On Target. April Child Care Form 7476 Revision and 7470 Obseletion

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1 Child Care Form 7476 Revision and 7470 Obseletion There has been changes to the Employment Related Day Care (ERDC) Re-Application and Supplemental Nutrition Assistance Program (SNAP) Application DHS The DHS 7476 application has been updated and will be effective 0/01/18. The changes reflect recent SNAP and ERDC rule changes. The changes include: On Target The application has been retitled to read Employment Related Day Care (ERDC) Application and Supplemental Nutrition Assistance Program (SNAP) Application. This was retitled to remove the re-application language for ERDC. The 7476 will be the primary application for both certifications and recertification. Question 8 has been updated with additional information for families who need a medical or non-medical exemption for child immunizations. The SNAP 10% federal poverty level reporting requirements chart has been updated. The FPL numbers were updated effective 10/01/17. Please see transmittal SS-IM for additional information. Language has been added in the ERDC responsibilities section that participants agree to pay their copay every month when they sign the DHS The ERDC Application (DHS 7470) will be obsolete effective 0/01/18. The DHS 7470 is being obsoleted as it limits an applicant s ability to apply for multiple programs with one application. Families are still able to apply for child care benefits with the DHS 7476 and DHS 41F applications. Offices should recycle all copies of the DHS 7470 and stop handing them out to participants effective March 1, applications received by branches after March 1, 2018 should still be accepted and processed. April 2018 APRIL 2018 CONTRIBUTORS Paul Buntrock Dawn Myers Jeff Hodges Kris Rash SNAP Policy Analysts TANF Policy Analysts Quality Control SSP Training Unit INSIDE THIS ISSUE Child Care Form 7476 Revision and 7470 Obseletion What is Prospective Budgeting? ERDC Reservation List 2 Use of VET Coding for Income and HH Type Fields for SNAP SNAP Didja Know?? What is the QC Unit? Reminders From the Introducing the HUB 4 TA-DVS: Did You Know? 4 When it is Important to Create a Separate E2 Case for TA-DVS New Employability Screening: DHS 41A and Who is Required to Complete the Form 1 2

2 What is Prospective Budgeting? 2 This means looking forward. That is, we consider what we already know has happened in the current month (the month containing the filing date) and what we expect will happen for the remainder of the month. You can use actual expected income in the initial month if the income is just starting or ending or will be significantly different in the following and ongoing months. Otherwise, convert or anticipate from the initial month. If income will increase in the second month, give or mail the client a Notice of Income and Benefit Calculation (DHS 7294) when you certify benefits. This allows the Department of Human Services (DHS) to change the benefit amount without 10-day notice. Example 1: Jane is a single filing group, with a new SNAP filing date of February 12th, she started a new job on February 7th and is paid twice per month the th and the 20th. She is working 40 hours per week at $14.2 per hour and will not receive her first pay until February 20th. Per employment verification statement: First paycheck February 20th $ Her prospective budget is $14.2/hr x 40 hrs/wk x 4. = $ Although she is OVI based on the anticipated income, do not deny her SNAP filing date of February 12th, this is because her initial month of income is just starting and significantly different from her ongoing budget. Instead certify Jane s case for one month. (Use a one- or two-month certification period for when it appears that the household will not be eligible for SNAP benefits longer than one or two months). Complete the DHS 7294 to notify Jane as to what income her SNAP benefits from 2/12 2/28 is based on. Example 2: Jason reports his job just ended and he is receiving a final paycheck in the initial month. So far he has already been paid $ gross and he anticipates the final check to be $ In addition, he applied for UC and received one payment this month of $ and he expects UC as his only ongoing income. In the initial budget month (aka the filing date month) - Code the actual anticipated EML ($ $12.00 = $98.00) and UC income ($210.00). Change the income in the second month to the converted UC only ($ x 4. = $90.00). Example : Laurie has a filing date April 14th, she just started a new job on April 10th, but will not receive her first paycheck until the end of the month. She is paid monthly with a salary of $ gross per month, and her first check on April 0th will be $86.11 gross, this is verified by her employer. In the initial budget month, we count $86.11 gross. Her income will increase in the second month to $ , the worker will need complete and give or mail Laurie a Notice of Income and Benefit Calculation (DHS 7294) when you certify benefits. This allows the Department of Human Services (DHS) to change the benefit amount without 10-day notice. ERDC Reservation List Effective immediately: ERDC applicants will no longer be subject to the reservation list criteria. A significant drop in the ERDC case load permits the de-activation of the reservation list. Please do not add ERDC applicants to the reservation list. Applications received requesting ERDC assistance should be reviewed and if eligible, approved effective the first of the month of their date of request. For additional information, see transmittal SS-PT

