Fiscal Year 2005: DHR Documents by Control Number
Control #: 05-01
Subject: Application Processing - Verification
Issue Date: 8/24/2004
Effective Date: 8/24/2004
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0501.pdf
Recently we have received inquiries about application processing and the application compliance report. Compliance with application processing requirements is a top priority and is essential for good public service. This is one of three action transmittals about application processing. This action transmittal provides policy for verification at application in a question and answer format. This policy can also be found in Section 408 of the Food Stamp Manual.
Control #: 05-01
Subject: Cares Data Corrections For Medical Assistance Overdue Redeterminations and MCHP AU Transfers to Local Health Departments
Issue Date: 7/29/2004
Effective Date: 7/29/2004
Program(s) Affected: Medical Assistance, Maryland Children’s Health Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0501cb.pdf
This bulletin serves to advise you of two CARES data corrections that will be conducted in June 2004. They will address the following Medical Assistance related issues:
>Overdue Medical Assistance AU’s that are the result of case managers initiating but not completing the redetermination process.
A large number of Medical Assistance AU’s have remained active beyond their established eligibility certification period. Once a Medical Assistance redetermination is initiated, CARES allows the AU to remain active indefinitely.
Although this is the case, it is DHR FIA/DHMH’s expectation that case managers adhere to established redetermination requirements.
>Unassociated MCHP AU’s remaining in the Local Department of Social Services rather than being transferred to the Local Health Department.
Many Local Departments have experienced increased caseloads that may be attributed to unassociated MCHP AU’s not being properly transferred to their respective Local Health Department.
Control #: 05-02
Subject: Aged And Abandoned EBT Benefits
Issue Date: 8/24/2004
Effective Date: 10/1/2004
Program(s) Affected: Food Stamp Program, Temporary Cash Assistance, Refugee Cash Assistance, And TEMHA/TDAP
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0502.pdf
This action transmittal describes a change in how we handle aged and abandoned benefits on EBT. Currently CARES sends a Notice of Expiration - Aged or Abandoned Benefits notice to all households whose benefits have not been accessed for 35 days. If the household did not use the benefit CARES closed the case. The case manager received alerts 817 and 816.
Federal food stamp policy has changed. We can no longer shorten a food stamp certification period solely because a household does not use its EBT card. In order to make the policy match we are making this change for all programs with benefits issued through EBT.
Action transmittal 98-31- Aged Benefits on EBT and CARES Bulletin 01-01 – Electronic Benefit Transfer System Aged and Abandoned Benefit Process are obsolete.
Control #: 05-02 CARES Bulletin
Subject: Case Information Form (CIF)
Issue Date: 8/5/2004
Effective Date: 8/5/2004
Program(s) Affected: All Programs In The Mail-In Redermination Cycle
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0502cb.pdf
As part of workload reduction, local departments have begun to rely more on the mail-in redetermination process. In an effort to streamline and further automate the redetermination process and reduce costs, a new abbreviated application form (Case Information Form – CIF) will be generated by CARES. The new CIF will be generated for all programs of assistance that are currently in the mail-in redetermination cycle except:
• the entire MA E-track, G-track, H-track, L-track, T-track, X-track, and
• MA Covererage groups P02, P03, P11, P12, S02, S99, and F99.
These programs will continue to receive the same applications currently in use at redetermination. Department of Juvenile Justice (DJJ) AU’s (F05, F98, F99) will continue to receive the DHR/DHMH 1158B when properly identified on the CARES ADDR screen. All other F-track AU’s will receive the CIF at redetermination.
Control #: 05-03
Subject: Application Processing – Delays In Processing
Issue Date: 8/26/2004
Effective Date: 8/26/2004
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0503.pdf
Recently we have received inquiries about application processing and the application compliance report. Compliance with application processing requirements is a top priority and is essential for good public service. This is one of three action transmittals about application processing and provides policy and CARES procedures in a question and answer format. This policy was included in Action Transmittal 02-67 Denying Applications and Delays in Processing. It can also be found in Section 406 of the Food Stamp Manual and in Section 15 of the Food Stamp Desk Guide.
Control #: 05-03 Cares Bulletin
Subject: Households That Share Utilities
Issue Date: 9/3/2004
Effective Date: 9/3/2004
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0503cb.pdf
AT 04-08 simplified the policy for prorating the utility allowances when households share utility expenses by informing Case Managers not to prorate the SUA or LUA. Effective September 1, 2004 CARES will support the new policy by setting the “No. of HHS Sharing Utilities” field to “1” and hiding the field on the SHEL screen.
Control #: 05-04
Subject: Medicare-Approved Prescription Drug Card - Revision
Issue Date: 8/26/2004
Effective Date: 10/1/2004
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0504.pdf
Action Transmittal 04-36 Provided Information About The Medicare Drug Card Program And The Policy For How To Treat The Benefit For Food Stamps. The Policy Was Based On A Food And Nutrition Service Interpretation Of The Federal Legislation. This Action Transmittal Revises The Action Required For Food Stamps And Replaces 04-36.
Reminder: This Policy Will Not Affect Many Food Stamp Households.
