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us-mn/policy/dhs/combined-manual/0020-21/msa-assistance-standards-2026 — Axiom

us mn combined manual

9 rules0 of 600 subsections

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in view

Whole section

Encodings · 9

Encoded from this provision

us-mn/policy/dhs/combined-manual/0020-21/msa-assistance-standards-2026

mn_msa_assistance_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · derived

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: mn_msa_assistance_standard
kind: derived
entity: Household
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: formula
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_living_alone_standard_applies
          output: msa_living_alone_standard_applies
          hash: sha256:local
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_person_living_alone_standard
          output: msa_person_living_alone_standard
          hash: sha256:local
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_person_living_with_others_standard
          output: msa_person_living_with_others_standard
          hash: sha256:local
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_married_couple_living_alone_standard
          output: msa_married_couple_living_alone_standard
          hash: sha256:local
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_married_couple_living_with_others_standard
          output: msa_married_couple_living_with_others_standard
          hash: sha256:local
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_pre_1994_married_couple_living_alone_standard
          output: msa_pre_1994_married_couple_living_alone_standard
          hash: sha256:local
      - path: versions[0].formula
        kind: import
        import:
          target: >-
            us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_pre_1994_married_couple_living_with_others_standard
          output: msa_pre_1994_married_couple_living_with_others_standard
          hash: sha256:local
versions:
  - effective_from: '2026-01-01'
    formula: >-
      if household_is_pre_1994_married_couple: if
      msa_living_alone_standard_applies:
      msa_pre_1994_married_couple_living_alone_standard else:
      msa_pre_1994_married_couple_living_with_others_standard else: if
      household_is_married_couple: if msa_living_alone_standard_applies:
      msa_married_couple_living_alone_standard else:
      msa_married_couple_living_with_others_standard else: if
      msa_living_alone_standard_applies: msa_person_living_alone_standard else:
      msa_person_living_with_others_standard

msa_living_alone_standard_appliesus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · derived

Combined Manual 0020.21, Apply the living alone assistance standard

name: msa_living_alone_standard_applies
kind: derived
entity: Household
dtype: Judgment
period: Month
source: Combined Manual 0020.21, Apply the living alone assistance standard
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: condition
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
versions:
  - effective_from: '2026-01-01'
    formula: >-
      household_lives_in_own_residence_without_others

      or household_member_eligible_for_hcbs_waiver

      or
      household_member_meets_county_plan_requirements_for_housing_support_placement

      or household_member_eligible_for_msa_housing_assistance

      or household_constitutes_separate_household

msa_married_couple_living_alone_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: msa_married_couple_living_alone_standard
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: Married couple living alone $1,582.00
versions:
  - effective_from: '2026-01-01'
    formula: '1582.00'

msa_married_couple_living_with_others_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: msa_married_couple_living_with_others_standard
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: Married couple living with others $1,058.00
versions:
  - effective_from: '2026-01-01'
    formula: '1058.00'

msa_person_living_alone_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: msa_person_living_alone_standard
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: Person living alone $1,055.00
versions:
  - effective_from: '2026-01-01'
    formula: '1055.00'

msa_person_living_with_others_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: msa_person_living_with_others_standard
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: Person living with others $755.33
versions:
  - effective_from: '2026-01-01'
    formula: '755.33'

msa_personal_needs_allowanceus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.24, Personal Needs Allowance

name: msa_personal_needs_allowance
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.24, Personal Needs Allowance
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: 'MSA: The personal needs allowance is $132.'
versions:
  - effective_from: '2026-01-01'
    formula: '132'

msa_pre_1994_married_couple_living_alone_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: msa_pre_1994_married_couple_living_alone_standard
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: Married couple living alone (pre-1994) $1,597.00
versions:
  - effective_from: '2026-01-01'
    formula: '1597.00'

msa_pre_1994_married_couple_living_with_others_standardus-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01 · parameter

Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

name: msa_pre_1994_married_couple_living_with_others_standard
kind: parameter
dtype: Money
unit: USD
period: Month
source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
metadata:
  proof:
    atoms:
      - path: versions[0].formula
        kind: amount
        source:
          corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
          excerpt: Married couple living with others (pre-1994). $1,321.00
versions:
  - effective_from: '2026-01-01'
    formula: '1321.00'

▸rulespec code

Shown source

policies/dhs/combined-manual/0020-21

Displaying the canonical repository encoding.

Rules

mn_msa_assistance_standard

Derived

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: mn_msa_assistance_standard
  kind: derived
  entity: Household
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: formula
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_living_alone_standard_applies
            output: msa_living_alone_standard_applies
            hash: sha256:local
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_person_living_alone_standard
            output: msa_person_living_alone_standard
            hash: sha256:local
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_person_living_with_others_standard
            output: msa_person_living_with_others_standard
            hash: sha256:local
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_married_couple_living_alone_standard
            output: msa_married_couple_living_alone_standard
            hash: sha256:local
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_married_couple_living_with_others_standard
            output: msa_married_couple_living_with_others_standard
            hash: sha256:local
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_pre_1994_married_couple_living_alone_standard
            output: msa_pre_1994_married_couple_living_alone_standard
            hash: sha256:local
        - path: versions[0].formula
          kind: import
          import:
            target: >-
              us-mn:policies/dhs/combined-manual/0020-21/msa-assistance-standards-2026#msa_pre_1994_married_couple_living_with_others_standard
            output: msa_pre_1994_married_couple_living_with_others_standard
            hash: sha256:local
  versions:
    - effective_from: '2026-01-01'
      formula: >-
        if household_is_pre_1994_married_couple: if msa_living_alone_standard_applies:
        msa_pre_1994_married_couple_living_alone_standard else:
        msa_pre_1994_married_couple_living_with_others_standard else: if
        household_is_married_couple: if msa_living_alone_standard_applies:
        msa_married_couple_living_alone_standard else:
        msa_married_couple_living_with_others_standard else: if msa_living_alone_standard_applies:
        msa_person_living_alone_standard else: msa_person_living_with_others_standard

msa_living_alone_standard_applies

Derived

source: Combined Manual 0020.21, Apply the living alone assistance standard

- name: msa_living_alone_standard_applies
  kind: derived
  entity: Household
  dtype: Judgment
  period: Month
  source: Combined Manual 0020.21, Apply the living alone assistance standard
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: condition
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
  versions:
    - effective_from: '2026-01-01'
      formula: |-
        household_lives_in_own_residence_without_others
        or household_member_eligible_for_hcbs_waiver
        or household_member_meets_county_plan_requirements_for_housing_support_placement
        or household_member_eligible_for_msa_housing_assistance
        or household_constitutes_separate_household

msa_married_couple_living_alone_standard

Parameter

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: msa_married_couple_living_alone_standard
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: Married couple living alone $1,582.00
  versions:
    - effective_from: '2026-01-01'
      formula: '1582.00'

msa_married_couple_living_with_others_standard

Parameter

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: msa_married_couple_living_with_others_standard
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: Married couple living with others $1,058.00
  versions:
    - effective_from: '2026-01-01'
      formula: '1058.00'

msa_person_living_alone_standard

Parameter

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: msa_person_living_alone_standard
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: Person living alone $1,055.00
  versions:
    - effective_from: '2026-01-01'
      formula: '1055.00'

msa_person_living_with_others_standard

Parameter

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: msa_person_living_with_others_standard
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: Person living with others $755.33
  versions:
    - effective_from: '2026-01-01'
      formula: '755.33'

msa_personal_needs_allowance

Parameter

source: Combined Manual 0020.24, Personal Needs Allowance

- name: msa_personal_needs_allowance
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.24, Personal Needs Allowance
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: 'MSA: The personal needs allowance is $132.'
  versions:
    - effective_from: '2026-01-01'
      formula: '132'

msa_pre_1994_married_couple_living_alone_standard

Parameter

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: msa_pre_1994_married_couple_living_alone_standard
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: Married couple living alone (pre-1994) $1,597.00
  versions:
    - effective_from: '2026-01-01'
      formula: '1597.00'

msa_pre_1994_married_couple_living_with_others_standard

Parameter

source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards

- name: msa_pre_1994_married_couple_living_with_others_standard
  kind: parameter
  dtype: Money
  unit: USD
  period: Month
  source: Combined Manual 0020.21, 2026 MSA Monthly Assistance Standards
  metadata:
    proof:
      atoms:
        - path: versions[0].formula
          kind: amount
          source:
            corpus_citation_path: us-mn/manual/dhs/combined-manual/msa-revised-sections-2026-01
            excerpt: Married couple living with others (pre-1994). $1,321.00
  versions:
    - effective_from: '2026-01-01'
      formula: '1321.00'

(page-20)Page 21#

COMBINED MANUAL

ISSUE DATE 03/2017

GLOSSARY: 1619A...

0002.01

1619A SOCIAL SECURITY ACT A provision allowing continued SSI and Medical Assistance eligibility for people who would otherwise lose SSI because of a demonstrated ability to work. See Chapter 13 (Basis of Eligibility) and the Minnesota Health Care Programs Eligibility Policy Manual.

1619B SOCIAL SECURITY ACT A provision allowing continued Medical Assistance eligibility for people who become ineligible for SSI benefits under 1619A due to excess income. See Chapter 13 (Basis of Eligibility) and the Minnesota Health Care Programs Eligibility Policy Manual.

ABAWD Able-Bodied Adults Without Dependents. See 0011.24 (Able-Bodied Adults Without Dependents).

ABLE ACCOUNT See ACHIEVING A BETTER LIFE EXPERIENCE ACCOUNT below. Also see 0017.15.32 (ABLE Accounts).

ABSENT PARENT See NON-CUSTODIAL PARENT in 0002.45 (Glossary: Netherlands' Act...).

AC See ALTERNATIVE CARE in 0002.03 (Glossary: Agent Orange...).

ACCRUED MONTHS MFIP : See BANKED MONTHS in 0002.05 (Glossary: Assistance Standard...).

ACHIEVING A BETTER LIFE EXPERIENCE ACCOUNT Achieving a Better Life Experience (ABLE) accounts allow people with disabilities to save money to pay for disability-related expenses without affecting their eligibility for public benefits. See 0017.15.32 (ABLE Accounts).

ADDENDUM For the specific Combined Application addendums, see 0002.11 (Glossary: Child Care…).

ADEQUATE COMPENSATION FAIR MARKET VALUE or other compensation equal to it.

ADEQUATE NOTICE A notice sent no later than the date of action.

ADJUDICATION OF PATERNITY Determination of the identity of a child's father by a court.

ADMINISTRATIVE DISQUALIFICATION HEARING An administrative hearing initiated by the county for people accused of wrongfully obtaining assistance or intentional program violations who, if found guilty, are disqualified from CASH ASSISTANCE and/or SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM for a specified period of time.

ADOPTION ASSISTANCE An adoption assistance grant from state or IV-E funds to adoptive parents, a GUARDIAN, or a CONSERVATOR.

ADOPTION IV-E See IV-E ADOPTION in 0002.35 (Glossary: Inventory...).

ADULT CHILD SNAP: A person age 22 or over who lives with his or her natural or adoptive parent(s) or stepparent(s).

GA : A person age 18 or over who lives with his or her parent(s).

ADULT-SUPERVISED SUPPORTIVE LIVING ARRANGEMENT

(page-22)Page 23#

COMBINED MANUAL

ISSUE DATE 10/2016

GLOSSARY: AGENT ORANGE...

0002.03

AGENT ORANGE A herbicide used in the Vietnam War to eliminate foliage.

AID TO FAMILIES WITH DEPENDENT CHILDREN (AFDC) The program authorized to provide financial assistance and social services to needy families with a MINOR CHILD. The PERSONAL RESPONSIBILITY AND WORK OPPORTUNITY AND RECONCILIATION ACT (PRWORA) replaced AFDC with a block grant called TANF. In Minnesota, AFDC was replaced by the MINNESOTA FAMILY INVESTMENT PROGRAM. See MINNESOTA FAMILY INVESTMENT PROGRAM (MFIP) in 0002.41 (Glossary: Medically Necessary...).

ALIMONY An allowance for support that a court orders a person to pay to his/her SPOUSE.

ALLOCATION A DEDUCTION from 1 person’s income for the maintenance needs of others. See TEMP Manual TE02.10.60 (Family Cash Allocations), 0018.30 (Allocations).

ALTERNATIVE CARE (AC) Payments made by Social Services for HOME CARE SERVICES for a person over age 65 who would otherwise require care in a NURSING FACILITY. See the Minnesota Health Care Programs Eligibility Policy Manual.

ALTERNATIVE EMPLOYMENT PLAN (AEP) MFIP : The AEP was replaced by the Employment Plan. See 0028.15 (Employment Plan (EP)) for further information.

AMERASIAN A person of Asian and American parentage. There are special provisions for non-citizen children of Vietnamese mothers and American fathers. See 0011.03.18 (Non-Citizens - People Fleeing Persecution).

AMERICORPS The Corporation for National and Community Service administers several AmeriCorps programs, which include AmeriCorps State and National, AmeriCorps VISTA, and AmeriCorps National Civilian Community Corps (NCCC). For more information, see 0017.15.78 (National and Community Service Programs).

APPEAL A client’s or authorized representative’s request to the HUMAN SERVICES JUDGE for review of a COUNTY AGENCY’s action or inaction. See 0027 (Appeals).

APPLICANT A person who has submitted a request for assistance for whom no decision has been made regarding eligibility, and whose application has not been acted upon or voluntarily withdrawn.

APPLICATION A request for assistance made by submitting a signed and dated page number 1 of the COMBINED APPLICATION FORM (CAF) or APPLYMN application. See 0005 (Applications), 0009.06.03 (Recertification Processing Standards).

APPLICATION DATE Date of application varies depending on the program and the applicant’s situation. See 0005.12.09 (Date of Application) for more specific information.

APPLYMN An online application the public may use to apply for cash assistance, Supplemental Nutrition Assistance Program (SNAP), Child Care Assistance Program (CCAP) and emergency help.

APPROVAL The act of certifying that an APPLICANT is eligible to receive benefits.

ASSET LIMIT The maximum amount of COUNTED ASSETS clients may own or have available and remain eligible for assistance. See

(page-24)Page 25#

COMBINED MANUAL

ISSUE DATE 12/2018

GLOSSARY: ASSISTANCE STANDARD...

0002.05

ASSISTANCE STANDARD An amount set under Minnesota Statutes to provide for an ASSISTANCE UNIT's shelter, food, fuel, clothing, utilities, household supplies, and personal expenses. See 0020 (Net Income Limits).

MFIP : Also see TRANSITIONAL STANDARD in 0002.67 (Glossary: Thrifty...), FAMILY WAGE LEVEL in 0002.23 (Glossary: Fair Hearing...).

ASSISTANCE UNIT A group of people receiving or applying for BENEFITs together.

ASYLEE See 0011.03.18 (Non-Citizens - People Fleeing Persecution).

ASYLUM See 0011.03.18 (Non-Citizens - People Fleeing Persecution).

ATM (AUTOMATIC TELLER MACHINE) An electronic banking device used by some units to get their assistance benefits.

AUTHORIZED REPRESENTATIVE A person authorized in writing by the UNIT or CLIENT to act on their behalf. An authorized representative may exercise all the rights and responsibilities of a client. See 0005.06 (Authorized Representatives).

AUTOMATIC TELLER MACHINE An electronic banking device used by some units to get their assistance benefits.

AVAILABILITY Used in reference to income or ASSETS. A client's degree of access to income due them or assets they own.

AVAILABLE See AVAILABILITY above.

BALLOON PAYMENT A final payment, much larger than previous ones, on a mortgage or CONTRACT FOR DEED agreement.

BANKED MONTHS MFIP : Months credited during the initial 60 months of MFIP eligibility, which can potentially be used after the 60-month time limit is reached to extend eligibility. Banked months are accrued when a caregiver meets the conditions for special medical criteria. See 0011.36 (Special Medical Criteria).

BANKRUPTCY A legal proceeding in federal court where a person or company owing money seeks protection from creditors.

BASIC NEEDS MFIP, GA : The minimum personal requirements of subsistence, restricted to: shelter, utilities, food, clothing, and other items the loss or lack of which is determined by the county agency to pose a direct, immediate threat to the physical health or safety of the applicant or participant.

BASIS OF ELIGIBILITY An identifying characteristic of a category of people specified as potentially eligible for an ASSISTANCE PROGRAM. People without 1 of the specified characteristics are ineligible.

BATTERED NON-CITIZEN A NON-CITIZEN who is the spouse or child of a United States citizen or LAWFUL PERMANENT RESIDENT (LPR) and who has been battered or subject to extreme cruelty in the United States by a family member residing in the same household. The battered status must be determined by U.S. Citizenship and Immigration Services (USCIS). Battered non-citizens may petition for adjustment of status to LPR on their own behalf. A person with an approved or pending petition on that basis would be

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COMBINED MANUAL

ISSUE DATE 09/2016

GLOSSARY: BENEFIT...

0002.07

BENEFIT Any assistance payment, including CASH ASSISTANCE, and SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) or other state-administered food program received by an ASSISTANCE UNIT or paid on their behalf. Also see 0012.12 (Applying for Other Benefits).

BENEFIT MONTH The month for which a BENEFIT is designated. Also see PAYMENT MONTH in 0002.47 (Glossary: OJT...).

BENEFIT RECOVERY SECTION A section of DHS which pursues collection of 3rd party payments, and determines if health insurance is cost-effective.

BIRTH CHILD A parent's child by birth.

BLIND An SSI definition used for the SNAP and MSA programs. The condition of a person without vision. Or, a person with corrected vision of 20/200 or less in the better eye using a standard Snellen chart. If the corrected vision in 1 eye is better than 20/200 but the person's visual field is 20 degrees or less, consider the person blind. Blind also includes people with aphakic eye with vision of 20/70 or worse in the better eye.

BNDX Beneficiary Data Exchange. A monthly IEVS exchange between the Social Security Administration and the Department of Human Services. The report provides information on Title II benefits (RSDI) and Medicare Parts A and B.

BOARDER A person who eats with the UNIT and pays for meals but does not live with the unit and is not a unit member.

BRS See BENEFIT RECOVERY SECTION above.

BRU See BENEFIT RECOVERY SECTION above.

BUDGET MONTH The calendar month from which the COUNTY AGENCY uses the income or circumstances of a UNIT to determine the amount of the BENEFIT for the PAYMENT MONTH.

BUDGETING Assigning income to a PAYMENT MONTH. Using UNIT income to compute eligibility and BENEFIT levels. See PROSPECTIVE BUDGETING in 0002.51 (Glossary: Professional...), RETROSPECTIVE BUDGETING in 0002.57 (Glossary: Relative...). Also see 0022 (Budgeting and Benefit Determination).

BURIAL FUNDS Funds paid or designated in advance for funeral expenses.

BURIAL PLAN Funds paid or designated in advance for funeral expenses.

BURIAL PLOT A cemetery lot.

BURIAL SPACE Cemetery lot, burial vault, mausoleum space, etc.

BURIAL TRUST Funds paid in advance for funeral expenses and held in a TRUST.

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COMBINED MANUAL

ISSUE DATE 08/2019

GLOSSARY: CALENDAR MONTH...

0002.09

CALENDAR MONTH A period that begins with the 1st day of the month and ends with the last day of the month.

CALENDAR QUARTER A period of 3 consecutive calendar months, ending with the last day of March, June, September or December.

CAPITAL ASSET Property that is held by a company for investment and useful business purposes. Capital assets are those assets used by the business to make a profit such as; depreciable property (equipment and vehicles), real property (land and buildings), and property for sale to customers, like inventory or merchandise.

CAPITAL EXPENDITURE The purchase or improvement of REAL PROPERTY or PERSONAL PROPERTY having a useful life of more than 1 year. See the SNAP Farm Loss Offset Policy Guide (PDF).

CAPITAL GAIN Financial gains or profit from the sale of a CAPITAL ASSET. See 0017.15.54 (Capital Gains and Losses as Income).

CAPITAL LOSS Financial loss from the sale of a CAPITAL ASSET. See 0017.15.54 (Capital Gains and Losses as Income).

CAREGIVER A person who provides care and support to a MINOR CHILD. The person may or may not receive benefits.

MFIP, DWP : See 0014.03.03 (Determining the Cash Assistance Unit) for a list of who may be a CAREGIVER. A pregnant woman with no other children is also considered a caregiver; see 0013.03.03 (Pregnant Woman Basis - MFIP/DWP).

CASH ASSISTANCE Assistance received from 1 of the CASH PROGRAMS, excluding the food portion of an MFIP grant.

CASH CUT-OFF NOTICE A notice sent prior to cash benefit issuance for the subsequent month. See 0026.12.18 (Cash Cut-Off Notice).

CASH GIFT Money given directly to a UNIT which is not otherwise counted as income to the unit, or considered to be a RELATIVE CONTRIBUTION.

CASH-OUT DEMONSTRATION PROJECT SNAP: A pilot project that issues cash benefits to eligible people rather than benefits restricted to food purchases (People age 65 or older or eligible for SSI.)

CASH PROGRAMS MINNESOTA FAMILY INVESTMENT PROGRAM (MFIP), DIVERSIONARY WORK PROGRAM (DWP), GENERAL ASSISTANCE (GA), MINNESOTA SUPPLEMENTAL AID (MSA), REFUGEE CASH ASSISTANCE (RCA), and EMERGENCY GENERAL ASSISTANCE (EGA).

MFIP, DWP, MSA, GA, GRH: Also includes RETIREMENT, SURVIVORS, AND DISABILITY INSURANCE (RSDI), SUPPLEMENTAL SECURITY INCOME (SSI), VETERANS' BENEFITS, WORKERS' COMPENSATION, Railroad Retirement Benefits, and UNEMPLOYMENT INSURANCE.

CASUALTY MFIP : Damage to a HOMESTEAD such as from fire.

CATEGORY OF ASSISTANCE A general grouping of similar types of ASSISTANCE. The 2 categories in this manual are: CASH ASSISTANCE, see above, and SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM, see 0002.25 (Glossary: First Adult...). Also see HEALTH CARE PROGRAMS in 0002.29 (Glossary: Gross RSDI...).

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COMBINED MANUAL

ISSUE DATE 08/2019

GLOSSARY: CALENDAR MONTH...

0002.09

C-CORPORATION An artificial ‘legal being’ (legal concept only) endowed by law with the powers, rights, liabilities and duties of a natural person. A corporation’s assets are controlled by the business entity itself, not by the owners (stockholders) directly.

CERTIFICATION The initial determination that an APPLICANT is eligible for ASSISTANCE.

CERTIFICATION PERIOD The period of time between initial eligibility and the date a county must review the case, or the period of time between required reviews.

CHANGE REPORTERS Units that are NOT required to report changes on a monthly HOUSEHOLD REPORT FORM (HRF) or COMBINED SIX-MONTH REPORT (CSR). For more information, see 0002.11 (Glossary: Child Care...), 0002.31 (Glossary: Honoraria...), 0007.03.02 (Six- Month Reporting - SNAP), 0007.15 (Unscheduled Reporting of Changes - Cash), 0007.15.03 (Unscheduled Reporting of Changes - SNAP).

CHANGE REPORT FORM (DHS-2402) (PDF) A form given to clients who do not report monthly or every 6 months to report required changes; the form may also be used to report changes for all programs. See 0007.15 (Unscheduled Reporting of Changes - Cash), 0007.15.03 (Unscheduled Reporting of Changes - SNAP).

CHEMICAL DEPENDENCY The compulsive use of a chemical(s) characterized by 3 or more of the following: daily use required to function, inability to stop using the chemical, repeated efforts to control or reduce excessive use, binge use, amnesia about events occurring while intoxicated, and use despite physical problems aggravated by use.

CHEMICAL USE ASSESSMENT GA : An assessment interview and written listing of the client's specific problems related to chemical use which enables the assessor to determine a level of chemical involvement.

CHILD MFIP, DWP : See MINOR CHILD in 0002.41 (Glossary: Medically Necessary...).

SNAP: A person under age 22 who is living with a parent(s). See 0014.03.06 (Determining the SNAP Unit).

CHILD & TEEN CHECKUPS A component of the Medical Assistance program that promotes comprehensive health care that includes screening, diagnosis, and treatment services for children from birth to age 21. Child and Teen Checkups (C&TC) is Minnesota's name for the Early and Periodic Screening, Diagnosis, and Treatment (EPSDT) Program. See the Minnesota Health Care Programs Eligibility Policy Manual.

(page-30)Page 31#

COMBINED MANUAL

ISSUE DATE 09/2016

GLOSSARY: CHILD CARE...

0002.11

CHILD CARE FOOD PROGRAM A federal program authorized by the NATIONAL SCHOOL LUNCH ACT to provide for food service to children in child care who receive TITLE XX funding.

CHILD CARE SUPPORT A court-ordered payment by a NON-CUSTODIAL PARENT for a portion of the child care costs incurred by the CUSTODIAL PARENT.

CHILD NUTRITION ACT A federal law authorizing and providing for the nutritional welfare of children.

CHILD SUPPORT A voluntary or court-ordered payment by NON-CUSTODIAL PARENTS for the support of their children.

CHILD SUPPORT PAYMENTS See CHILD SUPPORT above.

CHILDREN'S HOME CARE OPTION (CHCO) See TEFRA OPTION in 0002.65 (Glossary: Suitable...).

CITIZENSHIP The status of being a native born or naturalized citizen of the United States. See 0011.03 (Citizenship and Immigration Status).

CIVIL RECOVERY Recovery of an OVERPAYMENT through the civil judicial process rather than the criminal one. See 0025.21.06 (Civil Recovery).

CLAIM The result of a county agency computing an OVERPAYMENT for benefits that the client was not eligible to receive. See 0025.03 (Determining Incorrect Payment Amounts).

CLIENT A person who is an APPLICANT or PARTICIPANT.

CLIENT ERROR An OVERPAYMENT or UNDERPAYMENT caused by a client's action or inaction.

CLIENT ERROR OVERPAYMENT An OVERPAYMENT caused by a client's action or inaction, or a combination of a client's action or inaction and an agency's failure to act.

COLA Cost of Living Adjustment. An increase in income to compensate for inflation.

COLLATERAL CONTACT A person outside the UNIT who confirms information about the unit's circumstances.

COMBINED ANNUAL RENEWAL FOR CERTAIN POPULATIONS (DHS-3727) (PDF) A form used to renew eligibility for certain SNAP, MSA, GRH and health care clients. See 0009.06 (Recertification Process) and the Minnesota Health Care Programs Eligibility Policy Manual.

COMBINED APPLICATION FORM (DHS-5223) (PDF) This form is used by people to apply for multiple assistance programs including: some CASH ASSISTANCE, SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM, and EMERGENCY PROGRAMS. See 0005.09 (Combined Application Form (CAF)). For health care only applications, see the Minnesota Health Care Programs Eligibility Policy Manual. For child care applications, see the Child Care Assistance Program Policy Manual.

COMBINED APPLICATION – ADDENDUM (DHS-5223C) (PDF)

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COMBINED MANUAL

ISSUE DATE 09/2016

GLOSSARY: CHILD CARE...

0002.11

This form is used for adding a person or people to an existing MFIP, DWP, GA assistance unit after the initial application has been processed. It also can be used, but is not required, for collecting information on people added to SNAP households. For more information, see 005.09.09 (When to Use an Addendum to the CAF).

COMBINED APPLICATION - CHILD CARE ADDENDUM (DHS-5223D) (PDF) This form is used to apply for the Minnesota Child Care Assistance Programs (CCAP) if an assistance unit is applying for cash assistance, or SNAP and has completed a Combined Application Form (DHS-5223) (PDF) (CAF).

COMBINED SIX-MONTH REPORT (DHS-5576) (PDF) This form is used by CLIENTS to report income and circumstance changes. For more information, see 0002.31 (Glossary: Honoraria...), 0007.03.02 (Six-Month Reporting), 0007.12.03 (What Is a Complete HRF/CSR), 0009.06.03 (Recertification Processing Standards).

COMBINED SIX-MONTH REPORT SUPPLEMENT FOR CASH PROGRAMS (DHS-5576A) (PDF) This form is used by CLIENTS who receive assistance from a cash program and who may also receive Health Care or SNAP. It must be submitted with a complete Combined Six-Month Report (DHS-5576) (PDF) (CSR).

COMMISSIONER The Commissioner of the Minnesota Department of Human Services.

COMMODITY SUPPLEMENTAL FOOD PROGRAM Commodity Supplemental Food Program (CSFP) is a USDA Program administered by the Minnesota Department of Health, Family Health Division, Supplemental Nutrition Programs Section. In Minnesota, the programs are called Mothers And Children (MAC) and Nutrition Assistance Program for Seniors (NAPS). See 0029.07.12 (Commodity Supplemental Food Program).

COMMUNAL DINING FACILITIES SNAP: Public or non-profit private establishments, approved by FNS, which prepare and serve meals for people age 60 or older and their spouses and SSI RECIPIENTs and their spouses.

COMMUNITY ACCESS FOR DISABILITY INCLUSION (CADI) A federally approved waiver program that allows people living in the community to receive services in addition to their regular MA coverage. See the Minnesota Health Care Programs Eligibility Policy Manual.

COMMUNITY ALTERNATIVE CARE (CAC) A federally approved home and community based services waiver program for chronically ill people. See the Minnesota Health Care Programs Eligibility Policy Manual.

COMMUNITY WORK EXPERIENCE PROGRAM (CWEP) MFIP, DWP : A COUNTY AGENCY implemented program that helps DWP and MFIP participants gain employment experience in an actual work setting by placing them in temporary, non-paid positions with public or private not-for-profit employers.

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COMBINED MANUAL

ISSUE DATE 09/2020

GLOSSARY: CONCILIATION...

0002.13

CONCILIATION CONFERENCE MFIP : An informal meeting offered to the CAREGIVER by the EMPLOYMENT SERVICES PROVIDER or COUNTY AGENCY to resolve Employment Services-related non-compliance issues. This opportunity is also offered to a MINOR CAREGIVER to resolve non-compliance issues related to education requirements.

CONDITIONAL ENTRANT See REFUGEE in 0011.03.18 (Non-Citizens - People Fleeing Persecution).

CONFESSION OF JUDGMENT Written authority by a debtor allowing a legal judgment to be made against him or her in the event of payment default.

CONFIDENTIAL DATA Data that are available neither to the public nor the subject of the data under State law. See 0003.09.09 (Clients Rights, Private and Confidential Data).

CONSOLIDATED FUND A combination of state and federal dollars the state allocates to counties to administer Welfare Reform. Counties and tribes have the flexibility to use these funds to develop local programs and services designed to improve DWP and MFIP participant outcomes. These programs and services may include Employment Services, social services and emergency funds, as well as others with the goal of improving the economic stability of DWP and MFIP participants. Services may also be provided to families whose incomes are under 200% of FPG, and to non-custodial parents of a child receiving DWP and MFIP. See also TANF PARTICIPATION RATE in 0002.65 (Glossary: Suitable...).

CONTRACT FOR DEED A conditional sales contract for purchase of real estate. The contract is held by a private party as opposed to a lending institution. See 0017 (Determining Gross Income), 0018 (Determining Net Income). Also see INSTALLMENT CONTRACT in 0002.33 (Glossary: Independent...).

CORRECTIVE PAYMENT An ASSISTANCE PAYMENT made to correct an UNDERPAYMENT. See 0025.09 (Correcting Underpayments), 0025.09.03 (Where to Send Corrective Payments).

COST EFFECTIVE A comparison of the cost of goods and services. An alternative that costs less than other choices but produces the desired result.

COUNTABLE ASSETS Specific assets that may be counted toward the asset limit.

COUNTABLE INCOME EARNED and UNEARNED income that is not excluded or disregarded.

COUNTED ASSETS The total value of all countable assets which are available and not excluded.

COUNTED EARNINGS The EARNED income that remains after applicable disregards have been subtracted from gross earned income.

