Release 87:  Effective October 1, 2017

TANF -
K.  Reporting and Acting on Changes


Printable
PDF
   

View in PDF format for printing

Case Management Opportunity

When discussing the change, ask open-ended questions about how the change affects self-sufficiency for the client and children. For example:

  • Why did X leave/move into the household? How does his/her presence/absence affect you and the children?
  • How will this move help you and the children? Why did you need to leave your last address?
  • Now that you are employed, how do you think this will affect the other family members?
  • What additional support would you need to keep your job and your family's needs?

  1. Reporting requirements
  2. Participants must report changes within 10 days of their occurrence. They may report the changes by phone, office visit, report form or other written notice. These changes include the following:

    Example 1:

    Tanya and her children are receiving TANF. Tanya gets married to Joe. Joe is now in the filing group. Tanya must report this change within 10 days.

    Example 2:

    Mary is receiving TANF with her two children, Melissa and Jim. Jim is 18 years old. He graduates from high school in June. This must be reported as Jim is no longer in the filing group.

    Reporting Changes - Overview Rule
    461-170-0010 — Reporting Changes - Overview

    Changes That Must be Reported Rule
    461-170-0011 — Changes That Must be Reported

  3. What to do when the participant reports a change
  4. Ensure that the person reporting the change is authorized to do so for the case. A parent or caretaker relative of a dependent child in the filing group or a designated authorized representative. Determine if the change impacts the family’s eligibility for benefits. If the change does not impact eligibility, document the change in the case file. If it does impact eligibility, determine how the change would impact the case.

    Document the change and the action that needs to be taken because of the change. For any action that adversely affects the participant, a decision notice must be sent before the date of action.

    Definitions for Chapter 461 Rule
    461-001-0000 — Definitions for Chapter 461

    Authorized Representatives; General Rule
    461-115-0090 — Authorized Representatives; General

    NOTE
     

    Worker can take action when an 18-year-old dependent child reports that they are no longer in the household group.

  5. Effective date for all changes except adding a new person to an open case
  6. For changes that occurred and were reported in the same month but do not continue, regardless of whether the change would cause an increase or decrease in benefit, document the change in the case record; no CMS action is needed.

    Example 3:

    Maddie reports on 6/14 that she has a temp job for one week working at the fair. She will get her only check in June. Since it was reported and occurred in the same month but will not continue, there is no need to change the case or supplement TANF.

    Example 4:

    Noah reports on 7/16 that he missed a week of work in July due to illness. He has already returned to work at his regular hours but his 7/15 check was $100 less than normal. Since the change occurred and was reported in the same month but is not expected to continue, no supplement is made and income remains the same.

    When an anticipated change is reported before the payment month and the change will continue and cause an increase in benefits, the effective date is the first of the payment month in which the change will occur.

    Example 5:

    Peyton reports on 3/21 that she is no longer working. She stopped working and will receive her final check in March. The effective date for the change is 04/01.

    If the change is not reported until the month it occurs or later, the effective date is the first of the month following the month in which the change was reported.

    Example 6:

    Lily reports on 11/06 that she stopped working in October. The change was reported later than the month it occurred. The effective date for removing the income is 12/1. No supplement is made.

    COMPUTE INCOMING CODE
     

    When adjusting a case for the following month, use a COMPUTE incoming code.

    For an anticipated change reported in a timely manner that will continue and cause a decrease in benefits, the effective date is the first of the month following the month in which a timely continuing benefit decision notice period ends.

    Example 7:

    Logan reports timely on 8/24 that he is now getting SSB benefits for his child. Since there is not time to give timely notice, the effective date is 10/01.

    Example 8:

    Chad and Melissa report timely on 4/05 that they are now getting child support for Melissa’s son. Child support screens show the first payment was issued 4/2. The case manager sends timely notice to reduce benefits for 5/11.

    CLOSE INCOMING CODE
     

    If a reported change makes a benefit group ineligible for TANF, use a CLOSE incoming code.

    For an anticipated change reported before the payment month and the change will continue and cause an increase in benefits, the effective date is the first of the payment month in which the change will occur.