Control #: 05-04 CARES Bulletin
Subject: Notices – Long Term Care Approval, Redetermination, Change, and Budget Trailer (Non-Spenddown)
Issue Date: 9/20/2004
Effective Date: 9/20/2004
Program(s) Affected: Medical Assistance – Long Term Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0504cb.pdf
CARES Bulletin 04-11 notified Case Managers to stop following CARES Bulletin 02-29 until potential problems with the LTC notices were researched. After monitoring the LTC notices, it was discovered the CARES generated notices were correct.
Control #: 05-05 Attachment
Subject: Office of Homes Energy Programs - Income Eligibility Limits
Issue Date: 8/27/2004
Effective Date: 8/27/2004
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0505attach.pdf
Control #: 05-05 Attachment 2
Subject: Local OfFfice of Home Energy Programs (OHEP) Telephone Numbers
Issue Date: 8/27/2004
Effective Date: 8/27/2004
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0505attach2.pdf
Control #: 05-05 CARES Bulletin
Subject: RCA Calculations for Unearned Income and
Issue Date: 11/8/2004
Effective Date: 11/8/2004
Program(s) Affected: Refugee Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0505cb.pdf
CARES currently calculates Refugee Cash Assistance unearned income and child care deductions based on frequency factors of 4.3 and 2.15. In order to arrive at the correct calculation, Case Managers complete the calculations off-line prior to entering the information on CARES. CARES has been modified to calculate unearned income and child care deductions based on frequency factors of 4 and 2.
Control #: 05-05 IM
Subject: Application for The Maryland Energy Assistance Program (Meap) and The Electric Universal Service Program (Eusp)
Issue Date: 8/27/2004
Effective Date: 8/27/2004
Program(s) Affected: MEAP and EUSP
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0505im.pdf
On July 1, 2004 the Community Services Administration, Office of Home Energy Programs (OHEP) began its new program year. Eligible families across Maryland may now apply for energy related programs and services.
MEAP provides heating assistance grants to fuel suppliers and utility companies on behalf of eligible applicants. EUSP provides assistance with electric bills. The EUSP will also assist a household in paying some past due electric bills. In certain instances both MEAP and EUSP can assist customers in weatherizing their home (e.g., insulation, furnace repair, window replacement, etc.).
The OHEP state office wishes to strongly encourage our partners within the local departments and other community agencies across the state to refer their customers to the local OHEP office. For your convenience, a list of the local OHEP office telephone numbers is attached. As an additional reference for your use, the ‘Income Eligibility Standards’ for fiscal year 2005 is likewise attached.
The OHEP state office strongly encourages customer referrals to our local offices. MEAP and EUSP are both valuable programs which can greatly assist Maryland’s most vulnerable populations in maintaining their independence and self-sufficiency.
Control #: 05-06
Subject: NOTICES – LONG TERM CARE APPROVAL, REDETERMINATION, CHANGE, AND BUDGET TRAILER (NON-SPENDDOWN, NON-RETROACTIVE)
Issue Date: 11/15/2004
Effective Date: 11/15/2004
Program(s) Affected: MEDICAL ASSISTANCE – LONG TERM CARE
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0506cb.pdf
CARES Bulletin 05-04 instructed Case Managers to resume issuing system generated CARES notices to Long Term Care customers. Some Local Departments have requested clarification as to the effect on retroactive notices.
Control #: 05-06
Subject: Intentional Program Violation Policy
Issue Date: 9/1/2004
Effective Date: 9/1/2004
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0506.pdf
A recent Food and Nutrition Service (FNS) review noted that some states are not following the intentional program violation (IPV) rules. Although we do not believe there is a problem in Maryland, we are issuing clarification of the fraud rules. We are also including a reminder about the importance of reporting fraud cases to the National Disqualified Recipient Subsystem and the impact of simplified reporting on IPV decisions and overpayments.
Control #: 05-07
Subject: Food Stamp and Temporary Cash Assistance Mass Changes - October 2004
Issue Date: 9/16/2004
Effective Date: 10/1/2004
Program(s) Affected: Food Stamps and TCA
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0507.pdf
Each August, the United States Department of Agriculture publishes a new Thrifty Food Plan (TFP) on which food stamp program allotments are based as well as net and gross monthly income standards. The maximum food stamp allotments, standard deductions and excess shelter deduction also increase. The homeless shelter deduction is unchanged.
TCA grants will also increase effective October 1, 2004. This year, the General Assembly set aside $1 million to be used for a TCA grant increase. Attached are schedules and tables for the increases that are effective October first for Food Stamps and TCA. Updated Food Stamp manual pages are also attached.
Control #: 05-08
Subject: Fair Labor Standards Act (Flsa) And Work Activity Guidelines
Issue Date: 9/24/2004
Effective Date: 9/24/2004
Program(s) Affected: Temporary Cash Assistance (TCA) Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0508.pdf
Action Transmittal (AT) 98-18, Issued November 5, 1997, Provided Criteria Needed To Determine Whether An Individual Meets The Definition Of An Employee Or Trainee Under The Fair Labor Standards Act (FLSA). We Are Providing A Reminder Of The Provisions Of That Law. Local Departments Are Encouraged To Use The Criteria Outlined In This Updated Transmittal And In The Work And Education Section Of The TCA Manual To Clarify Which Programs Are Considered Training And Which Are Considered Employment. In Addition, Activities Considered To Be Employment Are Not Subject To The Ninety (90) Day Time Limit As Are Trainee And Internship Programs.