COUNTY AGENCY The county human service agency(s) responsible for the administration of the cash, food, and health care programs. It also includes any agency(s) that contracts with the human service agency for the delivery of financial, health care, child care programs, and employment services.

COUNTY AGENCY ERROR OVERPAYMENT An OVERPAYMENT caused by county agency action or inaction.

COUNTY OF FINANCIAL RESPONSIBILITY The county obligated to pay a participant's benefits.

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COMBINED MANUAL

ISSUE DATE 12/2014

CLIENT RESPONSIBILITIES - QUALITY CONTROL

0003.06

Quality Control/Quality Assurance (QC/QA) means a review of cases designed to provide data on program outcomes and the accuracy with which state and federal programs are being applied in issuing benefits, and as an audit to ensure accuracy of program expenditures. The Minnesota Department of Human Services (DHS) administers the QC/QA system for the FOOD PORTION of the Minnesota Family Investment Program (MFIP) and the Supplemental Nutrition Assistance Program (SNAP) program. Federal agencies also conduct QC/QA reviews.

MFIP: There are no QC/QA review requirements for the cash portion of MFIP. Clients must cooperate with a federal and state QC/QA review for the FOOD PORTION of MFIP. If a client fails to cooperate with this review, the reviewer will notify the county agency of the failure to cooperate and the length of ineligibility.

Terminate the FOOD PORTION of an MFIP grant when clients do not cooperate with QC/QA. An MFIP QC termination or disqualification does not affect the Uncle Harry unit unless the unit is also in non compliance with QC. See 0026 (Notices), 0027 (Appeals).

Clients can again become eligible for the FOOD PORTION of a MFIP grant if they cooperate with QC/QA before the end of the ineligibility period. The QC/QA reviewer will inform the county agency when the client cooperates.

Deny eligibility for the FOOD PORTION of MFIP for applicants who are in a period of ineligibility for the FOOD PORTION of MFIP due to non-compliance with QC/QA. The applicants may be eligible for only the cash portion of MFIP.

DWP, MSA, GA, GRH: No provisions.

SNAP: Clients must cooperate with state and federal QC/QA reviews. If a client fails to cooperate with a QC/QA review, the reviewer will notify the county agency of the failure to cooperate and the length of ineligibility.

Terminate a unit which fails to cooperate with Quality Control. See 0026 (Notices), 0027 (Appeals).

Clients can become eligible to reapply by cooperating with QC/QA before the end of the ineligibility period. If clients reapply, refer them to the QC/QA reviewer. The QC/QA reviewer will tell the county agency if the client cooperates. If the client does not cooperate, deny the reapplication.

A unit which reapplies after the ineligibility period ends must provide proof of all eligibility factors before it may be eligible again. This includes factors you would normally verify only if questionable.

(page-108)Page 109#

COMBINED MANUAL

ISSUE DATE 12/2014

CLIENT RIGHTS

0003.09

Protect clients’ individual and civil rights at all times.

At application, recertification, and on request, inform clients of their rights to:

● Be told orally and in writing of their rights and responsibilities.

● Receive assistance program informational brochures.

● An explanation of all the programs, including the benefits and limitations of each.

● An explanation of eligibility requirements for all programs, including exemptions from program requirements. An explanation that receipt of SNAP has no bearing on any other program’s time limits that may apply to the household.

● Review program regulations, manuals, instructions, and state plans.

● File an application the same day they contact the county agency if they contact the agency during office hours.

● Request a fair hearing through the county agency or the state agency. See 0027 (Appeals).

● Be told that a formal application is needed to determine eligibility and exercise their right to appeal the county agency’s decision.

● Apply or re-apply for assistance programs at any time even if they seem to be ineligible.

● Receive prompt action or notification of delay on their application. See 0005.12.15 (Application Processing Standards).

● Receive written notice of approval or denial of the application and reason for denial. See 0026 (Notices).

● Receive written notice of how the agency calculated their benefits and why benefits increased, decreased, or ended. See 0020 (Net Income Limits), 0026 (Notices).

● Other services and programs offered by the county agency.

● Be told that notice of approval of Employment Plans are sent to the client’s residence and this may impact the client’s safety. Refer clients to the Safe At Home Program if they have concerns. See 0029.29 (Safe At Home Program).

● Special help, if needed to understand and provide information. For example, interpreters for participants with limited English language proficiency or hearing impaired clients. See 0003.09.12 (Client Rights - Limited English Proficiency).

● Services and programs offered by other agencies, when appropriate. See 0029 (Other Related Programs).

● Have anyone they choose represent or aid them in applications, recertifications, appeals, or any contact with the county or state agency. The person does not have to be an attorney. See 0005.06 (Authorized Representatives).

● Fair treatment under federal and state law and to file a complaint if they feel they have been treated unfairly. See 0003.09.03 (Client Rights - Civil Rights).

● Have complaints concerning poor customer service resolved and the resolutions documented.

● Have information collected kept private by the county agency. See 0003.09.09 (Client Rights, Private and Confidential Data).

● Have their privacy and confidentiality ensured during the interview.

● Have their interview scheduled in order to accommodate any special needs, when possible.

● Protection. If there is a reason to suspect abuse or neglect of children or vulnerable adults, refer the information to social

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COMBINED MANUAL

ISSUE DATE 06/2012

CLIENT RIGHTS - CIVIL RIGHTS

0003.09.03

Treat clients fairly and with understanding. Inform people of their civil rights at application and recertification.

All applicants for and participants of assistance are entitled to information about their civil rights. They are also entitled to information about how to file a complaint if they believe they have been subjected to discriminatory treatment by a human services provider.

The civil rights protections that clients have depend upon the applicable law or laws. For example, under state human rights law, you may not discriminate against applicants or participants of assistance on the basis of race, color, creed, religion, national origin, disability (including ensuring physical and program access for people with disabilities), sex, sexual orientation, or public assistance status.

Under federal civil rights law, you may not discriminate on the basis of race, color, national origin, age, sex, religion, or disability. Unlike state law, federal law does not protect applicants or participants of public assistance from discrimination based on sexual orientation or on receipt of public assistance.

In addition, the Supplemental Nutrition Assistance Program (SNAP) program has specific civil rights protections of its own. Under the federal SNAP program, you may not discriminate against an applicant or participant of SNAP on the basis of age, sex, color, race, disability, creed, national origin, or political beliefs.

In January 2001, the Office of Civil Rights (OCR) of the U.S. Dept. of Health and Human Services issued a policy guidance prohibiting discrimination against people with disabilities. This guidance focused on TANF programs and was based on Title II of the Americans with Disabilities Act of 1990 (ADA) and on Section 504 of the Rehabilitation Act of 1973. The OCR guidance may be found at http://www.hhs.gov/ocr/prohibition.html

The concepts central to compliance are:

● Individualized treatment (disabled participants should be treated on a case by case basis consistent with facts and objective evidence).

AND ● Effective and meaningful opportunity (disabled participants must be afforded the opportunity to benefit from TANF programs that is as effective as the opportunity afforded to participants without disabilities).

A participant with disabilities, for purposes of compliance with ADA and Section 504 of the Rehabilitation act, means a participant with a physical or mental impairment that substantially limits 1 or more major life activity, a record of such an impairment, or being regarded as having such an impairment. This definition is different than that typically used to determine eligibility in programs that provide cash assistance based upon disability, such as SSI and SSDI.

County and Employment Services staff are required to inform all participants of their right to equal access to all services and benefits regardless of a physical or mental disability. This means that Employment Plans for all caregivers with documented disabilities must take into consideration any/all limitations due to a disability. Many of these participants may meet qualifications for Family Stabilization Services (FSS) and would be required to develop an FSS Employment Plan. See Employment Services Manual 7.18.3 (FSS EP or EP for Participants with a Disability), 11.6 (FSS Eligibility Criteria).

DHS has developed a brochure, “Do you have a disability?” (DHS-4133) (PDF), which provides job seekers with information about the Americans with Disabilities Act (ADA). This form is for applicants and participants in any program.

WHERE TO FILE CIVIL RIGHTS COMPLAINTS

There are several agencies that people may contact to file a complaint if they believe they have been subjected to discrimination by a human services provider. Under certain circumstances a person may file the same complaint with more than 1 agency. Some agencies do not have authority to accept certain types of civil rights complaints.

Always give clients enough information about filing complaints so they can decide for themselves which agency (or agencies) to contact. After a client contacts an agency, that agency will inform the client about whether it is the appropriate agency to receive

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COMBINED MANUAL

ISSUE DATE 09/2020

CLIENT RIGHTS, PRIVATE AND CONFIDENTIAL DATA

0003.09.09

Data collected and maintained by county agencies about people are private, unless specifically classified otherwise by law. Private data are accessible to the subject of the data or the subject’s authorized representative.

State law classifies some data collected and maintained by county agencies as confidential. Confidential data is not accessible to the subject of the data.

County human service, corrections, public health, and veterans services agencies within a county may inform each other when a person or family is currently being served by the county unit, without the consent of the subject of the data. Beyond informing of involvement with these county units, data sharing is limited to name, telephone number, and last known address of the data subject, and the identification and contact information regarding personnel of the county unit responsible for working with the person or family. If additional information is needed, the county may share if the unit is authorized by state statute or federal law, or if the person gives written, informed consent.

Consult with your agency's privacy official or supervisor for further information.

Clients may review private records which contain information on them. Only the information classified as private or public is available for review by the client. Private or public data must be actually shown to the subject of the data and not summarized.

Honor requests for review as soon as possible, but no later than 10 days following the request. Do not count weekends and holidays in the 10-day period. When the county agency tells the client during the initial 10 days it needs more time, it may take up to an additional 10 days with a mutual agreement with the client. The county agency may set the place and time of review.

Data on 2 or more people maintained in a common file because of family relationships are "joint records". Delete material in joint records about the person not requesting the review to protect that person’s privacy. Parents may view records of their minor children, unless:

● There is a court order preventing access to the data.

OR ● The minor children request in writing that the agency deny parental access to the data, and the agency determines that accessing the data by the parent(s) is not in the best interest of the children.

Provide copies of original documents when requested by the subject of the data or the subject’s authorized representative. Provide 1 free copy of a document and additional copies at the cost of reproduction.

MFIP, DWP: County agencies and Employment Services Providers (ESPs) are required to follow data privacy procedures. It is important that counties, tribes, and ESPs ensure confidentiality to victims of family violence. This is critical when the victim of family violence lives with the abuser. You should consult with your county attorney regarding your county’s data practices policy if you are uncertain how to apply this policy.

Obtain a release of information from the client prior to talking to a family violence advocate about the client’s issues relating to family violence. Financial workers and job counselors must consult with the client to determine where mail should be sent or phone calls made. Do not assume that mail can be sent or phone calls can be made to the client’s residence as often the abuser is still in the home or has access to the home.

All requirements related to data privacy and confidentiality that apply to other MFIP cases also apply to MFIP cases that have been approved for a hardship extension. Clients have a legal right to review the data we collect and maintain on them. A stamp of "confidential" by the health care provider (authorized licensed medical or mental health professional) does not change that right, EXCEPT under rare circumstances when the health care provider specifically requests that the information be withheld from the client because it is determined that:

● Certain information contained in the record may be detrimental to the physical or mental health of the client.

OR ● Certain information is likely to cause the client to inflict self harm or harm to others.

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COMBINED MANUAL

ISSUE DATE 12/2014

EMERGENCIES - PROGRAM PROVISIONS

0004.01

See 0004 (Emergencies) for provisions which apply to all programs.

MFIP, DWP, MSA, GRH: No provisions.

SNAP: Expedited SNAP makes benefits quickly available to units unable to meet their food needs. See 0004.03 (Emergency Aid Eligibility - Cash Assistance), 0004.04 (Emergency Aid Eligibility - SNAP/Expedited Food).

The SNAP Program has special procedures for determining eligibility and benefit levels for destitute migrant and seasonal worker units. These units may also qualify for emergency procedures. See 0004.48 (Destitute Units--Migrant/Seasonal Farmworker), 0004.51 (Destitute Units, Eligibility and Benefits), 0011.06 (State Residence).

GA: See EGA.

EGA: Emergency General Assistance (EGA) meets the emergency needs of eligible individuals, married couples, or families who are in an emergency. Applicants must have a net annual income less than 200% of the federal poverty guidelines (FPG) and must be residents of the state. Families must not be eligible for MFIP or emergency aid from other programs such as consolidated fund. Applicants must not have received any emergency aid within 12 months of the application date for EGA and must meet any additional criteria adopted by the county agency. EGA is available for a period of up to 30 days and is limited to once in a 12- month time period depending on the availability of state and/or county funds. See EMERGENCY in 0002.19 (Glossary: Early...). Also see 0011.06 (State Residence), 0004.03 (Emergency Aid Eligibility - Cash Assistance).

Assess all emergencies threatening a person’s health or safety.

When a member of the EGA unit has been awarded Workers’ Compensation, any EGA received during the period covered by the Workers’ Compensation settlement or award is subject to recovery by the DHS Benefit Recovery Section (BRS). BRS has the authority to recover subsistence related to a workers’ compensation injury. An interim assistance agreement is not required. Federal rules do not allow states and county agencies to seek EGA reimbursement from RSDI and SSI back payments.

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COMBINED MANUAL

ISSUE DATE 12/2018

EMERGENCY AID ELIGIBILITY - SNAP/EXPEDITED FOOD

0004.04

MFIP: Clients eligible for expedited Supplemental Nutrition Assistance Program (SNAP) whose MFIP case cannot be processed within the expedited time frames due to missing verifications must have a non-public assistance (NPA) SNAP case set up to issue the expedited SNAP. Once MFIP can be processed, close the NPA SNAP. In MFIP, deduct the food portion from the grant for any month in which NPA SNAP has been issued for any or all unit members.

There is no provision for issuing only the food portion of the MFIP grant on an expedited basis.

DWP: No provisions.

SNAP: Make expedited service available to the following types of units:

● Units with less than $150 in monthly gross income and $100 or less in liquid assets. See 0015 (Assets), 0017 (Determining Gross Income).

● Destitute migrant or seasonal farm worker units who have $100 or less in liquid assets. See 0004.48 (Destitute Units-- Migrant/Seasonal Farmworker).

● Units whose combined monthly gross income and liquid assets are less than their monthly housing cost(s) and the applicable standard utility deduction if the unit is entitled to it.

There is no limit to the number of times a unit can receive expedited service. Units who have received expedited service once must do 1 of the following before they can get it again:

● Be certified under normal processing standards between their last expedited certification and the current one.

OR ● Provide the postponed verifications from the previous expedited certification.

See 0004.12 (Verification Requirements for Emergency Aid), 0004.15 (Emergencies – Postponed Verification Notice).

A unit may receive expedited service in Minnesota if they meet the requirements of this section, even if they received SNAP in another state during the month of application.

For units who have received SNAP in another state during the month the application is completed, treat the next month as the month of application and use that month as the basis for determining expedited eligibility (including postponed verification requirements).

See 0004.06 (Emergencies - 1st Month Processing) for instructions on processing these cases.

Member of an MFIP assistance unit residing in a domestic violence shelter may receive SNAP or the food portion twice in a month if the unit that initially received the SNAP or food portion included the alleged abuser. See 0011.21 (Receipt of Other Assistance).

MSA, GA, EGA, GRH: See 0004.03 (Emergency Aid Eligibility - Cash Assistance).

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COMBINED MANUAL

ISSUE DATE 12/2018

EMERGENCIES - 1ST MONTH PROCESSING

0004.06

MFIP: If an assistance unit is entitled to expedited SNAP benefits, first determine if MFIP can be approved following all MFIP verification requirements within the expedited SNAP processing standards outlined in the SNAP provisions below.

If you can approve MFIP cash and food portion within the expedited SNAP processing standards, issue the cash and food benefits through Electronic Benefit Transfer (EBT), or Rapid Electronic Issuance (REI). Also see 0024.04.06 (Expedited SNAP Issuance).

If you are unable to approve MFIP within the expedited SNAP processing standards, open a SNAP case for the unit. See 0004 (Emergencies), 0004.04 (Emergency Aid Eligibility - SNAP/Expedited Food), 0004.48 (Destitute Units--Migrant/Seasonal Farmworker) for SNAP expedited assistance eligibility.

A unit member is ineligible for the food portion of MFIP for any month in which SNAP benefits have been issued. When you approve the MFIP grant, subtract the amount of the food portion from the grant for any unit member who has already received SNAP benefits. See 0014.06 (Who Must be Excluded From Assistance Unit), 0020.09 (MFIP/DWP Assistance Standards) for determining the food portion when members are ineligible for the food portion only.

DWP, MSA, GRH: No provisions.

SNAP: Application procedures must identify households eligible for expedited service at the time the household requests SNAP.

Offer an interview to all units who are identified eligible for expedited services on and for the same day that they file an application. If the unit declines the same day interview, or files the application within the last 1/2 hour of the agency business day and an interview is not possible, CASE/NOTE the unit’s decision or agency’s inability to interview at that time. Schedule a phone or in- person interview for the next business day.

If a unit is eligible for expedited service, issue benefits within 5 working days if it is not possible to issue immediately to resolve the food emergency.

If the unit received SNAP in another state in the month of application and there is no eligibility deny benefits for the month of application. Determine eligibility or destitute status for the next month. See 0004.48 (Destitute Units--Migrant/Seasonal Farmworker), 0004.51 (Destitute Units, Eligibility and Benefits), 0011.21 (Receipt of Other Assistance), 0014.03.06 (Determining the SNAP Unit), 0014.06 (Who Must Be Excluded From Assistance Unit),

When units eligible for expedited service apply after the 15th of the month, issue benefits for both months at the same time. This may consist of both a Rapid Electronic Issuance (REI) and an overnight issuance. See 0004.09 (Emergencies - 2nd and 3rd Month Processing).

Assign the longest certification period possible. See 0009.03 (Length of Recertification Periods).

For more information about processing expedited SNAP, see 0004.15 (Emergencies – Postponed Verification Notice) and the Supplemental Nutrition Assistance Program (SNAP) Resources page.

If the interview does not take place on the date of application or the next business day, interview the unit no later than 6 days from the date of application. In these situations, issue benefits within 24 hours from the date of the interview in order to meet federal regulations.

Process applications and issue benefits no more than 5 days after the date of application for people living in:

● Domestic violence shelters.

● Drug or alcoholic treatment or rehabilitation centers.

● Group living arrangements.

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COMBINED MANUAL

ISSUE DATE 12/2014

DESTITUTE UNITS--MIGRANT/SEASONAL FARMWORKER

0004.48

MFIP: See 0004.06 (Emergencies - 1st Month Processing) to determine when units get expedited food portion or a SNAP case needs to be opened. If the unit can get expedited food portion, follow the SNAP provisions below to determine destitute status.

DWP, MSA, GA, EGA, GRH: No provisions.

SNAP: Migrants and seasonal farmworkers qualifying as destitute units are entitled to special procedures for calculating income in the initial month. Destitute units with $100 or less in liquid assets also qualify for expedited services. When determining destitute status, consider the source of income for a migrant or seasonal farmworker unit to be the grower, rather than the crew leader.

If a unit received SNAP in another state during the month of application, treat the next month as the month of application and the 1st day of the month as the application date when determining destitute status in the procedure below. Actual processing standards are still based on the actual date of application. See 0004.06 (Emergencies - 1st Month Processing), 0005.12.15 (Application Processing Standards).

Migrant and seasonal farmworker units are destitute if they meet any of these conditions:

● The only income the unit received in the application month was before the date of application and from a terminated source.

- Consider income the unit gets monthly or more often to be from a terminated source if the unit will not get income again from that source during the application month or the next month.

- Consider income the unit gets less often than monthly to be from a terminated source if the unit will not get any more income from that source in the month they would normally get the next payment.

● The only income the unit will get in the application month is from a new source. They will not get more than $25 from that source by the 10th calendar day after the date of application.

- Consider income the unit gets monthly or more often to be from a new source if the unit has not received more than $25 from that source in the 30 days before the application date.

- Consider income the unit gets less often than monthly to be from a new source if the unit has not received more than $25 from that source within the normal interval between payments.

● The unit will get income from a terminated source before the date of application and from a new source after the date of application. The unit cannot get any other income during the application month and cannot get more than $25 from the new source by the 10th calendar day after the date of application. Consider people who change jobs but stay with the same employer to be receiving income from the same source.

Employers sometimes advance employees money to cover costs of moving to a new job. Do not consider travel advances when determining whether income is from a new source or whether the unit is destitute. When determining eligibility and benefit levels, count as income travel advances that are advances on future wages as stated in a written contract which was executed at or before the time the advance was given. Exclude as income travel advances that are reimbursements for actual travel costs. See 0017.15.75 (Reimbursement of Expenses).

Exclude as income any EA or EGA that is vendor paid for a migrant or seasonal farmworker unit while the unit is in the job stream when determining destitute status, eligibility, and benefit levels. See 0017.06 (Excluded Income).

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COMBINED MANUAL

ISSUE DATE 08/2020

APPLICATIONS

0005

Before people can receive any assistance benefits, they (or their authorized representative) must complete an application and meet eligibility requirements. See 0005.06 (Authorized Representatives), 0005.12.03 (What Is a Complete Application).

"Application" refers to the Combined Application Form (CAF) or ApplyMN application. See 0002.03 (Glossary: Agent Orange...) for the definition of application. Also see 0005.09 (Combined Application Form (CAF)), 0005.09.03 (When People Must Complete an Application), 0005.09.09 (When to Use an Addendum to an Application).

"Applicant household" means people who apply for assistance together. "Assistance unit" or "unit" means people who receive benefits together. People who apply as the applicant household on an application may be in separate assistance units. If you find 2 or more assistance units living in the same applicant household, each unit may choose to file its own or a joint application.

Certain people must sign the application. See 0005.12.06 (Who Must Sign Applications).

In some cases you cannot require an application but can require an addendum. See 0005.09.06 (When Not to Require Completion of an Application), 0005.09.09 (When to Use an Addendum to an Application).

Counties must have staff available during office hours to answer program questions and advise people of their right to file an application. See 0005.03 (Assistance Requests).

At client request, counties may evaluate a person’s circumstances (before he or she files an application) and predict eligibility. See 0005.03.03 (Predicting Eligibility).

Encourage people to apply for assistance in their county of residence. However, you must accept applications from residents of other Minnesota counties. Follow the instructions in 0005.12 (Accepting and Processing Applications) for handling applications from residents of other counties. Also see 0005.12.09 (Date of Application), 0006 (Determining Financial Responsibility).

The application process includes the following steps:

● A person contacts the county agency.

● The county agency advises the person of his or her right to file an application, tells the person how and where to apply, and, if necessary, assists the person with the application.

● The county agency provides information on the kinds of assistance available, and other community resources which may be available. For more information on helping clients requesting assistance, see 0005.03 (Assistance Requests), 0005.03.03 (Predicting Eligibility).

● A person files an application. The application process begins with the completion of page number 1 of the Combined Application Form (CAF) containing the name, address and signature of the applicant or the submittal of an ApplyMN application.

● The county agency evaluates the application for emergency need and expedited service. See 0004 (Emergencies), 0005.09.15 (Emergency Assistance and Applications).

● Check for duplicate program participation through MAXIS Person Search.

● The county agency conducts an interview. See 0005.12.12 (Application Interviews).

● The applicant provides verifications. See 0010 (Verification).

● The county agency determines eligibility and the beginning date of eligibility.

● The county agency notifies the applicant of eligibility or ineligibility. See 0026 (Notices).

For specific information on the date of application for a CAF or ApplyMN application, see 0005.12.09 (Date of Application)

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COMBINED MANUAL

ISSUE DATE 08/2020

APPLICATIONS

0005

People must meet program eligibility requirements within the application processing period. If the unit is not eligible by the end of the processing period, deny the application. See 0005.12.15 (Application Processing Standards), 0022.03.03 (Ineligibility in a Prospective Month - Cash), 0022.03.04 (Ineligibility in a Prospective Month - SNAP), 0022.18 (Suspensions), 0026.15 (Notice of Denial, Termination, or Suspension).

You must complete the application process within designated time frames. See 0005.12.15 (Application Processing Standards). Under certain situations, delays in application processing may occur. See 0005.12.15.03 (Delays in Processing Applications), 0005.12.15.06 (Determining Who Caused the Delay), 0005.12.15.09 (Delays Caused by the Applicant Household), 0005.12.15.12 (Delays Caused by the Agency), 0005.12.15.15 (Delays Caused by the Agency and Applicant).

People may withdraw an application for assistance either orally or in writing any time before you act on it. See 0005.12.18 (Withdrawing an Application). People may also rescind the withdrawal and have the application reinstated if they meet certain requirements. See 0005.12.21 (Reinstating a Withdrawn Application). For notice requirements, see 0026 (Notices).

Counties must use forms developed by DHS for the purposes of informing and advising clients about their rights and responsibilities, the status of an application or recertification, and ongoing eligibility for assistance. If DHS does not provide a form for a given purpose, the county agency may develop its own form; however, the form must meet the requirements in TEMP Manual TE12.02.01 (County Designed Forms).

Some applicants must apply for other potential benefits, such as Unemployment Insurance, Social Security benefits or Workers’ Compensation. Inform the applicants that assistance may be denied for failure to apply for appropriate benefits. See 0012.12 (Applying for Other Benefits).

MFIP: The county agency must provide an orientation to MFIP. See 0005.12.12.06 (Orientation to Financial Services).

DWP: Follow general provisions but in addition, when the county agency receives an application from a family for assistance under DWP, you must determine if the applicant may be eligible for other benefits. To assist the county in determining whether the family is eligible for DWP or should have eligibility determined for MFIP, the DWP/MFIP Screening Questions (DHS-4026) (PDF) is available. This form is optional and can be used as part of the application packet or when a completed application is received by the county agency.

At the initial screening, explain to the applicant that modifications to the Employment Plan can be made if the participant is a victim of family violence.

Inform the applicant that timely processing of DWP applications is critical to the success of the program. Inform the applicant that any delay in submitting the application will reduce the benefits paid for the month of application. Also inform applicants that an application may be submitted before they have an interview appointment.

Discuss with the applicant the benefits/drawbacks of withdrawing the application until the 1st of the next month so that the family can receive 4 full months of DWP benefits, if a family applies for DWP during the last few days of the month. If the family decides to withdraw the application for the current month, obtain a written statement from the applicant stating that the application is being withdrawn for the current month, but the family wants cash benefits determined on the 1st of the next month. Do NOT require a new application. Do not delay an application for SNAP. If it appears that the applicant needs Child Care Assistance and has not completed a Minnesota Child Care Assistance Program Application (DHS-3550) (PDF) or requested Child Care Assistance through an ApplyMN application, explain the advantages of completing an application for Child Care Assistance before the end of the interview.

Follow the MFIP notice requirements when issuing a notice confirming the withdrawal. See 0026 (Notices).

SNAP: Combined Application Forms (CAF) are also available at Social Security Administration offices. Clients may submit a CAF at the Social Security Administration.

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COMBINED MANUAL

ISSUE DATE 10/2019

ASSISTANCE REQUESTS

0005.03

Counties and tribes must have eligibility workers available during office hours to answer questions about programs, eligibility requirements, and how to apply for assistance. See 0003 (Client Responsibilities and Rights), 0005.12 (Accepting and Processing Applications). Counties and tribes must have applications readily available in their local offices or to anyone who requests one.

As a service to clients, counties and tribes may offer after hours assistance for emergencies and/or working clients. See 0004 (Emergencies).

When people contact the county agency in person, by phone or in writing, the county agency must:

● Identify a request for assistance.

NOTE: Clients may ask you to predict eligibility. If so, see 0005.03.03 (Predicting Eligibility).

● Ask people if they have an emergency need. See 0004 (Emergencies).

● Provide information on the kinds of assistance and help available through the community and through your agency. Refer people to social services if requested.

● Tell people of the right to file an application and offer people the opportunity to apply online, pick up an application in person, or have an application mailed to them. Inform clients of where and how to file the application. They may submit a completed application and/or CAF page number 1 online, in person, by fax, or by mail. See 0003.09 (Client Rights), 0005.12 (Accepting and Processing Applications).

● Mail the application packet the same day a client makes a request for one. For information on what forms to include in the application packet, see 0005.12.12.01 (Forms/Handouts for Applicants).

● Explain that benefits may begin as early as the date of application. See 0005.12.09 (Date of Application), 0022.12.03 (Proration).

All provisions in this section also apply to people completing a Minnesota Transition Application Form (DHS-5223E) (PDF) (MTAF). See 0005.10 (Minnesota Transition Application Form (MTAF)).

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COMBINED MANUAL

ISSUE DATE 12/2014

PREDICTING ELIGIBILITY

0005.03.03

Prior to the applicant filing a Combined Application Form (CAF) the agency may predict eligibility as a client service. Once the agency receives a CAF, the agency must approve, deny, or pend the application.

Clients must ask for a prediction of eligibility orally or in writing. DO NOT volunteer to predict eligibility.

When a client asks you to predict eligibility:

● Provide each person with a written disclaimer explaining that the prediction may not be an accurate determination of eligibility. You might reverse your prediction of eligibility after reviewing an application.

● Identify and explain eligibility factors.

● Inform people of their right to apply for assistance. See 0003 (Client Responsibilities and Rights).

● Offer people an application and an intake interview.

● Tell people they must file an application for an actual determination of eligibility.

DO NOT discourage people from applying for benefits. DO NOT require people to provide verification until after they submit an application.

Predictions of eligibility are not appealable. People have the right to appeal ONLY if they file an application and if the county agency formally denies or approves eligibility. See 0027 (Appeals).

MFIP: A family may have a variety of financial problems that bring them to a county agency office. In some cases, it may be more advantageous for a family to use community resources to resolve the problem. It is important that the family be told of all possible available community resources when they first inquire at the county agency. The family and the agency should explore any options outside the agency that may be available to meet the family’s circumstances. Some families will choose to apply for public assistance benefits to resolve the issue.

In addition, you must inform people who ask you to predict eligibility about the following:

● The 60-month time limit on receiving assistance.

● There are alternative programs for which they might be eligible, including SNAP, health care, and child care. See 0029 (Other Related Programs), 0029.30 (Child Care Assistance). Assistance with obtaining child support is also an option

DWP: Follow MFIP, EXCEPT reference to the 60-month time limit does NOT apply.

SNAP, MSA, GA, GRH: Follow general provisions.

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COMBINED MANUAL

ISSUE DATE 12/2014

AUTHORIZED REPRESENTATIVES

0005.06

The client may authorize a representative to help with county agency contacts. In most cases, authorized representatives have the same responsibilities and rights as clients. Inform authorized representatives of client responsibilities and rights. See 0003 (Client Responsibilities and Rights).

When an incompetent or incapacitated person is unable to appoint an authorized representative, you may allow a person who can act responsibly for the incapacitated or incompetent person to act as an authorized representative. See 0005.06.03 (Who Can/Cannot Be Authorized Representatives).

If the client is not incompetent or incapacitated, the authorization must be in writing and signed by the client and the authorized representative. This applies even if the authorized representative is the client's guardian or conservator, or holds the client's power of attorney. The client may use page 7 plus the signature page of the CAF page number 1, the authorized representative section of ApplyMN, or a written, signed statement. The statement must designate the scope of the authorized representative's involvement.

Authorized representatives may contact the agency, attend interviews, complete forms, provide documentation, and appeal county agency decisions.

MFIP: A unit may authorize a representative to obtain and use the unit's food portion benefits. See 0024.04 (How Benefits Are Paid), TEMP Manual TE16.02 (EBT - Additional Adults).

DWP, MSA, GA, GRH: Follow general provisions.

SNAP: A unit may authorize a representative to obtain and use the unit's food benefits. See 0024.04 (How Benefits Are Paid), TEMP Manual TE16.02 (EBT - Additional Adults).

Residents of institutions may apply on their own behalf or through an authorized representative, EXCEPT for residents of drug or alcohol treatment programs who must apply through an authorized representative who is an employee designated by the center. See 0005.06.03 (Who Can/Cannot be Authorized Representatives), 0011.12 (Institutional Residence), 0014.03.06 (Determining the SNAP Unit).

For residents (including minors) of group living arrangements for the disabled or blind, the facility determines whether people are physically and mentally fit to apply on their own or through an authorized representative of their choice.

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COMBINED MANUAL

ISSUE DATE 10/2019

COMBINED APPLICATION FORM (CAF)

0005.09

MFIP, DWP, SNAP, MSA, GA, GRH: The Combined Application Form (CAF) (DHS-5223) (PDF) allows people to apply for multiple assistance programs on 1 form.

Give the CAF to people who want to apply for any of the following assistance programs:

● Minnesota Family Investment Program (MFIP).

● Refugee Cash Assistance (RCA).

● Diversionary Work Program (DWP).

● General Assistance (GA).

● Minnesota Supplemental Aid (MSA).

● Group Residential Housing (GRH).

● Supplemental Nutrition Assistance Program (SNAP).

● Emergency Assistance.

The CAF includes:

● Instructions on how to complete the form.

● A tear-off page (page number 1) which can be used to set the date of application. See 0005.12.09 (Date of Application), 0004 (Emergencies). This page of the CAF also includes questions to evaluate for emergency need, expedited services, assistance unit composition and size and signature blocks. See 0014 (Assistance Units).

● Several pages with Yes/No questions used to determine eligibility. Use the information provided on these pages to establish eligibility factors including:

- Client information. See 0010 (Verification), 0013 (Basis of Eligibility), 0014 (Assistance Units).

- Basis of eligibility and program coverage. See 0013 (Basis of Eligibility).

- Income, asset, and expense data. See 0015 (Assets), 0017 (Determining Gross Income), 0018 (Determining Net Income).

- Emergency data. See 0004 (Emergencies).

● Several detachable forms, including Client Responsibilities and Rights (DHS-4163) (PDF), Notice of Privacy Practices (DHS- 3979) (PDF), Appeal rights (DHS-3353) (PDF), Notice About Income and Eligibility Verification System and Work Reporting System (DHS-2759) (PDF) and the Civil Rights Notice.

For information on setting the date of application, application interviews and scheduling appointments, see 0005.12.09 (Date of Application), 0005.12.12 (Application Interviews).

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COMBINED MANUAL

ISSUE DATE 04/2019

WHEN NOT TO REQUIRE COMPLETION OF AN APPLICATION

0005.09.06

Do not require a new application in the situations below:

● Adding people to an assistance unit. See 0005.09.09 (When to Use an Addendum to an Application).

● Cash assistance ends, but people remain eligible for SNAP, and the changes causing the cash assistance ineligibility have been documented prior to termination of cash assistance.

● Applicants request another assistance program or in some other way amend the application before the agency acts on their initial application. If all questions on the application are not answered, see 0005.12.03 (What is a Complete Application).

● Applicants are initially eligible for 1 cash assistance program but will be eligible for a different cash assistance program within 30 days of the date of application.

Also see 0005.09.03 (When People Must Complete an Application), 0005.09.09 (When to Use an Addendum to an Application), 0005.12.21 (Reinstating a Withdrawn Application), 0008.03 (Changes - Obtaining Information).

MFIP: Do not require units whose case was terminated because they did not submit a complete Household Report Form (HRF) (DHS- 2120) (PDF) or Combined Six-Month Report (CSR) (DHS-5576) (PDF) to complete an application if the unit submits the HRF or CSR before the end of the termination month.

When MFIP is ending but the unit remains eligible for SNAP-only benefits, follow the SNAP provisions.

DWP: Do not require completion of an application when:

● A participant who is determined to be unlikely to benefit from DWP transitions from DWP to MFIP within 30 days of the initial application.

When a participant is determined to be unlikely to benefit from DWP between the 31st day and the end of the 4th month of DWP eligibility, he/she is required to complete the Minnesota Transition Application Form (DHS-5223E) (PDF).

● A pregnant woman on DWP has a child and the case is moved to MFIP because she meets the child under 12 months ES exemption for DWP. See 0008.06.24 (DWP Conversion or Referral to MFIP).

● A participant who has exhausted the 4-month DWP eligibility transitions to MFIP, provided the participant has completed, signed, and submitted the MTAF to the agency within 30 days of the end of the 4th month of DWP eligibility.

● DWP has been closed due to non-compliance for less than 30 days.

For information on converting or referring of DWP cases to MFIP, see 0008.06.24 (DWP Conversion or Referral to MFIP).

SNAP: Do not require units whose case was terminated because they did not submit a complete Household Report Form (HRF) (DHS- 2120) (PDF) or Combined Six-Month Report (CSR) (DHS-5576) (PDF) to complete an application if the unit submits the HRF or CSR before the end of the termination month.

When a recipient fails to return a report form, or other necessary verification(s), or has been closed for less than 1 month AND the reason for closing has not changed, eligibility can be reinstated under the SNAP Break in Service provisions. Use ALL of the criteria below to determine if the SNAP case can be reinstated:

● The completed report form is returned.

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COMBINED MANUAL

ISSUE DATE 04/2019

WHEN NOT TO REQUIRE COMPLETION OF AN APPLICATION

0005.09.06

● Any necessary verifications are provided.

● There must be at least 1 month remaining in the certification period. For when to require a new application, see 0005.09.03 (When People Must Complete an Application).

● The unit must fully resolve the reason for the SNAP case closure given on the closing notice sent by the MAXIS system.

● The unit must be eligible for SNAP in the month of reinstatement and the remaining months of the certification period.

● Benefits for SNAP must be prorated from the date the county receives the necessary verification(s).

For more information, see the SNAP Break in Service Examples on the Guides and Handouts page.

Do not require a new application when the delay in the 1st 30-day period is the applicant's fault and the applicant completes the application process during the 2nd 30-day period. To determine the proration date, see 0022.12.03 (Proration). Also see 0005.12.15.06 (Determining Who Caused the Delay), 0005.12.15.09 (Delays Caused by the Applicant Household).

When MFIP is ending but the unit remains eligible for SNAP-only benefits, DO NOT require completion of an application to determine SNAP eligibility, even if the unit did not originally request SNAP on the application if:

● At least 1 member of the new SNAP household receives the MFIP food portion or Uncle Harry Food Support during the last month MFIP is active.

AND ● The household has provided all forms and verifications needed to determine MFIP eligibility.

AND ● Potential SNAP eligibility for the household exists.

AND ● The MFIP recertification date is 1 month or more later than the MFIP termination date.

If all of the above conditions are met, inform the household of SNAP eligibility in the MFIP closing notice. Indicate in the notice for the participant to contact the county only if he/she wishes to decline SNAP.

For MFIP cases that have an Uncle Harry case, add the MFIP members to the existing SNAP unit the 1st of the month following the month MFIP is closed. Prior to adding the members to the unit, you may need to request additional information or verification from the unit. The unit has 10 days to provide it. If the unit fails to provide the requested information or verification, terminate SNAP according to proper notice requirements.

See 0008.06.01 (Implementing Changes - Program Provisions), TEMP Manual TE02.08.143 (Food Support When MFIP Is Closed) for information on MAXIS procedures. Also see 0005.12.09 (Date of Application) for instructions on setting the application date for non-PA SNAP when MFIP ends.

MSA, GA: Do not require a new application when:

● There is a change in basis of eligibility.

OR ● A case is terminated because the unit did not submit a complete HRF or CSR, but the unit does submit the HRF or CSR before the end of the termination month.

OR ● Converting from GA to MSA when the GA participant signed an interim assistance agreement and the county agency pended MSA at the time of application.

OR ● Converting from MSA to GA when the MSA participant lost eligibility for SSI and MSA due to expiration of the SSI non-citizen

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COMBINED MANUAL

ISSUE DATE 12/2014

MINNESOTA TRANSITION APPLICATION FORM (MTAF)

0005.10

MFIP, DWP: The Minnesota Transition Application Form (DHS-5223E) (PDF) (MTAF) is a shortened application form completed by families moving from DWP to MFIP. For information on what forms to include in the packet, see 0005.12.12.01 (Forms/Handouts for Applicants).

WHEN TO USE THE MTAF

Use an MTAF when a request for MFIP is made within 30 days of the end of the 4th month of DWP.

For additional information on assistance requests, see 0005.03 (Assistance Requests).

The date on the MTAF and the date eligibility begins may or may not coincide. See 0022.12.02 (Beginning Date of Eligibility).

To determine when a Minnesota Transition Application Form (MTAF) may be used in place of a CAF Addendum, see 0008.06.06 (Adding a Person to the Unit - Cash).

WHO MUST SIGN THE MTAF

The following people must sign the MTAF:

● All adult members of the unit or their authorized representative.

● The spouse of an assistance unit member, if the spouse lives with the applicant.

● The parents and stepparents of a minor child, if they live with the applicant.

● All minor caregivers.

MTAF PROCESSING

Do the following when processing an MTAF:

● Review the MTAF for completeness. A complete MTAF is signed and dated with all questions answered.

● Review each question on the MTAF, even if the client has answered “No” to a question.

● Determine eligibility no later than 30 days following the date the MTAF was filed. Clients must be eligible for assistance on the date you approve the case.

● Verify mandatory and inconsistent items. See 0010.18 (Mandatory Verifications), 0010.21 (Verification Due Dates).

● Send a notice. See 0026 (Notices).

DELAYS IN PROCESSING THE MTAF

It may not be possible to determine eligibility within the time frames listed because clients fail or refuse to provide information. In these cases, deny assistance.

For processing delays not due to client failure or refusal to provide information, send clients written notice of the delay and its cause. The notice must also tell clients what they must do to complete the MTAF and that they must report any changes in circumstances since they filed the MTAF.

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COMBINED MANUAL

ISSUE DATE 10/2019

ACCEPTING AND PROCESSING APPLICATIONS

0005.12

The application process begins with the receipt of an application. See 0005.12.03 (What Is a Complete Application), 0005.12.06 (Who Must Sign Applications), 0005.12.09 (Date of Application).

If an applicant submits a Combined Application Form with no programs selected or submits an ApplyMN application with the program code UNKWN in the file name, pend the application on REPT/PND1 and schedule an interview. If the applicant fails to complete an interview or select any applicable programs during the interview, deny the application 30 days after the date of application. See 0026.15 (Notices of Denial, Termination, or Suspension), TEMP Manual TE02.05.27 (Autodeny: REPT/PND1 and REPT/PND2).

Encourage people to apply for assistance in their Minnesota county of residence. See 0011.09 (County Residence). Accept applications from people even if they are not residents of your county. Forward applications to their county of residence the SAME DAY you receive them.

If you must forward an application for a client with an emergency, you may need to take extra steps, such as calling the other county to schedule an appointment or assisting with transportation expenses to the other county.

If a person has been on MAXIS before, request the case file from the former county. That county should purge the physical case record using current record retention policies and send the physical case file to the new county of residence no more than 5 working days after getting the request. See 0006.27 (County Financial Responsibility Disputes), 0008.06.21 (Change in County of Residence).

MFIP: When accepting or processing an application that includes a child who has moved here from another state to live with a parent or another relative, ask if the child was placed in their home from another state under an Interstate Compact on the Placement of Children (ICPC) Agreement. Children placed in Minnesota under ICPC are ineligible for MFIP. See INTERSTATE COMPACT ON THE PLACEMENT OF CHILDREN in 0002.33 (Glossary: Independent...), 0014.06 (Who Must Be Excluded From Assistance Unit).

For reporting changes when an application is pending, see 0007.15 (Unscheduled Reporting of Changes - Cash).

DWP: Follow MFIP and in addition, DWP has a shortened application processing period. Work very closely with participants, counties, and Employment Services Providers. The time frame fits with the program’s design to provide an opportunity for the participant to begin working as soon as possible.

Provide quality supports and services in a timely manner. This should result in better outcomes for DWP participants. The first challenge is to ensure that the application processing time lines are met. See 0005.12.15 (Application Processing Standards). In addition, you will need to determine ways of ensuring that families are provided Child Care Assistance in a timely manner. The Department’s Child Care Assistance regional liaisons are available to assist counties in developing ways to enhance child care delivery services to support successful implementation of DWP.

SNAP: If you receive an application and you are NOT the county of residence for the applicant, forward it to the county of residence that same day if the applicant has completed enough information. Forward the CAF no later than the next business day by any means that ensures the application arrives at the county of residence the same day it is forwarded. See 0005.12.09 (Date of Application).

If the applicant appears eligible for Expedited SNAP, process the application and issue benefits before transferring the case to the other county. Document your actions in CASE/NOTEs. Give the applicant the other county’s address and phone number and advise the applicant to go to the other county for ongoing assistance.

MSA, GA, GRH: Follow general provisions.

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COMBINED MANUAL

ISSUE DATE 01/2020

WHO MUST SIGN APPLICATIONS

0005.12.06

Any member of an applicant household or his/her authorized representative MAY sign the application.

ApplyMN allows 1 person to sign the application electronically by typing his/her name in the signature field provided on the application. The electronic signature is a legally valid signature. Accept the electronic signature as entered into ApplyMN, if the name and spelling entered represents one of the allowable applicant signees in the household.

After you determine which applicants are members of a unit, there are certain people who MUST sign the application. When a Combined Application Form (CAF) is submitted, the signatures are required on page 8. When an ApplyMN application is submitted, obtain the additional signatures at the interview or send the applicant page 8. See the program provisions below for more specific information.

Electronic signatures on the CAF are legally valid.

If multiple units appear on the same application, signature requirements apply to each separate unit.

See 005.06 (Authorized Representatives), 0005.06.03 (Who Can/Cannot Be Authorized Representatives).

MFIP, DWP: The following people must sign the application:

● All adult members of the unit or their authorized representative acting on their behalf.

● The spouse of an assistance unit member, if the spouse lives with the applicant.

● The parents and stepparents of a minor child, if they live with the applicant.

● All minor caregivers.

SNAP: One adult member of each unit or his/her authorized representative must sign the application.

MSA: The following people must sign the application:

● The applicant or authorized representative acting on the applicant's behalf.

● The applicant's spouse, if the spouse lives with the applicant.

● The parents of a minor blind child, if they live with the applicant.

GA: The following people must sign the application:

● The applicant or their authorized representative acting on the applicant's behalf.

● All adult members of the unit or their authorized representative acting on their behalf.

● The spouse of a unit member if the spouse lives with the applicant.

In addition, county workers must sign and date page number 1 and page 8 of the CAF.

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COMBINED MANUAL

ISSUE DATE 01/2020

DATE OF APPLICATION

0005.12.09

The date of application is usually the date the county or tribal agency, or an authorized person or agency, receives at least a signed page number 1 of the Combined Application Form (CAF) (DHS-5223) (PDF) or an ApplyMN application. If the application is received on weekends, holidays, or after hours, the date of application will be the next business day. Document the application date on the CAF.

EXCEPTION: If “Did Not Sign” was typed in the signature field of an ApplyMN application or the signature on the CAF did not reasonably represent the name of someone allowed to sign the application, the application cannot be used to set the date of application.

A signature is required to set the date of application. See 0005.12.06 (Who Must Sign Applications). Follow the provisions below for agency action if 1 or more signatures are missing:

● If page 1 of the CAF is not signed, but the last signature page of the CAF is signed, set the date of application, complete the interview, and process the application.

● If page 1 of the CAF is signed, but the last signature page of the CAF is not signed, set the date of application, complete the interview, and obtain the signature at the in-person interview or send a copy of the last signature page with a request for signature, if completing a phone interview. For expedited SNAP applications, follow TEMP Manual TE02.10.01 (Expedited SNAP w/ Pending Verif’s).

● If there is no signature on either page 1 of the CAF or the last signature page of the CAF, the application process has not started. Do not pend the application. Return the application (or page 1 of the CAF depending on what you have received) to the applicant. The date of application will be when the applicant meets the minimum requirements as listed.

The date of application may not be the same as the beginning date of eligibility. See 0005.09 (Combined Application Form (CAF)), 0005.12 (Accepting and Processing Applications), 0005.12.03 (What Is a Complete Application), 0005.12.15 (Application Processing Standards), 0006 (Determining Financial Responsibility), 0022.12.02 (Beginning Date of Eligibility), 0022.12.03 (Proration).

MFIP, DWP, MSA, GA: Follow general provisions.

SNAP: The minimum requirements to set the SNAP application date are the name, address and signature on page number 1 of the Combined Application Form (CAF) (DHS-5223) (PDF) or the submittal of an ApplyMN application. If a mailed-in CAF contains the applicant’s name, address, and signature, do not return it to the applicant for further information. Set the application date and schedule an interview. Screen all applications for expedited SNAP on the date of application. See 0004.06 (Emergencies – 1st Month Processing), 0005.12 (Accepting and Processing Applications), 0005.12.03 (What Is a Complete Application), 0005.12.12 (Application Interviews), 0009 (Recertification), 0022.12.03 (Proration).

● For units that are homeless, they may write “homeless” in the address section of page number 1 of the CAF. A unit is not required to reside in a permanent dwelling or have a fixed mailing address to be eligible for SNAP.

● Applicant households in which all members are SSI applicants or recipients may apply for SNAP at a Social Security Administration (SSA) office. The date of application is the date the SSA office receives page number 1 of the Combined Application Form (CAF) (DHS-5223) (PDF). For policy on recertifications, see 0009 (Recertification).

● Residents of institutions who are ineligible for SNAP because they live in certain institutions may apply for SNAP within 30 days prior to their release. The date of their release from the institution is the application date.

● The date of application for residents of Regional Treatment Centers (RTCs) is the date of the client's release.

● When MFIP is ending but the unit remains eligible for non-PA SNAP, the SNAP application date on MAXIS is the date of the MFIP closing action. See TEMP Manual TE02.08.143 (Food Support When MFIP is Closed).

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COMBINED MANUAL

ISSUE DATE 12/2019

APPLICATION INTERVIEWS

0005.12.12

Conduct an interview with applicants or their authorized representatives before determining eligibility. Some programs require a face-to-face interview.

Offer applicants or their authorized representatives a single interview that covers all the programs for which they apply. For example, a SNAP interview must also cover any other programs for which the household applied. Advise people of any preliminary verifications they may bring to the interview. Give people written confirmation of the date, time, and location of their interview. Inform them they are responsible for rescheduling any interview they miss.

Units may bring anyone they choose to the interview. See 0005.06 (Authorized Representatives).

During the interview:

● Review all forms attached to the Combined Application Form (DHS-5223) (PDF), including the Client Responsibilities and Rights (DHS-4163) (PDF) and the client's rights under the Americans with Disabilities Act (ADA). Remove these forms from the CAF and give them to the applicant. Provide them with the brochure “Do you have a disability?” (DHS-4133) (PDF). Also see 0003.09.03 (Client Rights - Civil Rights), 0003.09.06 (Client Right- Data Privacy Practices).

● Review all information on the application with the applicant. Make sure the application is complete. See 0005.12.03 (What is a Complete Application). Review each question on the Combined Application Form (DHS-5223) (PDF), even if the client has answered “No” to the question.

● Refer people to Social Services if they request help with family problems or family planning.

● Explain program eligibility requirements, benefits, processing standards, and payment methods.

● Give the client brochures on assistance programs and other available services.

● Review available verifications and get client consent for 3rd-party verifications, if necessary. See 0010 (Verification).

● If an applicant indicates they are over income or assets on the Combined Application Form, follow the provisions in 0015.72 (Excess Assets - Applicants), 0017 (Determining Gross Income).

Do not require another interview for people who amend an application or request an additional category of assistance if you have not acted on the original application. If you have taken action on an original application, clients must complete a new application and have another interview.

MFIP: Conduct an interview before determining eligibility. The interview may be with any caregiver(s) of the unit or their authorized representative. If an applicant requests MFIP during the SNAP phone interview, a separate face-to-face or telepresence interview must be completed, unless they are eligible for a telephone interview. If a face-to-face interview is required for MFIP, continue the SNAP interview process and schedule the MFIP interview. Clients must be informed of their options.

The interview must be conducted, either:

● Face-to-face in the county office.

● Internet telepresence.

● At a location mutually agreed upon.

● Telephone interview, only if the client received MFIP or DWP in the past 12 months.

Refer people to the appropriate county person if they request help with family violence issues. See 0005.12.12.09 (Family

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COMBINED MANUAL

ISSUE DATE 12/2019

APPLICATION INTERVIEWS

0005.12.12

Violence Provisions/Referrals). Give the client the Family Violence Referral (DHS-3323) (PDF). Provide information about counseling and support services, exemptions, and permanent residence procedures for battered non-citizens. See 0010.18.33 (Verifying Family Violence).

Explain the living arrangement requirements to minor caregivers or minor pregnant women. See 0005.12.12.01 (Forms/Handouts for Applicants). Refer a minor caregiver to Social Services as soon as he/she applies and alleges that he/she or the minor child would be physically or emotionally jeopardized by living with the minor’s caregiver or legal guardian, or that the caregiver or legal guardian will not allow him/her to live at home. See 0012.06 (Requirements for Caregivers Under 20).

For units with 18- and 19-year old caregivers without a high school diploma or GED, ask if the applicant wants to pursue a high school diploma or GED, or wants to pursue work. The applicant’s choice must be entered on the EMPS panel prior to cash approval to get correct results. If the applicant wants to pursue a high school diploma or GED, enter “SC” on the ES option field of the EMPS panel for the applicant. MAXIS will determine this applicant is eligible for MFIP. If the applicant states he/she does not want to pursue high school or GED and wants to pursue work, enter “EM” on the ES option field of the EMPS panel for the applicant. MAXIS will determine this applicant is eligible for DWP. Record the applicant’s choice in CASE/NOTEs. Counties using the DWP/MFIP Screening Questions (DHS-4026) (PDF) as part of the application packet will have a documented answer to this question already available.

Explain the 60-month time limitation and that the unit may opt out of the cash portion of MFIP if a portion of the grant is not being vendor paid. See 0011.30 (60-Month Lifetime Limit), 0014.03.03.03 (Opting Out of MFIP Cash Portion).

If a child was previously in another case with a relative prior to the parent applying for the child, attempt to determine the circumstances. Make a child protection referral for any case that has an MFIP caregiver whose parental rights were terminated. To determine whether a parent whose rights have been terminated may be a caregiver, see 0014.03.03 (Determining the Cash Assistance Unit).

Inform applicants EBT card cash benefits cannot be used or accessed in any liquor store, casino, gambling casino, gaming establishment, or retail establishment, which provides adult-oriented entertainment in which performers disrobe or perform in an unclothed state for entertainment.

DWP: Follow MFIP, EXCEPT the 60-month time limit does NOT apply to DWP.

In addition:

● Conduct the interview within 5 working days of receipt of the application.

● Refer clients to Employment Services (ES) within 1 day of determining eligibility (this means from when you determine eligibility, not when you approve eligibility).

● The ES Provider MUST conduct the Employment Plan/interview within 10 days of referral.

● The ES Provider MUST notify the county agency of the ES plan approval within 1 day of signed plan.

● Issue DWP benefits within 1 day of being notified of the ES plan approval by the ES Provider.

● Include in the interview a discussion of goals, requirements, and services of the DWP.

● If child care is needed, obtain a child care application from the client before finishing the interview and forward the application to the appropriate child care assistance worker on the same day you received it. Make a referral to the appropriate Child Care Resource and Referral (CCR&R) agency if the job seeker needs help in finding a child care provider. The contact numbers for the CCR&Rs can be found in the brochure “Do You Need Help Paying for Child Care?” (DHS-3551) (PDF).

● Ensure that SNAP is available to the client. If not already requested on the application, talk with the client about the availability of these benefits as well as others, such as Workers’ Compensation and Unemployment Insurance.

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COMBINED MANUAL

ISSUE DATE 12/2019

APPLICATION INTERVIEWS

0005.12.12

SNAP: The agency must screen for expedited SNAP on the date of application. For applications screened as expedited, offer a same day interview. See 0004.06 (Emergencies – 1st Month Processing). For non-expedited applications, an interview may still be completed on the date of application.

If a client is not interviewed at the time the application is submitted, an interview must be scheduled. Document and track the date of the scheduled interview. Counties and tribes may use SPEC/MEMO to notify the applicant of the scheduled interview. See TEMP Manual TE02.05.15 (Notice of Interview/Missed Interview (NOMI)) for suggested text. The county or tribe must schedule all interviews as promptly as possible to ensure eligible units receive an opportunity to have 10 days to provide any needed verifications and to participate within 30 days after the application is filed. This means that the interview must be scheduled within 20 days from the application date in order to give the applicant 10 days to return any mandatory verifications.

If the application is:

● Delivered in person, give the applicant written confirmation of the interview date, time and location.

● Sent in the mail, by fax or placed in a drop box, and an interview is not completed with the applicant within 2 business days, send written confirmation of the interview date, time and location.

● Submitted through ApplyMN and an interview is not completed with the applicant within 2 business days, send written confirmation of the interview date, time and location.

The interview may be with any responsible member(s) of the unit or their authorized representative. Clients must be informed of the interview options available: phone, face-to-face, or at a convenient location. Based on the interview option chosen, counties and tribes MUST accommodate the client’s choice. There is NO requirement that the interview must be held in the office. If an in- office interview is not done, the county or tribe must arrange for a phone interview or a face-to-face interview at a location mutually agreed upon by the county or tribe and the client.

A face-to-face home interview must be provided when a client requests and meets 1 of the following hardship conditions listed below:

● Illness.

● Transportation difficulties.

● Care of a unit member.

● Hardships due to living in a rural area.

● Prolonged severe weather.

● Work or training hours that prevent the client from participating in an in-office interview.

● Other conditions that prevent the client from participating in an in-office interview.

If a client misses the initial interview, either an in-office interview, home visit or a phone interview, you must send a Notice of Missed Interview to the client informing them of the missed interview and the responsibility to reschedule another interview. The Notice of Missed Interview is available in SPEC/LETR. For more information see TEMP Manual TE02.05.15 (Notice of Interview/Missed Interview (NOMI)). A Notice of Missed Interview must be sent even if circumstances prevent a client from completing an interview late in the 30 day processing period. For example, a denial notice can be sent 1 day after the Notice of Missed Interview has been issued to the client if the missed interview was on the 30th day of the processing period.

Do not require units to report for a face-to-face interview during the certification period. See 0009.06.06 (Recertification

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COMBINED MANUAL

ISSUE DATE 01/2020

FORMS/HANDOUTS FOR APPLICANTS

0005.12.12.01

Certain forms must be given to all applicants. Other forms are required based on the program(s) being applied for. If the program(s) being applied for is known, forms for those programs can be given in the application packet or at the interview, if one is required. If the interview is conducted over the phone, send the required forms by mail.

PAPER APPLICATION PACKETS

Counties and tribes must have paper application packets available to give or send to clients.

The following are required to be included in the paper application packet:

● Combined Application Form (CAF) (DHS-5223) (PDF). Attached to the CAF are the following:

- Notice of Privacy Practices (DHS-3979) (PDF).

- Client Responsibilities and Rights (DHS-4163) (PDF).

- Notice About Income and Eligibility Verification System and Work Reporting System (DHS-2759) (PDF).

- Important Information (DHS-3353) (PDF).

● A cover letter including the following:

- The county agency address, office hours, and phone number.

- The importance of returning page number 1 of the CAF as soon as possible.

- Information about the interview and returning the remainder of the CAF.

● Program information brochure for cash, food, child care and health care programs (DHS-2920) (PDF).

● Domestic Violence Information (DHS-3477) (PDF). See 0029.36 (Domestic Violence Brochure).

● Do you have a disability? (DHS-4133) (PDF). Also see 0003.09.03 (Clients Rights - Civil Rights).

The following may also be included in the application packet or handed out at the interview as appropriate:

● Household Report Form (DHS-2120) (PDF).

● Combined Six-Month Report (CSR) (DHS-5576) (PDF).

● Change Report Form (DHS-2402) (PDF). See 0007 (Reporting), 0007.12 (Agency Responsibilities for Client Reporting), 0007.15 (Unscheduled Reporting of Changes - Cash), 0007.15.03 (Unscheduled Reporting of Changes - SNAP).

● Authorization for Release of Information About Residence and Shelter Expenses (DHS-2952) (PDF), if appropriate. See 0010.18 (Mandatory Verifications).

● Application for Social Security number (SS-5), if needed. See 0010.18.03 (Verifying Social Security Numbers), 0012.03 (Providing/Applying for an SSN).

ELECTRONIC APPLICATION PACKETS VIA APPLYMN

Regardless of the program(s) being applied for, ApplyMN applicants have access to the following forms within ApplyMN.

● Program information for cash, food, and child care programs (DHS-2920) (PDF).

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COMBINED MANUAL

ISSUE DATE 01/2020

FORMS/HANDOUTS FOR APPLICANTS

0005.12.12.01

● Reporting Responsibilities for MFIP Households (DHS-2647) (PDF). See 0007.12 (Agency Responsibilities for Client Reporting).

● In cases where there is at least 1 non-custodial parent:

- Understanding Child Support - A Handbook for Parents (DHS-3393) (PDF).

- Referral to Support and Collections (DHS-3163B) (PDF). (This is in addition to the Combined Application Form or ApplyMN application, for EACH non-custodial parent). See 0012.21.03 (Support From Non-Custodial Parents).

- Cooperation with Child Support Enforcement (DHS-2338) (PDF). See 0012.21.06 (Child Support Good Cause Exemptions).

NOTE: This does not apply to a married parent who is out of the home on military duty when there is no breakdown in the marital relationship.

● Notice of Requirement to Attend MFIP Overview (DHS-2929) (PDF). See 0028.09 (ES Overview/SNAP E&T Orientation).

● If there is a custodial parent under 20, the Notice of Requirement to Attend School (DHS-2961) (PDF) and Graduate to Independence - MFIP Teen Parent Informational Brochure (DHS-2887) (PDF). If there is a custodial parent under age 18, the MFIP for Minor Caregivers (DHS-3238) (PDF) brochure. See 0012.06 (Requirements for Caregivers Under 20), 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T), 0028.12 (Education Requirements).

● Family Violence Referral (DHS-3323) (PDF) and Domestic Violence Information (DHS-3477) (PDF).

● If a non-parental caregiver applies, MFIP Child Only Assistance (DHS-5561) (PDF).

● For all applicants, How to Use Your Minnesota EBT Card (DHS-3315A) (PDF).

DWP: Follow MFIP, EXCEPT do not give the Notice of Requirement to Attend MFIP Overview (DHS-2929) (PDF) to the applicants. Instead, give the applicant the Minnesota’s Diversionary Work Program-DWP (DHS-4034) (PDF).

SNAP:

For all applicants:

● Supplemental Nutrition Assistance Program Reporting Responsibilities (DHS-2625) (PDF). See 0007.12 (Agency Responsibilities for Client Reporting).

● Facts on Voluntarily Quitting Your Job If You Are on the Supplemental Nutrition Assistance Program (SNAP) (DHS-2707) (PDF). See 0028.30.09 (Refusing or Terminating Employment).

● How to Use Your Minnesota EBT Card (DHS-3315A) (PDF).

● Work registration notice (DHS-7635) (PDF).

If there is student income, also give the Financial Aid Information Form (DHS-2646) (PDF). See 0010.18.30 (Verifying Student Income and Expenses).

MSA, GA, GRH:

● SSI Interim Assistance Authorization (DHS-1795) (PDF) and/or Interim Assistance Agreement (DHS-1795A) (PDF), if appropriate. See 0012.12 (Applying for Other Benefits), 0012.12.03 (Interim Assistance Agreements).

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COMBINED MANUAL

ISSUE DATE 09/2016

ORIENTATION TO FINANCIAL SERVICES

0005.12.12.06

MFIP: Counties must provide caregivers with an orientation to financial services, as noted below. Give caregivers written information that the caregiver must attend orientation unless he/she meets 1 of the following exemptions:

● A single parent, or 1 parent in a 2-parent family, employed at least 35 hours per week.