    Example 9:

    Sierra reports on 01/18 that her unemployment benefits have ended on 01/14. Since this change will continue and cause an increase in benefits, the effective date is 02/01.

    ADJUSTING CMS WITH COMPUTER CODE
     

    Adjust CMS using a COMPUTE incoming code to reflect the change in income before the End of Month (EOM) deadline; use an SUPL action, if after.

    Effective Dates; Changes in Income or Income Deductions That Cause Increases Rule
    461-180-0020 — Effective Dates; Changes in Income or Income Deductions That Cause Increases

    Effective Dates; Changes in Income or Income Deductions That Cause Reductions Rule
    461-180-0030 — Effective Dates; Changes in Income or Income Deductions That Cause Reductions

    Effective Dates; Suspending or Closing Benefits and JOBS Support Service Payments Rule
    461-180-0050 — Effective Dates; Suspending or Closing Benefits and JOBS Support Service Payments

  7. Effective date for adding a new person to an open case
  8. When adding a new person (other than a newborn) to an open case, a new application or an addendum must be received, if we want to establish a filing date.

    Establishing a filing date with the Application for Services (DHS 415F) or Additional space for other people living with you (DHS 415X) will ensure that the TANF supplement will start on the filing date once the new person clears eligibility.

    NOTE
      Completing the DHS 415F or DHS 415X is not mandatory.

    1. Determine if this person must be added to the filing group, and change the number in the household on CMS to reflect the correct figure.

      If the person is in the filing group, determine the eligibility factors that the new person must meet.

      NOTE
        If the new person is a needy caretaker relative, they will need to complete the Employability Screening Tool (DHS 7823A), assist in determining JOBS status and help in building a JOBS case plan, including understanding the rights and responsibilities on the Your Rights and Responsibilities While in JOBS and JOBS Plus form (DHS 7819).

      If adding this person will increase benefits, add this person effective the date when all eligibility requirements are met and verified, unless an application was submitted and a filing date established. If a filing date was established and all eligibility was cleared within 30 days of the filing date, then add the individual effective the filing date.

      1. If a new application is not received and amendments to the current Application for Services (DHS 415F) combined with an addendum, including the Change Report (DHS 943) or Additional space for other people living with you form (DHS 415X) were used, determine if all eligibility factors are cleared. Send a Notice of Information or Verification Needed (DHS 210A) to request any additional information needed.

      Use new person’s actual current income to determine eligibility and amount of supplement when adding.

    2. If benefits have been issued for the month and adding the new person would reduce benefits, the person is added the first of the month following the month in which the notice period ends (see OAR 461-175-0050).

    The effective date for adding a participant (other than an eligible newborn) to the benefit group is the date on which all eligibility requirements are met and verified (or filing date, if a filing date has been established).

    Example 10:

    Cameron reports 10/4 that his wife, Maria, has moved back into the home. Cameron and Maria turn in the DHS 415F on 10/6. Maria clears all eligibility on 10/10. Maria is added to the case as of 10/6 the filing date.

    Example 11:

    Jasmine reports on 10/8 that she has finally gotten a SSN for her son Marcus, who is currently coded on the case as a NO. Marcus clears all eligibility on 10/8. The effective date for adding Marcus is 10/8.

    Example 12:

    Ann reports on 9/5 that Craig, the father of her child, has moved in. He receives $400 in SSB. This income will reduce but not close the TANF case. Timely notice is sent and Craig is added to the case on 10/01.

    Example 13:

    Sam reports on 4/25 that her daughter is now living with her. Her daughter receives $850 in SSB per month. This makes Sam and her other children over income for TANF. Since timely notice is needed, the case is closed 5/31. The daughter is not added to the case for May benefits.

    Prospective or Retrospective Eligibility and Budgeting; ERDC, REF, REFM, SNAP, TANF Rule
    461-150-0060 — Prospective or Retrospective Eligibility and Budgeting; ERDC, REF, REFM, SNAP, TANF

    Effective Dates; Adding a New Person to an Open Case Rule
    461-180-0010 — Effective Dates; Adding a New Person to an Open Case

    Adding an eligible newborn

    The effective date for adding an eligible newborn to an open case is:

    When adding a newborn child born in an Oregon hospital to a case, proof of birth or SSN is not required. This means that there is an open TANF benefit group and the newborn is added to the benefit group.