Control #: 05-09
Subject: APPLICATION PROCESSING – EXPEDITED SERVICE
Issue Date: 9/30/2004
Effective Date: 9/30/2004
Program(s) Affected: FOOD STAMP PROGRAM
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0509.pdf
Recently we have received inquiries about application processing and the compliance report. Compliance with application processing requirements is a top priority and is essential for good public service. This is one of three action transmittals about application processing. This action transmittal provides current policy and CARES procedures for processing expedited applications in a question and answer format. The policy can also be found in Section 401 of the Food Stamp Manual and Section 14 of the Desk Guide.
Control #: 05-10
Subject: Temporary Disability Assistance Program (TDAP)
Issue Date: 10/1/2004
Effective Date: 10/1/2004
Program(s) Affected: Transitional Emergency, Medical and Housing Assistance (TEMHA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0510.pdf
During FY 2004, the Transitional Emergency, Medical and Housing Assistance (TEMHA) program experienced a budget shortfall. To address the crisis the Department took a number of steps that included promulgating regulatory changes to ensure that this important program is strengthened and to keep it financially solvent.
The Secretary of Human Resources repealed regulations under the Community Services Administration’s COMAR 07.06.05 for Transitional Emergency, Medical, and Housing Assistance (TEMHA) and adopted new regulations under the Family Investment Administration’s COMAR 07.03.05 for the Temporary Disability Assistance Program (TDAP). The new regulation changes the name of the program to more accurately reflect its purpose, limits the period of eligibility for individuals with a short-term disability, and describes how countable income will reduce the allowable benefit amount. The regulation is effective August 1, 2004. We will implement TDAP in three phases.
Control #: 05-11
Subject: Implementation of QMB/SLMB Mail-In Application
Issue Date: 10/21/2004
Effective Date: 11/1/2004
Program(s) Affected: Medical Assistance (MA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0511.pdf
Over the past few years, the Maryland Departments of Aging (MDOA), Health and Mental Hygiene (DHMH) and Human Resources (DHR) have conducted outreach to increase enrollment into the Qualified Medicare Beneficiary (QMB) and Specified Low-Income Medicare Beneficiary (SLMB) Programs. This collaboration resulted in the statewide implementation of a streamlined mail-in application, a surrogate interview process, a simplified redetermination application for QMB/SLMB customers, and a positive impact on enrollment.
To further enhance program enrollment and reduce the burden on our seniors and the disabled population, DHR and DHMH have developed a mail-in application titled, “Department of Human Resources Mail-In Application for Qualified Medicare Beneficiary (QMB) and Specified Low-Income Medicare Beneficiary (SLMB) Programs”. The form number is DHR/FIA 9705. The application is white with black ink, (See attachment 1). It includes one insert, a yellow documentation checklist.
Control #: 05-11 Attachment
Subject: Mail-In Application for Qualified Medicare Beneficiary (QMB) and Specified Low-Income Medicare Beneficiary (SLMB) Programs
Issue Date: 10/21/2004
Effective Date: 11/1/2004
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0511attach.pdf
Control #: 05-12
Subject: Children With Disabilities In Voluntary Placement
Issue Date: 10/26/2004
Effective Date: 10/26/2004
Program(s) Affected: Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0512.pdf
Last year the Maryland General Assembly passed Senate Bill 458, The Children with Disabilities – Voluntary Placement Act of 2003. Provisions of this bill permit parents/legal guardians to request a voluntary placement without relinquishing legal custody of a child if the child has a developmental disability or mental illness. The purpose of an out-of-home placement is to provide treatment or care for the child’s disability that the parent or legal guardian is unable to provide. Please refer to the Social Services Administration (SSA) Circular Letter #04-10 for additional information on children with disabilities in voluntary placement.
Control #: 05-13
Subject: Authorized Representative
Issue Date: 11/10/2004
Effective Date: 11/10/2004
Program(s) Affected: Rare and Expensive Case Management Program (REM)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0513.pdf
The Rare and Expensive Case Management (REM) is a voluntary program within the Maryland HealthChoice Program for Medicaid recipients with certain very rare and expensive conditions. In this program, participants have a case manager who helps coordinate their health care services.
Customers enrolled in the REM program are removed from their Managed Care Organization (MCO) and receive Maryland Medicaid fee-for-service benefits and a REM case manager. Attachment I lists the REM Case Management Agencies. One of the contractual obligations of REM case management is to assist REM program participants to maintain their Medicaid eligibility. This is critical to ensure the participant continues to receive medically necessary services. With the customer’s consent, Local Departments of Social Services (LDSS) will annotate CARES to send all Medicaid case information notifications to the customer and their REM case manager.