OR ● The 2nd parent in a 2-parent family, when the 2nd parent is employed at least 20 hours per week and the 1st parent is employed for at least 35 hours per week.

OR ● Pregnant or parenting minor under the age of 20 who is not exempt from the educational requirement and is complying with that requirement.

The orientation may be a part of the intake process or it may be held at a separate time. If orientation is not on the same day as the caregiver’s intake appointment, you must provide or reimburse transportation and child care the caregiver needs to attend orientation. Orientation must be held within 30 days of approval of the case.

Any time an application/reapplication is filed for MFIP, the caregiver(s) must attend an orientation. Caregivers who do not receive MFIP are NOT required to attend orientation.

The orientation must inform caregivers of:

● MFIP work incentives.

● An explanation of the significant change policy. See 0008.06.15 (Removing or Recalculating Income).

● Availability of the Earned Income Credit (EIC).

● Minnesota Working Family Credit.

● The types and locations of child care your agency makes available to help a caregiver participate in employment, pre- employment, and training or educational programs.

● The child care resource and referral service that will help the caregiver choose child care services. See 0029.31 (Child Care Resource and Referral).

● The rights and responsibilities of MFIP participants.

● What will happen if they do not meet program requirements.

● An explanation of the 60-month time limit on assistance (including that some periods of exemption and periods of non- cooperation with program requirements with or without good cause continue to count toward the 60 months) and the post 60- month time limit extension categories. See 0011.30 (60-Month Lifetime Limit), 0011.33 (MFIP Hardship Extensions).

● Information about exemption from the 60-month time limit for victims of family violence. See 0011.30 (60-Month Lifetime Limit), 0028.15 (Employment Plan (EP)).

● Information about shelters and programs for victims of family violence.

● The Child & Teen Checkup Program. See the Minnesota Health Care Programs Eligibility Policy Manual for more information.

● Eligibility for Transition Year Child Care when MFIP ends. See 0029.30 (Child Care Assistance).

● Eligibility for Health Care programs. See the Minnesota Health Care Programs Eligibility Policy Manual.

● The necessity to obtain immediate employment.

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COMBINED MANUAL

ISSUE DATE 09/2016

ORIENTATION TO FINANCIAL SERVICES

0005.12.12.06

● The requirement to comply with Employment Services.

● Information about Employment Services Providers available and the option to choose an Employment Services Provider.

● A description of the range of work and training activities that are allowable under MFIP to meet the individual needs of participants, which includes:

- Unsubsidized employment.

- Subsidized private or public sector employment, including Grant Diversion.

- Work experience, including Community Work Experience Program (CWEP).

- On-the-job training.

- Job search and job club.

- Job readiness assistance.

- Job-related counseling and job coaching.

- Job retention services.

- Job skills training directly related to employment.

- Pre-employment activities, based on availability and resources, such as volunteer work, literacy programs, citizenship and English as a second language classes, chemical dependency treatment, mental health services, displaced homemaker programs, parenting education, or other programs designed to help families reach their employment goals and enhance their ability to care for their children.

- Community service programs.

- Vocational educational training or educational programs that can reasonably be expected to lead to employment.

- Apprenticeships and internships.

- Satisfactory attendance in GED or adult diploma programs.

- Satisfactory attendance in secondary school or Adult Basic Education (ABE) classes.

- Bilingual employment and training services.

- Providing child care services for another participant who is working in a community service program.

Give the caregiver a copy of Education and Training in MFIP (DHS-3366) (PDF), which explains the general parameters that govern education and training.

● Notification that the county may NOT impose a sanction for failure to comply when the participant has good cause because of the unavailability of child care. See 0028.18 (Good Cause for Non-Compliance - MFIP/DWP). You must explain good cause, including:

- The definition of terms used in determining the inability to obtain appropriate child care. See 0028.18.02 (MFIP Good Cause--Child Care).

- That participants cannot be sanctioned if appropriate child care is not available.

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COMBINED MANUAL

ISSUE DATE 12/2014

FAMILY VIOLENCE PROVISIONS/REFERRALS

0005.12.12.09

MFIP: Give applicants the Family Violence Referral (DHS-3323) (PDF) and Domestic Violence Information (DHS-3477) (PDF). Provide this information at application, recertification and as part of the Employment Services (ES) overview. See 0005.12.12.01 (Forms/Handouts for Applicants).

When an applicant or participant asks about the Family Violence Waiver or reveals that he/she or a household member has been or is a victim of family violence, explain exemption from the 60-month time limit for victims of family violence under the Family Violence Waiver Option and give the client the Domestic Violence Information (DHS-3477) (PDF). See 0011.30 (60-Month Lifetime Limit).

Explain the advantages to the client (exemption from the 60-month limit and ability to address safety issues), and provide the client with information about community resources that provide services to victims of family violence. Although you may believe it would be in the best interest of the client to choose a Family Violence Waiver, it is ALWAYS the client’s choice whether to ask for it. Never question a client’s self-identified need for a Family Violence Waiver.

Explain to the participant the documentation required to substantiate a claim of family violence. See 0010.18.33 (Verifying Family Violence). Follow regular verification time lines when requesting documentation. See 0010.21 (Verification Due Dates). Do not delay processing an application while the client gets documentation of family violence or is developing an Employment Plan (EP). Do NOT impose an ES sanction/disqualification during the period of time that a participant is obtaining documentation. Also see 0010 (Verification).

When a client requests a Family Violence Waiver, refer the client to a domestic violence advocate or someone trained in domestic violence if the client is not already working with someone. See PERSON TRAINED IN DOMESTIC VIOLENCE in 0002.49 (Glossary: Permanent...). Each county must identify locally-trained people in order to ensure access for all clients. Counties can contact the Minnesota Center for Crime Victim Services at 651-282-6252 or 1-888-622-8799 for information about agencies in their area. You can also refer the client to legal services at 1-888-354-5522.

The client, the person trained in domestic violence, and the job counselor will jointly develop the Employment Plan (EP). Once a participant has requested and been approved for a Family Violence Waiver they meet qualifications for Family Stabilization Services (FSS). See Employment Services Manual 7.18.3 (FSS EP or EP for Participants with a Disability), 11.6 (FSS Eligibility Criteria).

County agencies and ES providers are required to follow data privacy procedures. It is also important to ensure confidentiality to victims of family violence, especially when the victim lives with the abuser. Consult with your county attorney regarding the county’s data practices policy if you are uncertain about how to apply this policy.

Obtain a release of information from the participant prior to talking to a domestic violence advocate about the participant’s issues related to family violence. Consult with the participant to determine where mail should be sent or phone calls made, since the abuser is often still in the home or has access to the home.

During the application process, if you become aware of a non-citizen who is a U.S. Citizenship and Immigration Services (USCIS) determined victim of battery and/or cruelty that could also meet the family violence exemption provision, make the necessary referrals using the Family Violence Referral (DHS-3323) (PDF). See 0011.03.21 (Non-Citizens - Victims of Battery/Cruelty).

A victim of family violence may be eligible for an extension of MFIP benefits after the person has verified he/she is a victim of family violence and has developed an Employment Plan (EP). See 0010.18.33 (Verifying Family Violence), 0028.15 (Employment Plan (EP)).

DWP: Follow MFIP, EXCEPT the references to information required at recertification and exemption from the 60-month time limits do NOT apply to DWP.

SNAP, MSA, GA, GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 10/2019

APPLICATION PROCESSING STANDARDS

0005.12.15

All assistance programs require you to process applications as soon as possible, and within a certain number of days from the date of application. Day 1 of the count starts with the 1st day following the date of application. See 0005.12.09 (Date of Application). See program provisions listed below for application processing timetables.

Processing standards are the maximum time you have to determine eligibility. Do NOT treat this time as a waiting period for eligibility.

Determine eligibility as soon as the necessary information is available. Send a notice approving, pending, or denying eligibility. See 0010 (Verification), 0026 (Notices).

The processing standards for Emergency General Assistance, DWP and expedited SNAP applications differ from standard applications. See 0004.06 (Emergencies - 1st Month Processing), 0005.12.09 (Date of Application).

Within the processing period:

● Review the application for completeness.

● Schedule and conduct the interview. See 0005.12.12 (Application Interviews).

● Verify mandatory and inconsistent items. See 0010.18 (Mandatory Verifications), 0010.21 (Verification Due Dates).

● Determine eligibility.

● Send a notice. See 0026 (Notices).

See 0005.12.15.03 (Delays in Processing Applications) for what to do when you cannot determine eligibility within the time frames listed below because clients do not provide information, for delays not caused by clients, and when not to delay processing.

See 0022.03.03 (Ineligibility in a Prospective Month - Cash), 0022.03.04 (Ineligibility in a Prospective Month - SNAP) for provisions relating to cases that are ineligible in a prospective month.

MFIP: Determine eligibility no later than 30 days following the date of the application. Clients must be eligible for assistance on the date you approve the case.

To meet the 30-day requirement, you may want to conduct interviews for minor caregivers on an accelerated schedule due to the time that social service evaluations might require. See 0004.01 (Emergencies - Program Provisions), 0012.06 (Requirements for Caregivers Under 20).

DWP: Below are various steps and time lines in processing a DWP application:

● Conduct the initial face to face interview to determine DWP eligibility within 5 working days of receiving the application. Although you must conduct an interview within 5 working days, the participant still has 30 days before the application expires. If an applicant does not show up for an appointment within the 5 days, attempt to reschedule the appointment. If more than 30 days have lapsed since the date of application, deny the application, giving proper notice.

● Determine the need for child care at the interview and complete a child care application before the interview ends. Forward the child care application to the child care worker the day that it is completed.

● Within 1 working day of determining that the applicant meets the DWP eligibility criteria, refer the participant to ES. Trigger the referral based on county policy. Some counties may choose to make the referral pending receipt of final verifications, others may choose to wait until all verifications are in. Prompt referral to ES is critical because applicants cannot receive DWP benefits until eligibility is determined and an initial EP has been developed and signed.

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COMBINED MANUAL

ISSUE DATE 10/2019

APPLICATION PROCESSING STANDARDS

0005.12.15

The participant’s referral to ES must be in writing and must contain:

- Notification that, as part of the application process, applicants are required to develop and sign an Employment Plan or the DWP application will be denied.

- The name and phone number of the ES provider.

- The immediate availability of supportive services, including, but not limited to, child care, transportation, and other work- related aid.

- The rights, responsibilities, and obligations of participants in the program, including, but not limited to, their rights under the Americans with Disabilities Act (ADA), the grounds for good cause, the consequences of refusing or failing to participate fully with program requirements, and the appeal process. Also see 0003.09.03 (Client Rights - Civil Rights).

The Job Counselor will meet with the DWP participant within 10 working days of the county referral to develop and sign an initial EP. The Job Counselor must notify the county within 1 working day of the date the EP was signed.

Authorize DWP benefits through MAXIS to the participant within 1 working day of being notified by the ES provider that the initial EP has been developed and signed.

Use the following forms:

● Diversionary Work Program Referral to Employment Services (DHS-4161) (PDF).

● Client Responsibilities and Rights (DHS-4163) (PDF).

● Do you have a disability? (DHS-4133) (PDF).

NOTE: There are no DWP orientation requirements. A county may opt to provide an orientation for its DWP participants.

MAXIS Process

Do not deny the application before the 30 day application processing period has expired, unless the case has been determined ineligible (for example for excess income). MAXIS will not automatically deny applications pending past 30 days. You must deny the application at the appropriate time.

SNAP: Determine eligibility and issue benefits or a denial notice no later than 30 days following the date of the application. If you cannot determine eligibility within 30 days, send a notice of processing delay, determine who caused the delay, and allow an additional 30 days to complete the application processing. See 0005.12.15.03 (Delays in Processing Applications), 0005.12.15.06 (Determining Who Caused the Delay), 0024 (Payments).

EXCEPTION

If the unit failed to attend the initially scheduled interview, an attempt has been made to inform the unit of their responsibility to schedule a second interview, and the client has made no subsequent contact with the agency to express interest in pursuing the application, deny the application on the 30th day.

See TEMP Manual TE02.05.15 (Notice of Interview/Missed Interview (NOMI)). Also, document the contact in CASE/NOTEs.

MAXIS Process

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COMBINED MANUAL

ISSUE DATE 09/2018

PROCESSING SNAP APPLICATION NON-MANDATORY VERIFICATION

0005.12.15.01

MFIP, DWP, MSA, GA, GRH: No provisions.

SNAP: At application non-mandatory verifications listed in 0010.18.02 (Mandatory Verifications - SNAP) are not required to process the application. However if an applicant wants a deduction from their income for expenses such as housing costs, medical, child support, or dependent care expenses, request verification in writing allowing 10 days for the applicant to provide the non- mandatory verification(s) even if all mandatory verification(s) have been provided.

When the 10-day period to provide the non-mandatory verification(s) extends past the 30 day processing period, do not process the application until the applicant has had 10 days to provide the non-mandatory verification(s). Send a delay notice from the MAXIS system on the 30th day.

When the non-mandatory expense verification(s) are provided within the 10-day period, process the application with the verified deduction(s) in the benefit calculation effective with the date of the application.

When the non-mandatory expense verification(s) are NOT provided within the 10 day period, process the application without the non-mandatory expense(s) included in the benefit calculation effective with the date of the application. If the non-mandatory verification(s) is provided later, allow the verified non-mandatory expense beginning with the month after the month the verification was provided.

When the applicant states they do not want the non-mandatory expense deduction used to determine their benefits for their application, and the unit has provided all the mandatory verifications, document the applicant’s verbal statement in MAXIS CASE/NOTEs. Provide the unit with a request for the non-mandatory verifications. Process the application without waiting for the 10-day period to run.

During future months of the certification period, the recipient can provide the non-mandatory expense verification. The worker will then include the non-mandatory expense in the benefit calculation for the month after the month the verification is provided. See SNAP provisions in 0008.06.01 (Implementing Changes - Program Provisions).

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COMBINED MANUAL

ISSUE DATE 02/2019

DELAYS IN PROCESSING APPLICATIONS

0005.12.15.03

On occasion, it may not be possible to determine eligibility within the time frames listed in 0005.12.15 (Application Processing Standards) because clients fail or refuse to provide information. In these cases, deny assistance.

For processing delays not due to client failure or refusal to provide information, send clients written notice of the delay and its cause. The notice must also tell clients what they must do to complete the application and that they must report any changes in circumstances since they filed their application. For notice of delay time lines and when not to delay processing, see specific program provisions listed below. Also see 0026.09 (Notice of Processing Delays).

Do not delay processing pending county board action.

MFIP, DWP: Send a notice of processing delay by the 30th day if the application will take more than 30 days to process.

Do not delay processing in the following situations:

● You are waiting for IEVS verification.

● You are waiting for the Social Security Administration (SSA) to process a Social Security number application.

● You are processing a claim of good cause for not cooperating with IV-D and the client has provided all the information and verification you need to decide the claim. Do NOT delay processing the application to wait for the final decision to grant or deny good cause.

● You are waiting for a secondary verification from the SAVE system and the documentation of immigration status provided by the client makes him/her eligible. See 0010.18.11.03 (Systematic Alien Verification (SAVE)).

SNAP: Send a notice of processing delay on the 30th day if the eligibility determination will take more than 30 days. Determine if a delay in processing is the household's fault or the county agency's fault. See 0005.12.15.06 (Determining Who Caused the Delay), 0005.12.15.09 (Delays Caused by the Applicant Household), 0005.12.15.12 (Delays Caused by the Agency), 0005.12.15.15 (Delays Caused by the Agency and Applicant).

Do not delay processing in the following situations:

● The agency is waiting for IEVS verification.

● The agency is waiting for SSA to process a Social Security number application.

● You are waiting for a secondary verification from the SAVE system and the documentation of immigration status provided by the client makes him/her eligible. See 0010.18.11.03 (Systematic Alien Verification (SAVE)).

MSA, GRH: Send a notice of processing delay if the application will take more than 60 days for disabled people and 30 days for all other applicants.

Do not delay processing if you are waiting for IEVS verification.

GA: Send a notice of processing delay if the application will take more than 30 days to process because of the client's inability to provide documentation. If you cannot determine eligibility by the end of the second 30-day period, deny the application. See

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COMBINED MANUAL

ISSUE DATE 07/2012

DETERMINING FINANCIAL RESPONSIBILITY

0006

EXCEPT for the SNAP program, residency determines which county or state is responsible for the cost of a client's benefits. Counties are not responsible for the cost of a client's SNAP benefits. However, counties must issue food benefits to clients in their county. See 0011.06 (State Residence), 0011.09 (County Residence).

When another state places a person in a Minnesota facility, that state remains financially responsible throughout the person's placement. See 0011.06 (State Residence), 0011.06.06 (State Residence - Interstate Placements).

Minnesota is financially responsible for Minnesota residents placed in out-of-state facilities. See 0011.06.06 (State Residence - Interstate Placements).

The Minnesota county of financial responsibility is the county where the client resides at the time of application.

If a client applies for an emergency in a county other than the county where the client resides, refer the application to the county where the client resides. See 0005.12 (Accepting and Processing Applications). This includes clients living in excluded time facilities.

For information on financial responsibility when applicants move during the application process, see 0006.03 (Initial Application). For information on participants who move to another county, see 0006.06 (Moving Between Counties - Participants).

See 0006.09 (Moving Between Counties - Minor Children) for information on children who move to another county to live with a different caregiver.

When a 2 caregiver unit splits and 1 caregiver and a child move to another county, see 0006.09 (Moving Between Counties - Minor Children).

If more than 1 county has financial responsibility for members of a newly created assistance unit, see 0006.15 (Multiple County Financial Responsibility).

See 0006.18.03 (Excluded Time - Entering), 0006.18.06 (Excluded Time - Leaving) to determine which county is financially responsible when a client enters or leaves an excluded time facility.

For information on how to transfer financial responsibility between counties and resolve financial responsibility disputes, see 0006.21 (Transferring Responsibility - Old County), 0006.24 (Transferring Responsibility - New County), 0006.27 (County Financial Responsibility Disputes).

To transfer case servicing for participants who move between counties, see 0008.06.21 (Change in County of Residence).

(page-220)Page 221#

COMBINED MANUAL

ISSUE DATE 12/2014

INITIAL APPLICATION

0006.03

MFIP, DWP: The county of financial responsibility for people who have not been on cash assistance in Minnesota in the last 30 days is the county they lived in on the date they signed the application. See 0005 (Applications).

When an applicant moves from 1 county to another while the application is pending, the county where application 1st occurred is the county of financial responsibility until the applicant has lived in the new county for 2 full calendar months, unless the applicant's move was from or to an excluded time facility.

For applicants who have been on cash assistance in the last 30 days, see 0006.12 (Assistance Terminated Within Last 30 Days).

For applicants who entered an excluded time facility while on cash assistance or within 30 days after being on cash assistance in another county, see 0006.18.03 (Excluded Time - Entering), 0006.18.06 (Excluded Time - Leaving).

SNAP: No provisions.

MSA, GA: The county of financial responsibility for people who have not been on this program in Minnesota within the last 30 days is the county they lived in on the later of these dates:

● The date they signed the application.

OR ● The date they met all eligibility factors.

See 0005 (Applications).

For applicants who have been on this program within the last 30 days, see 0006.12 (Assistance Terminated Within Last 30 Days).

For applicants who entered an excluded time facility while on MFIP or within 30 days after being on this program in another county, see 0006.18.03 (Excluded Time - Entering), 0006.18.06 (Excluded Time - Leaving).

GRH: The county of financial responsibility for people who have not been GRH in Minnesota within the last 30 days is the county they lived in on the later of these dates:

● The date they signed the application.

OR ● The date they met all eligibility factors.

See 0005 (Applications).

For applicants who have been GRH within the last 30 days, see 0006.12 (Assistance Terminated Within Last 30 Days).

For people who reside in an excluded time facility, the county of financial responsibility is the county in which the applicant last resided in non-excluded status immediately before entering the facility. See 0006.18.03 (Excluded Time - Entering).

For applicants who entered an excluded time facility while on MFIP or within 30 days after being on GRH in another county, see 0006.18.03 (Excluded Time - Entering), 0006.18.06 (Excluded Time - Leaving).

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COMBINED MANUAL

ISSUE DATE 12/2014

COUNTY FINANCIAL RESPONSIBILITY DISPUTES

0006.27

MFIP, DWP: You must process a case even if your county disagrees that it is financially responsible. Refer the case to the county you believe to be financially responsible within 60 days after approving the case.

The county you believe to be responsible has 30 days to accept or reject financial responsibility. Failure to respond within 30 days makes the receiving county financially responsible. To reject responsibility, the county must give Department of Human Services (DHS) evidence clearly showing why it rejects financial responsibility. Send copies to the servicing agency.

The servicing agency has 15 days from the date it gets the evidence disputing financial responsibility to send its position and supporting evidence to DHS. If the servicing agency does not submit its position, DHS will issue a binding opinion based on the evidence submitted by the county claimed to be responsible. The servicing agency must not delay any case actions pending the DHS decision.

Do not send information to DHS until the servicing agency has determined eligibility, issued assistance, and sent its referral. DHS has no jurisdiction to resolve residence and financial responsibility matters until an open case exists. Send evidence to:

Appeals and Regulations Division PO Box 64941 St. Paul, Minnesota 55164 0941

Within 60 days after receiving evidence from the county claimed to be responsible, DHS will issue an order to the county it finds financially responsible. A county disagreeing with the order may appeal to the district court within 30 days of its issuance. The county must follow the order pending the district court's decision.

When county agencies send disputes to DHS within the time guidelines above, reimbursement from the financially responsible county starts with the date of application or eligibility. If counties send the dispute late, reimbursement begins with the submission date.

If the non-responsible county has not received federal and state reimbursement, the financially responsible county must reimburse the non-responsible county for the total amount paid. When a county receives federal and state reimbursement, the financially responsible county must pay the county share only.

SNAP: No provisions.

MSA, GA, GRH: Follow MFIP. In addition, the time allowed for submission of financial responsibility disputes to DHS for settlement determination is 3 years from the date of application. County agencies may submit open or closed cases for settlement determination within the 3-year time limit.

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COMBINED MANUAL

ISSUE DATE 10/2016

MONTHLY REPORTING - CASH

0007.03

MFIP: Homeless units and migrant and seasonal farmworker units are exempt from monthly reporting. For all other units, send a Household Report Form (HRF) (DHS-2120) (PDF) to a unit to report circumstances for any report month in which the unit has:

● A member who received earned income in the report month or any of the previous 3 months. This is true even if you do not count the earnings.

OR ● A financially responsible person living with the unit who received earned income in the report month or any of the previous 3 months. This is true even if you do not count the earnings. See 0016 (Income From People Not in the Unit).

OR ● A non-citizen whose sponsor and/or sponsor's spouse has earned or unearned income in the report month or any of the previous 3 months. See 0016.21 (Income of Sponsors of Immigrants With I-134), 0016.21.03 (Income of Sponsors of LPRs With I-864).

OR ● A participant receiving direct child/spousal support. This continues until the support has been redirected to the child support enforcement agency.

For applications, the Combined Application Form (CAF) (DHS-5223) (PDF) or ApplyMN application substitutes for the HRF when interviewing the unit in the month after they apply. For those cases, do not require an HRF for the application month.

When you interview a unit in the same month it applies and it appears the unit will have to report monthly, the unit must complete an HRF for the application month. Do not determine eligibility for the 3rd month (1st retrospective month) until the unit returns the HRF.

If the unit fails to return the HRF by the 8th of the month, take the following action:

● For units you have approved, send a 10-day notice to close for failure to provide an HRF.

● For units you have not approved, and have allowed 10 days to return the HRF, you may open and close at the same time if the unit is eligible for the 1st 1 or 2 months. You must send a 10-day notice for closing.

● Units may meet eligibility requirements for Transition Year Child Care. See the Child Care Assistance Program Policy Manual.

You must compute eligibility/ineligibility manually or in the training region of MAXIS. Document in the case record when the case would have been terminated because of excess income. Do not change any of the other case notes or dates. The MFIP case remains closed for failure to provide a HRF. Notify the county child care assistance worker of this fact. Do not send a new notice to the client.

Units that have been closed and reapply must submit missing HRFs needed to determine benefits, if they will continue in the retrospective cycle. See 0022.03 (How and When to Use Prospective Budgeting), 0022.06 (How and When to Use Retrospective Budgeting).

For recertifications, do not require an HRF for the month 2 months before recertification is due (for example, for October if recertification is due December 1st). The CAF or ApplyMN application substitutes for the HRF. If the unit is ineligible or if the information requires a reduction or suspension of the unit’s benefits, send a notice BEFORE the effective date of the adverse action.

DWP: No provisions. See 0007.15 (Unscheduled Reporting of Changes - Cash).

SNAP: See 0007.03.01 (Monthly Reporting - Uncle Harry FS), 0007.03.02 (Six-Month Reporting).

(page-247)Page 248#

COMBINED MANUAL

ISSUE DATE 10/2016

MONTHLY REPORTING - CASH

0007.03

MSA: Send an HRF to clients who do not receive SSI to report circumstances for months in which:

● The clients have earned income.

OR ● You deem income from financially responsible people to the clients. See 0016 (Income From People Not in the Unit).

GA: Send an HRF to a unit to report circumstances for any report month in which the unit has:

● A member who received earned income in the report month or any of the previous 3 months. This is true even if you do not count the earnings.

OR ● A financially responsible person living with the unit who received earned income in the report month or any of the previous 3 months. This is true even if you do not count the earnings. See 0016 (Income From People Not in the Unit).

For applications, the CAF or ApplyMN application substitutes for the HRF when interviewing the unit in the month after they apply. For those cases, do not require an HRF for the application month.

When you interview a unit in the same month it applies and it appears the unit will have to report monthly, the unit must complete an HRF for the application month. Do not determine eligibility for the 3rd month (1st retrospective month) until the unit returns the HRF.

If the unit fails to return the HRF, take the following action:

● For units you have approved, send a 10-day notice to close for failure to provide an HRF.

● For units you have not approved, and have allowed 10 days to return the HRF, you may open and close at the same time if the unit is eligible for the 1st 1 or 2 months. This requires a 10-day notice.

Units that have been closed and reapply must submit missing HRFs needed to determine benefits, if they will continue in the retrospective cycle. See 0022.03 (How and When to Use Prospective Budgeting), 0022.06 (How and When to Use Retrospective Budgeting).

For recertifications, do not require an HRF for the month 2 months before recertification is due. (For example, for October if recertification is due December 1st). The CAF or ApplyMN application substitutes for the HRF. If the unit is ineligible, send adequate notice. See 0026.12.09 (Adequate Notice).

GRH: No provisions. See 0007.03.02 (Six-Month Reporting).

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COMBINED MANUAL

ISSUE DATE 09/2020

MONTHLY REPORTING - UNCLE HARRY FS

0007.03.01

MFIP, DWP, MSA, GA, GRH: See 0007.03 (Monthly Reporting - Cash).

SNAP: During the unit's certification period, monthly reporters are subject to retrospective budgeting and must complete a Household Report Form (DHS-2120) (PDF) (HRF) each month. All changes from the report month must be reported on the HRF. See 0022.06 (How and When to Use Retrospective Budgeting).

Uncle Harry Food Support units are monthly reporters if they meet 1 of the following criteria: ● A member who received earned income in the report month or any of the previous 3 months. This is true even if the income is excluded.

OR

● An ineligible or disqualified person living with the unit who received earned income in the report month or any of the previous 3 months. This is true even if the income is excluded. See 0016 (Income From People Not in the Unit).

OR

● A non-citizen whose sponsor and/or sponsor's spouse has earned or unearned income in the report month or any of the previous 3 months. See 0016.21 (Income of Sponsors of Immigrants With I-134), 0016.21.03 (Income of Sponsors of LPRs With I-864).

When you interview a monthly reporting UHFS unit in the same month they apply, the unit must complete a HRF for the 3rd month of eligibility. In the 3rd month of eligibility, the case switches from prospective budgeting to retrospective budgeting. See 0022.09.03 (When to Switch Budget Cycles – SNAP). The report month in the 3rd month of eligibility is the application month. Do not determine eligibility for the 3rd month (1st retrospective month) until the unit returns the HRF.

If the UHFS unit fails to return the HRF for the 3rd month of eligibility, take the following action: ● For units you have approved, send a 10-day notice to close for non-receipt of a HRF.

● For units you have not approved, and have allowed 10 days to return the HRF, you may open and close at the same time if the unit is eligible for the 1st 1 or 2 months. A 10-day notice is not required in this case.

A Combined Application Form (CAF) (DHS-5223) (PDF) or ApplyMN application substitutes for the HRF when you interview the unit in the month after they apply. For those cases, do not require a HRF for the 3rd month of eligibility.

When a recertification is due, the unit must complete a CAF or ApplyMN application. They cannot use a HRF to recertify their benefits. The CAF or ApplyMN application needs to be signed on or after the last day of the report month. If the UHFS unit is ineligible based on the recertification form, close the case, allowing for adequate notice. See 0026.12.09 (Adequate Notice).

UHFS units that are not subject to monthly reporting are change reporters. See 0007.03.05 (Change Reporting) for information on change reporting requirements.

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COMBINED MANUAL

ISSUE DATE 09/2020

SIX-MONTH REPORTING

0007.03.02

MFIP, DWP, MSA, GA: No provisions. See 0007.03 (Monthly Reporting - Cash).

SNAP: SNAP units who do NOT meet any of the criteria to be change reporters, are Six-Month Reporters. See 0007.03.05 (Change Reporting). In addition, units receiving MFIP, including Uncle Harry Food Support units, are not Six-Month Reporters. For Uncle Harry FS monthly reporters, see 0007.03.01 (Monthly Reporting – Uncle Harry FS).

At application, six-month reporting units must report all changes that occurred between the time of the interview and the time of the notice of eligibility. They must report these changes within 10 days of the date on the notice of eligibility to be considered reporting these changes timely.

Six-Month Reporters are required to complete a Combined Six-Month Report (CSR) (DHS-5576) (PDF). This is due by the 8th of the month of the last month in the current six-month report period. On this report units are required to report all changes. See 0007.03.04 (Six-Month Reporting Deadlines). For information on what is considered a complete Combined Six-Month Report (CSR) (DHS-5576) (PDF), see 0007.12.03 (What Is a Complete HRF/CSR).

Six-Month Reporters are also required to complete the recertification process. At recertification, units are required to report all changes. For more information on the recertification process, see Chapter 0009 (Recertification).

During the certification period, Six-Month Reporters are required to report the following changes: ● When the unit’s gross income exceeds 130% of the Federal Poverty Guidelines (FPG) for the unit’s size. Use the FPG for unit’s size at the time of the most recent application or recertification. See 0019.06 (Gross Income Limits).

● SNAP participants that are Able-Bodied Adult Without Dependents (ABAWD) need to report when their work or job activities fall below 20 hours per week, averaged 80 hours monthly.

These changes need to be reported by the 10th of the month following the month of the change to be considered reported timely. Units may report changes in person, by telephone or by mail. They may also use Change Report Form (DHS-2402) (PDF) to report changes, but are not required to use this form. If the unit reports a change to any member of the agency, it is considered reported to the entire agency. Workers within the agency must share information the unit has reported amongst each other to act on changes timely. For a definition of COUNTY AGENCY, see 0002.13 (Glossary: Conciliation...). If a unit does not report 1 of the changes above timely, overpayments need to be assessed. See 0025.03 (Determining Incorrect Payment Amounts).

During the certification period, clients may report other changes they are not required to report. Agencies must act on all reported changes within 10 days of the change being reported. See 0007.15.03 (Unscheduled Reporting of Changes – SNAP), 0008.06.01 (Implementing Changes – Program Provisions).

GRH: GRH recipients who meet all of the following criteria are Six-Month Reporters:

● Have $100 or more of monthly earned income.

● Do NOT receive SSI or MFIP.

● Projected to stay in the GRH setting for more than 30 days.