    Example 14:

    Dawn reports on 12/2 that her daughter was born 11/26. All eligibility is cleared 12/2. The child is added to the case effective 11/26.

    Example 15:

    Elizabeth reports on 10/10 that her son was born 8/20. Eligibility is cleared 10/10.  Eligibility was not cleared within 30 days of birth. The baby is added to the case effective 10/10.

    Effective Dates; Adding a New Person to an Open Case Rule
    461-180-0010 — Effective Dates; Adding a New Person to an Open Case

  9. Removing a person
  10. Removing a person from their grant means either reducing or terminating the benefits of the benefit group. A timely continuing benefit decision notice is required except for the following situations:

    10-DAY NOTICE FOR CLOSURE OF TANF BENEFITS
     

    After the removal of the child/ren from a home by Child Welfare and the remaining HH members are the adults, a 10-day notice for closure of TANF benefits is given.

    Example 16:

    Mom and son (no other children are in the home) are receiving a TANF grant, and Child Welfare has a court order to remove the son on May 28. A basic decision notice is given to the household(no later than May 31) for the removal of the son and a timely decision notice is given to the mom for closure of TANF (before the 10-day notice cutoff in June) for June 30 closure.

    Example 17:

    Crystal reports that her husband is no longer in the household. Removing him from the case will reduce her TANF benefits. A timely notice is needed.

    Notice Situation; Removing an Individual From a Benefit Group (REF, REFM, SNAP, TANF) or Need Group (ERDC) Rule
    461-175-0305— Notice Situation; Removing an Individual From a Benefit Group (REF, REFM, SNAP, TANF) or Need Group (ERDC)

  11. Late, incomplete or nonreporting
  12. If it is discovered that participants failed to report changes they are required to report and, as a result, the benefit group received benefits to which they were not entitled, the Department of Human Services (DHS) must file an overpayment against the filing group.

    If a reported change results in insufficient information to determine how the change will affect the benefit group’s eligibility and benefit level, DHS may shorten the redetermination period and require a new application.

    If the participant fails to report a one-time unanticipated change, no overpayment exists. This is because the grant amount is calculated based on the best information available to the participant and to CAF SSP at the time the determination is made.

    If the participant fails to report the change that has occurred and continues, there is no overpayment for the month in which the change first occurred. This is because benefits could not have been adjusted in time to prevent the overpayment. However, overpayments exist in the following months in which the change in income has not been correctly adjusted and reflected in the monthly grant amount.

    TIMELY CONTINUING BENEFIT NOTICE
     

    Send a timely continuing benefit decision notice to the participant before reducing or terminating benefits.

    Definitions and Categories of Overpayments Rule
    461-195-0501 — Definitions and Categories of Overpayments

    Calculation of Overpayments Rule
    461-195-0521 — Calculation of Overpayments

  13. Change in income
  14. When a change in income occurs, determine how the change will impact the monthly benefit amount. Process the change according to when and how it is reported.

    Actions taken when a change of employment is reported

    If the Big “3” is reported (weekly hours, hourly wage and the date of the first paycheck) take the participants statement, as long as the reported earned income places family over the TANF Exit Limit Increase standard (DHS 5530). If the reported information places the family OVI for TANF, workers may close TANF based on the first paydate. For instance if the first pay check is between the first and 14th of the month, close end of month with timely notice. If the first pay check is received between the 15th and EOM, close the following month. If the reported income does not appear to make the family be over income for TANF, then pend the participant using the Notice of Information or Verification Needed (DHS 210A) for proof of income. The verification can be used to calculate the income and to verify childcare hours.

    VERIFYING GROSS INCOME
     

    If eligibility is unclear, verification must be received. Verification includes, but is not limited to: participant statement of weekly hours, hourly rate, date of first check, a copy of the paystub, written or oral statement from the employer, print out from the employer, etc.