Control #: 05-14
Subject: Increase in Utility Allowances
Issue Date: 11/22/2004
Effective Date: 1/1/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0514.pdf
Every year we review the utility allowances to determine if they should increase, decrease or stay the same. Based on the most recent Consumer Price Index (CPI) for the Baltimore/ Washington area, the standard and limited utility allowances will increase. The telephone allowance will remain the same.
Control #: 05-15
Subject: Out of State Contacts for Information On Customers Who Moved From Another State
Issue Date: 12/2/2004
Effective Date: 12/2/2004
Program(s) Affected: Temporary Cash Assistance (TCA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0515.pdf
Action Transmittal #02-53 contained a TANF Information Contact List. This AT provides an updated contact list and additional instruction for handling information received from other states. All other procedures remain the same. Local departments must continue to count any months that TANF benefits were received in other states, as well as in Maryland, toward the sixty-month time limit on all TCA cases.
Control #: 05-16
Subject: Eligibility for Family Members of Victims of Severe Trafficking In Persons
Issue Date: 12/2/2004
Effective Date: 12/2/2004
Program(s) Affected: Food Stamp Program, Temporary Cash Assistance, Refugee Cash Assistance, Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0516.pdf
• The Trafficking Victims Protection Act of 2000 (TVPA) makes non-citizens classified as victims of severe trafficking in persons eligible for federally funded or administered benefits and services to the same extent as refugees.
Eligibility was originally limited to the victims themselves. The TVPA was amended and reauthorized by the Trafficking Victims Protection Reauthorization Act of 2003 (TVPRA). As a result, certain family members of victims of trafficking are now eligible for benefits to the same extent as refugees.
The US Immigration and Citizenship Services issues T visas to victims of trafficking. Under TVPRA, eligible relatives of trafficking victims are entitled to visas designated as T-2, T-3, T-4 or T-5 (collectively referred to as “Derivative T Visas”). After the issuance of the visas they are eligible for federally funded or administered benefits to the same
extent as direct victims of severe trafficking, provided that they meet the other eligibility criteria for the programs. Under TVPRA, the relatives of victims of trafficking are entitled to Derivative T visas under the following conditions . . .
Control #: 05-17
Subject: Coding Primary Language in CARES
Issue Date: 12/2/2004
Effective Date: 12/2/2004
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0517.pdf
The U.S. Department of Health and Human Services’ Office of Civil Rights (OCR) has recommended that we remind all staff that the CARES system has a code to identify a customer’s primary language and a code to identify whether the customer needs an interpreter. When data entering information for customers, make sure to code the CARES ADDR screen properly to indicate what the customer’s primary language is and whether they need an interpreter. The correct CARES procedures are listed below.
FIA is developing a one-page flyer for you to give to customers who do not speak English, which tells them in many languages: “You will get notices about your case in English from our agency. If you need help translating them, please call your case worker. Leave your name, social security number, language and your telephone number on your worker's voicemail. Your worker will return your call with an interpreter on the line.”
Control #: 05-17 Revision
Subject: Revised – Coding Primary Language in CARES and How to Ask For an Interpreter Brochure
Issue Date: 12/3/2004
Effective Date: 12/3/2004
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0517rev.pdf
The U.S. Department of Health and Human Services’ Office of Civil Rights (OCR) has recommended that we remind all staff that the CARES system has a code to identify a customer’s primary language and a code to identify whether the customer needs an interpreter. When data entering information for customers, make sure to code the CARES ADDR screen properly to indicate what the customer’s primary language is and whether they need an interpreter. The correct CARES procedures are listed below.
FIA has developed a brochure for you to give to customers who do not speak English, which tells them in many languages: “We will mail you important notices about your case in English. If you need help understanding them, please call the telephone number below. Tell the worker or voicemail your name, your language, your social security number or date of birth, and your telephone number. Say: ‘I need an interpreter.’ Your worker will return your call with an interpreter on the line.” The brochure is form number DHR/FIA 676 “How to Ask for an Interpreter.” Supplies will be delivered to local offices about March 15, 2005. Please give a copy of the brochure at application and redetermination to applicants and customers, when you note that they have limited English proficiency.
Control #: 05-18
Subject: Disability Entitlement Advocacy Program (DEAP) Referral Batch Sheet
Issue Date: 12/2/2004
Effective Date: 12/2/2004
Program(s) Affected: Temporary Disability Assistance Program (TDAP) Temporary Cash Assistance (TCA) Public Assistance to Adults (PAA) Foster Care (FC)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0518.pdf
The Disability Entitlement Advocacy Program (DEAP) many times does not receive complete referral packets from the local department. The local department many times, as well, does not receive acknowledgment of acceptance or rejection of referral packets from DEAP.
The DEAP Referral Batch Sheet becomes a reliable tool for tracking the status of referrals between offices by providing a written record of the date information is submitted, received, returned (including the reason for rejection) and resubmitted.
The DEAP Referral Batch Sheet will help to ensure accountability by both the local department and DEAP during the referral process. The form will also ensure consistency in the flow of work.
Control #: 05-19
Subject: Social Security (RSDI) and SSI Cost-Of-Living Increase And Related Increases
Issue Date: 12/3/2004
Effective Date: 1/1/2005
Program(s) Affected: Cash Assistance, Food Stamps, Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0519.pdf
Historically, Social Security Retirement, Survivors, and Disability Insurance (RSDI) and Supplemental Security Income (SSI) benefits have increased each year. This is usually true for Railroad Retirement and Veterans Benefits also. The mass change process to take these changes into account for cash assistance, food stamps and medical assistance purposes is described in this transmittal.
Control #: 05-20
Subject: Child Support Requirements for Refugees and Asylees
Issue Date: 1/7/2005
Effective Date: 1/7/2005
Program(s) Affected: Temporary Cash Assistance (TCA), Purchase of Child Care (POC), Medical Assistance (MA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0520.pdf
Civil war and political and religious persecutions continue in many countries of the world. The United States grants humanitarian status to some people whose countries are in turmoil. Some of these refugees, persons granted political asylum, and victims of trafficking are applying for assistance in Maryland’s local departments of social services. Many of these refugees and asylees fled for their lives. There is little or no knowledge about missing family members. There is little hope for the families to be reunited because many of the missing have been killed or fled to other countries.
The TCA, MA and POC programs all require a single parent applying for assistance for minor children to agree to file for child support against the absent parent and then cooperate with the Child Support Enforcement Administration (CSEA) in attempting to obtain child support. This requirement causes unnecessary hardship on the refugee and asylee families and also results in increased financial expense for interpreters at the local departments and Child Support offices.
Control #: 05-21
Subject: Waiver Case Redeterminations
Issue Date: 1/8/2005
Effective Date: 1/8/2005
Program(s) Affected: MA Waiver
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0521.pdf
Recently DHR became aware of an issue concerning redeterminations for Home and Community Based Waiver cases (H-track) with associated cases. Not all local departments are forwarding the redetermination information packets (9702) for these waiver cases to the Division of Eligibility Waiver Services in a timely manner. The Waiver Division is responsible for all eligibility, interim change and maintenance decisions for all H-track Waiver AUs. If a waiver recipient in the H-track has an active associated AU at the LDSS (i.e. Food Stamps, TCA, FAC MA, etc.) or LHD (i.e. MCHP) the following instructions will ensure that H-track AU’s are redetermined timely. This process is necessary to make sure that the MA waiver case is properly evaluated using manual processing, as all eligibility for waiver recipients is completed off line. CARES is the mechanism used once eligibility has been determined to deliver the Waiver Medical Assistance benefits.
Control #: 05-22
Subject: Updated Food Stamp Change Reporting Guide
Issue Date: 1/8/2005
Effective Date: 1/8/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0522.pdf
Attached is an updated Food Stamp Change Reporting Guide that local departments may use to inform food stamp applicants and recipients about their reporting requirements.
The guide reflects the new 130 percent gross income limit. It also changes slightly the timeframe for when the household has to report when income exceeds the gross income limit.
Control #: 05-23
Subject: Time Frame for Establishing A Claim And Calculating A Claim With An Associated TCA Payment
Issue Date: 1/26/2005
Effective Date: 1/26/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0523.pdf
Timeframe for Establishing a Food Stamp Claim
The Food and Nutrition Services (FNS) recently informed us that administrative law judges are overturning food stamp claims when the local department does not establish a claim before the last day of the quarter following the quarter in which the agency discovered a claim. Apparently some hearing officers are interpreting the policy to mean that if we do not establish the claim within the required timeframe we cannot legally establish the claim. This is not correct.
The timeframe for establishing a claim is a claim management tool. States and FNS use this tool to monitor possible claims backlogs. The State is required to develop a corrective action plan if we do not establish 90 percent of the claims within the timeframe.
Control #: 05-24
Subject: Child Support Calculations
Issue Date: 2/1/2005
Effective Date: 2/1/2005
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0524.pdf
This action transmittal provides instructions for calculating the last 3 months of Child Support payments instead of the last 6 months in order to get a more accurate average.
Control #: 05-25
Subject: Informal Child Care Updates
Issue Date: 2/8/2005
Effective Date: 2/8/2005
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0525.pdf
In 1999 the Child Care Administration amended its regulations to require Child Protective Services (CPS) clearances for informal providers and any adult regularly present in the provider’s home during child care hours and limit the number of children in an informal provider’s care to six. Those regulations remain in effect. This action transmittal explains updates made to the forms and how frequently they should be reviewed.
Control #: 05-26
Subject: New Requirements for SVES System Requests
Issue Date: 2/16/2005
Effective Date: 1/3/2005
Program(s) Affected: All Programs That Require Information from the State Verification and Exchange System (SVES)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0526.pdf
The State Verification and Exchange System (SVES) is an automated data exchange with the Social Security Administration (SSA) for verifying social security numbers, Title II Social Security benefits, Title XVI Supplemental Security Income (SSI) benefits, and Quarters of Coverage History (QCHS). DHR implemented SVES statewide on
August 22,1997.
