Transmitting (check box that best applies):

Applies to (check all that apply):

Discussion/Interpretation:

(NOTE: In addition to the program changes listed below, miscellaneous editorial changes, which do not affect policy, were made to chapters of the Family Services Manual included in this release.)

Employment and Self-Sufficiency Services

Added a new item, JOBS Microenterprise. With the addition of microenterprise as a JOBS component, individuals participating in the JOBS program who are self-employed and who meet the requirements of OAR 461-190-0197 will be able to work at their small business for up to 12 months while receiving TANF cash benefits and JOBS support services. ES B.8

Added an item on the new Vocational Training activities in the JOBS Program. ES B.9

TANF

• Added microenterprise to the Asset Quick Reference Chart. TF G.7

• Added that microenterprise income may be annualized when necessary. TF H.5

• Described how microenterprise income is handled for purposes of the Adjusted Income Test. TF I.3

• Updated to reflect changes to reporting requirements. To be consistent with FS Program requirements, clients will be required to report changes in unearned income of over $50. Clients are also required to report when a member of the TANF filing group becomes pregnant. The client is required to report this within 10 days of the day she becomes aware that she is pregnant. TF M

TANF - Refugee Program

Removed the reference to "REFM" from Eligibility Requirements; Overview. It is dealing with eligibility requirements for REF only. RF B.3

Removed the reference to Child Care from the Support Payments and Refugees title. REF is for single adults and childless couples so child care is not an issue. Also changed the reference of "TANF A-1" to "Employment and Self-Sufficiency Services section A". RF B.12

Food Stamps and Noncitizens

• Clarified that verification may be requested at recertification or anytime there is a change reported. Verification is not just limited to new applications. In addition, some items do not need to be verified at each certification. For example, once an SSN is verified it remains verified unless the number becomes questionable. FS B.11

• As noted in a recent policy memo, the semi-annual report system became available to FS households effective 9/1/03. Due to this new report system and new federal regulations on reporting systems, information on length of certification periods also changed. New federal regulations indicate that no FS household other than those where all members are elderly or disabled may have longer than a six-month certification period unless they are required to report periodically. Therefore, homeless and migrant or seasonal farmworker cases are now limited to six-month certification periods. Only FS cases (not containing all elderly or disabled persons) using the SRS or MRS and cases with companion ERDC APR will be allowed a 12-month certification period. FS B.12 and F.7

• Clarified that the DHS 231 is necessary only when a nonfiling group member is being named as authorized representative or authorized payee. The head of household does not need to complete this form when another member of the filing group also wishes to have an EBT card to access their benefits. FS B.14

• Clarified that a TANF client who is enrolled in higher education as a result of participation in a higher education component of the JOBS program can be determined an eligible student. Currently, there is no higher education component offered by JOBS. Also added how to code an ineligible student on FCAS. FS D.3

• A federal clarification on graduate students with teaching fellowships has been incorporated into FS student policy. Graduate teaching fellowships are a form of educational income. This is not earned income and the hours worked here are not counted toward the 20 hours a week criteria used to find a higher education student eligible for FS. Instead, if the student is eligible for FS, the worker should be using the student income computation form. List this income in part 1 and offset the income with student costs before any of it is counted. FS D.3 and MP-WG #14

• Clarified in the Categorical Eligibility chapter that the countable income for the financial group is used to determine if the household income exceeds the 185% FPL limit. FS E

• Each year the Food and Nutrition Service increases income standards and benefit amounts in October. The standard deduction and utility allowances are also revised. The new standards have been incorporated. FS C.4, F.2, F.20, F.25, F.27, F.28; GP G; MP-WG #7 and AFS 5530

• SRS was implemented effective 9/1/03. At that time, SRS was expanded to include more cases than originally planned. The policy was revised to include this expanded group. Now a FS case in SRS may include a household with any companion assistance program except ERDC. FS F.8

• Clarified that no FS filing group may receive TBA if any member is receiving TANF cash benefits. Also clarified that FS cases should be converted to TBA at the same time the TANF case manager is taking action to close or end TANF. There is no FS overpayment if a client fails to report a change during the TBA period. This is because there is no required reporting during the TBA period. However, there may be an administrative underpayment or overpayment if a change is reported and not acted upon. FS F.9

• Added a new example of actions to take when a case moves from SRS to MRS. This example was added to accommodate the expansion to allow TANF/FS households to be in SRS. TANF households are commonly placed in MRS when they become employed. When a TANF case is in MRS, the FS case must also be in MRS. FS F.11

• Clarified that TANF clients who voluntarily close their TANF case in an attempt to avoid a TANF penalty or disqualification will still have the DQI income coded on FS if they received the notice of impending disqualification prior to the voluntary TANF closure. FS F.15

• Clarified that before the special farm credit can be used, the countable farm income less allowable costs must be below 50 cents a month. FS F.18

• Based on new FS regulations, a client now needs to report when they go to work or when they receive a change in rate of pay within 10 days of receipt of the new paycheck reflecting the change. They must continue to report within 10 days of the last day of work when a job ends. In addition, clients must now report a change in the amount of unearned income of $50 or more a month. FS H.1 and 2