3 Use of VET Coding for Income and HH Type Fields for SNAP If we have a participant with veterans income, we would code the income as VET on page 2 of FCAS. It does not matter what the percentage of disability is, income for this type of source would be VET. For HH type field and using the VET code, the only time we should use the VET coding is if there is a 100% disability rating from the VA. This VET code affects the calculation in the same way the SSI/SSD code does, allows medical deductions, and removes the cap on the shelter costs. SNAP Policy Analysts SNAP Didja Know?? We can provide a better process for our participants by utilizing our two exceptions to having a participant re-establish a SNAP filing date and the need to re-sign the application. The first exception is when you are denying benefits in the initial month and approving benefits for the second month. In this situation, you would simply adjust the filing date to the first of the month in which benefits will start. The best part is that the participant does not need to re-sign the application in this instance. The second exception is when the participant submits pending items after the 0th day from the filing date and they did not request more time to extend the filing date, the date the pending items are submitted sets the new filing date. The participant does not need to re-sign the application. What is the QC Unit? Have you heard of the QC Unit? Do you know what the unit does and why? Did you know that some QC staff conduct home visits? If you answered no to any of these questions, there is a new link on the Staff Tools pages that will answer these questions and more. The recognizes the constant movement of staff and resources in the field offices and wanted to create a tool that would be easily accessible and answer the most common questions about what we do. You can find the tool using the following links. SSP Staff Tools: under the Quick Links section you will find the Quality Control Information link APD Staff Tools: on the right-hand side of the webpage under Resources you will find the Quality Control Information link CAPI Application Number: Reminders From the Remember to include the CAPI application number in the case narrative. Including this number in your eligibility determination narrative helps direct the Quality Control (QC) reviewer, as well as others, to the correct application in CAPI. QC contact with branch staff: Federal (FNS) guidance does not allow SNAP Quality Control (QC) reviewers to discuss case reviews with branch staff until after the final determination has been submitted to FNS. The purpose of this is to avoid bias during the review process. The QC Unit will contact the branch if we are unable to make contact with the client, the client is not cooperating with the review, or the documentation used in the eligibility determination is not found in EDMS. If you have questions about the QC process please direct those to the mailbox, Unit.Quality-Control@dhsoha.state.or.us.