As a condition for receiving Social Security Administration data for SVES, SSA requires the Maryland Department of Human Resources to maintain safeguards designed to prevent unauthorized use and protect the confidentiality of Social Security data. SVES captures and retains all verification requests and inquiries to provide an audit trail for safeguards against system abuse. These records include the LOGONID of the person and the Social Security Number (SSN) or Claim Account Number (CAN) requested or response viewed.
Based on recommendations from the Office of Systems Security, Operations Management, and the Social Security Administration, the Department of Human Resources has developed the following actions for access to and the proper monitoring of the SVES system
Control #: 05-27
Subject: Electronic Medical Report Form DHR/FIA 402b
Issue Date: 2/28/2005
Effective Date: 2/28/2005
Program(s) Affected: Temporary Cash Assistance, Temporary Disability Assistance Program, Public Assistance to Adults, Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0527.pdf
Hospital Support Services, Inc., a Maryland company that works for hospitals helping patients access Medical Assistance, has developed an electronic version of the Medical Report Form 402B for use with their customers. They believe that use of the electronic 402B will help the State Review Team speed the determination process because they will not have to decipher the physician’s handwriting as they do on the paper form. Hospital Support Services helps the SRT get information from physicians and customers to make MA and other program determinations based on the 402B’s.
Control #: 05-28
Subject: Clarification of Policy for Failure to Comply With Temporary Cash Assistance or Unemployment Insurance Work Requirements
Issue Date: 3/28/2005
Effective Date: 3/28/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0528.pdf
Action transmittal 04-28 Revised, effective 4/01/04, described how failure to comply with Temporary Cash Assistance (TCA) or unemployment insurance (UI) work requirements affects the food stamp case. The AT listed the disqualification periods for failure to comply with TCA or UI work requirements as the same as for failure to comply with food stamp work requirements. After the release of AT 04-28 Revised we received questions about the disqualification periods. We requested and received the following clarification from the Food and Nutrition Service.
Control #: 05-29
Subject: Frequently Asked TDAP Questions
Issue Date: 3/15/2005
Effective Date: 3/15/2005
Program(s) Affected: Temporary Disability Assistance Program, Medical Assistance Program, Food Stamps Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0529.pdf
On October 1, 2004, FIA implemented phase 1 of the Temporary Disability Assistance Program (TDAP) with Action Transmittal (AT) 05-10. Since then the Office of Programs has received many questions asking for clarification of specific issues and policies. Following is a compilation of those questions and responses. Some issues that were raised during regional trainings have led to the creation of an FIA workgroup that is looking at the impact of TDAP policy implementation on State Review Team (SRT) procedures and the Disability Entitlement Advocacy Program (DEAP). The group is developing streamlined and coordinated procedures. Therefore, while this Q & A provides up-to-date information, some issues are still under review and are not addressed here. We will address and train on TDAP/SRT/DEAP policy and procedural information after the workgroup completes its work.
Control #: 05-30
Subject: Voluntary Quit / Reduction of Work Hours
Issue Date: 3/15/2005
Effective Date: 4/1/2005
Program(s) Affected: Temporary Cash Assistance (TCA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0530.pdf
TCA customers who are working or go to work are expected to remain employed, and not voluntarily quit their jobs or reduce their work hours, unless there is good cause. Effective April 1, 2005, we are implementing a voluntary quit/work reduction provision. TCA applicants and recipients, age 16 and older may not voluntarily quit a job or reduce the number of hours they work without good cause. Applicants or recipients age 16 –18 whose participation requirement is education are exempt from the voluntary quit/work reduction provision provided that the individual is registered in and attending school. Students, age 16-18 not registered in school or attending 80% of the time are subject to Primary Prevention Initiative (PPI) requirements.
Control #: 05-31
Subject: Waivers to The Work Requirement For Able-Bodied Adults Without Dependents (ABAWDS)
Issue Date: 3/28/2005
Effective Date: 3/28/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0531.pdf
Each year the State submits a new ABAWD waiver to the Food and Nutrition Service (FNS). We base the waiver request on data from the U.S. Department of Labor.
Based on current data for 2005, Dorchester County, Worcester County and Baltimore City are exempt from the ABAWD work requirements because they are considered labor surplus areas.
Allegany, Garrett and Somerset Counties are no longer considered to be labor surplus areas. We will continue to exempt these counties under the State’s 15 percent discretionary exemptions.
Although there is no change in how we treat ABAWDS in the counties that are exempt under the 15 percent exemption, we have to report them to FNS.
No action is required of the local department. We will capture the 15 percent ABAWD exemption for federal reporting purposes through ad hoc reports until CARES system changes are in place. When the system changes are in place, CARES will make the determination and correctly code the ABWD screen (ABAWD Maintenance).
Control #: 05-32
Subject: Excluded Income – Military Combat Pay/Hostile Fire Pay
Issue Date: 3/29/2005
Effective Date: 3/15/2005
Program(s) Affected: Food Stamp Program, Temporary Cash Assistance, and Medical Assistance/Maryland Children’s Health Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0532.pdf
On December 8, 2004, the President signed The Consolidated Appropriations Act, 2005, Public Law 108-447. This law contains a provision that changes food stamp policy. It excludes the additional income military personnel receive as a result of deployment to a combat zone.