• Clarified that FS cases are not to be branch held during a certification period because the Department cannot require a client to come to the branch office for FS eligibility information during the middle of a certification period. Also added examples of how to proceed when the head of household leaves the household. FS H.4

• Added the recommendation that workers give migrant seasonal farmworkers the AFS 7294 to let them know what income will be used each month of the certification period. FS I.1

• The ability to use FS benefits to purchase prepared meals was expanded to include a list of those shelters or meal providers who have been approved to accept FS in payment for prepared meals. FS I.4

• Added a new worker guide to show each FS report system at-a-glance. FS WG #9

• In April 2003, qualified noncitizens who have been in a qualifying status for 5 years or longer began to meet the alien status requirements for FS. Effective 10/1/03, a child, under age 18, who is a qualified noncitizen meets the alien status requirements for FS regardless of the date they arrive in the US or the length of time they have been in a qualifying status. In addition, their eligibility is determined without the need to deem income. NC A and B

• Added a cross reference to the DHS 7351 (Word Doc). This form is used when computing the amount of countable educational income. Expanded the list of Title IV of the Higher Education Act list. Added a cross reference to the FS definition of an eligible student and to the counting client assets site on treatment of educational income. MP-WG #14

Child Care

Circumstances in which ineligibility ends for copay not met has been modified. CC F

Medical Assistance

Deleted reference to an exception for American Indians and Alaska Natives from the delayed eligibility date policy. The last manual release went to print before this draft policy could be removed. The policy may become effective at a later date. Federal approval is pending. MA B.2

Clarified that for an OHP recipient to continue to receive benefits without interruption, an application must be submitted in the last month of the current certification period and eligibility determined within the application processing time frame. MA B.4

Provided clarification on continuing OHP eligibility when a person leaves the OHP benefit group during the certification. MA B.4

Changed the date an OHP premium must be paid to avoid disqualification from the 25th to the 20th of the month following the month in which the premium was due. MA E.8

Clarified how a client can be found ineligible for not paying premiums and how long the person remains ineligible. MA E.8

Revised the information regarding OHP budgeting to included determining eligibility for applicants who are pregnant (OHP-OPP). Renamed OHP income standards to be consistent with administrative rule. MA F.9

Created a new worker guide listing the Client Maintenance System reports related to medical assistance programs. MA-WG #1

Office of Medical Assistance Programs (www.dhs.state.or.us/healthplan/data_pubs/wguide.html)

In this revision all references to Primary Care Case Manager (PCCM) are changed to
Primary Care Manager (PCM) throughout the guide. This revision also contains changes
to:

• Address information for the AFS 148, OMAP 3073 and AFS 443 for medical hearings is updated. OMAP WG #1

• Information regarding the history and current coverage of the Oregon Health Plan (OHP) is updated to include recent changes to the OHP as a result of legislative action. OMAP WG #2

• Detailed information is updated on the new OHP Benefit Packages, including updated administrative rule references. Benefit Package reference charts are also updated. OMAP WG #4

• Managed health care information is updated to clarify information on effective date of coverage for newborns and continuity of care exemptions. Revisions to this section also include a variety of housekeeping changes. OMAP WG #5

• Information covering the Family health Insurance Assistance Program (FHIAP) eligibility criteria and enrollment is updated and expanded. OMAP WG #6

• Information on client hearings for medical issues is updated. Instructions for forwarding the AFS 443 are revised. OMAP WG #11

• Transportation reimbursement information is updated to clarify transportation brokerage authority and acceptable reasons for secure transport. A variety of housekeeping changes are included. OMAP WG #12

• Reference to "Receipting Unit" is changed to "Office of Forms and Document Management Imaging Unit". OMAP WG #13

• The grace period for non-payment of premiums is changed. Copayment exemptions are clarified. Copayment requirements for OHP Standard drug benefit are added. OMAP WG #14

Counting Client Assets

Restored adoption assistance clarification that was mistakenly removed. CA B.1

The Counting Client Assets section of the Family Services Manual has been revised to add information about how to count the value of capital assets for individuals in JOBS microenterprise and what exclusions from self-employment income to allow for individuals in JOBS microenterprise. CA B.9, C.2 and 3

Generic Program Information

Added clarification that a timely continuing benefit decision notice is not always required to reduce or close OHP benefits. GP J.4

Implementation/Transition Instructions: N/A

Training/Communication Plan: N/A

Local/Branch Action Required:

Read and become familiar with policy and procedure changes.

Food Stamps:

• Review the utility allowance on each case at recertification to assure that the household is receiving the correct allowance based on the payment of heating/cooling costs.
  

• Review alien status at recertification and make qualified noncitizen children eligible for FS. Also monitor to ensure that a child who is now age 18 meets the eligible noncitizen/alien status in another way. (Note: these children are not coded as NC2 as long as they remain eligible for FS.)
  

• Ensure that all FS staff have received the training on SRS that began in August 2003.

Central Office Action Required:

Read and become familiar with policy and procedure changes.

Food Stamps:

• Update the new FS standards so the 10/03 benefits will be issued correctly.

Filing Instructions:

Please file this material, dated October 1, 2003, in your Family Services Manual. Record the insertion date on the ML record sheet.

If you have any questions about this policy, call: