MEMORANDUM

DISCUSSION:

The purpose of this memorandum is to inform staff of the actions necessary in reference to the audit of the Temporary Assistance (TA) program by the State Auditor’s Office (SAO) for State Fiscal Year 2014.

Audit File Request

The SAO has provided Program and Policy (P&P) staff a list of TA case files for review. The FSD Records Warehouse (RWH) will be responsible for submitting file requests for the TA Audit via the Transfer Portal on the FSD Worksite. An automatic email will be sent from the Transfer Portal to the offices where the TA case is maintained. The message will display in the FSD Office Outlook “Inbox” with “AUDIT-TA FY14” in the subject line notifying them of the file request.

Case File Requirements

The SAO is reviewing TA eligibility from July 1, 2013 through June 30, 2014. All documents from this period must be included in the file submitted for the audit review.

1. Additional documents prior to July 1, 2013 may be needed to support the agency’s determination of benefits issued during this period.

   Example: Ms. B received TA benefits continuously during the audit period 07/2013 through 06/2014. EULOG shows a TA REIN was completed in May 2014, September 2013, and April 2013. In reviewing the paper case file, the TA REIN completed in April 2013 was the result of a Food Stamp (FS) recertification.

   When submitting the paper file for the audit review, staff should send the paper file starting with the April 2013 FS recertification (FA-100 and FA-102) as this is also the signed TA reinvestigation used to determine benefits issued in July 2013.

   TA P&P have reviewed EULOG to determine what date to begin review of the FAMIS case file for inclusion in the TA case file audit. The date will be provided in the AUDIT-TA FY14 email message in the “Comments-NEW Office” section. To determine how a TA reinvestigation was completed, staff may view REINVEST (FM57) to view the date and completion method for the TA review.

2. Any documents stored in the Virtual File Room (VFR) necessary to support the TA eligibility determination should be printed and included in the paper file. Place the printed information in the appropriate date order within the paper case file.
3. The FSD office receiving the case file request is responsible for gathering all information needed to submit the TA case file for the audit review. This includes contacting other offices that participated in Workshare for the TA case. Any issues obtaining information from another office should be referred to the appropriate Regional Administrator for assistance.
4. A supervisor or county manager must complete and sign the TA File Checklist to ensure that all documentation is present. If there are questions regarding the completeness of a file, contact the TA P&P unit at (573) 751-3507 for assistance.

Sending the Case File

Attach the Audit Case File Coversheet when the case file is determined complete. The case file, and completed checklist should be mailed to the FSD RWH at the address listed on the cover sheet. When the paper file is mailed, send an email to the FSD Warehouse with your county name in subject and “TA AUDIT FILE” and include in the message: the case name, DCN and mailing date. Offices should not update the status in the Transfer Portal. The FSD RWH will update the Transfer Portal, monitor the progress for collecting all files, and provide status updates to TA P&P.

NECESSARY ACTION:

• Review with appropriate staff

ATTACHMENTS:

• IM TA Audit File Checklist
• IM TA Audit File Coversheet

AC/jr