For information on what is considered a complete Combined Six-Month Report (CSR) (DHS-5576) (PDF), see 0007.12.03 (What Is a Complete HRF/CSR).

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COMBINED MANUAL

ISSUE DATE 08/2020

CHANGE REPORTING

0007.03.05

MFIP, DWP, MSA, GA, GRH: No provisions.

SNAP: SNAP units are change reporters if they meet 1 of the following criteria: ● Units in which all members are homeless. See HOMELESS in 0002.29 (Glossary: Gross RSDI...).

● Units in which all members are in the migrant work stream. Not all members must be in agricultural work, but all members must be traveling together for this purpose.

● Units in which any member is a seasonal farmworker.

● Units in which all adult members are elderly or disabled if the unit has no earned income.

● Units living on Indian reservations. Unit members do not have to be members of a tribe to be eligible for this exemption.

At application, change reporting units must report any changes that occurred between the time of the interview and the time of the notice of eligibility. They must report these changes within 10 days of the date on the notice of eligibility to be considered reporting these changes timely.

Change reporters do not complete a Combined Six-Month Report but are required to complete the recertification process. At recertification, units are required to report all changes. For more information on the recertification process, see Chapter 0009 (Recertification).

During the certification period, change reporters are required to report the following changes: ● A change of more than $100 per month in gross earned income.

● A change of more than $100 in the amount of unearned income, EXCEPT changes relating to public assistance (PA).

● A change in the source of income, including starting or stopping a job, if the change in employment is accompanied by a change in income.

● A change in unit composition.

● A change in residence.

● A change in shelter costs (housing and utilities) due to a residency change.

● A change in legal obligation to pay child support.

● SNAP participants that are Able-Bodied Adult Without Dependents (ABAWD) need to report when their work or job activities fall below 20 hours per week, averaged 80 hours monthly.

These changes need to be reported by the 10th of the month following the month of the change to be considered reported timely. Units may report changes in person, by telephone or by mail. They may also use the Change Report Form (DHS-2402) (PDF) to report changes but are not required to use this form. If the unit reports a change to any member of the agency, it is considered reported to the entire agency. Workers within the agency must share information the unit has reported amongst each other to act on changes timely. For a definition of the AGENCY, see 0002.13 (Glossary: Conciliation...). If a unit does not report 1 of the changes above timely, overpayments need to be assessed. See 0025.03 (Determining Incorrect Payment Amounts).

During the certification period, clients may report other changes they are not required to report. Agencies must act on all reported changes within 10 days of the change being reported. See 0007.15.03 (Unscheduled Reporting of Changes – SNAP), 0008.06.01 (Implementing Changes – Program Provisions).

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COMBINED MANUAL

ISSUE DATE 10/2019

WHAT IS A COMPLETE HRF/CSR

0007.12.03

Clients on scheduled monthly reporting must submit a complete Household Report Form (HRF) (DHS-2120) (PDF). See 0007.03 (Monthly Reporting - Cash), 0007.03.01 (Monthly Reporting - Uncle Harry FS), 0007.12.06 (Incomplete HRF/CSR).

Determine if an HRF is complete when a client submits it. Review the HRF for thoroughness of the answers and for mandatory verifications. See 0010.18 (Mandatory Verifications).

Consider an HRF complete when:

● The HRF is signed and dated on the last day of the report period or later. The same signature requirements for applications apply to the HRF. See 0005.12.06 (Who Must Sign Applications).

AND ● All questions are answered unless otherwise instructed on the form.

AND ● You have sufficient information to determine eligibility.

Clients on scheduled Six-Month Reporting must submit a complete Combined Six-Month Report (CSR) (DHS-5576) (PDF), see 0007.03.02 (Six-Month Reporting).

Determine if a CSR is complete when a client submits it. Review the CSR for thoroughness of the answers and for mandatory verifications. See 0010.18 (Mandatory Verifications).

Consider a CSR complete when:

● The CSR is signed and dated. NOTE: For MFIP, the Combined Six-Month Report (CSR) (DHS-5576) (PDF) and Combined Six-Month Report Supplement for Cash Programs (DHS-5576A) (PDF) is signed and dated on the last day of the report period or later. The same signature requirements for applications apply to the CSR. See 0005.12.06 (Who Must Sign Applications).

AND ● All questions are answered unless otherwise instructed on the form.

AND ● You have sufficient information to determine eligibility. See 0010.18 (Mandatory Verifications).

Counties and tribes may use the Earned Income/Pay Period/Date Tracking Form (DHS-5006F) (PDF) to help track a participant’s pay periods.

Counties and tribes may accept faxed HRFs, CSRs, and any supporting verifications. Original documents are not required.

Consider HRFs and CSRs received on weekends, holidays, or after hours to be received on the 1st working day after receipt of the HRF or CSR.

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COMBINED MANUAL

ISSUE DATE 09/2020

CHANGES IN CIRCUMSTANCES

0008

You may become aware of changes through various sources:

● Client reporting. See 0007 (Reporting) for client reporting responsibilities, timeliness, and methods.

● Information reported by other people or agencies.

● Information from IEVS or other computer matches. See 0005.12.15.03 (Delays in Processing Applications), 0026.48 (Notices - IEVS).

● Upcoming or potential changes the agency has been tracking through MAXIS or other tracking methods.

When you become aware that a change in circumstances has occurred or will occur, follow these steps:

1. Determine if you need more information. See 0008.03 (Changes - Obtaining Information).

2. Determine if the change affects any eligibility factors. Evaluate eligibility prospectively for some programs. See 0011 (Technical Eligibility), 0012 (Procedural Eligibility), 0013 (Basis of Eligibility), 0014 (Assistance Units), 0015 (Assets), 0016 (Income From People Not in the Unit), 0017 (Determining Gross Income), 0018 (Determining Net Income), 0019 (Gross Income Test), 0020 (Net Income Limits), 0029.03 (Health Care Programs).

3. Determine if the change affects the budgeting cycle. See 0022.03 (How and When to Use Prospective Budgeting), 0022.06 (How and When to Use Retrospective Budgeting), 0022.09 (When to Switch Budget Cycles - Cash), 0022.09.03 (When to Switch Budget Cycles - SNAP).

4. Determine if the change affects the benefit amount. See 0008.06.15 (Removing or Recalculating Income), 0022.12 (How to Calc. Benefit Level- MFIP/DWP/GA), 0022.12.01 (How to Calculate Benefit Level - SNAP/MSA/GRH), 0025.09 (Correcting Underpayments), 0025.12 (Types of Overpayments).

5. Determine if the change affects the payment method. See 0024 (Payments).

6. Apply the change to the case. See 0008.06 (Implementing Changes - General Provisions), 0008.06.01 (Implementing Changes - Program Provisions).

Requirements for frequency of client reporting vary by program. See 0007 (Reporting). You must act on all reported changes, regardless of the client's reporting method. See 0007.12 (Agency Responsibilities for Client Reporting).

If you become aware of a future change which may affect eligibility, track the expected change.

Schedule a special eligibility review if necessary. See 0009.03 (Length of Recertification Periods), 0009.03.03 (When to Adjust the Length of Certification).

When you can anticipate a change, request all information needed to determine eligibility. Notify clients of the effect of changes before the effective date. For cash assistance programs, this may reduce the number of overpayments and underpayments that you may otherwise have to determine. See 0010 (Verification), 0026 (Notices).

There may be special procedures for people who get assistance from another state, who are in another assistance unit, or who receive another type of assistance. See 0011.21 (Receipt of Other Assistance).

When you become aware of a change, you may need to ask the client for more information or verification before you can determine if the change affects the case. Act on changes without requiring verification if they cause a client to be prospectively ineligible for some programs.

● For changes which units report on a Household Report Form (HRF) or Combined Six-Month Report (CSR)/ Combined Six- Month Report Supplement (CSRS), follow HRF or CSR/CSRS processing requirements. See 0007.12 (Agency

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COMBINED MANUAL

ISSUE DATE 01/2020

CHANGES - OBTAINING INFORMATION

0008.03

See 0008 (Changes in Circumstances) for general information on changes, steps to follow when you learn of a change, tracking expected changes, and acting on changes. This section lists information about changes required in addition to that listed in 0008 (Changes in Circumstances).

Some changes require a new Combined Application Form (CAF) (DHS-5223) (PDF), a Combined Application – Addendum (DHS- 5223C) (PDF), a Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF) or a combination of these forms:

● Changing from 1 assistance program to another: Usually requires a Combined Application Form (CAF) (DHS-5223) (PDF) or an Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF). See 0005.09.03 (When People Must Complete an Application), 0005.09.06 (When Not to Require Completion of an Application), 0005.12 (Accepting and Processing Applications).

● Adding a person to an existing cash assistance unit: Require a Combined Application – Addendum (DHS-5223C) (PDF). See 0005.09.09 (When to Use an Addendum to an Application).

● Changing the client's basis of eligibility for some programs: See 0008.06.03 (Change in Basis of Eligibility).

For more information on the Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF), see 0005.10 (Minnesota Transition Application Form (MTAF).

MFIP, DWP: When a parent leaves the home:

● Require the client to complete appropriate questions on the Combined Application Form (CAF) (DHS-5223) (PDF). Also give the client the Cooperation With Child Support Enforcement (DHS-2338) (PDF) for the non-custodial parent who left the home.

● Give the client Referral to Support and Collections (DHS-3163B) (PDF) for the non-custodial parent who left the home. Encourage the client to complete the form, but do not require it. See 0012.21.03 (Support From Non-Custodial Parents).

● Give or send the client Understanding Child Support, a Handbook for Parents (DHS-3393) (PDF).

See 0012.21 (Responsible Relatives Not in the Home), 0012.21.06 (Child Support Good Cause Exemptions).

SNAP: Do not terminate benefits solely because the client does not verify a change in housing, utility, or medical expenses.

● For decreased housing or medical expenses the client does not verify, budget the change if it reduces the benefits. Verify the change at recertification time.

● For increased housing or medical expenses the client does not verify, do not budget the increased amount. Verify the change at recertification time.

For more information on processing changes to housing and medical expenses during a unit's certification period, see 0010.18.02.03 (Non-Mandatory Verifications – SNAP).

Request an addendum to add a person to an assistance unit, but do not deny or terminate assistance for failure to submit it. If the client does not complete the addendum, record relevant information provided by the client on an addendum form and file it in the case record. Offer the unit the right to change the principal wage earner if the person being added or removed is an adult parent with children (of any age) in the home or the adult has parental control over children in the home. See the description of principal wage earner in 0028.03.06 (Determining SNAP Principal Wage Earner).

Provide change reporting units with a Change Report Form (DHS-2402) (PDF) for reporting the required changes. See 0007.12 (Agency Responsibilities for Client Reporting), 0007.15.03 (Unscheduled Reporting of Changes - SNAP).

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COMBINED MANUAL

ISSUE DATE 12/2014

IMPLEMENTING CHANGES - GENERAL PROVISIONS

0008.06

Determine what effect the change has for the month of the change and subsequent months. Follow the steps in 0008 (Changes in Circumstances).

Notify the unit of any change in eligibility or benefit amount. If it is reasonable to anticipate ineligibility because of the change, terminate assistance. See 0026 (Notices), 0026.12 (Timing of Notices), 0026.15 (Notice of Denial, Termination, or Suspension).

Receipt of other assistance may affect whether eligibility is affected and when. See 0011.21 (Receipt of Other Assistance).

If changes are not reported timely or not acted upon timely, there may be incorrect payments. For instruction on determining incorrect payment amounts, benefit adjustments, correcting underpayments, and overpayments which result from changes, see the program provisions in 0008.06.01 (Implementing Changes - Program Provisions). Also see 0007 (Reporting), 0022.21 (Income Overpayment Relating to Budget Cycle), 0025 (Benefit Adjustments and Recovery).

Evaluate whether a client's failure to report is fraud related. See 0025.24 (Fraudulently Obtaining Public Assistance).

Processing timelines and requirements vary by type of change, eligibility factor affected, and program. The effective date of a change may also vary for different programs.

See the following sections for instructions on implementing specific changes:

0008.06.01 Implementing Changes - Program Provisions.

0008.06.03 Change in Basis of Eligibility.

0008.06.06 Adding a Person to the Unit - Cash.

0008.06.07 Adding a Person to the Unit - SNAP.

0008.06.09 Removing a Person from the Unit.

0008.06.12 Adding a Person's Income.

0008.06.12.09 Converting a Pregnant Woman Case.

0008.06.15 Removing or Recalculating Income.

0008.06.18 Change in Participant's Age.

0008.06.21 Change in County of Residence

Also see 0024.03 (When Benefits Are Paid - MFIP/DWP), 0024.03.03 (When Benefits Are Paid - SNAP/MSA/GA/GRH), 0024.04 (How Benefits Are Paid).

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COMBINED MANUAL

ISSUE DATE 09/2020

IMPLEMENTING CHANGES - PROGRAM PROVISIONS

0008.06.01

● Transition Year Child Care services or Basic Sliding Fee Child Care services. See 0029.30 (Child Care Assistance), 0029.31 (Child Care Resource and Referral).

SNAP: Act on all reported changes no later than 10 days from the date the change was reported. Acting on changes means evaluating the change to determine the appropriate next steps. This may include but is not limited to requesting verification, adjusting the benefits as needed and assessing for overpayments and underpayments. See 0007 (Reporting), 0025.03 (Determining Incorrect Payment Amounts), 0025.09 (Correcting Underpayments).

Income is a mandatory verification. See 10.18 (Mandatory Verifications). For income changes: ● If the unit reports a decrease in their income, request verification using Verification Request Form (DHS-2919) (PDF) and allow the unit 10 days to return verification. If the unit returns verification within the 10-day request period, update the case with the change the month following the month the client reported the change. If the unit does not return verification, close the case the next available month, allowing for 10-day notice. See 0026.12.03 (10 Day Notice). If the unit returns verification outside of the 10-day request period, update the case the month following the month verification was provided.

● If the unit reports an increase in their income, request verification using Verification Request Form (DHS-2919) (PDF) and allow the unit 10 days to return verification. If the unit returns verification, update the case the next available month, allowing for 10-day notice. If the unit does not return verification, close the case the next available month allowing for 10-day notice.

For processing self-employment income changes, see 0017.15.33.05 (Self-Employment, Determine Countable Monthly Income – SNAP).

Deductions are non-mandatory verifications. See 00.10.18.02.03 (Non-Mandatory Verifications – SNAP).

For medical and housing expense changes, see 0018.12 (Medical Deductions), 0018.15 (Shelter Deductions).

Utility expense changes do not need to be verified. For utility expense changes: ● If the change increases benefits, update the case the month following the month the change is reported.

● If the change decreases benefits, update the case the next available month, allowing for 10-day notice. See 0018.15.09 (Utility Deductions).

For Child Support Deduction changes: ● If the expense cannot be verified through PRISM, request verification using the Verification Request Form (DHS-2919) (PDF). Allow the unit 10 days to return the verification.

● If the unit returns verification within the 10-day request period and the change increases the benefit amount, update the case the month following the month the unit reported the change. If the change decreases benefits, update the case the next available month allowing for 10-day notice.

● If the unit does not return verification, remove the deduction the next available month, allowing for 10-day notice.

Dependent care expenses do not need to be verified unless questionable. For Dependent Care Deduction changes: ● If the change increases benefits, update the case the month following the month the change is reported.

● If the change decreases benefits, update the case the next available month, allowing for 10-day notice. See 0018.09 (Dependent Care Deduction).

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COMBINED MANUAL

ISSUE DATE 09/2020

IMPLEMENTING CHANGES - PROGRAM PROVISIONS

0008.06.01

For Household Composition changes, see 0008.06.07 (Adding a Person to the Unit – SNAP), 0008.06.09 (Removing a Person From the Unit), 0008.06.12 (Adding a Person's Income), 0008.06.15 (Removing or Recalculating Income).

For changes to Uncle Harry Food Support (UHFS) units: ● If there is a change that creates ineligibility that will last only 1 month, suspend assistance. See 0022.18 (Suspensions).

● When MFIP or RCA closes, eligibility for UHFS no longer exists. These units become non-public assistance SNAP units and are subject to all the provisions of the SNAP program. Add the MFIP or RCA members to the existing SNAP unit the 1st day of the month MFIP or RCA is closed. A new application is not required prior to adding the members to the unit. However, you may need to request additional information or verification from the unit. Request verification using the Verification Request Form (DHS-2919) (PDF). The unit has 10 days to provide the additional information or verification. If the verification(s) is provided within 10 days, determine SNAP eligibility and issue SNAP benefits to the household within 5 days. If the unit fails to provide the requested information or verification, terminate SNAP according to proper notice requirements.

For changes resulting in ineligibility for MFIP cases: When an MFIP case becomes ineligible, determine eligibility for SNAP with the information already provided by the unit. Do not require a new CAF when MFIP ends even though the unit may not have originally requested SNAP on the CAF.

Note: If MFIP closes for no Household Report Form, do NOT determine eligibility for SNAP. In this situation, the household is not eligible for continued SNAP without a new application because they did not return the HRF. Document the fact that the household is not eligible for continued SNAP in CASE/NOTEs. See 0005.09.06 (When Not to Require Completion of an Application), 0022.09.03 (When to Switch Budget Cycles - SNAP), TEMP Manual TE02.08.143 (Food Support When MFIP Is Closed).

For changes resulting in ineligibility for GA, MSA, DWP and RCA cases: When a unit becomes ineligible for MSA, GA, DWP or RCA, do not terminate SNAP unless the unit is ineligible for SNAP as well.

Determine overpayments when: ● The unit does not report a required change timely. See 0007 (Reporting).

AND ● The agency would have been able to send proper notice if it had acted on the 10th day after the last day the client could have reported the change timely. See 0022.21 (Income Overpayment Relating to Budget Cycle).

MSA: If ineligibility will last only 1 month, suspend assistance. See 0022.03.03 (Ineligibility in a Prospective Month - Cash), 0022.18 (Suspensions).

Evaluate the last month of assistance for overpayments. See 0022 (Budgeting and Benefit Determination).

GA: Terminate assistance if you cannot establish current eligibility. See 0026.15 (Notice of Denial, Termination, or Suspension).

If ineligibility will last only 1 month, suspend GA unless the case is in the 1st 2 prospective months. See 0022.03.03 (Ineligibility in a Prospective Month - Cash), 0022.18 (Suspensions).

A unit that loses eligibility for GA may be eligible for other assistance: ● SNAP.

● Health care. See the Minnesota Health Care Programs Eligibility Policy Manual.

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COMBINED MANUAL

ISSUE DATE 12/2014

ADDING A PERSON TO THE UNIT - CASH

0008.06.06

Follow these provisions to add the needs of a person to the unit. See 0008.06.12 (Adding a Person's Income) for when to add a person's income.

Receipt of other assistance may affect whether you can add a person and when. See 0011.21 (Receipt of Other Assistance).

MFIP: An addendum to an existing application must be used to add a person to an assistance unit regardless of whether the person being added is required to be in the assistance unit. See 0005.09.09 (When to Use an Addendum to an Application). Require the caregiver to complete a Combined Application – Addendum (DHS-5223C) (PDF).

Do not add a father living in the home of his minor child to the assistance unit unless he has verification of his parentage. If he is not a legal father, paternity can be established through a court order or when both parents sign a Minnesota Voluntary Recognition of Parentage (ROP) (DHS-3159) (PDF). Refer the family to the county child support office to sign an ROP or to establish paternity through the courts. See MINNESOTA VOLUNTARY RECOGNITION OF PARENTAGE in 0002.41 (Glossary: Medically Necessary...).

For information on adding a newborn and the newborn’s father, see 0008.06.12.09 (Converting a Pregnant Woman Case).

An addendum is not needed for disqualified and ineligible mandatory unit members since their income and assets are already being counted. Add a disqualified or ineligible mandatory unit member the 1st day of the month after the disqualification/ineligibility has ended. See 0005.09.09 (When to Use an Addendum to an Application).

Determine whether there is an overpayment or fraud when caregivers do not timely report mandatory members who return to the household. See 0007.15 (Unscheduled Reporting of Changes - Cash).

A person must meet all verification and eligibility factors before you add the person to the unit. See 0010 (Verification), 0011 (Technical Eligibility), 0012 (Procedural Eligibility), 0014 (Assistance Units).

The following rules govern when to add a unit member:

● If the person has received cash assistance in the current month, add the person the 1st day of the month after an addendum is filed.

● If the person has not received cash assistance in the current month, add the person retroactive to the 1st day of the month an addendum is filed.

● If the person has received SNAP in the current month, he/she is ineligible for the food portion for that month. See 0011.21 (Receipt of Other Assistance).

● On STAT/ADME in MAXIS, add mandatory people in the benefit month they arrived in the household. Calculate overpayments from the arrival month, if not reported timely. Calculate restorations/supplements from the 1st of the month the addendum is filed.

Budget a new member's income prospectively for the 1st 2 months even if the unit is in a retrospective cycle, EXCEPT:

● If the new person was on MFIP in the previous month, continue the budget cycle the person was in.

● If you were already considering the person's income in determining the unit's grant, continue the current budget cycle. See 0016 (Income From People Not in the Unit).

When the new member is not reported timely, begin the 1st 2 prospective months with the month of arrival.

The new member's income and assets, combined with the unit's income and assets, must be within the income and asset limits for an ongoing case. If the new unit's assets exceed the limit and the person is a mandatory unit member, close the case. If the

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COMBINED MANUAL

ISSUE DATE 12/2014

ADDING A PERSON TO THE UNIT - CASH

0008.06.06

person is not a mandatory member, deny eligibility for that person. See 0014.03 (Determining the Assistance Unit), 0014.03.03 (Determining the Cash Assistance Unit), 0020.09 (MFIP/DWP Assistance Standards).

An applicant whose needs were met through foster care for the 1st part of an application month is eligible to receive MFIP for the remaining part of the month in which the applicant returns home. See 0011.21 (Receipt of Other Assistance), 0022.12.03 (Proration), TEMP Manual TE02.08.023 (Prorated Supplements), TE02.10.03 (How to Restore Benefits).

Children whose needs were met through the Interstate Compact on the Placement of Children (ICPC) are not eligible for MFIP. See 0014.06 (Who Must Be Excluded From Assistance Unit).

A child placed in Minnesota under the Interstate Compact for Juveniles (ICJ) may be eligible for MFIP if they meet MFIP eligibility requirements. See INTERSTATE COMPACT FOR JUVENILES in 0002.33 (Glossary: Independent…).

DWP: Follow MFIP, EXCEPT:

● Reference to retrospective budgeting does NOT apply. DWP uses only prospective budgeting method. See 0022 (Budgeting and Benefit Determination).

● Reference to the MFIP food portion does NOT apply. DWP does NOT have food portion. See 0011.03.06 (Non-Citizens - MFIP Food Portion).

If a new member enters the DWP household and the unit meets MFIP criteria, convert the entire household to MFIP. The Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF) may be used in place of an addendum ONLY when converting a unit from DWP to MFIP AND you are adding a new unit member. Use the addendum or MTAF date for the new member to determine if the new member has received MFIP or DWP within the past 12 months.

SNAP: See 0008.06.07 (Adding a Person to the Unit - SNAP).

MSA: Each MSA client is a separate unit.

GA: A person must meet all verification and eligibility criteria before you add the person to the unit. See 0011 (Technical Eligibility), 0012 (Procedural Eligibility), 0014 (Assistance Units).

The new member's income and assets in combination with the unit's income and assets, must be within the income and asset limits. If either exceeds the limit, terminate assistance for the unit. See 0008.06.12 (Adding a Person's Income), 0014 (Assistance Units), 0019.06 (Gross Income Limits), 0020.18 (GA Assistance Standards).

Add the person to the unit as of the date the person applies or the date the person meets all eligibility conditions, whichever is later. Prorate increased benefit amounts from the date you add the person to the unit.

Give units proper notice of the change. If you cannot give proper notice of a decrease, determine overpayments. See 0025.03 (Determining Incorrect Payment Amounts), 0026.12 (Timing of Notices).

When you add a person whose income you have already considered, the benefit amount does not change. See 0016 (Income From People Not in the Unit).

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COMBINED MANUAL

ISSUE DATE 12/2014

ADDING A PERSON TO THE UNIT - SNAP

0008.06.07

MFIP, DWP, MSA, GA: See 0008.06.06 (Adding a Person to the Unit - Cash).

SNAP: Add the person to the unit effective the 1st of the month after the month the unit reported the person is in the home. This also applies when adding a newborn to the unit. If adding the person reduces the benefits, you must give proper notice.

A person must meet all verification and eligibility criteria before you add the person to the unit. See 0011 (Technical Eligibility), 0012 (Procedural Eligibility), 0014 (Assistance Units).

Whether a unit is categorically eligible or non-categorically eligible determines how a person's income and assets are treated. To determine if a unit is categorically eligible or non-categorically eligible, see 0013.06 (SNAP Categorical Eligibility/Ineligibility).

When adding a new member to a non-categorically eligible unit, the new member's income and assets, in combination with the unit's income and assets, must be within the income and asset limits. If either exceeds the limit, terminate assistance for the unit. See 0008.06.12 (Adding a Person's Income), 0013.06 (SNAP Categorical Eligibility/Ineligibility), 0019.06 (Gross Income Limits), 0020.12 (SNAP Assistance Standards).

If you are unable to make the change effective the month after the unit reported the change because you cannot give proper notice, determine if the unit is overpaid. See 0010.21 (Verification Due Dates) for time lines to allow. See 0007 (Reporting), 0025.03 (Determining Incorrect Payment Amounts), 0026.12 (Timing of Notices).

When the addition of a person results in a decrease in benefits, count the 1st month after the unit reported the change as the person's 1st month of prospective budgeting, even if notice requirements prevent actually reducing benefits for that month.

Do not prorate a new person's needs. See 0022 (Budgeting and Benefit Determination).

Add a SNAP E&T sanctioned member of a multi-person household back into the unit beginning the 1st of the month following the date the sanction ends. See 0005.09.09 (When to Use an Addendum to an Application).

A single adult in a 1-person household may be eligible beginning the day following the date the SNAP E&T sanction ends or the date of application, whichever is later.

See 0028.30.06 (Type/Length of SNAP E&T Sanctions).

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 12/2014

REMOVING A PERSON FROM THE UNIT

0008.06.09

See 0014.09 (Assistance Units - Temporary Absence) for people who remain in a unit while temporarily absent.

Participants who leave the home or lose eligibility during a month are eligible for the entire month if they were eligible on the 1st day of the month. Do not prorate the last month's benefits.

Determine whether to continue counting the person's income. See 0008.06.15 (Removing or Recalculating Income), 0016 (Income From People Not in the Unit).

If removing a person results in an increase in benefits and the change was reported too late to adjust the grant, issue a corrective payment. See 0024 (Payments).

If removing a person results in a decrease in benefits, do not reduce the grant until you can give proper notice. Determine if the unit was overpaid and pursue collection. See 0007 (Reporting), 0008.06 (Implementing Changes - General Provisions), 0008.06.01 (Implementing Changes - Program Provisions), 0025 (Benefit Adjustments and Recovery), 0026 (Notices).

If a child moves to live with a different caregiver in another county, see 0006.09 (Moving Between Counties - Minor Children), 0008.06.21 (Change in County of Residence).

For information on participants who move to another county, see 0006.06 (Moving Between Counties - Participants), 0008.06.21 (Change in County of Residence).

MFIP, DWP: Remove the needs and income of a person (other than person 01) who does not meet temporary absence criteria. See 0014.09 (Assistance Units Temporary Absence). Close the case if this results in no eligible child, unless an eligible caregiver is in the home and the caregiver remains eligible. If person 01 leaves the home or dies, close the case. Other unit members will need to file a new application. The effective date of closing is the month after the month the change was reported, allowing for proper notice. See 0005.09.03 (When People Must Complete an Application), 0014 (Assistance Units), 0026 (Notices).

Stop counting the needs and income of a participant starting with the payment month you remove the person from the unit.

Stop counting the income of a non unit member whose income you deemed starting with the payment month after the month the person left the household or ceased to have financial responsibility for 1 or more members or the unit.

There is no overpayment if the unit reported the change timely AND you act timely.

SNAP: If the person who leaves the home or dies is not person 01 on MAXIS, remove that person's needs from the assistance unit. If person 01 leaves the home or dies, remove the other members of the unit. See 0005.09.03 (When People Must Complete an Application). The effective date of termination is the 1st of the month after the month the change was reported, allowing for proper notice. See 0026 (Notices).

MSA: If the person does not meet temporary absence criteria, terminate assistance as soon as you can give proper notice. See 0026 (Notices).

GA: If the person who leaves the home does not meet temporary absence criteria and is not person 01 on MAXIS, remove that person's needs from the assistance unit. If person 01 leaves the home or dies, remove the other members of the unit. See 0005.09.03 (When People Must Complete an Application). The effective date of termination is the month after the month the change was reported, allowing for proper notice. If you are unable to meet this deadline, an overpayment may occur. See 0025.03 (Determining Incorrect Payment Amounts), 0026 (Notices).

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COMBINED MANUAL

ISSUE DATE 12/2014

ADDING A PERSON'S INCOME

0008.06.12

Follow the procedures in this section for considering income when:

● A person starts to have income.

OR ● A person who has income is added to the unit or household.

OR ● A person becomes financially responsible.

To add a person's needs to the unit or household, see 0008.06.06 (Adding a Person to the Unit - Cash), 0008.06.07 (Adding a Person to the Unit - SNAP).

Some programs have special provisions for adding the income of a stepparent or a non-custodial parent who returns to the home. See 0008.06.06 (Adding a Person to the Unit - Cash), 0008.06.07 (Adding a Person to the Unit - SNAP), 0016.09 (Income From Ineligible Stepparents), 0016.15 (Income From Ineligible Parents).

To determine which budgeting method to use when adding a person's income, see 0022.03 (How and When to Use Prospective Budgeting), 0022.06 (How and When to Use Retrospective Budgeting), 0022.09 (When to Switch Budget Cycles - Cash), 0022.09.03 (When to Switch Budget Cycles - SNAP). To determine when not to budget income in retrospective cases, see 0022.06.03 (When Not to Budget Income in Retro. Cases).

Also see 0017.15.36.03 (When to Budget Student Financial Aid).

MFIP: Count the income of a person required to be included in the unit for the entire month that the person moves into the home. See 0014.03 (Determining the Assistance Unit), 0014.03.03 (Determining the Cash Assistance Unit).

Count the income of an optional person added to the unit from the 1st of the month you add the person's needs. See 0008.06.06 (Adding a Person to the Unit - Cash).

Count the income of other people whose income is considered following the subsections of this section. See 0008.06.12.09 (Converting a Pregnant Woman Case).

DWP: Recalculate benefits and approve new results if you are adding income of a person who is being added to a household. See 0022.12 (How to Calc. Benefit Level- MFIP/DWP/GA).

SNAP: Add a person's income the same month you add the person's needs to the unit. See 0008.06.07 (Adding a Person to the Unit - SNAP), 0008.06.18 (Change in Participant's Age). See 0022.06.03 (When Not to Budget Income in Retro. Cases) for EXCEPTIONS to this requirement.

MSA: Add a client's income the month the client begins to receive it. Add a financially responsible person's income the month the person becomes financially responsible. See 0016 (Income From People Not in the Unit).

GA: When adding the income of a person added to the unit, or a person who is financially responsible, count the income prospectively from the date the person enters the home. Allow all the appropriate deductions. The amount remaining is the income available to the unit. Compare the sum of the available income and the benefits already issued for the month to the standard of need for the unit size. Issue a corrective payment or determine an overpayment, as appropriate. See 0016 (Income From People Not in the Unit), 0020.18 (GA Assistance Standards), 0024 (Payments).

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COMBINED MANUAL

ISSUE DATE 12/2014

CONVERTING A PREGNANT WOMAN CASE

0008.06.12.09

MFIP: These procedures apply when you are converting a Pregnant Woman case to a regular case when the child is born.