4 Introducing The HUB 4 would like to introduce you to The HUB. The HUB is a website tailored to Leads around the state to help with training and accuracy for both SSP and APD. Beginning May 1st, 2018, the HUB will be available with a menu of developed materials based on analysed accuracy data. You will see there is all programs available, SNAP, ERDC, TANF, TADVS and APD. Our menu of materials is developed based on analysing years of accuracy data. This has allowed us to offer materials to address errors before they happen. We have streamlined the process for you by custom tailoring presentations, cheat sheets, skills challenges, hot topics and so much more! Check out the webpage We value the hard work the Leads do every day. You are the go-to person for guidance in the branch. The Hub is here to make your life easier, we have done the prep work for your next huddle or meeting. The Hub gives you access to amazing materials. Our goal is to save you time, so you can do what you do best. Provide exceptional customer service to your branch and the Oregonians we serve. The materials will be updated every three months based on the error data. This has been a collaboration between and the Self-Sufficiency Training Unit. Also, with the support of the Program Policy Analysts. If you don t see what you need just ask. There is a feedback icon for you to tell us what you think, what you would like to see. Within the feedback icon, you can send us amazing materials or resources you use in your branch. Let's share our ideas and the work. We would love to have a lead spotlight section where we share materials submitted by you. Our goal is to not only support you but also recognize all the incredible work you have already done. Save The HUB as a favorite; use our logo as your screen saver and don't miss an opportunity to vote on what you would like to see next! Watch the video of the late night Coffee Chat introducing the QA Lead s Training Hub: TA-DVS: Did You Know? DHS employees know we are mandatory reporters. We report when working with families where we have identified a concern for the children in the home. We are reporters for all the following: adults age 6 and over adults with developmental disabilities adults with mental illness, and residents in nursing facilities You can call SAFE (72). This toll-free number allows you to report abuse or neglect of any child or adult to the Oregon Department of Human Services. Remember to identify safety risks and make reports when necessary.

5 When it is Important to Create a Separate E2 Case for TA-DVS When approving TA-DVS cases, we add the DVS Coding to any open UCMS Case: M, 2, 82, etc. But did you know there is a time when we should NOT add DVS coding to an already existing case? If the abuser is in the filing group, we will create a separate E2 case for the TA-DVS program. Example: Mother and Father are in the household receiving TANF together for their two children. Mother is head of household for the TANF case. Father applies for TA-DVS against mother. We open a separate E2 case for Father (and the children) and narrate all TA-DVS narratives under Father. If we add DVS coding on the existing TANF case, we are allowing Mother to have access to those records. We can mark narrative type as DV and filter narratives out. However, if we narrate on the TANF case (under the head of household, Mother) and Mother completes a records request for all records, she would have access to those narratives. Think of it like this: 24 year old Anna has a TANF case for herself and her daughter. Anna lives in the home with her mother, who she prepares food with. Anna also has an open SNAP case with her mother and her daughter. Anna is head of household on both cases. If Anna s mother calls into the office requesting case information, we can only share the information and narratives regarding the SNAP case as she is not on the TANF case. If the abuser is in any filing group please create a separate E2 case for TA-DVS and have all narratives be under the applicant for TA-DVS. New Employability Screening: DHS 41A and Who is Required to Complete the Form TANF eligibility includes a requirement for each caretaker relative in the need group to complete an employability screening. The screening tool, which is currently being used to capture this information is the DHS 782A. On April 1, 2018 the DHS 782A will become obsolete and no longer used for the purpose of the employability screening. Please recycle any unused copies of the DHS 782A after close of business on March 1, Beginning April 1, 2018 the DHS 41A becomes the tool, which will be used to satisfy the employability screening requirement. Two copies of the DHS 41A are being added to the application for services packet and will follow the DHS 41F signature page. The DHS 41A will also be included in redetermination packets and online as a standalone document if needed. On April 1, 2018, the new application packets will be used. Please recycle old stock of application packets. Along with the change in the screening tool, TANF eligibility requirements regarding the employability screening will be changing on April 1, Currently all caretaker relatives in the need group must complete the screening. Beginning April 1, 2018, only caretaker relatives in the need group who are authorized to work in the United States will be required to complete this screening. Reason for action: The TANF program began using the family assessment statewide beginning on January 1, The family assessment is a more robust way to engage with families on their goals. Much of the DHS 782A had been incorporated into the family assessment. Due to the use of the family assessment, it was determined a shorter screening tool could be used to satisfy the employability screening requirement found in Oregon Revised Statute (ORS). Oregon Administrative Rule, , is being amended to require only caretaker relatives in the need group who are authorized to work in the United States to complete the employability screening tool (41A). TANF Policy Analysts