    NOTE
     

    Verifying gross income is different from verifying participation hours.

    Example 18:

    Jane is receiving TANF for herself and one child. She reports that she has a new job starting on December 5 at ABC Company and she is working 20 hours per week at $15 hour. Her first pay check will be received December 20. Jane will be over the TANF Exit Limit Increase standard. Worker will close TANF effective 01/31, code for the Employment Payment and convert SNAP to TBA (SNAP-G.11). Send the DHS 456 and the Employment Notice.

    Example 19:

    Judy reports that she was just hired for a full time job with an ongoing salary of $2900.00 per month. She starts her job on the 25th of July, however; will not receive her first monthly check until September 1. Based on Judyís statement, she will be over the TANF income standard and case closes effective 09/30. SNAP is converted to TBA 10/1.

    Example 20:

    On 11/25, Julie reports starting a job working Sundays for eight hours at her church for $9.25 an hour; she will be paid once a month on the 10th and her first check will be received on 12/10. Pend for proof of income to be received by 12/20. Julie submits copy of first check on 12/11. Send a Notice of Decision and Action Taken (DHS 456) to reduce benefits for 1/1.

    NOTE
     

    Does the family have a need for child care assistance? Families who have received TANF child care assistance may not understand the need to apply for ERDC. Families leaving TANF are not subject to the Reservation List. See Child Care Assistance section B.3 (CC-b.3).

    REMINDER
     

    Issue a notice (DHS 456 or DHS 7822) if the client received ongoing support service payments, to close or reduce.

    If any of the Big "3" required information (weekly work hours, hourly wage and the date of the first paycheck) is not reported, pend the client using Notice of Information or Verification Needed (DHS 210A) for weekly work hours, hourly wage and date of the first paycheck. The due date for the pended items will be the 15th of the following month.

    If the first pay date is not reported, pend for the actual pay stub. If their income does not place them OVI for TANF, the actual pay stub will ensure proper coding on UCMS.

    Example 21:

    Peter is receiving TANF and reports that he has a new job on December 15. He does not report any specific information regarding this job. Pend Peter, using a DHS 210A for his weekly work hours, hourly wage and verification of the gross income received on his first pay check. The due date will be January 15.

    Example 22: Austin is receiving TANF and calls his worker about a new job he started. He reports on the voice message that his first pay date is 5/5 and he is earning 12.50 an hour. The worker needs to send Austin the DHS 210A for his weekly work hours. The due date for the information will be 10 days from the first pay date of 5/5.

    REQUIREMENTS FOR VERIFICATION
     

    The items needed to verify and act on income for TANF eligibility and to validate a placement are not the same items. Name of employer, occupation, begin date, weekly work hours, hourly wage and date first paycheck will be received is needed to enter a job for placement and determining eligibility for ERDC.

    REMINDER
      The items needed to verify and act on income for TANF eligibility and participation hours are not the same. Work Hours Verification form DHS 7846 is available to receive proof of actual hours worked for verifying participation hours related to WO activity and JPI work participation hours.

    Actions taken when pended items are received

    If the pended items are returned, calculate the ongoing income using prospective budgeting and determine if the income will cause the case to be reduced or closed. A Timely Continuing Benefit Decision is needed when benefits are closed or reduced.

    Many times the first pay check is not reflective of ongoing income because it is not for a full pay period. After proof of the gross income is received, determine if the weekly hours are reflective of what the participant originally anticipated. If the participant reports that the originally reported hours are not reflective, it is not necessary to pend for additional proof of income, simply narrate what income was used and why.

    Example 23:

    Brad is receiving TANF with his son, Jack. He completes a change report and attaches his first pay stub as proof of his gross income received. This income reflects only a partial pay period, but does verify the hourly rate. Based off his prospective income of $10x40x4.3=$1720, he is over the Raised Exit Limit standard for TANF. Narrate that the pay stub was not used to determine ongoing income as it was not a full pay period. Close Bradís case effective the end of the month, giving timely notice.