A pregnant woman and her spouse may be eligible for assistance. A pregnant woman cannot get a grant alone (or with her spouse) if she has other birth, step, or adoptive children living with her. See 0013.03.03 (Pregnant Woman Basis – MFIP/DWP), 0014.03 (Determining the Assistance Unit), 0014.03.03 (Determining the Cash Assistance Unit).

IF THE PREGNANT WOMAN LIVES ALONE

Take a Combined Application Form (CAF) Addendum (DHS-5223C) (PDF). Add the newborn retroactive to the 1st day of the month the child is born (if the child is in the home or meets the provisions of temporary absence), or the 1st of the month an addendum is filed, whichever is later. Make a referral to child support. See 0008.06.06 (Adding a Person to the Unit - Cash), 0012.21.03 (Support From Non-Custodial Parents), 0014.09 (Assistance Units Temporary Absence).

NOTE: If the pregnant woman is married to a military person who is out of the home on military duty, do not make a Child Support Referral when there is no breakdown in the marital relationship.

IF THE PREGNANT WOMAN'S SPOUSE IS IN THE HOME

Take a Combined Application Form (CAF) Addendum (DHS-5223C) (PDF). Add the newborn retroactive to the 1st day of the month the child is born (if the child is in the home or meets the provisions of temporary absence), or the 1st of the month an addendum is filed, whichever is later. See 0008.06.06 (Adding a Person to the Unit - Cash), 0014.09 (Assistance Units Temporary Absence).

IF THE PREGNANT WOMAN IS NOT MARRIED AND THE CHILD'S ALLEGED FATHER IS IN THE HOME

1. After the child is born, if the parents have not signed the Minnesota Voluntary Recognition of Parentage form (DHS-3159) (PDF) at the hospital, offer them the opportunity to establish paternity by signing the DHS 3159. If the parents sign the form, continue with Step 2.

If they do not sign the form, the mother and her newborn may be eligible even if the alleged father is in the home. Take an addendum for the newborn. Add the newborn retroactive to the 1st day of the month the child is born (if the child is in the home or meets the provisions of temporary absence), or the 1st of the month an addendum is filed, whichever is later. Make a referral to child support.

See 0008.06.06 (Adding a Person to the Unit - Cash), 0008.06.07 (Adding a Person to the Unit - SNAP), 0012.21.03 (Support From Non-Custodial Parents), 0014.09 (Assistance Units Temporary Absence).

2. When the parents sign the Minnesota Voluntary Recognition of Parentage form (DHS-3159) (PDF), take an addendum for the newborn and the father. Determine eligibility and benefits for the full month, adding the newborn and including the father's needs and income. The unit must be prospectively eligible. Eligibility for the father and newborn is retroactive to the 1st day of the month the child is born (if the child is in the home or meets the provisions of temporary absence), or the 1st of the month an addendum is filed, OR the date the unit meets all other eligibility factors, whichever is later.

See 0014.09 (Assistance Units Temporary Absence), 0015 (Assets), 0017 (Determining Gross Income), 0018 (Determining Net Income), 0020 (Net Income Limits), 0022 (Budgeting and Benefit Determination).

3. Issue the difference between the amount determined in Step 2 and the amount already issued, if any. Do not cite an overpayment for the 1st month the child is born (if the child is in the home or meets the provisions of temporary absence). See 0014.09 (Assistance Units - Temporary Absence), 0025 (Benefit Adjustments and Recovery).

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COMBINED MANUAL

ISSUE DATE 08/2019

REMOVING OR RECALCULATING INCOME

0008.06.15

Follow these procedures for removing income in certain situations. Also see 0022.03 (How and When to Use Prospective Budgeting), 0022.06 (How and When to Use Retrospective Budgeting), 0022.06.03 (When Not to Budget Income in Retro. Cases), 0022.09 (When to Switch Budget Cycles - Cash), 0022.09.03 (When to Switch Budget Cycles - SNAP).

If the changes in income result in potential eligibility for other benefits, see 0012.12 (Applying for Other Benefits).

Different provisions may apply to receipt of lump sums. See 0022.15 (Counting Lump Sums as Income).

MFIP: It may be possible to supplement a unit's grant if the unit reports a significant change in income. A significant change is when the unit's gross earned and/or unearned income for the payment month declines by $65 plus 50% or more from the gross earned and/or unearned income budgeted in the budget month. Do not consider significant change as restored benefits.

If the unit reports that it expects income to decline, act right away. The unit must verify the income will decrease or end before you issue the supplement. Do not wait until the end of the month to verify the exact amount of the decrease. See TEMP Manual TE19.156 (QTIP #156 - MFIP Stop Work Procedures). For information on verifying changes in income, see Chapter 10 (Verification).

The unit may only receive a supplement for a change it reports in the current month or for the month before. Issue a supplement no more than 7 days after the unit verifies the change. Do not issue a supplement for a grant you have not yet issued.

Budget adjustments that result from significant changes are limited to 2 in a 12 month period, regardless of the reason for the change. Count back 12 months from the month the client is requesting the change to determine eligibility for significant change.

If the unit reports (and verifies) a decrease in actual or expected income, follow these procedures to determine the supplement to issue.

1. Calculate the unit's gross income, including deemed income, for the month. See 0016 (Income From People Not in the Unit), 0017 (Determining Gross Income).

2. Subtract the figure in Step 1 from the gross income, including deemed income, from the budget month.

3. Subtract $65 from the unit’s gross income, including deemed income, from the budget month.

4. Multiply the amount from Step 3 (gross income from the budget month minus $65) by 0.50.

5. If the amount in Step 2 is less than the amount in Step 4, there is no significant change. If the amount in Step 2 is equal to or greater than the amount in Step 4, go to Step 6.

6. Recalculate the current month's grant using the client's reported income.

7. Subtract the amount of the grant you issued from the amount in Step 6. Issue the difference as a supplement.

Significant change does not apply in any of these situations:

● In the payment month corresponding to a budget month in which the unit receives a lump sum.

● When a unit member is on strike.

● In the payment month corresponding to the budget month in which the unit gets an extra paycheck.

● For self-employment income. See 0017.15.33.03 (Self-Employment, Convert Inc. to Monthly Amt - Cash) for information on "major change" which applies to self-employment income.

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COMBINED MANUAL

ISSUE DATE 12/2014

CHANGE IN PARTICIPANT'S AGE

0008.06.18

Also see 0017.15.15 (Income of Minor Child/Caregiver Under 20).

MFIP: When minor children turn 18, they must meet the school requirement in order to continue receiving assistance. See MINOR CHILD in 0002.41 (Glossary: Medically Necessary...), 0012.06 (Requirements for Caregivers Under 20), 0028.12 (Education Requirements).

The requirement that a minor caregiver live with certain adults applies ONLY through the month of the minor caregiver's 18th birthday. There may be other social service requirements and Employment Services requirements for the minor caregiver until his/her 20th birthday.

When a participant turns 20, the school attendance requirement no longer applies. See 0028.12 (Education Requirements). Other Employment Services requirements may apply. See 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T).

DWP: When minor children turn 18, they must meet the school requirement in order to continue receiving assistance. In addition, see 0008.06.24 (DWP Conversion or Referral to MFIP) when a DWP participant turns 60 years old. Also see 0028.06.02 (Universal Participation Provisions), 0028.15 (Employment Plan (EP)) for the child under 12-week exception.

SNAP: Budget the earned income of an elementary, secondary, or GED student who turns 18 starting with the 1st budget month in which the student is 18 for the full month. Prospectively or retrospectively budget the income, depending on which cycle the unit is in. See 0007 (Reporting), 0022 (Budgeting and Benefit Determination).

Begin applying the 3 months in a 36-month limit of eligibility once a non-exempt able-bodied adult is 18 for the full month. Stop applying this limit the month he/she turns 50. See 0011.24 (Able-Bodied Adults Without Dependents).

Allow elderly income disregards and expenses to people who turn 60 as of the budget month they turn 60. Prospectively or retrospectively budget the income, depending on which cycle the unit is on. See 0018.12 (Medical Deductions), 0018.15 (Shelter Deductions), 0022 (Budgeting and Benefit Determination).

Apply other eligibility factors prospectively as of the month the client turns 60. See 0011.18 (Students), 0014.03 (Determining the Assistance Unit), 0014.03.06 (Determining the SNAP Unit), 0015.03 (Asset Limits), 0022.03 (How and When to Use Prospective Budgeting), 0028.06.10 (Who Is Exempt From SNAP E&T).

MSA, GA: No provisions.

GRH: When a non-disabled client turns 65 years old, change the budgeting method in the month the client turns 65 from GA-related other adult to the SSI-related aged method.

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COMBINED MANUAL

ISSUE DATE 12/2018

CHANGE IN COUNTY OF RESIDENCE

0008.06.21

● Check the financial responsibility begin date on the SPEC/XFER panel and correct it if necessary. MAXIS will automatically transfer financial responsibility on the date listed. See 0006.06 (Moving Between Counties - Participants).

● When you receive the Change Report Form (DHS-2402) (PDF) from the unit, update MAXIS with new or changed information. Complete the application process, recertification process, or other outstanding work as necessary.

● Send a referral to the Employment Services Provider and child care worker in your county unless the client is exempt. See 0028.06.10 (Who Is Exempt From SNAP E&T).

● If you do not get the Change Report Form (DHS-2402) (PDF) from the unit within 10 days of the date mailed by the former county, generate a 10 day notice to close the case. See 0026.12.03 (10 Day Notice).

See TEMP Manual TE02.09.14 (How to Transfer a Single Claim) and TE02.09.18 (When to Transfer a MAXIS Claim) for when and how to transfer a MAXIS claim to another county.

To determine which county is financially responsible for which months, see 0006 (Determining Financial Responsibility).

MFIP: You do need to verify the new address, see 0011.09 (County Residence).

Participants in the Safe At Home (SAH) Program only need to verify their county of residence, see 0029.29 (Safe At Home Program).

When a minor child getting MFIP moves to another county to live with a different caregiver, the former county must remove the child from the unit effective the month after the move. See 0006.09 (Moving Between Counties - Minor Children). If there is not enough time to send the unit a notice, remove the child effective the 2nd month after the move. See 0026 (Notices). There is no overpayment if they report the move timely.

The new county must take an application or addendum for the child. See 0005.09.03 (When People Must Complete an Application), 0005.09.09 (When to Use an Addendum to an Application), 0008.06.06 (Adding a Person to the Unit - Cash).

It is possible for a child to get benefits from 2 different counties in the same month. See 0011.21 (Receipt of Other Assistance).

DWP: For applicants:

● When a move between counties occurs before the application has been approved and before the employment plan (EP) has been developed, the case must be transferred to the new county. The receiving county must meet with the applicant prior to approval to develop an EP that includes activities that fit with the applicant and the receiving county.

● When the application has not been approved, but the EP has been developed in the first county, it is up to the receiving county to decide whether it would be easier to complete processing the case in the county to which the unit has just moved. The 2 counties should agree to this prior to the case transfer.

For participants:

● When a move between counties occurs during the 4-month DWP period and the participant continues to meet DWP eligibility criteria, the case will remain on DWP. The new county MUST meet with the participant to develop an Employment Plan (EP) that builds on the work that had been done in the previous county. This does NOT apply to Mille Lacs Band of Ojibwe.

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COMBINED MANUAL

ISSUE DATE 05/2017

DWP CONVERSION OR REFERRAL TO MFIP

0008.06.24

MFIP, MSA, GA, GRH: No provisions.

DWP: CONVERSION/REFERRAL DURING THE 4-MONTH DWP PERIOD

If at any time during the DWP application process or during the 4-month DWP eligibility period, you determine that a participant is unlikely to benefit from DWP, convert or refer the participant to MFIP. For the definition of MFIP, see 0002.41 (Glossary: Medically Necessary...). Participants who meet any of the eligibility criteria for Family Stabilization Services (FSS) are considered UNLIKELY to benefit from DWP. Gather the necessary documentation to support the determination.

The following are the FSS eligibility criteria for determining if a participant is unlikely to benefit from DWP:

● The participant is applying for SSI/RSDI (Retirement Survivors Disability Insurance). This includes those who are appealing a denial of an SSI or RSDI application.

● A participant who is age 60 or over or a participant who will turn 60 during the proposed 4 DWP months.

● A participant is a legal non-citizen who has been in the United States 12 months or less. “12 months” is defined as 12 FULL months after the month of entry.

● The participant has a Family Violence Waiver and is complying with an Employment Plan.

● The participant has an illness, injury, or incapacity that has been certified by a qualified professional, the condition is expected to continue for more than 30 days and severely limits the person’s ability to obtain or maintain suitable employment.

● The participant’s presence in the home is required as a caregiver due to the illness, injury, or incapacity of another member in the assistance unit, a relative in the household, or a foster child in the household when the condition, and the need for a person to provide assistance in the home, has been certified by a qualified professional and is expected to continue for more than 30 days.

● The participant has a child or adult in the household who meets disability or medical criteria for home care services, a home and community-based waiver services program, or meets the criteria for severe emotional disturbance or serious and persistent mental illness.

● The participant has been diagnosed by a licensed physician, psychological practitioner, or other qualified professional, as developmentally disabled or mentally ill and the condition severely limits the person’s ability to obtain or maintain suitable employment.

● The participant has been assessed by a vocational specialist or the county agency to be unemployable.

● The participant has an IQ below 80, and has been assessed by a vocational specialist or a county agency to be employable but the condition severely limits the person’s ability to obtain or maintain suitable employment.

● The participant was determined by a qualified professional to be learning disabled, and the condition severely limits the person's ability to obtain or maintain suitable employment.

● A family unit with a refugee caregiver who arrived in the U. S. within 12 months of applying for family cash assistance or a family unit with an asylee caregiver who is approved for asylee status within 12 months of applying for family cash assistance.

NOTE: “Severely limits the person’s ability to obtain or maintain suitable employment” means that a qualified professional has determined that the person’s condition prevents the person from working 20 or more hours per week.

Also, in a single pregnant woman unit once the child is born the unit is not eligible for DWP unless the parent has already used all the months of the child under 12 months ES exemption. Take a Combined Application Form (CAF) Addendum (DHS-5223C)

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COMBINED MANUAL

ISSUE DATE 05/2017

DWP CONVERSION OR REFERRAL TO MFIP

0008.06.24

(PDF) for the newborn and move the case to MFIP. If the determination is made more than 30 days after the DWP application date, have the participant complete a Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF) as part of the referral process. Terminate DWP allowing for proper notice.

In a 2-parent unit, only 1 parent MUST meet 1 of the “unlikely to benefit from DWP” criteria above before converting or referring the family to MFIP.

Make the transition from DWP to MFIP as smooth as possible for families that leave DWP and begin receiving MFIP assistance. Send appropriate notices when closing DWP and SNAP.

If the transition from DWP to MFIP occurs within 30 days of the initial DWP application date, convert the case without completion of a new CAF. If the transition occurs more than 30 days after the initial DWP application date, have the participant submit a Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF).

Process the DHS-5223E by the 1st of the month following the month it is received to ensure that there is no gap in benefits due to delayed action by the county. Enter the date of the Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF) on the STAT/PROG panel in MAXIS as the application date for a new cash program. Only require verification of information necessary to determine MFIP eligibility and the amount of the assistance payment. Do not require additional verification of the information from the DWP application unless the information is inaccurate, questionable, or no longer current.

CONVERSION/REFERRAL AFTER THE 4-MONTH DWP PERIOD ENDS

Because DWP is a short-term program, families must exit the program no later than 3 months after the month in which DWP initial month benefits are issued.

Some DWP participants may not have successfully obtained unsubsidized employment that allows them to support their families without having to apply for benefits under MFIP.

Inform DWP job seekers without earned income or with little earned income about the possibility of receiving cash and food benefits through MFIP. Tell the DWP job seeker about other resources, including MFIP, when the job seeker asks about other help.

When a participant has exhausted 4 months of DWP, he/she may complete, sign, and submit a Minnesota Transition Application Form (MTAF) (DHS-5223E) (PDF), rather than a Combined Application Form (CAF), to apply for MFIP provided the request is made within 30 days of the end of the 4th month of DWP. The application process begins the date a MTAF with a name, address and signature is received. See 0005.10 (Minnesota Transition Application Form (MTAF)), 0005.12.15 (Application Processing Standards) for information on how to process an MTAF.

If the request is not made within 30 days of the end of the 4-month DWP eligibility period, the participant must complete a new Combined Application Form (CAF) (DHS-5223) (PDF).

All applicants must meet the initial income test to be eligible for MFIP. See 0017 (Determining Gross Income), 0018 (Determining Net Income), 0018.18 (Earned Income Disregards), 0022.03.01 (Prospective Budgeting – Program Provisions).

Work with families that leave DWP but do not go onto MFIP to determine which, if any, transition or post-program services and supports would help the family achieve or maintain economic and family stability. For example, SNAP, Child Care and/or Health Care benefits may continue.

CONVERTING A CAREGIVER WHO TURNS 60 YEARS OLD DURING THE 4-MONTH DWP PERIOD

If a caregiver in a 1-parent unit will be turning 60 years old during the proposed 4 DWP months, open MFIP rather than DWP at application.

SNAP:

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COMBINED MANUAL

ISSUE DATE 12/2014

RECERTIFICATION

0009

Review eligibility regularly. The schedule for reviews depends on the program and household circumstances. Some programs require more frequent reviews for certain client circumstances. The time between initial eligibility and the date a county agency must review the case, or the time between required reviews, is the certification period. See 0009.03 (Length of Recertification Periods), 0009.03.03 (When to Adjust the Length of Certification). Recertify clients who are eligible for ongoing assistance.

Counties must use forms developed by DHS for the purposes of informing and advising clients about their rights and responsibilities, the status of an application or recertification, and ongoing eligibility for assistance. If DHS does not provide a form for a given purpose, the county agency may develop its own form. The form must meet the requirements in TEMP Manual TE12.02.01 (County Designed Forms). See 0009.06 (Recertification Process) for the process and forms to use.

Some programs require an interview as part of the recertification process. See 0009.06.06 (Recertification Interview).

The recertification process must be completed within set time frames. See 0009.06.03 (Recertification Processing Standards).

For IV-E Foster Care clients, follow the procedures of your county Social Services unit for recertification.

MFIP: All clients must complete a CAF or ApplyMN application and provide required verifications to be recertified.

DWP: No provisions.

SNAP: Clients MUST complete a CAF, ApplyMN application or a Combined Annual Renewal for Certain Populations, have an interview, and provide required verifications to be recertified. See 0009.06.06 (Recertification Interview).

A signed and dated Combined Application Form (CAF) (DHS-5223), ApplyMN application or Combined Annual Renewal for Certain Populations (DHS-3727) must be filed with the human services agency in the client’s county of residence.

EXCEPTION: Households in which all members are recipients of or applicants for SSI may file a CAF or Combined Annual Renewal for Certain Populations at a Social Security Administration (SSA) office.

DO NOT require units to report for a face-to-face interview during the certification period.

MSA, GRH: Clients living in the community must complete a Combined Application Form (CAF) (DHS-5223), ApplyMN application or Combined Annual Renewal for Certain Populations (DHS-3727) and provide required verification to be recertified.

Clients living in the community but receiving waivered services that require an LTC budget and who do not meet the criteria for the Combined Annual Renewal for Certain Populations, must complete the Minnesota Health Care Programs Renewal for People Receiving Long-Term Care Services (DHS-2128).

Clients who are LTCF residents for whom MA pays the cost of care, must complete the DHS-2128.

GA: All clients must complete a Combined Application Form (CAF) (DHS-5223) or ApplyMN application and provide required verifications to be recertified.

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COMBINED MANUAL

ISSUE DATE 12/2014

LENGTH OF RECERTIFICATION PERIODS

0009.03

Assign the longest certification period possible based on the client's circumstances. See the specific program provisions below for the maximum length of time between reviews for each program.

Certify people for less than the maximum time to coincide with expected changes or another program's review date. The client's review date should, if possible, be the same for all programs.

● If you are determining eligibility for 2 cash programs at the same time, the review date must be the same.

● If 1 cash program is active and you are adding any other program, you must either:

- Review eligibility for the active cash program at the time you add the other program.

OR - Set the review date for the program you are adding to the same review date as the existing cash program.

EXCEPT for individual GA participants without a verified residence address, the certification period conforms to calendar months. Count the month of application as the 1st month of the certification period unless the client is not eligible in that month. The certification period ends at 12:01 a.m. on the 1st day of the month following the last month of the certification period.

See 0009.03.03 (When to Adjust the Length of Certification).

MFIP, MSA, GRH: Recertify eligibility at least once every 12 months.

DWP: No provisions.

SNAP: Recertify units whose adults are ALL elderly or disabled without earned income at least once every 24 months. You must have contact with these units at least every 12 months, to remind them of when they must report changes and what changes must be reported. For MAXIS instructions, see TEMP Manual TE02.08.165 (SNAP Aged/Disabled 12 Month Contacts).

Recertify all other units at least once every 12 months. However, some units may have their recertification period set for less than 12 months if:

● The unit’s circumstances are unstable due to being homeless.

OR ● It appears the unit will be ineligible for SNAP in the near future.

When a recertification is set for less than 12 months, CASE/NOTEs must be completed to document the reason for the shorter certification period.

No units should have a recertification period longer than 24 months.

GA: Follow MFIP with the following EXCEPTION: A county agency may choose to certify eligibility weekly for individual participants who are without a verified residence address. See 0024.03.03 (When Benefits Are Paid - SNAP/MSA/GA/GRH), 0024.04.09 (GA Weekly Issuance). A county agency which chooses to recertify eligibility weekly must use a form approved by DHS for weekly recertification and NOT use the Combined Application Form (CAF) (DHS-5223).

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COMBINED MANUAL

ISSUE DATE 12/2019

RECERTIFICATION PROCESS

0009.06

For MFIP units subject to monthly reporting, the CAF must be signed and dated by the caregiver(s) on or after the last day of the reporting period.

For MFIP units not subject to monthly reporting, the CAF can be signed and dated by the caregiver(s) any time after the date MAXIS mailed the recertification packet.

MAXIS will also include the Domestic Violence Information (DHS-3477) (PDF) in the recertification packet.

Give the client the Family Violence Referral (DHS-3323) (PDF). Provide information about counseling and support services, and permanent residence procedures for battered non-citizens. Review the continued exemption from the 60-month time limit for victims of family violence for whom you have an Employment Plan (EP) in place. See 0005.12.12.09 (Family Violence Provisions/Referrals), 0010.18.33 (Verifying Family Violence).

Conduct a recertification interview at least once every 12 months. See 0009.06.06 (Recertification Interview).

Review extensions for participants who have been extended beyond the 60-month lifetime limit every 12 months, unless the documentation supporting the extension indicates the participant’s condition could change earlier. See 0011.33 (MFIP Hardship Extensions). This review should be considered a minimum requirement to recertify an extension. Review the situation and request new verification each time there is a change in the estimated end date. Counties should end an extension prior to the review, if criteria for the extension no longer apply. End the extension the 1st of the month following verification that the criteria no longer apply.

NOTE: Participants may move between extension categories.

Coordinate extension reviews with recertifications, if possible.

Do not consider the client ineligible and therefore subject to an overpayment solely because the agency fails to send a timely notice of termination. Consider it an overpayment only if the client does not meet eligibility factors such as income, assets, or basis of eligibility.

If the unit is ineligible for continued benefits or will receive reduced benefits based on information in the CAF or ApplyMN application, or if the information requires a reduction or suspension of the unit’s benefits, send a notice BEFORE the effective date of the adverse action.

DWP: No provisions.

SNAP: The CAF can be signed and dated by the client any time after the date MAXIS mailed the recertification packet.

MAXIS will also include the Change Report Form (DHS-2402) (PDF) (for change reporting units) in the recertification packet.

EXCEPTION: MAXIS will send the Combined Annual Renewal for Certain Populations (DHS-3727) (PDF) for cases:

● With 1 person, or 2 people if they are married and living together.

AND

● All unit members are age 18 or older.

AND

● The only income is SSI or SSI/RSDI.

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COMBINED MANUAL

ISSUE DATE 12/2014

GA WEEKLY ISSUANCE

0024.04.09

MFIP, DWP, SNAP, MSA, GRH: No provisions.

GA: After giving 30 days advance notice to DHS, counties may issue GA benefits using 1 of the methods below for clients without a verified residence. Counties choosing to use weekly issuance must do so for all clients without a verified residence.

Do not issue benefits on a weekly basis to a client who has a medical certification of mental illness or developmental disability. Discontinue weekly payments when a client verifies a residence address.

Provide clients with the schedule to use to come in to the county agency office to pick up payments and notices.

For the 1st month, you may issue benefits by either of the 2 methods below. After the 1st full calendar month, you must issue benefits using Method 1.

Method 1: DETERMINE ELIGIBILITY MONTHLY AND ISSUE BENEFITS ON A WEEKLY BASIS.

Divide the monthly benefit payment into 4 weekly payments and issue by cash, voucher, or vendor payments.

All standard notice, eligibility, and grant calculation provisions apply.

Method 2: DETERMINE ELIGIBILITY AND ISSUE BENEFITS ON A WEEKLY BASIS.

Determine the amount of weekly benefits using either actual need or by dividing the monthly benefit into 4 weekly payments. Follow the provisions of 0004.18 (Determining the Amount of Emergency Aid) to determine the actual need. Use cash, voucher, or vendor payments. Do not issue benefits for a period in which the unit claims no need, unless the client has good cause for not claiming need. See GOOD CAUSE in 0002.27 (Glossary: FSET...).

Notify the unit each time it receives weekly benefits that it will not receive subsequent weekly benefits unless it claims need or has good cause for not claiming need. The advance notice requirement in 0026.12 (Timing of Notices) does not apply when issuing benefits under this option. All forms used for determining assistance weekly must meet DHS standards in TE12.02.01 (County Designed Forms).

Do not use this method of benefit payment beyond the 1st full calendar month after the month of application or for a unit that receives or is expected to receive countable income within the month of application or the following month.

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COMBINED MANUAL

ISSUE DATE 01/2018

PROVISIONS FOR REPLACING BENEFITS

0024.06

MFIP, MSA, GA, GRH: Provisions for replacing benefits apply to participants, vendors, and protective payees.

ELECTRONIC BENEFIT TRANSFER (EBT)

Benefits accessed with an EBT card and correct PIN (personal identification number) are not replaceable.

DIRECT DEPOSIT

A direct deposit transaction will ONLY be replaced if the bank notifies DHS of a reject. All replacement of direct deposit will be done by DHS staff. The procedure for this replacement is:

● The bank will notify DHS of a direct deposit reject.

● DHS staff will remove current direct deposit information on the case, notify county worker of reject and request method of replacement.

● DHS will NOT replace benefits as direct deposit.

NON-EBT ISSUANCE

A client requesting replacement warrant(s) must file a Non-Receipt/Replacement Affidavit (DHS-1609) (PDF) with the county agency. A vendor or alternative payee requesting replacement warrant(s) must file an Affidavit of Failure to Receive Warrant (for Vendors/Payees) (DHS-1609A). They must state why they need a replacement (for example: lost in the mail, never received, or destroyed). If you can prove a warrant went back to the Issuance Operations Center (IOC) or has stale dated, do not require an affidavit.

County agencies may require clients to file a police report if the request for replacement is for a lost, stolen, or destroyed warrant.

If the warrant has been cashed, request copies of the warrant(s) following procedures outlined in TEMP Manual TE02.11.01 (Request Copy of Cashed Warrant or Repl One). Have the client view the signatures on the warrant and complete the Affidavit Covering Endorsement of a State of Minnesota Warrant (DHS-5303) (PDF) in the presence of the county fraud investigator. All cashed warrants must be replaced by DHS.

A county may or may not require an indemnity bond for checks it issues. If it requires a bond, it must require one of anyone requesting a county replacement check. Counties may not require an indemnity bond for state warrant replacements.

Do not replace a warrant when you can document that the request for replacement is fraudulent. Give people written notice of denial. See 0025.24 (Fraudulently Obtaining Public Assistance). If you suspect the request to be fraudulent, but cannot document the fraud, replace the warrant and refer the case for investigation.

Replace a warrant no more than 7 calendar days after the person reports it as stolen, lost, or destroyed (and there is no fraudulent intent). Do not replace a warrant the person reports as not received until 5 mailing days after issuance. However, do not wait 5 days when you can show worker error caused the benefit to go to the wrong address, and the person cannot get the warrant at the incorrect address.

Replacement warrants have a different number than the original, and states that they are replacement warrants.

Do not deny cash replacement solely because of multiple losses.

When people do not live in the county of financial responsibility, the servicing county must replace warrants. See 0006 (Determining Financial Responsibility).

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COMBINED MANUAL

ISSUE DATE 01/2018

PROVISIONS FOR REPLACING BENEFITS

0024.06

For replacing the food portion of MFIP, follow the SNAP provisions.

DWP: Follow MFIP, EXCEPT the reference to replacement of the food portion of MFIP does not apply.

SNAP: Replace benefits only under specific conditions. See 0024.06.03 (Situations Requiring SNAP Benefit Replacement). Replace food destroyed in a disaster if SNAP EBT or cash-out money purchased it. See 0024.06.03.15 (Replacing Food Destroyed in a Disaster).

In some instances, there is a limit to the number of times the county agency may replace benefits. Units must also report the loss to the county agency (either orally or in writing) within certain time frames. See 0024.06.03 (Situations Requiring SNAP Benefit Replacement) for more information.

Most units requesting replacement must come into the county agency and sign a Non-Receipt/Replacement Affidavit (DHS-1609) (PDF). Units must complete the DHS-1609 to get replacements unless you can verify that a warrant has been returned to the IOC or has stale dated.

Counties may mail the DHS-1609 when clients are unable to come into the county agency office because:

● Of their age, a disability, or transportation problems.

AND ● They are unable to appoint an authorized representative. See 0005.06 (Authorized Representatives).

Unless there is documentation showing possible fraud, issue authorized replacement benefits within 10 calendar days after the unit reports benefits not received, destroyed, etc., or within 2 working days of completing the DHS-1609, whichever is later. Do not replace other warrant benefits reported as not received until 5 mailing days after issuance. The only EXCEPTION to the 5- or 6-day wait is when you can verify that worker error caused the benefit to go to the wrong address and the client will not be able to get the benefit at the incorrect address.

Follow MFIP procedures to replace cash-out warrants.

Inform clients of the right to appeal a denial or delay of a replacement. See 0027 (Appeals).

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COMBINED MANUAL

ISSUE DATE 12/2014

PROTECTIVE AND VENDOR PAYMENTS

0024.09

Protective and vendor payments are alternatives to issuing benefits directly to clients.

Protective payments give a client’s assistance benefits to a payee other than the client. The payee is responsible to pay for the client’s needs up to the amount of the benefit.

Vendor payments are cash assistance benefits paid directly to a provider of goods or services.

Protective and vendor payments may be mandatory or optional.

The county agency may not act as vendor of a client’s grant.

You may use the Mandatory Vendor Form - Request for Information (DHS-3365) (PDF) to request shelter or utility expense information from clients. This is not a required form. Clients can provide this information in other ways if they choose.

MFIP: Use alternative payment methods for the cash portion of MFIP in the following situations:

● Issue to a vendor when you find this is the most effective way to resolve an emergency.

● Issue to a vendor or protective payee when clients have a pattern of money mismanagement. The county agency director or director’s designee must approve a proposal for protective or vendor payments for money mismanagement. The county agency must provide training on managing money. Document the need for and the method of payment. If the need for protective payee or vendor payments will last beyond 2 years, ask the court to appoint a legal representative.

● Issue to a vendor or protective payee if the client completes the Request for Voluntary Vendor Payment (DHS-2984) (PDF) form.

