employer and employer address,
2. Start Date,
3. Expected Hours,
4. Expected Pay Rate,
5. How Often Paid, and
6. Date of First Check.

If the individual notifies FSD of employment first, FSD will verify employment, complete a budget adjustment, and enter income in IMU5.  Updating the income field (#25) and entering the income in IMU5 will cause the system to alert DWD's toolbox of an employment change.  DWD staff will continue to work with the individual when income does not close the Temporary Assistance case.

LONG-TERM BARRIERS/REFERRED BACK TO FSD

Long term barriers are identified as those conditions anticipated to take 12 months or longer to resolve.

During the application process or when DWD is working with an individual, new or changed information may be shared with DWD staff by the individual that was not known when job readiness or employment and training ready was being determined by FSD.  When this occurs, DWD may refer the individual back to FSD for determination of appropriate work requirement.  The following are reasons for an individual to be referred back to FSD:

• Permanently Mentally or Physically Disabled,
• Caretaker Payee Age 60 or Older,
• Custodial Caretaker of a Child Under 12 months of Age,
• Needed in the Home to Care for a Disabled Individual,
• Temporarily Disabled Expected to Last More than 12 Months,
• Victim of Domestic Violence Expected to Last More than 12 Months,
• Active with Children's Services and Not Able to Participate In a Work Activity Within 12 Months, and
• An Individual Who is Not a Citizen and Does Not Have a Work Card within 12 months.

SSCMs will evaluate the individual for an exemption, exclusion and/or a long-term barrier.  Enter the appropriate work requirement code in IMU5.  Complete a PACT with the individual to work toward overcoming the barrier and becoming employment and training ready.  Once employment and training ready status is determined by the SSCM, FSD supervisory approval must be obtained before referring the individual back to DWD.  The supervisor will record in the case management record section details of the decision to refer the individual back to DWD and record approval.

REFERRING AN INDIVIDUAL BACK AND FORTH BETWEEN THE TWO AGENCIES WILL BE KEPT TO A MINIMUM.

RECIPIENT REFERRED TO DWD

DWD policy will adhere to federal and state laws and rules and regulations for Temporary Assistance.  Hours of participation and allowable work activities will be the same as described in the Temporary Assistance/Case Management Manual.

After employment and training readiness has been assessed refer mandatory recipients of Temporary Assistance to DWD to comply with his/her work requirements.  Enter work requirement codes of D, W, F, or J in the IMU5 system.

If the individual referred to DWD was in the JOBS system before referring, make sure to close all components before referring.  Once an individual is coded with a D, W, F, or J the JOBS system will be blocked to FSD staff and no entries will be allowed.

DWD staff will facilitate work activities and participation for each individual.  Information regarding an activity the individual is participating in will not be shared with FSD or entered into JOBS.  While DWD staff is working with an individual it is assumed the individual is successfully participating in work participation unless FSD is notified otherwise through the S020 system.

DWD staff has written policy to conduct conciliation (including face-to-face) and to determine if good cause exists before referring for sanction on noncompliance.  Their policy mirrors FSD policy.  When a notice is received to sanction, FSD staff will take the action by completing a budget adjustment to reduce the Temporary Assistance grant by 25% and sending a Notice of Adverse Action (IM-80).

If, while the IM-80 is pending, the individual contacts FSD staff to comply with a work activity, refer the individual to DWD.  Before taking action on the IM-80 FSD staff must contact DWD staff by phone or email to confirm compliance or noncompliance. 

If a hearing is requested during the pending IM-80, FSD staff MUST contact DWD staff to obtain evidence to submit to the hearing officer and to notify DWD staff of the date, time, and location of the hearing.  When a hearing is requested due to noncompliance of a work activity DWD staff will need to participate.

To lift a sanction, DWD staff will require the individual to participate in a work activity two consecutive weeks before requesting sanction be lifted.  When a notice is received from DWD to lift the sanction, the SSCM will complete a budget adjustment removing the 25% reduction in grant and send appropriate letter informing the individual.

COMMUNICATION BETWEEN DWD AND FSD

The majority of the communication between the two agencies will be accomplished through overnight batch files.  Information entered into the IMU5 system will update DWD toolbox.  Information entered into DWD toolbox will generate notices to the SSCM regarding an individual's change in circumstance.   Notices will be generated to SSCMs over the S020 print system each morning.  This process will be handled in the same manner as described in memorandum IM-145 dated 11-12-02 entitled Electronic Referral of Temporary Assistance Participants to Division of Workforce Development.

IMMEDIATE attention must be given to take action when a notice is received.

A separate memorandum will be sent with copies of the Notices.

To serve families effectively, staff in both agencies are encouraged to establish the best method of communicating with one another, either by phone and/or email.

JOBS SYSTEM

After July 7, 2003 the Work First Program in the JOBS system will be blocked.  All individuals in application status that are job ready will be referred to DWD on IAPP.

Close all components in the JOBS system before referring an individual to DWD.
Once an individual is coded with a D, W, F, or J the JOBS system will be blocked to FSD staff and no entries will be allowed.

Training

Various methods of training for FSD staff are being discussed.  This will be developed as soon as possible.

Questions regarding policy related to the transition of Temporary Assistance employment and training functions to the DWD should be sent through normal supervisory channels to F051DWD@mail.dss.state.mo.us or Cole CoDWD.  At a later date a question and answer memorandum will be developed from questions sent to this email address.

• Review this memorandum with appropriate staff.

• Review cases not being automatically converted to DWD for employment and training readiness as outlined in this memorandum.

• During the Temporary Assistance application phase refer individuals who are job ready through entries on the IAPP individual screen using a work requirement code of D, W, F, or J.

• Complete a thorough screening of job readiness/employment and training readiness before referring to DWD for work participation.

• Do NOT delay approval of a Temporary Assistance application awaiting information from DWD regarding job search if all other eligibility factors are met.

• Keep the referral of an individual back and forth between the two agencies at a minimum following policy outlined in this memorandum.