    Example 24:

    Cara is receiving TANF with her two children Brian and Lily. She reports that she is working 25 hours per week at $10.00 per hour. She turns in her first pay check. The client has not been given the amount of hours she originally reported and is only working 10 hours per week. Based off income of 10x$10x4.3=$430, she is under the Raised Exit Limit standard for TANF. Narrate that the pay stub was used to determine ongoing income, instead of the original hours reported due to the pay stub being reflective of the hours that she is actually working. Reduce Cara’s case effective the first day of the next month giving timely notice.

    NEW APPLICATION NEEDED/NOT NEEDED
     

    If a TANF case is closed for being over income and the family becomes TANF eligible in the month following the closure, a new application is not needed to restore TANF.

    Actions taken when pended item are not received

    If pended items are not received timely, close the TANF grant giving 10-day notice for failure to return the requested verification. TANF recipients whose TANF closes due to not returning requested verification are not eligible for the Employment Payments, TBA SNAP benefits or Reduced Copay.

    Actions taken when a new job is reported at redetermination

    If a participant reports that they have started a new job on their redetermination application, determine if they had started working prior to turning in their application packet. If they have, then you need to look at the Raised Exit Limits to determine eligibility.

    If the participant has not begun working prior to turning in their application, do not count any income in the initial month of the new certification as there is no guarantee the job will begin.

    Example 25:

    Brian's TANF ends 2/28 and he turns in his redetermination packet on 2/4 and reports that he will begin working on 2/25. Since he has not started working yet, do not count any income for March, the initial month of the new certification. Pend Brian for proof of the gross income on the first check using a DHS 210A per the guidelines above. If Brian reports he will earn gross earnings over the Raised Exit Limit in March, accept his statement, close benefits 4/30 with timely notice, convert to TBA. Review JPI eligibility and child care need.

    Example 26:

    Lynn's TANF ends 6/30 and she turns in her redetermination packet on 6/10 and reports that she started a new job on 6/8. She is unsure as to how many hours she will be working and what her wage will be, as it depends which shift she works. Pend Lynn using a DHS 210A for her weekly work hours, hourly wage and verification of the gross income received on first pay check.

    Lynn provides a letter from her employer that verifies she is working 25 hours per week at $10.00 an hour:looking at the Raised Exit limit chart for a need group of two, Lynn is over income for TANF. Convert her SNAP case to TBA and deny/close TANF for OVI.

    Example 27:

    Natalie’s TANF ends 10/31 and she turns in her redetermination application on 10/10. She started working full time on 10/05 and will receive her first check on 10/25. Her full time income will make her over income for TANF. Deny her redetermination packet for being over income and close TANF for 10/31.

    Example 28:

    Stuart’s TANF ends 8/31 and he turns in his redetermination application on 8/25. He reports that he started working on 8/20, is paid once a month, and will get his first pay check of $200 on 9/07. His ongoing income will be $1000 and will make him over income. In the initial month of his new certification (September), his job will be a new source of income so actual income of $200 is used. Send a timely closure notice to close for 09/30.

    Verification; General Rule
    461-115-0610 — Verification; General

    Transitional Benefit Alternative (TBA) in the SNAP Program Rule
    461-135-0506 — Transitional Benefit Alternative (TBA) in the SNAP Program

    Prospective Eligibility and Budgeting Rule
    461-150-0020 — Prospective Eligibility and Budgeting

    Prospective or Retrospective Eligibility and Budgeting: REF, REFM, SNAP,
    TANF Rule
    461-150-0060 — Prospective or Retrospective Eligibility and Budgeting: REF, REFM, SNAP, TANF

    Income and Payment Standards; REF, TANF Rule
    461-155-0030 — Income and Payment Standards; REF, TANF

    How Income Affects Eligibility and Benefits; REF, TANF Rule
    461-160-0100 — How Income Affects Eligibility and Benefits; REF, TANF

    Changes That Must Be Reported; General Rule
    461-170-0011 — Changes That Must Be Reported; General

    Notice Situations; General Information Rule
    461-175-0200 — Notice Situations; General Information

Valid HTML 4.01 Transitional