● Issue MFIP as a vendor payment out of the cash portion of assistance for shelter and utilities for units with a member who was convicted of a drug felony or failed a random drug test within 10 years from the date of application or recertification. If the vendor’s refusal to accept partial payment is due to a legality or company policy, do not vendor pay the shelter cost (for example, real estate taxes). Vendor pay the shelter cost if the vendor’s refusal to accept partial payment is based on an agreement made between the vendor and client. If there is an amount left over, issue it directly to the unit. See 0011.27.03 (Drug Felons).

● When possible, issue MFIP to a protective payee when a minor caregiver and minor child live with the minor caregiver’s parent, other adult relative, legal guardian or legal custodian, or in an adult-supervised supportive living arrangement. See 0012.06 (Requirements for Caregivers Under 20).

● Issue voluntary vendor payments only for shelter and utilities.

● Issue up to the cash portion of MFIP to a vendor for shelter and, at county option, utilities if the unit is subject to the 2nd through 6th month of any Employment Services, orientation, or child support sanction. Continue to vendor pay the shelter (and utilities, if applicable) for 6 months after the month in which the participant(s) return to compliance.

If the vendor’s refusal to accept partial payment is due to a legality or company policy, do not vendor pay the shelter cost (for example, real estate taxes). Vendor pay the shelter cost if the vendor’s refusal to accept partial payment is based on an agreement made between the vendor and client.

See 0028.30 (Sanctions for Failure to Comply - Cash).

Inform clients whose grants are vendor paid how fluctuating grants due to changes in earned or unearned income will affect the amount of their vendor payments.

When the information needed to pay the vendor(s) is not on file, send a 10-day notice of adverse action, proposing to terminate

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COMBINED MANUAL

ISSUE DATE 12/2014

PROTECTIVE AND VENDOR PAYMENTS

0024.09

assistance unless you receive ALL of the following items before the effective date of the notice:

● The amount of the shelter and/or utilities.

● The date when shelter is due.

● The name and address of the landlord/caretaker/mortgage holder and/or utility company.

Do not terminate assistance if the participant provides information about and completes a release to contact the vendor. Do not terminate assistance if the participant verifies he or she does not incur shelter and/or utilities.

To determine the amount to vendor pay for utilities, choose 1 of the following methods:

● The average of the actual monthly cost of utilities for the family for the prior 12 months (if the family has maintained their current residence for 12 months or more).

● The amount of the monthly budget plan set by the local utility company for the family’s current residence.

● The estimated monthly utility costs (in consultation with the client) for the dwelling in which the family currently resides.

For the food portion of MFIP, follow the SNAP provisions of 0024.09.01 (Protective and Vendor Payments - SNAP/MSA/GA/GRH).

Document and review the need for the method of payment at least annually.

DWP: Follow MFIP for protective payee and vendoring partial payment provisions. Vendor pay all family maintenance needs (housing and utilities) up to the amount of the DWP grant for the entire period of DWP eligibility when possible. Do not vendor pay the minimum cash benefit amount of $10. At county option, you may also vendor pay the standard phone amount of $35.00.

A unit with high shelter expenses may not be getting additional cash benefits (for example, personal needs) because the entire amount of the DWP benefits is paid out in a vendor payment for the family’s shelter needs. For units receiving personal needs allowance payments, issue the personal needs allowance payments via Electronic Benefit Transfer (EBT).

For more information, see 0022.12 (How to Calc. Benefit Level - MFIP/DWP/GA), 0020.09 (MFIP/DWP Assistance Standards) and 0024.04.03.03 (Benefit Delivery Methods--Program Provisions).

SNAP, MSA, GA, GRH: See 0024.09.01 (Protective and Vendor Payments - SNAP/MSA/GA/GRH).

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COMBINED MANUAL

ISSUE DATE 01/2020

PROTECTIVE AND VENDOR PAYMENTS-SNAP/MSA/GA/GRH

0024.09.01

See 0024.09 (Protective and Vendor Payments) for general provisions and MFIP provisions.

MFIP, DWP: See 0024.09 (Protective and Vendor Payments).

SNAP: SNAP cash-out benefits may go to alternate payees, and counties may use protective payments for them.

Also, participants may, or in some cases must, have an authorized representative. See 0005.06 (Authorized Representatives).

MSA: Use vendor payments only in the following situations:

● At the client's or representative payee's request.

● When there is an emergency need and it is the most appropriate method to resolve the emergency. See 0004 (Emergencies).

● To use special need funds (other than for special diets). See 0023 (Special Needs Payments).

Use protective payee payments when there is evidence that the client cannot manage income to meet necessary expenditures. Evidence includes:

● Not being properly fed or clothed.

● Repeated failure to meet obligations for rent, utilities, food, or other essentials.

● Repeated instances of lost or stolen warrants.

The determination of representative payment by the Social Security Administration (SSA) for the client is sufficient reason for protective payment of MSA.

GA: Use alternative payment methods in the following situations:

● When you determine clients have exhibited a continuing pattern of money mismanagement, issue vendor or protective payments.

● EGA payments must be in the form of vouchers or vendor payments, unless you determine that a cash grant will better meet the need of the emergency situation. See 0004 (Emergencies).

● When you refer a client for a chemical use assessment, or an assessment indicates the client is drug dependent. See 0012.30 (Chemical Use Assessment), 0024.09.12 (Payments After Chemical Use Assessment).

● When clients request in writing that you issue all or part of their assistance in the form of vendor payments and you approve the request.

● When you issue benefits to clients based on drug or alcohol addiction. See 0013.15.54 (GA Basis - Drug/Alcohol Addiction).

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COMBINED MANUAL

ISSUE DATE 08/2019

DETERMINING INCORRECT PAYMENT AMOUNTS

0025.03

When you find a payment was incorrect, reconstruct each budget month and corresponding payment month using the policies and procedures that were in effect for the payment month. The overpayment or underpayment is the difference between the benefit amount the client actually received and the benefit amount the client should have received.

Overpayments once computed must be entered on MAXIS through the CCOL/CLAM queue. See 0025.21.07 (JOL - Establishing Claims). For overpayment notice requirements, see 0026.39 (Notice of Overpayment and Recoupment). Enter claims you suspect are fraud claims as client error initially, and adjust them later to fraud if appropriate. Once entered on MAXIS, initiate recovery on collectible claims. See 0025.12.06 (Repaying Overpayments - Participants), 0025.12.09 (Repaying Overpayments - Non-Participants), 0025.24.03 (Recovering Fraudulently Obtained Assistance).

To determine if a client was overpaid, refer to other sections of this manual. For example, see 0022.21 (Income Overpayment Relating to Budget Cycle) to determine if an increase in income results in an overpayment. See 0008 (Changes in Circumstances) for information on other changes that may cause an overpayment or underpayment.

When computing overpayments, allow earned income disregards and work expense deductions only for earned income reported timely. Timeliness varies between programs, see program provisions. Do not allow the earned income disregard on income reported through other means such as IEVS, a “New Hire Message”, or a person other than the client, the authorized representative, or guardian. If a client reports only part of his/her earned income, do not allow earned income disregards on the income not reported timely. (For example, a client has 2 jobs but fails to report the 2nd job. When computing the overpayments, allow all the disregards on the earnings from the 1st job but not the 2nd job.) Also see 0018.06 (Work Expense Deductions), 0018.18 (Earned Income Disregards).

When processing a restored benefit on a case that has a claim for the same period, ALWAYS enter the claim first. MAXIS will apply the restored benefit amount to the claim when appropriate. See TEMP Manual TE02.08.025 (Restored Benefits Applied to a Claim).

Determine Discovery and Established Dates as part of the process for calculating a claim. See DISCOVERY DATE in 0002.15 (Glossary: Deed...), ESTABLISHED DATE in 0002.21 (Glossary: Employment...), TE02.09.01 (Entering Claims). Documents needed to calculate a claim could be wage stubs, W-2s, bank statements, employer verification, etc.

Do not include any amounts in the overpayment calculation that occurred more than 6 years prior to the Discovery Date for overpayments due to client error or fraud. Do not include amounts that occurred more than 1 year prior to the Discovery Date for overpayments due to agency error.

If the Discovery Date is not correctly identified it can result in monthly overpayments erroneously being included or excluded in a claim. See 0025.12.12 (Action On Overpayments - Time Limits).

MFIP: DO NOT establish an overpayment or underpayment for prospectively budgeted units for any month for which you based the assistance issued on the best information available at the time, if you applied the correct policy, and there was no client error.

DO NOT establish an overpayment when a 100% sanction has not been imposed due to the agency’s failure to act. See 0028.30.03 (Pre 60-Month Type/Length of ES Sanctions).

Use retrospective budgeting CONTINUOUSLY for all previously retrospectively budgeted months whether or not there were months of total ineligibility. DO NOT change budget cycles due to months of ineligibility.

For purposes of allowing the earned income disregard, a report is timely when the client or authorized representative reports income within 2 calendar months following the end of the month in which the income was received.

Reporting procedures and client notice requirements used when clients report timely do not apply when changes in household composition are not reported timely.

● When a mandatory unit member enters the household and the unit fails to report the change timely, calculate the overpayment starting with the month the mandatory unit member arrives.

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COMBINED MANUAL

ISSUE DATE 08/2019

DETERMINING INCORRECT PAYMENT AMOUNTS

0025.03

● When a mandatory unit member leaves the household and the unit fails to report the change timely, if the agency could have reduced or terminated assistance for 1 or more payment months had a delay in reporting the change not occurred, determine whether timely notice could have been issued on the day that the change occurred. Determine the correct benefit amount beginning with the 1st month in which you could have given timely notice.

Subtract the benefit the unit should have received for the payment month from the actual MFIP issued.

Subtract the full benefit amount the unit should have received (disregard any recoupment previously deducted) from the full benefit amount the unit actually received (disregard any recoupment previously deducted) for each month in the overpayment period. The difference is the overpayment amount.

NOTE: The housing subsidy deduction reduces only the cash portion of the MFIP grant. See 0017.15.99 (Housing Subsidy). When determining the correct overpayment amount, do NOT use the housing subsidy to reduce the food portion of the benefit amount.

If the client refuses to provide information to establish the amount of the overpayment and if no information is available to estimate a claim amount, assign an overpayment for the full amount of MFIP issued for the period in question.

Notify the client of the right to provide proof to establish a smaller overpayment. Close the case if it is not possible to establish current eligibility.

DWP: Follow general provisions. In addition, do not establish an overpayment or underpayment if the determination of the DWP grant amount is based on the best information available at the time of approval, even when there is additional income to the family unit. See 0022.12 (How to Calc. Benefit Level – MFIP/DWP/GA).

SNAP: Do not establish an overpayment or underpayment because of changes that were not required to be reported by the unit during the certification period. However, for any reported change, take appropriate action. See 0007.15.03 (Unscheduled Reporting of Changes - SNAP).

When calculating overpayments or underpayments for SNAP, use the amount of cash assistance actually received in the payment month even if the cash assistance was later determined to be an overpayment.

Do not allow the work expense deduction on income not reported timely. Timely reporting means that required changes be reported by the 10th of the month following the month of the change.

CALCULATING AN OVERPAYMENT

Determine whether the unit IS or is NOT categorically eligible for SNAP:

● If the SNAP unit IS categorically eligible, they are subject to the budgeting provisions that were in place at the time of the overpayment. See 0013.06 (SNAP Categorical Eligibility/Ineligibility), 0022.09.03 (When to Switch Budget Cycles - SNAP).

● For overpayments that occurred PRIOR to 03-01-09: If the SNAP unit is NOT categorically eligible, they must meet prospective eligibility requirements. If the overpayment is caused by unreported income, the unit remains in retrospective budgeting unless there are 2 or more consecutive months of ineligibility. If there are 2 or more consecutive months of ineligibility, the case would be presumed closed. Switch the unit to prospective budgeting and presume that the unit reapplied on the 1st day they were eligible. Calculate the amount the unit should have received based on the 1st day they were eligible. See 0022.03.01 (Prospective Budgeting - Program Provisions).

● For overpayments that occurred ON OR AFTER 03-01-09: Continue to budget all months prospectively. EXCEPTION: For Uncle Harry Food Support (UHFS) units, follow the instructions for determining overpayments that occurred prior to 03-01-09.

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COMBINED MANUAL

ISSUE DATE 08/2019

DETERMINING INCORRECT PAYMENT AMOUNTS

0025.03

If the ineligibility is caused by any reason other than unreported income, and there is 1 month or more of total ineligibility and then 1 month or more of eligibility, presume that the unit reapplied on the 1st day they were eligible. Calculate the amount the unit should have received based on the 1st day they were eligible.

MSA: Follow general provisions.

In addition, if the client receives SSI and SSA does not establish an overpayment or charge a partial overpayment, do not establish an MSA overpayment. For any month in which there is a total SSI overpayment, establish an MSA overpayment. If the total SSI overpayment is due to excess assets, the entire MSA benefit is an overpayment. If the total SSI overpayment is due to excess income, evaluate income to determine the amount of the MSA overpayment.

Do not allow the work expense deduction on income not reported timely. See 0018.06 (Work Expense Deductions).

For self-employment income overpayments that occurred after February 1, 2016, use the gross self-employment income calculation method for self-employment income not reported timely. See 0017.15.33.03 (Self-Employment, Convert Inc. To Monthly Amt - Cash).

When there is 1 month or more of total ineligibility and then 1 month or more of eligibility, presume that the unit reapplied on the 1st day they were eligible. Calculate the amount the unit should have received based on the 1st day of the month they were eligible.

GA: Follow general provisions.

For self-employment income overpayments that occurred after February 1, 2016, use the gross self-employment income calculation method for self-employment income not reported timely. See 0017.15.33.03 (Self-Employment, Convert Inc. To Monthly Amt - Cash).

When there is 1 month or more of total ineligibility and then 1 month or more of eligibility, presume that the unit reapplied on the 1st day they were eligible. Calculate the amount the unit should have received based on the 1st day they were eligible. Prorate if necessary; see 0022.12.03 (Proration).

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 01/2019

CORRECTING UNDERPAYMENTS

0025.09

Clients are underpaid if they do not receive the benefits for which they are eligible.

MFIP, DWP: The date you discover an underpayment affects how you correct it. The discovery date is whichever of the following occurs 1st:

● The date someone notifies the county agency (orally or in writing) of the underpayment.

● The date the county agency discovers the underpayment.

● The date the appeals referee issues a decision on a client's appeal. See 0027.12 (Appeal Hearing Process).

Correct underpayments caused by client error, county agency error, or court reversal of a fraud disqualification.

● Issue benefits for the current month without deducting any overpayments.

● Restore benefits for up to 12 months before the discovery date after deducting any outstanding MFIP overpayments.

● If the underpayment of a current participant's benefits is for the current month, issue a benefit supplement, regardless of the amount, within 7 calendar days after the discovery date.

● Correct an underpayment within 7 calendar days after the underpayment has been identified, by adding the corrective payment amount to the monthly assistance payment of the participant or by issuing a separate payment to a participant or former participant, or by reducing an existing overpayment balance.

● Do NOT apply a food portion supplement to a cash portion overpayment. However, you may apply a cash portion supplement to a food portion overpayment.

● Clients must have an EBT card to access restored cash and food portion benefits issued electronically.

SNAP: The date you discover an underpayment affects how you correct it. The discovery date is whichever of the following occurs 1st:

● The date someone notifies the county agency (orally or in writing) of the underpayment.

● The date the county agency discovers the underpayment.

● The date the appeals referee issues a decision on a client's appeal. See 0027.12 (Appeal Hearing Process).

Correct underpayments caused by county agency error or court reversal of a fraud disqualification. Do NOT correct underpayments caused by client errors.

● Issue benefits for the current month without deducting any overpayments.

● If the underpayment of a current participant's benefits is for the current month, issue a benefit supplement, regardless of the amount, within 7 calendar days after the discovery date.

● Restore benefits for up to 12 months before the discovery date after deducting any outstanding overpayments.

● Restore benefits whether or not the unit is currently receiving SNAP.

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COMBINED MANUAL

ISSUE DATE 01/2019

CORRECTING UNDERPAYMENTS

0025.09

● Clients must have an EBT card to access food portion benefits issued electronically.

MSA: For any underpayment of a current participant's benefits, issue a supplement regardless of the amount.

● If the underpayment is for the current month, issue a benefit supplement within 7 calendar days after the discovery date.

● If the underpayment is for a past month and the client has an outstanding overpayment, reduce the overpayment by the underpayment. Issue a corrective payment for any remaining underpayment within 7 calendar days after the discovery date.

● Clients must have an EBT card to access restored cash benefits issued electronically.

● Restore benefits for up to 12 months before the discovery date, after deducting any outstanding overpayments.

Do not issue corrective payments to people who are not current participants. If the client reapplies and is eligible for benefits, offset any overpayments with underpayments. Issue a corrective payment (for any remaining underpayment) within 7 calendar days after opening the case.

GA: The date you discover an underpayment affects how you correct it. The discovery date is whichever of the following occurs first:

● The date someone notifies the county agency (orally or in writing) of the underpayment.

● The date the county agency discovers the underpayment.

● The date the appeals referee issues a decision on a client's appeal. See 0027.12 (Appeal Hearing Process).

Issue corrective payments as described below.

For current participants:

● If the underpayment is for the current month, issue a corrective payment within 7 calendar days after the discovery date.

● If the underpayment is for a past month and the unit has an outstanding overpayment, reduce the overpayment by the underpayment. Issue a corrective payment for any remaining underpayment within 7 calendar days after the discovery date . ● Restore benefits for up to 12 months before the discovery date, after deducting any outstanding overpayments.

● Clients must have an EBT card to access restored cash benefits issued electronically.

Issue corrective payments only to people who are either current participants, or who would be current participants if the error causing the underpayment had not occurred. Offset any overpayments with underpayments. If the unit reapplies and is eligible for benefits issue a corrective payment (for any remaining underpayment) within 7 calendar days after the case open date.

GRH: Issue corrective payments to the vendor within 7 calendar days after determining the amount of the underpayment for a client.

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COMBINED MANUAL

ISSUE DATE 12/2019

TYPES OF OVERPAYMENTS

0025.12

There are 3 types of overpayments:

● Agency error overpayments. This includes:

- County or tribal worker errors, MAXIS system errors or state agency errors.

- Agency failing to act on known information reported by a participant or former participant.

- Miscalculating a budget.

- Incorrectly applying program policy.

- Failing to act on data matches in a timely manner.

To determine if an agency error overpayment should be recovered see 0025.12.03 (Overpayments Exempt From Recovery).

● Client error overpayments. Consider cases suspected of fraud to be client error overpayments until a determination of fraud is made. Enter claims as non-fraud on MAXIS and adjust when appropriate. Some examples include:

- Not reporting timely.

- Failing to give the county or tribal agency correct or complete information.

- Failing to notify the county or tribal agency of required changes.

- Receiving more benefits than eligible for because of a request for an appeal hearing.

- Receiving benefits from more than 1 county or state in the same month.

NOTE: The continuous use of an EBT card in another state does not necessarily result in an overpayment unless there has been duplicate receipt of assistance. See TEMP Manual TE16.33 (Continuous Use of EBT Card In Another State).

● Fraud overpayments. Consider cases suspected of fraud to be client error overpayments until the court or an Administrative Disqualification Hearing (ADH) makes a determination of fraud. Consider an overpayment in any month in which a client files a false report timely and this results in an overpayment to be a client error overpayment. This applies even if there is an agency error in the same month, unless the agency caused the client's failure to report. See 0025.24 (Fraudulently Obtaining Public Assistance).

If the county which overpaid the unit does not pursue recovery, the county the unit moves into must pursue recovery. The county the unit moves into must contact the county which made the overpayment to verify that it does not intend to pursue recovery. The county agency which recovers the overpayment retains the county agency's share of the claim. For information on when to transfer a claim, see TEMP Manual TE02.09.18 (When to Transfer a MAXIS Claim).

For participants receiving benefits via electronic benefit transfer (EBT), if the overpayment is a result of an ATM dispensing funds in error to the participant, the state may recover the ATM error by immediately withdrawing funds from the participant’s EBT account, up to the amount of the error.

MFIP: Established AFDC/FGA claims remain AFDC/FGA claims. Do not switch them to MFIP claims. AFDC/FGA claims are recouped from MFIP.

DWP: Follow general provisions. In addition, benefits are subject to overpayments and underpayments but are NOT subject to cross program recoupment. Any time an overpayment or underpayment is determined calculate the correction using prospective

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COMBINED MANUAL

ISSUE DATE 12/2019

OVERPAYMENTS EXEMPT FROM RECOVERY

0025.12.03

The court may order that all or part of an overpayment is exempt from recovery. The county must follow the court order. See 0025.12.03.06 (Bankruptcy), 0025.24.03 (Recovering Fraudulently Obtained Assistance).

MFIP, DWP: Establish a claim for all claim types and amounts.

Do not pursue recovery on non-fraud overpayments on closed cases which total $35 or less. If the client begins to receive assistance again, recoupment will occur as long as the claim is in active status and has a balance.

Use the following policy to determine if an agency error overpayment for the MFIP cash portion is collectible:

Overpayments of the MFIP cash portion due to agency error should be recovered only in rare circumstances. State law directs that agency error overpayments should only be collected from the participant if the amount is large enough that a reasonable person would know it is an error. The food portion of the MFIP benefit follows SNAP policy and is subject to collection whether an agency error or client error caused the overpayment.

Do not pursue recovery of an MFIP cash portion or DWP overpayment due to agency error if the agency error was made in the initial month of eligibility and continued for any amount of time.

If the county or tribal human services agency has an overpayment caused by agency error that it believes should be collected from the participant, a PolicyQuest should be submitted as DHS will make the final decision based on specific circumstance of each case. See TEMP Manual TE02.09.48 (PolicyQuest Agency Overpayment Determination). Do not enter the claim into MAXIS until the Department determines if it is collectible.

SNAP: The following overpayments are exempt from recovery; do not establish a claim for overpayments due to:

● The county agency's failure to certify a unit in a correct project area.

● The county agency's failure to verify a unit signed the application.

● The county agency's failure to verify a unit completed a current work registration form.

● The unit's failure to report a change because it was not required to report the change. See 0007 (Reporting).

● A categorically eligible unit later being found ineligible for cash assistance or SSI due to excess assets.

Establish a claim, even though the following overpayments are exempt from recovery when:

● The total overpayment is less than $35 and the unit no longer receives SNAP.

● An error was cited during a quality control review which resulted in an overpayment.

● The county agency has documentation which shows that the unit cannot be located. See 0025.12.03.03 (Suspending or Terminating Recovery).

Do not pursue recovery on compromised portions of an overpayment. See 0025.12.03.09 (Claim Compromise & Termination).

MSA, GA: Follow MFIP.

In addition, do not pursue recovery from a personal needs allowance.

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COMBINED MANUAL

ISSUE DATE 07/2015

BANKRUPTCY

0025.12.03.06

Immediately discontinue all recovery actions against a person who the agency learns has filed a Chapter 7 or Chapter 13 bankruptcy action or has been granted a discharge. Notification to affected creditors only needs to be near and constructive, a legal term that does not demand direct notice or proof of notice to enforce the automatic stay from all recovery actions as a result of the filing or discharge. Once the bankruptcy petition is filed, an automatic stay is in place that stops lawsuits, foreclosures, garnishments, certified state or federal revenue intercepts and all other collection activity and contact with the debtor. However, agencies may continue recoupment against an assistance unit if 1 or more members responsible for that debt are not part of the bankruptcy action.

As soon as your agency becomes aware of a bankruptcy related action involving one of its debtors, refer the matter to your county attorney or another person designated to evaluate options for responding to bankruptcy matters.

To have any standing with respect to considering a debt for exception to discharge or to be included in a distribution of assets, your agency must formally respond to bankruptcy court. In Chapter 7 proceedings, this may consist of filing a proof of claim, if not included in the list of debts or petitioning the bankruptcy court in an adversarial proceeding with documentation supporting the non-dischargeable basis of your agency’s debt. In Chapter 13 proceedings, responding may consist of sending in a proof of claim and, as appropriate, attending the meeting of creditors to be considered for any repayment against the debt from income and assets that are not reserved for higher priority payments.

In bankruptcy filings, public assistance debts are classified as unsecured/non-priority claims and are routinely discharged because these debts are rarely covered in any distribution of available debtor assets. Agencies cannot require the debtor to amend the filing as a condition for stopping recovery actions or refunding payments received after the filing or discharge. Agencies may file their own Proof of Claim with the bankruptcy court and not rely on the debtor to list it. The Proof of Claim form is a standard form available through the United States Bankruptcy Court website. An attorney is not required to complete or certify a debt on the Proof of Claim form.

An exception to having unsecured debts discharged is to establish that the debt falls within the meaning of the bankruptcy court definition of fraud or misrepresentation. The bankruptcy definition of fraud is broader and does not necessarily require proof of intent. When objecting to discharge based on fraud, your agency must file a lawsuit (adversarial proceeding) with the bankruptcy court that includes all the background information and basis for why the debt was incurred fraudulently. For cases involving public assistance debt that was adjudicated through the administrative disqualification hearing (ADH) process, the objection would be fairly straightforward using the information obtained to support the ADH fraud determination. Certain debts incurred as a result of client error such as failing to report information, could also be pursued as an exception to discharge based on the fraud bankruptcy definition. Debts and fines relating to restitution orders as a result of formally adjudicated criminal court convictions are non-dischargeable without having to file an objection to discharge with the bankruptcy court.

Absent an order from the bankruptcy court that a debt is not discharged, any unsecured debt established against the debtor prior to the bankruptcy filing date is considered discharged and must be written off pursuant to the claims termination policy found in 0025.12.03.09 (Claim Compromise & Termination). This holds true whether or not your agency was a participant or had been given timely notice in the bankruptcy process. The discharge of debts only covers debts incurred prior to the date the bankruptcy petition was filed. Debts established after the bankruptcy filing date are not dischargeable.

Agencies believing that they would have sought an exception had they been properly notified of the bankruptcy should consult with their county attorney. This situation would most likely require your agency initiating a formal action with the bankruptcy court and debtor to show how the agency was prejudiced by the failure to be notified.

When the court determines that an agency's debt is non-dischargeable or the bankruptcy action is dismissed without granting a discharge, resume recovery actions against that person.

(page-1048)Page 1049#

COMBINED MANUAL

ISSUE DATE 08/2016

CLAIM COMPROMISE & TERMINATION

0025.12.03.09

Compromising a claim consists of accepting a partial payment as full satisfaction of a claim on the condition that the payment is received promptly. Separate policies apply to claims depending on when initial notification is received on the claim.

For information on how to post payments to a compromised claim, see TEMP Manual TE02.09.46 (Compromising a Claim).

NEW CLAIMS

This policy applies to all collectible claims for which the initial notification of overpayment occurred on or after December 1, 2002. The text of all MAXIS overpayment notices issued on or after December 1, 2002, has been modified to include language that advises each debtor of:

● The right to have their claim compromised.

AND ● The conditions that must be met to have their claim compromised.

The time limit for a debtor to make the compromise payment is 90 days from the initial notification of the claim to the household. If the initial overpayment notice is sent by first class mail, the 90 day period begins with the date the notice is issued. If the initial notice is returned to the local agency by the postal service, the right to an overpayment notice and compromise is renewed. If the initial overpayment notice is sent by certified mail and accepted by the household, the 90 day period begins with the date a household member signs for receipt of the notice.

The right to compromise does not apply when the initial notification of an overpayment occurs in conjunction with a criminal or civil court proceeding. This includes the occasion of securing a confession of judgment which also happens to be the initial notification of overpayment. None of these methods of establishing a claim, in fact, requires a MAXIS overpayment notice. If a MAXIS overpayment notice precedes any of these other actions and a timely compromise payment is received, the local agency is bound by the compromise. Consequently, a local agency that pursues criminal action would not be able to seek monetary restitution for the full amount of a previously compromised claim. This does not, however, prevent a local agency from charging the full amount of a compromised claim or from requesting additional fines, penalties, interest or non-monetary restitution in the sentencing phase of the criminal proceeding.

Claims are subject to compromise if voluntary payment is received within the 90-day time limit and either of the following conditions applies:

● Claims for excess assets may be compromised if the amount of the overpayment is greater than the amount that assets exceeded program limits. A compromise payment can be made for the amount of excess assets. If the value of excess assets changed during the period of an overpayment, the acceptable compromise payment is based upon the maximum amount assets were over program limits.

OR ● Claims for any basis may be compromised by 25% if the remaining 75% is repaid. A claim for excess assets can be compromised under this provision if this method establishes a smaller payment than the prior provision.

Compromise amounts must be in the form of direct voluntary payment by a debtor. Recovery received by tax offset, recoupment, restored benefits or canceled EBT benefits cannot be applied toward a compromise.

PREVIOUS CLAIMS

This policy applies to claims that provided the initial notice of overpayment prior to December 1, 2002. Compromise of these claims may be done upon inquiry of the debtor to the local agency. A local agency representative may offer a compromise proposal subject to the following limitations:

● The compromise is based upon the account of the debtor rather than an individual claim. This account includes all existing claims for which the debtor is responsible except new claims identified in Part A, fraud claims resulting from criminal conviction

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COMBINED MANUAL

ISSUE DATE 08/2016

REPAYING OVERPAYMENTS - PARTICIPANTS

0025.12.06

Some overpayments are exempt from recovery. See 0025.12.03 (Overpayments Exempt From Recovery). For overpayments that are not exempt from recovery, follow the specific program provisions below.

For the order of recovery and recovery methods, see 0025.15 (Order of Recovery - Participants), 0025.21 (Recovery Methods). For computing how much to recoup, see 0025.21.15.03 (Amount to Recoup).

Recover overpayments from:

● A unit that received more benefits than it was eligible to receive.

● A unit that contains a unit member responsible to repay an overpayment incurred while a member of a different unit that received more benefits than it was eligible to receive. Overpayments follow a member to a new unit, All adults in a unit when an overpayment occurs remain equally responsible for the overpayment.

● In most cases, overpayments follow a member to a new unit if the member was part of the overpaid unit at the time the overpayment occurred. An overpayment does not follow a unit member when the unit member left the home and the remaining unit members did not report it.

Before pursuing recovery, tell people their repayment amount. See 0025.21.07 (JOL - Establishing Claims), 0026.39 (Notice of Overpayment and Recoupment), TEMP Manual TE02.09.11 (Demand Letters for Overpayments).

If you recover more than the overpayment amount, give the participant a refund.

MFIP, DWP: Recover overpayments from people who were minor caregivers or mandatory adult caregivers of a unit at the time the overpayment occurred.

Pursue recovery from relative caregivers and mandatory adult caregivers whose needs are not included in the benefits.

If the unit member receives benefits as part of a 2nd unit before removal from the 1st unit's benefit, the 1st unit is overpaid if they did not report the change timely, the agency failed to act timely on the reported change or benefits were continued pending an appeal. Reduce the 1st unit's overpayment by any verified amount they paid the 2nd unit up to that person's benefit standard. See 0010 (Verification).

SNAP: Recover overpayments from people who were minor caregivers or adult members of a unit at the time the overpayment occurred.

Pursue recovery from relative caregivers and mandatory adult assistance unit members whose needs are not included in the SNAP benefits.

MSA, GA: Follow general provisions.

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 08/2016

REPAYING OVERPAYMENTS - NON-PARTICIPANTS

0025.12.09

Pursue recovery for any overpayment that is not exempt from recovery. Some overpayments are exempt from recovery. See 0025.12.03 (Overpayments Exempt From Recovery). For overpayments that are not exempt from recovery, follow the specific program provisions below.

See 0025.12.12 (Action on Overpayments - Time Limits) for the time frame for starting recovery.

For recovery methods, see 0025.21 (Recovery Methods).

Once a claim is set up on MAXIS, MAXIS will send a Notice of Overpayment. See 0025.21.07 (JOL - Establishing Claims), 0026.39 (Notice of Overpayment and Recoupment). TEMP Manual TE02.09.11 (Demand Letters for Overpayments).

MFIP, DWP: You may use any combination of the methods listed in 0025.21 (Recovery Methods) for non-participants.