Please Note:
Temporary Cash Assistance and Medical Assistance/Maryland Children’s Health Program policy is not changing. MA/MCHP policy identifies Military Combat Pay as Hostile Fire Pay. Military Allotments received by the MA/MCHP household are counted as unearned income. However, MA/MCHP policy excludes any portion of the Military Allotment that is identified as Hostile Fire Pay.
Under existing and ongoing food stamp policy, we do not include the absent member in the food stamp household when determining food stamp benefit level. Additionally, we count only money the absent family member actually makes available to the applicant or recipient household.
Military money is generally made available to the household through direct deposit of all or a portion of the military person’s pay into a joint checking account. Occasionally the funds are made available to the applicant or recipient household via an “allotment”
arrangement. In this arrangement a portion of the pay is sent to the family. More often than not, when an allotment arrangement is made, it is the military person who receives the allotment and the bulk of the pay is sent directly to the family.
Regardless of the arrangement made by the absent family member for his or her military pay, we count only the portion of the pay that the food stamp household has access to when determining the household’s income for food stamp purposes.
Control #: 05-33
Subject: Applications for Prison Inmates Prior To Release
Issue Date: 3/29/2005
Effective Date: 3/29/2005
Program(s) Affected: All FIA Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0533.pdf
In 1993, the Secretaries of DHR and the Maryland Department of Public Safety and Correctional Services (DPSCS) signed an agreement to assist certain inmates in filling out applications for FIA benefits and programs. This process will be initiated through interaction between Local Department of Social Services (LDSS) staff and Department of Public Safety and Correctional Services (DPSCS) staff prior to the inmates’ release from incarceration. In 1998, FIA issued an action transmittal (FIA/OPR #98-46) that outlined the responsibilities for the two departments in serving this population, as well as procedures for processing these applications.
FIA, DHMH, DPSCS and local administrators recently held a series of meetings to review concerns about the procedures. As a result of those meetings, some changes have been made to the policy, and the Secretaries of the respective departments signed a new agreement. This action transmittal provides the guidelines and responsibilities for DPSCS, DHR, and LDSS staff in processing applications for FIA benefits. While it is expected that the majority of the applications will be for expedited Medical Assistance (MA), an inmate may also qualify for the Temporary Disability Assistance Program (TDAP), Temporary Cash Assistance (TCA) or Food Stamps (FS).
Control #: 05-33 Revised
Subject: Applications for Prison Inmates Prior To Release
Issue Date: 3/29/2005
Effective Date: 3/29/2005
Program(s) Affected: All FIA Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0533rev.pdf
This revision adds procedures for the local departments and CARES procedures to help assure that eligibility will begin on the date the customer is released from incarceration. The liaison lists have also been updated.
Control #: 05-33 Update
Subject: Clarification of Medical Assistance Eligibility Begin Date
Issue Date: 5/4/2005
Effective Date: 3/29/2005
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0533update.pdf
Control #: 05-34
Subject: Computer Based Training
Issue Date: 4/7/2005
Effective Date: 4/7/2005
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0534.pdf
Computer based training is a strategy created using Food Stamp Reinvestment funds. The CBT system is an interactive system that offers individuals the opportunity to learn or refresh Food Stamp Program (FSP) knowledge at their own speed.
The computer based training system is available in all local department and DHR central staff that have access to a PC that has Intranet access. In addition, computers dedicated to the CBT have been installed in each local department.
Control #: 05-35
Subject: Income Excluded By Federal Law - Disaster Relief Employment Funded Under National Emergency Grants
Issue Date: 4/19/2005
Effective Date: 4/19/2005
Program(s) Affected: Food Stamp Program, Temporary Cash Assistance, Temporary Disability Assistance Program, Medical Assistance, Maryland Children’s Health Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0535.pdf
This action transmittal describes how to treat disaster relief employment income received from a National Emergency Grant. National Emergency Grants are part of the Workforce Investment Act (WIA). Although we do not expect to see this type of income, case managers should be aware of it and how to handle it.
Control #: 05-36
Subject: CIS Alert Identifying Runaways/Missing Children in Out-of-Home Placements
Issue Date: 4/19/2005
Effective Date: 4/19/2005
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0536.pdf
The Social Services Administration (SSA) is responsible for tracking Foster Care children in out-of home placement to ensure that they are safe and receiving proper care. If a foster care child runs away or is missing, staff must use every resource to locate the child.
The Client Information System has alerts, which identify children in active State custody in runaway or missing status. When a child in this status seeks services or is referred for investigation, a message displays at the bottom of the CIS Client DataBase Participation, Services System/Client Inquiry and Services System/Service Unit Summary screens which says: “ALERT: RUNAWAY/MISSING.”
Control #: 05-37
Subject: Purchase of Child Care Wait List Reopen
Issue Date: 5/2/2005
Effective Date: 5/1/2005
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0537.pdf
The Purchase of Child Care waiting list was implemented on January 15, 2003 due to a lack of available funds. Service may be provided to some waiting list customers and new applicants due to the available money in the FY 2006 budget.
