3.606.4 Redetermination of Eligibility A.

Filing a redetermination (RRR) to continue benefits Colorado Works clients shall file their RRR with the county by the 15th of the month as specified in the RRR packet. A client’s failure to file a RRR timely may delay the determination of benefits. All RRR forms must be entered into the statewide automated system within two (2) business days. Complete forms received timely must be acted upon by the county department by the last day of the month in which the forms were due. Complete forms received between the 16th and the last day of the month the RRR is due must be approved as soon as possible. The county department will have ten (10) days to act on such redeterminations, to include scheduling and conducting the interview and requesting any necessary verification. The county must make an eligibility decision on redetermination forms received between the 16th and the last day of the month within thirty (30) days from receipt of such RRR. An interview for Colorado Works basic cash assistance cases shall take place annually and necessary verifications must be requested and obtained at each RRR to determine whether the client continues to be eligible for Colorado Works. B. Redetermination procedures- mail out Forms that the client is required to complete shall be mailed to the client at least thirty (30) calendar days prior to the first of the month in which eligibility redetermination is due. This is considered the prior notice period. The following procedures relate to mail-out redetermination: 1. An RRR packet shall be mailed to the client which identifies the RRR due date and the date when Colorado Works grant payments will stop if the RRR packet is not returned; 2. The RRR packet shall be completed, signed by the client, and returned to the county department no later than the 15th of the month in which the client’s existing certification ends; and, 3. When the client is unable to complete the RRR packet due to physical, mental, or emotional disabilities, and has no one to help, the county department shall either assist the client or refer the client to a legal or other resource. 4. When initial arrangements or a change in arrangements are being made, an extension of up to thirty (30) days may be allowed. The assistance and/or referral action of the county department shall be recorded in the case record. C. Complete RRR packet A complete RRR packet has all questions applicable to Colorado Works and/or specific to the household’s circumstances completed by the client and is signed by the client or authorized representative. D. Redetermination process The redetermination process shall consist of all activity from the date the RRR is received from the client until a determination concerning eligibility is made. During the redetermination process, the county worker shall: 1. Date the RRR packet to record the date of receipt by the county department. 2. Enter the RRR into the statewide automated system within two (2) business days. 3. Schedule and conduct an interview when required. The client shall be provided with written notice of a scheduled interview in accordance with section 3.602.1.E.1.c. When the client does not keep the appointment and does not request an alternate time or arrangement, as described in section 3.602.1.E.1.c, grant payments will be terminated at the end of the current certification period. 4. Explain the purpose of the interview and the use of the information supplied by the client on the RRR form and any additional required forms. 5. Inform all clients in writing at the eligibility redetermination that Social Security Numbers for all clients will be used to request and exchange information with other agencies as part of the eligibility process, including the Department of Labor and Employment (State Wage And Unemployment Data), Social Security Administration, and Internal Revenue Service (unearned income). IEVS information may also be exchanged with other state or federal agencies administering public assistance programs, including the Department of Labor and Employment, Child Support Services, and the Social Security Administration. 6. Have the client complete the forms or complete the form on behalf of the client. 7. Explain the appeal rights to the client. 8. Witness the signature of the client and sign as a person who helped complete the forms, when applicable. 9. Review documents, verifications, and any other information supplied by the client with the client in order to obtain clarification if needed. Information requested shall include: a. Income. b. Other eligibility factors to be verified unless satisfactory documentation is in the case record. E. Redetermination not returned When the RRR packet is not returned by the 15th of the RRR due month, discontinuation of benefits shall occur at the end of the RRR due month. This action to discontinue shall not be taken, however, if the completed and signed forms are returned between the 16th and the end of the RRR due month as defined in section 3.606.4.A. If no response is received by the end of the RRR due month, the case shall be discontinued upon the effective date of the notice sent to the client with the RRR packet. F. Incomplete redetermination packets If the RRR packet is received by the first filing deadline, but it is incomplete, a correction notice shall be sent to the client advising the client that the RRR packet is incomplete and must be corrected by the correction deadline to avoid termination and/or the county department shall work with the client to complete the packet. G. Termination of benefits and adequate notice When the information provided in the RRR packet, or otherwise provided by the client, is the basis for reduction in the amount of assistance or in termination of assistance, such actions shall be taken after adequate notice, as defined in section 3.601 and described in 3.609.1,C and D, is given. H. Termination of benefits and adequate notice redetermination requirements A redetermination of eligibility shall be complete for Colorado Works when: 1. All necessary forms concerning the redetermination are completed and have been reviewed; 2. Requested verification is obtained and recorded in the case file; 3. All factors are evaluated and decisions on continued eligibility and amount of money payment have been reached; and 4. Notice of change in payment, if applicable, is completed and mailed to the client. A state- approved notice of proposed action form shall be used for positive actions and for negative or adverse actions. I. Reopening and reinstatements Cases may be reopened prior to the effective date of closure with good cause and may be reinstated if closed within thirty (30) calendar days or less. 1. Reinstatement in lieu of an application- when a request is made for the category of assistance from which the client was discontinued within thirty (30) calendar days following the effective date of discontinuation, the following procedures shall be followed: a. A RRR packet or current application shall be in the case file or completed and signed by the client; b. Income shall be verified; c. Other eligibility factors shall be verified unless satisfactory documentation is in the case record; d. Eligibility determination shall be completed and appropriate actions shall be taken. 2. Reopening in lieu of an application- when a client requests assistance prior to the effective date of the client’s discontinuation from assistance, the following procedures shall be followed: a. A RRR packet or current application form shall be in the case file or completed and signed by the client; b. Income shall be verified; c. Other eligibility factors shall be verified unless satisfactory documentation is in the case record; d. Eligibility determination shall be completed and appropriate actions shall be taken; e. If reopened, child support services and other appropriate units shall be so advised.