Control #: 05-38
Subject: Citizenship and Immigration Status Reminder
Issue Date: 5/2/2005
Effective Date: 5/2/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0538.pdf
Recently, we have received complaints about how some local offices are handling food stamp cases that include ineligible or undocumented immigrants who are applying only for children or other persons who are eligible. We are issuing this information memo to clarify the policy.
Case managers cannot deny benefits to eligible citizen or immigrant household members simply because other household members do not disclose their citizenship or immigration status or provide a social security number (SSN).
Control #: 05-39
Subject: Homeless Households
Issue Date: 5/2/2005
Effective Date: 5/2/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0539.pdf
Recently, there have been questions about how many homeless households are getting food stamps or other benefits. We can get the number from CARES if the coding is correct. This information memo is a reminder about policy that is specific to homeless households and the correct CARES coding.
Control #: 05-40
Subject: Group Living Arrangements
Issue Date: 5/16/2005
Effective Date: 5/16/2005
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0540.pdf
Recently we have received several questions about food stamp eligibility and how to calculate the benefits of persons living in group living arrangements. This information memo does not change the policy. It is to provide clarification and policy reminders.
Control #: 05-41
Subject: Maryland Children’s Health Program (MCHP) Non-Associated AU Transfers to Local Health Departments
Issue Date: 5/16/2005
Effective Date: 3/24/2005
Program(s) Affected: Maryland Children’s Health Program (MCHP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0541.pdf
CARES Bulletin #05-01 addressed the CARES data correction conducted in June 2004 with regard to transferring unassociated MCHP AUs from the Local Department of Social Services (LDSS) to the Local Health Department (LHD). This was to be a one-time-only data correction to automatically transfer all active unassociated MCHP AUs in LDSS to their respective LHD. DHR and DHMH have decided to implement the automation to an on-going, monthly process. This will assist to more accurately reflect caseloads in the LDSS and LHD offices. In addition, this automated process will reduce the burden on LDSS office staff from manually transferring non-associated MCHP AUs to the LHD’s.
Control #: 05-42
Subject: POC Child Support Tax Intercepts and Arrearages
Issue Date: 5/18/2005
Effective Date: 7/1/2005
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0542.pdf
This action transmittal outlines Purchase of Child Care policy on counting child support tax intercepts and arrearages.
Control #: 05-43
Subject: POC Address Verification
Issue Date: 5/19/2005
Effective Date: 5/19/2005
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0543.pdf
As a result of a recent Child Care Administration audit, it was suggested that Purchase of Child Care begin to verify applicant addresses.
Control #: 05-44
Subject: POC Voucher Expiration, Invoice Submission, Payment Irregularities, Absences and Priority 2 Definition
Issue Date: 5/20/2005
Effective Date: 7/1/2005
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0544.pdf
The Office of Child Care Subsidy is introducing some regulation changes as of July 1, 2005. They include: (a) a 15 day voucher expiration, (b) a 60 day invoice submission deadline, (c) minimum overpayment thresholds, (d) 60 absences per year per child, and (e) clarification on the priority 2 definition.
Control #: 05-45
Subject: TDAP Type 2 Redeterminations
Issue Date: 6/16/2005
Effective Date: 6/16/2005
Program(s) Affected: Temporary Disability Assistance Program (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0545.pdf
The Temporary Disability Assistance Program (TDAP) policy now requires case managers to get a new Medical Report Form (DHR/FIA 402B Revised 05/01) and submit it to the State Review Team (SRT) for a new decision of disability at each redetermination of a long-term (Type 2) TDAP recipient’s eligibility. Effective immediately the policy is changed to better match TDAP requirements to Medical Assistance (MA) requirements, eliminate the need for a CARES workaround to prevent the MA case from closing if the TDAP case closes, and reduce the workload for both TDAP case managers and the State Review Team.
Control #: 05-46
Subject: Maryland Children’s Health Program (MCHP) Non-Associated AU Transfers to Local Health Departments
Issue Date: 6/17/2005
Effective Date: 5/23/2005
Program(s) Affected: Maryland Children’s Health Program (MCHP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0546.pdf
CARES Bulletin #05-01 addressed the CARES data correction conducted in June 2004 with regard to transferring unassociated MCHP AU’s from the Local Department of Social Services (LDSS) to the Local Health Department (LHD). This was to be a one-time-only data correction to automatically transfer all active unassociated MCHP AU’s in LDSS to their respective LHD. DHR and DHMH have decided to implement the automation to an on-going, monthly process. This will assist to more accurately reflect caseloads in the LDSS and LHD offices. In addition, this automated process will reduce the burden on LDSS office staff from manually transfering non-associated MCHP AU’s to the LDH’s.
Control #: 05-47
Subject: Mexico’s Matricula Consular Identification Card
Issue Date: 6/30/2005
Effective Date: 6/30/2005
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0547.pdf
Representatives of Mexican government agencies and the U.S. Department of Agriculture (USDA) established a collaborative partnership in July 2004 to provide information and outreach about nutrition programs available to Mexican Americans and Mexican nationals who live in the United States (U.S.).