Recover overpayments from the following people who are not currently getting benefits:

● People who were adult caregivers who were members of the unit or should have been members of the unit, relative caregivers and mandatory adults who are sanctioned or disqualified, or minor caregivers when the overpayment occurred.

Do not recover from a former participant unit member who was younger than 18 years old and not a minor caregiver when the overpayment occurred.

● Sponsors of non-citizens, if you counted the sponsor's income and the sponsor willfully failed to give correct income information. Do not hold sponsors liable if they did not give correct information due to circumstances beyond their control.

SNAP: You may use any combination of the methods listed in 0025.21 (Recovery Methods) for non-participants.

Recover overpayments from the following people who are not currently getting benefits:

● People who were adult members of the unit or were mandatory adult members of the unit or should have been mandatory adult unit members, mandatory adults who are sanctioned or disqualified, when the overpayment occurred.

Do not recover from a former unit member who was younger than 18 years old when the overpayment occurred.

● Sponsors of non-citizens, if you counted the sponsor's income and the sponsor willfully failed to give correct income information. Do not hold sponsors liable if they did not give correct information due to circumstances beyond their control.

MSA, GA: Follow general provisions.

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 08/2016

CIVIL RECOVERY

0025.21.06

Civil recovery includes obtaining a judgment and pursuing it through garnishment, attaching property, etc. Specific procedures for civil recovery may vary by county and are set by the county attorney or collections unit.

The county may initiate civil recovery up to 6 years after the overpayment occurred. The county agency can obtain a judgment for civil recovery while a client is still receiving assistance. However, the county agency cannot pursue recovery while the person is a participant or until 6 months after eligibility ends. See 0025.27 (Protection From Garnishment).

Once the court awards a judgment, recovery is not subject to the statute of limitations, but the county must renew the judgment every 10 years. An action to obtain a judgment must be initiated within the 6-year statute of limitations, and the county must renew the judgment every 10 years.

The court-ordered repayment amount may differ from the actual overpayment because the judgment may include interest after the judgment is docketed, in which case the interest applies back to the date the judgment was obtained.

The Judgment by Operation of Law (JOL) is another form of civil recovery for establishing overpayments and securing judgments on selected MAXIS claims. See 0025.21.07 (JOL - Establishing Claims), 0025.21.08 (JOL - Docketing & Renewing).

MFIP, DWP, MSA, GA: Clients may make voluntary payments to the county while they are on or off assistance. Subtract all payments from the balance of the overpayment.

When a client fails to pay, contact the county attorney immediately. The county attorney or collections unit may decide to obtain a judgment to ensure collections after the statute of limitation expires.

Do not recoup any interest the judgment accrues. The client must pay the interest separately to the county. Recoup the actual overpayment only.

SNAP: If the client makes payments to the county, subtract the payments from the overpayment balance.

If the judgment accrues interest, do not recoup the interest. The client must pay the interest separately to the county.

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 12/2014

JOL - ESTABLISHING CLAIMS

0025.21.07

Judgment by Operation of Law (JOL) is a form of civil recovery for establishing overpayments and securing judgments on selected MAXIS claims. The JOL differs from the typical administrative process for establishing overpayment. Instead of first class mail, the notice of overpayment must be provided by certified mail or personal service to the client. See 0026.39 (Notice of Overpayment and Recoupment). The time period for requesting an appeal is extended to 90 days after the notice is received by certified mail or personal service. Typically, the client has 30 days from the date a regular notice of overpayment is mailed to request an appeal. See 0027.09 (Appeal Requests). With the following exceptions, the JOL process must be used for all newly established MAXIS claims:

● Agency error overpayments.

● Household error overpayments under $100.

● Fraud overpayments that have been established by a court order for restitution.

Certified mail for the JOL process is automated for program claims managed in MAXIS. The certified notice of overpayment has special text indicating that a judgment may exist if the notice was received by certified mail or personal service. The MAXIS automated process starts when claims are loaded on MAXIS and defaults to sending certified notices of overpayment for all JOL eligible claims. See TEMP Manual TE02.09.11 (Demand Letters for Overpayments), TE02.09.26 (CCOL/CLRA).

The Issuance Operations Center (IOC) batches the certified mail notices in individual unsealed envelopes and sends them weekly to respective agencies for mailing. Each agency has a designated contact person, preferably a collection or accounting officer responsible for recovery of MAXIS claims. That local agency contact person is responsible for obtaining and affixing a certified mail attachment to each envelope and forwarding them to the U.S. Postal Service for delivery. If the county/agency contact changes, the county/agency should contact the IOC with the new person’s name, address, and phone number.

Local agencies are reimbursed for JOL related certified mailings. Submit claims for reimbursement to the department by completing the specified portion of page 6 of Income Maintenance Expense Report (DHS- 2550) (PDF), which is used by local agencies to electronically submit quarterly claims for federal administrative reimbursement. Enter the quarterly amount specified for MAXIS certified mailings under Account 6800 – Other Eligible Federal Participation Expenditures, and Program 50, MAXIS, MAXIS Certified Mail. You can identify reimbursement for this cost on the state warrant by the coding of 60.MAXISCERTMAILR.QXXX.R.STATE in the invoice field.

When the postal service returns the signed and dated certified mail signature card, the agency contact person prepares a notarized affidavit of service by certified mail. Use Affidavit of Service by Certified Mail (DHS-5290A) (PDF). If the certified letter is returned unsigned by the post office, the contact person may arrange for personal service by the agency’s process server. If notice is delivered by personal service in this way, the process server completes a notarized Affidavit of Service by Personal Service (DHS-5290B) (PDF). If an agency worker serves the notice of overpayment, the worker completes a notarized Affidavit of Personal Service (DHS-5290C) (PDF). The local agency contact person must retain the signed signature cards and affidavits of service until the claim is recorded for docketing, or it is repaid, whichever occurs earlier. See 0025.21.08 (JOL – Docketing & Renewing).

If the JOL certified notice is not delivered and the MAXIS case is still active, the contact person must promptly notify the financial worker so that appropriate action can be taken to determine the whereabouts of the recipient. The contact person should make further attempts of certified mail delivery as is cost effective. If certified delivery is not accepted, the county should send a regular notice of overpayment by first class mail to provide the client with a regular notice of overpayment in order to ensure that the client was given their appeal and compromise rights.

MFIP, DWP, SNAP, MSA, GA: Follow general provisions.

GRH: No provisions.

(page-1068)Page 1069#

COMBINED MANUAL

ISSUE DATE 12/2014

JOL - DOCKETING & RENEWING

0025.21.08

Overpayments established through the Judgment by Operation of Law (JOL) process can be docketed and renewed when needed. See 0025.21.07 (JOL – Establishing Claims). A local agency may enter a JOL for docketing 90 days after delivery of the overpayment notice or 90 days after terminating the benefits causing the overpayment, whichever occurs later. It does not prevent docketing a JOL against a person responsible on the claim who is no longer a member of the household that is subject to recoupment. If a satisfactory repayment plan can be completed in the 3 month period after recoupment ends, docketing the judgment can be further postponed as long as the debtor complies with the repayment plan.

To docket a JOL, the collection or accounting officer must:

1. Complete a Notice of Entry of Judgment for the JOL, an Affidavit of Default, an Affidavit of Identification and an Affidavit of Non-Military Status. A combined affidavit can include all of these features. Use Judgment by Operation of Law Notice of Entry of Judgment and Affidavit of Default and Affidavit of Identification Affidavit of Non-Military Status (DHS-5290E) (PDF), (Combined Affidavit of JOL Entry and Default).

2. Send a copy of the Judgment by Operation of Law Notice of Entry of Judgment and Affidavit of Default and Affidavit of Identification Affidavit of Non-Military Status (DHS-5290E) (PDF) by first class mail to the debtor at the address where the JOL notice was received. If the debtor has since moved, mail a copy to the new address. Complete a notarized Affidavit of Service by Mail (DHS-5290D) (PDF) that the DHS-5290E has been mailed.

3. Affidavits can also be hand delivered to the debtor. Complete the appropriate Affidavit of Service by Personal Service (DHS- 5290B) (PDF) for a paid process server or Affidavit of Personal Service (DHS-5290C) (PDF) for personal service by an agency worker.

4. Route the following documents to the court administrator, making certain that you send the original documents:

- The signature (green) card from the certified mail if that was the method of delivery.

- The JOL overpayment notice.

- The Affidavit of Service of the initial JOL notice. (Affidavit of Service by Certified Mail (DHS-5290A) (PDF), Affidavit of Service by Personal Service (DHS-5290B) (PDF), or Affidavit of Personal Service (DHS-5290C) (PDF)).

- The Combined Affidavit of JOL Entry and Default. (Judgment by Operation of Law Notice of Entry of Judgment and Affidavit of Default and Affidavit of Identification Affidavit of Non-Military Status (DHS-5290E) (PDF)).

- The Affidavit of Service for Combined Affidavit of JOL Entry and Default. (Affidavit of Service by Mail (DHS-5290D) (PDF)).

- Any appeal decisions supporting the entry of this claim as a JOL.

Upon completing the JOL docketing, the court administrator should provide notice to the agency that indicates:

● A JOL was established.

● The county where the judgment is docketed.

● The court file number.

● The docket number, if given.

● The docket date.

● The dollar amount docketed.

(page-1069)Page 1070#

COMBINED MANUAL

ISSUE DATE 12/2014

JOL - DOCKETING & RENEWING

0025.21.08

After this information is received, docketing information should be entered in MAXIS. See TEMP Manual TE02.09.26.03 (CCOL/JGMT).

When payment is received as partial or full satisfaction of a JOL, the agency should file a satisfaction document with the court administrator. Contact your court administrator for the correct Satisfaction of Judgment form to complete in your court district.

Docketed judgments that remain unsatisfied must be renewed every 10 years to remain in force. The renewal must be processed prior to the 10 year anniversary date of entry. Overpayment judgments may be renewed multiple times until satisfied. To renew a judgment that was docketed through the JOL process, local agency’s collection or accounting worker must:

1. Prepare notarized notices for the court administration:

- Notice of Judgment Renewal. The amount renewed must be equal to the unpaid principal balance plus the accrued unpaid interest. Use Notice of Judgment Renewal (DHS-5290F) (PDF).

- Affidavit of Default and Identification. This document provides information about the original judgment. It includes the amount paid, the unpaid principal balance, and the accrued unpaid interest balance. It also includes the debtor’s name, address and military status. Use Affidavit of Default and Identification (DHS-5290G) (PDF).

2. Send a copy of the Notice of Judgment Renewal and the Affidavit of Default and Identification by first class mail to the last known address of the debtor. Keep the original documents for filing with court administrator. Notice may also be delivered to the debtor by personal service.

3. Complete an Affidavit of Service by Mail for filing with court administration. This includes the debtor’s name and address and provides the court with proof of service. Use Affidavit of Service by Mail (DHS-5290H) (PDF).

4. Request the court administrator to renew the judgment. Include original copies of:

- Notice of Judgment Renewal.

- Affidavit of Default and Identification.

- Affidavit of Service by Mail.

When the court administrator completes the renewal, the court will issue a Notice of Entry and Docketing of Judgment indicating a new entry and docketing date for the renewed amount. The court file number should be the same as the original judgment.

Any questions regarding the JOL process should be addressed with the county attorney.

MFIP, DWP, SNAP, MSA, GA: Follow general provisions.

GRH: No provisions.

(page-1074)Page 1075#

COMBINED MANUAL

ISSUE DATE 08/2016

RECOUPMENT

0025.21.15

For information on the amount of recoupment, see 0025.21.15.03 (Amount to Recoup).

Consider the unit to be participants even if recoupment reduces the benefit to $0.

Do not recoup more than the actual overpayment of assistance.

Do not recoup an amount greater than the mandated amount. If a client requests recoupment for a greater amount, send a monthly bill to the client for the amount that is greater than the mandated recoupment amount. See 0025.21.15.03 (Amount to Recoup).

The county agency must recoup from participants if the unit fails to pay the claim in full within 30 days of being notified of the claim.

MFIP: The following provisions apply to all overpayments:

● For applicants with prior overpayments, begin recoupment with the 1st full month of eligibility.

● For agency error TANF cash overpayments incurred after August 1, 2016, only pursue recovery of collectible claims. See 0025.12.03 (Overpayments Exempt From Recovery).

● Apply recouped amounts to overpayments starting with the oldest fraud AFDC, FGA, MFIP field trials, MFIP, or SNAP overpayment, followed by the oldest non-fraud AFDC, FGA, MFIP field trials, MFIP, or SNAP overpayment.

● Recoup AFDC, FGA, SNAP, MFIP, and MFIP field trial overpayments from MFIP benefits. DO NOT recoup AFDC overpayments from an MFIP case if the adult on MFIP was a child when the AFDC overpayment occurred. MAXIS will recoup from MFIP to repay AFDC, FGA, SNAP, MFIP and MFIP field trial claims. For the order of recovery, see 0025.15 (Order of Recovery - Participants).

● Do not recoup from BOTH the cash and food portions of an MFIP grant at the same time.

- If the cash portion of the MFIP grant is $50 or more, recoupment will be taken from ONLY the cash portion of the grant and applied to both the cash and food portions of an MFIP claim, or to an AFDC and/or a SNAP claim.

- If the cash portion of the MFIP grant is less than $50 and there is an active food claim, recoupment will be taken from ONLY the food portion of the MFIP grant and applied to the food portion of an MFIP claim or to a SNAP claim.

- If there are no active food claims, and the MFIP cash portion is less than $50, recoupment will be taken from the available cash and applied to active MFIP or AFDC claim(s).

● Clients may have a restitution plan through court services. The diversion restitution order may accept recoupment as partial or full satisfaction. This restitution plan is in addition to and separate from the mandatory recoupment amount for participants and does not affect the monthly recoupment calculation. The total restitution (repayment plan and recoupment) may be more than the actual overpayment. The court will collect the amount greater than the overpayment.

● If an Uncle Harry case and MFIP case are both responsible for a SNAP claim, recoup from both cases at the same time, if the Uncle Harry members would have been considered mandatory unit members. If MFIP and Uncle Harry Food Support are issued via different case numbers, make sure both cases are made responsible for the claim. See TEMP Manual TE13.030 (Food Support Uncle Harry Tip Sheet).

● Recoup from stand-alone SNAP to repay the federal food portion of MFIP claims.

● Do NOT recoup MFIP cash benefits from a household’s Uncle Harry Food Support case.

(page-1080)Page 1081#

COMBINED MANUAL

ISSUE DATE 08/2016

FRAUDULENTLY OBTAINING PUBLIC ASSISTANCE

0025.24

Fraud exists when:

● People willfully or intentionally withhold, conceal, or misrepresent information to receive or attempt to receive more assistance than they are eligible for. For some programs, this includes people giving or receiving property without receiving or providing reasonable compensation. See 0015.69.06 (Improper Asset Transfers).

● For purposes of establishing fraud in an Administrative Disqualification Hearing (ADH), an Intentional Program Violation (IPV) shall consist of a willful or intentional false statement, a concealment of a fact, or a misrepresentation. See 0025.24.06.03 (Administrative Disqualification Hearing).

● People plan with or knowingly help another person to fraudulently seek or obtain assistance.

● Ineligible or unauthorized people knowingly redeem or transfer assistance checks, or EBT cards.

Refer anyone you suspect of fraud for investigation. If you think fraud has occurred, immediately refer the case to the county's investigator or investigative unit. Continue benefits if current eligibility exists. Do not close a case or deny benefits to people under investigation for fraud if they are otherwise eligible.

You may delay notifying a client of an overpayment if the county attorney believes that it would hinder the fraud investigation. In this instance, you may wait up to the end of the quarter following the quarter of discovery to notify the client of the overpayment and begin recoupment.

Disqualify people found guilty of fraud through an Administrative Disqualification Hearing (ADH), a court approved pre-trial diversion plan, a disqualification consent agreement, or a conviction by a court action. See 0025.24.06 (Disqualification for Fraud) for information on disqualification procedures.

MFIP, DWP, MSA, GA: EBT cardholders are prohibited from using their EBT debit card to purchase tobacco products or alcoholic beverages. Purchasing or attempting to purchase tobacco products or alcoholic beverages with an EBT debit card is considered fraud and subject to disqualification. See 0025.24.06 (Disqualification for Fraud) for information on disqualification procedures.

Disqualify MFIP families from Transition Year Child Care when all caregivers are found guilty of fraud.

SNAP: Selling, or attempting to sell SNAP benefits or EBT cards is an Intentional Program Violation (IPV) and subject to fraud disqualification. See 0025.24.06 (Disqualification for Fraud) for information on disqualification procedures.

GRH: No provisions.

(page-1084)Page 1085#

COMBINED MANUAL

ISSUE DATE 02/2015

DISQUALIFICATION FOR FRAUD

0025.24.06

Disqualify people who have fraudulently obtained assistance or committed an Intentional Program Violation (IPV). A disqualification for fraud or an IPV disqualification can be established by any of the following:

● Court conviction of Wrongfully Obtaining Assistance or theft.

● Disqualification consent agreement.

● Pre-trial diversion.

● Administrative Disqualification Hearing (ADH).

● Waiver of an ADH.

● Any court-ordered stay which carries with it any probationary or other conditions.

Disqualify people determined to have fraudulently obtained assistance or committed an IPV for the following lengths of time:

● 12 months for the 1st offense.

● 24 months for the 2nd offense.

● Permanently for the 3rd offense.

Disqualify people who have been convicted in state or federal court of making a fraudulent statement regarding residence in order to receive duplicate assistance from 2 or more states, even if they are otherwise eligible. The period of disqualification is 10 years from the date of conviction.

Disqualify only the person convicted of fraud. Other unit members remain eligible.

Send the client the Notice of Program Disqualification (DHS-3134) (PDF) to disqualify the client and/or reduce or end assistance. See 0026.12.09 (Adequate Notice), 0026.12.18 (Cash Cut-Off Notice). This disqualification is not appealable through an administrative hearing. The only method of appeal of this disqualification is through court action.

Confessions of judgment are not fraud convictions, and disqualification penalties do not apply.

Record conviction and disqualification information and copies of supporting documents (including conviction information) in the case file. If a disqualified person moves from 1 county to another, include disqualification information in the case referral. See 0008.06.21 (Change in County of Residence).

MFIP: People disqualified from SNAP due to fraud or an IPV are barred from receiving MFIP (cash and food) until that disqualification ends.

A current DWP period of disqualification carries over to MFIP.

A current WB period of disqualification carries over to MFIP.

The disqualification period begins the 1st day of the month following the month in which the fraud or IPV is determined.

People disqualified for fraud in another state remain disqualified in Minnesota.

A prior SNAP disqualification is treated as if it were an MFIP disqualification in determining the sequence of the offense (1st, 2nd, or 3rd) for MFIP.

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COMBINED MANUAL

ISSUE DATE 02/2015

DISQUALIFICATION FOR FRAUD

0025.24.06

WB: WB was suspended 12/01/2014. Any fraud disqualifications prior to 12/01/2014, based on this program, will remain in effect.

DWP: Follow general provisions. Also:

● A caregiver who has been disqualified for fraud under MFIP, WB or DWP is not eligible for DWP when the caregiver is currently in a disqualification period for MFIP, WB or DWP.

● A SNAP disqualification does NOT carry over to DWP and a DWP disqualification does not carry over to the SNAP program.

SNAP: People disqualified from MFIP due to fraud or an IPV are barred from receiving SNAP until that disqualification ends. If the IPV disqualification is due to misuse of an EBT card and it occurred while receiving MFIP, the person is NOT disqualified from receiving SNAP.

Disqualifications must be initiated on the system within 45 days of the date the disqualification is ordered. Also see TEMP Manual TE02.08.129 (Entering SNAP Disqualifications).

The disqualification period begins the 1st day of the month following the month in which the fraud or IPV is determined.

A prior MFIP disqualification is treated as if it were a SNAP disqualification in determining the sequence of the offense (1st, 2nd, or 3rd) for SNAP.

A person who makes a fraudulent statement regarding identity or residence in order to receive duplicate assistance from 2 or more states simultaneously is disqualified for 10 years from the date of establishing the IPV by a disqualification consent agreement, pre-trial diversion plan, or through the ADH process. Statements about residence include statements regarding where a person currently lives and whether a person receives SNAP benefits from another state. See 0011.06 (State Residence).

For information on entering a SNAP fraud disqualification on MAXIS, see TEMP Manual TE02.08.129 (Entering SNAP Disqualifications).

People disqualified for fraud in another state remain disqualified in Minnesota.

MSA, GA: The disqualification period begins the 1st day of the month following the month in which the fraud conviction or IPV is determined.

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 12/2012

ADMINISTRATIVE DISQUALIFICATION HEARING

0025.24.06.03

An Administrative Disqualification Hearing (ADH) is a formal, impartial review by a Hearing Judge for the purpose of rendering a decision as to whether or not an individual committed an intentional program violation (IPV).

An IPV is any action by an individual which is a willful or intentional false statement, a concealment of a fact or a misrepresentation, whether or not it resulted or could have resulted in receipt of additional benefits.

Failure to report on a timely basis does not necessarily constitute an IPV. The criteria for establishing the IPV requires an intentional act of deception, or one taken with an appreciation or understanding of its consequences or wrongfulness and must be proven by a clear and convincing legal standard of proof. Clear and convincing proof requires more than a preponderance of the evidence but less than proof beyond a reasonable doubt. Legally, clear and convincing is where the truth of the facts asserted is highly probable.

In addition, there are also specific acts defined as IPVs that are related to program enforcement such as misuse of EBT cards and SNAP trafficking offenses. These generally constitute an IPV by the demonstrated performance of the particular act.

Administrative Disqualification Hearing (ADH) must be initiated for individuals accused of committing an IPV when criminal charges are not being pursued. ADH procedures and requirements, EXCEPT for the notice of hearing as explained below, are the same as for appeal hearings. See 0027 (Appeals).

REFERRAL OF IPVS

Resolve cases of suspected IPVs through either the criminal or ADH process, not both. Do not make concurrent referrals for prosecution and ADH. The practice of resolving an IPV first through the ADH process and then referring the same IPV for prosecution is prohibited.

If a case is dismissed in court, an ADH may be pursued because the burden of proof in establishing an IPV in an ADH action is the lower “clear and convincing” test as opposed to the “any reasonable doubt” standard required in a criminal prosecution.

ADH WAIVERS AND REQUESTS FOR ADH

Upon identifying an IPV and determining that the ADH process will be pursued, the accused individual must be offered the opportunity to waive the appearance before a Hearing Judge and simply agree to the prescribed disqualification penalties.

Initiate the ADH process by completing the Notice of Intentional Program Violation – Waiver of Administrative Disqualification Hearing (DHS-3131) (PDF). Prepare a narrative summary of the allegations, investigative findings, and the evidence to support the findings. Someone other than the assigned case worker must also review and sign the form and find that the case facts, if proven, would justify a finding of fraud. The waiver allows the client to admit to the facts or not, with the understanding that the disqualification penalty will be imposed in either case. Present or mail the ADH Waiver to the client. In either case, allow the client up to 10 days to return the form.

Waivers should not be offered when there is only a suspicion of guilt but the evidence is not convincing. If a county agency determines that it has sufficient evidence to hold a hearing and has offered the individual an opportunity to waive the hearing, the agency must then schedule a hearing if the individual requests a hearing or does not sign the wavier. Do not offer an ADH waiver if the case is being referred for prosecution nor should prosecution be suggested as a threat if the waiver is not signed. If an ADH waiver is offered it should be because the county has already determined that an ADH is appropriate and is merely offering the individual the opportunity to opt out of the actual hearing.

If the client waives his/her right to a hearing, disqualify the person. See 0025.24.06 (Disqualification for Fraud).

Clients have the right to revoke a signed waiver and request an ADH be held. This revocation must be in writing and be received by the county agency prior to the effective date of the proposed disqualification or within 30 days of the date the waiver was signed, whichever is earlier.

If the client refuses to sign the waiver, requests to have a hearing, or fails to return the waiver, refer the case for an ADH. Complete the Request for Administrative Disqualification Hearing (DHS-3132) (PDF) and send to:

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COMBINED MANUAL

ISSUE DATE 12/2012

ADMINISTRATIVE DISQUALIFICATION HEARING

0025.24.06.03

Minnesota Department of Human Services Appeals Office P.O. Box 64941 St. Paul, MN 55164-0941

Upon receipt of the Request for Administrative Disqualification Hearing (DHS-3132) (PDF), the Office of Appeals will either accept or deny the request. If denied, the county agency will receive a notice indicating the reason for the denial. Denied requests may be resubmitted to the Office of Appeals for reevaluation.

ADH requests may be withdrawn anytime before the scheduled hearing date with written notice to both the client and the Office of Appeals.

If the Office of Appeals accepts a request it will schedule a hearing date and send the client and county agency a notice of hearing. The notice will include a copy of the summary prepared by the county agency. Federal regulations require the Office of Appeals to give notice of an ADH hearing at least 30 days in advance (unless the client waives the hearing), rather than the 5-day notice for a regular fair hearing.

A judge may combine a fair hearing and ADH into a single hearing if the factual issues arise out of the same or related circumstances. The client must receive 30 days advance notice (unless waived) that the hearings will be combined.

Within 90 days of client notification of an ADH or a combined hearing, the Office of Appeals must conduct the hearing, reach a decision, and notify the client and county agency of the decision.

Unlike fair hearings, asking the appeals office to reconsider their decision is not an option. If either party disagrees with the Judge’s decision, they may start an appeal in district court. This is a separate legal proceeding that must start within 30 days of the date of the decision.

People found guilty of fraud by an ADH determination are subject to the disqualification procedures in 0025.24.06 (Disqualification for Fraud).

ADH INVESTIGATIVE SUBPOENA

Subpoena authority is available to county agencies for gathering information in the investigative stage necessary to develop a basis for establishing and proving an IPV that will be pursued through the ADH process.

Consider using an investigative subpoena when a third party refuses to provide information. Complete the Request for Investigative Subpoena (DHS-3436) (PDF) form and send to the DHS Appeals and Regulations Division. Include a description of the information being requested and the relevance of the information to establishing the IPV.

These subpoenas are not self-enforcing in that a first refusal to obey will not result in a contempt citation. However, these subpoenas are enforceable by appealing to district court for their enforcement by issue of a district court subpoena.

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COMBINED MANUAL

ISSUE DATE 08/2016

FINANCIAL RESPONSIBILITY, PEOPLE NOT IN HOME

0025.30

As a condition of receiving assistance, clients must cooperate in trying to get support from financially responsible people not in the home. Do not withhold any part of a client's benefits because financially responsible people refuse to contribute.

MFIP, DWP: Non-custodial parents, some parents of unemancipated minor caregivers, and some sponsors of immigrants are financially responsible to contribute to the unit.

● Refer non-custodial parents of minor children to the county agency IV-D unit. The IV-D unit will determine, together with existing court orders, the amount of support the non-custodial parents must contribute.

NOTE: Married parents who are currently serving in the military away from home are considered to be custodial parents. Do not refer to IV-D when there is no breakdown in the marital relationship. See TEMP Manual TE02.10.90 (Military Families Receiving FS, MFIP or DWP) for MAXIS workarounds.

● The county agency IV-A section computes the contribution amount for an unemancipated minor caregiver’s parents who do not live with the child, according to the instructions in 0025.30.03 (Contributions From Parents Not in Home). (This provision does not apply to minor caregivers' parents who receive MFIP, SSI, MA, MSA, or GA, unless there is an existing court order for support.). Notify the parent to send the payment to the minor caregiver or to the county agency. See 0026.24 (Notice of Relative Contribution). Contributions the minor caregiver receives are unearned income.

If IV-D action had already been brought against a non-custodial parent of a minor caregiver, IV-D must continue action to enforce support and obtain recovery.

● To determine if a sponsor must contribute to the unit, see 0011.03 (Citizenship and Immigration Status), 0015.48 (Whose Assets to Consider), 0015.48.03 (Whose Assets to Consider - Sponsors W/I-864), 0015.48.06 (Whose Assets to Consider - Sponsors W/I-134), 0016.21 (Income of Sponsors of Immigrants With I-134), 0016.21.03 (Income of Sponsors of LPRs With I- 864).

SNAP: Sponsors of some immigrants must contribute to the sponsored person. To determine if and how much sponsors must contribute, see 0011.03 (Citizenship and Immigration Status), 0015.48 (Whose Assets to Consider), 0015.48.03 (Whose Assets to Consider - Sponsors W/I-864), 0016.21 (Income of Sponsors of Immigrants With I-134), 0016.21.03 (Income of Sponsors of LPRs With I- 864).

MSA: Follow SNAP.

GA: Follow MFIP with the following EXCEPTION: Although sponsors of immigrants who do not live with the immigrant are financially responsible for the person, count only income and assets they actually contribute to the immigrant's household for sponsors who executed the I-134 (Affidavit of Support). See 0015.48 (Whose Assets to Consider), 0016.21 (Income of Sponsors of Immigrants With I-134), 0025.30.03 (Contributions From Parents Not in Home).

GRH: No provisions.

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COMBINED MANUAL

ISSUE DATE 08/2016

CONTRIBUTIONS FROM PARENTS NOT IN HOME

0025.30.03

MFIP, GA: Do not require a contribution from legal guardians.

Do not determine parental contributions for parents who have an existing court order for support in place. The non-custodial parent’s financial contribution for the child(ren) is being met by the child support obligation so no parental contribution is necessary.

Determine parental contribution amounts for a minor caregiver's parents who are not living with the minor caregiver. This provision does not apply to emancipated minors. For parents who live with the minor caregiver, see 0016.18 (Income of Inel. Parent/Guard. of Minor Crgvr).

The minor caregiver must cooperate in trying to get support from his/her parent(s). Do not withhold benefits because a minor caregiver's parents refuse to cooperate.

Refer a minor caregiver's parent who does not cooperate to the county attorney.

To determine the amount a minor caregiver's parents must pay when the minor is not living with the parent:

1. Request the following information from the parent(s):

● The amount of earned and unearned income for the previous tax year.

● The current month's income amount.

● The names of each dependent the minor's parent could claim on federal income taxes.

● The amount of annual medical bills the person pays.

● The amount of annual housing costs the person pays.

● The amount of utility and home repair costs the person pays.

● The amount of annual educational costs the person pays for family members.

2. Determine income:

a. Determine the gross income of the parent. Follow the same method as for units with income. See 0017 (Determining Gross Income).

b. Determine family size. Count each person who the minor's parent claims or could claim as a dependent on federal income tax forms. Do not count the minor caregiver and his/her children.

c. Combine the family's medical, educational, and housing costs. If the combined costs exceed 30% of the gross income, deduct the amount in excess of 30% from the gross income. This is the net income.

3. Compare the minor caregiver's parent's net income to the following scale:

Family Size Net Income 1 $ 9,288 2 $12,432 3 $15,576 4 $18,720 5 $21,864

Add $3,144 for each additional family member.

The parent's required annual contribution is 1/3 of the income that exceeds the amounts above. See 0026.24 (Notice of

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COMBINED MANUAL

ISSUE DATE 01/2015

ADEQUATE NOTICE

0026.12.09

Adequate notice of a change, termination, or suspension is notice you issue no later than the effective date of the action.

Give adequate, rather than 10-day, notice of a change in these situations:

● An approval of assistance or an increase in benefits. The client is eligible for the approved or increased benefits even without advance notice of the action.

● A client submits a signed Household Report Form (HRF), Combined Six-Month Report (CSR) or Combined Annual Renewal for Certain Populations (or a signed Combined Application Form (CAF) at recertification) with information requiring a change that you can determine solely from the HRF, CSR, Combined Annual Renewal for Certain Populations or the CAF.

Do not use adequate notice to reduce benefits or terminate a program when the client completes a CAF to apply for a new program and the on-going program is not due for recertification. See 0026.06 (Notice - Approval of Application or Recert.), 0026.15 (Notice of Denial, Termination, or Suspension).

● A participant provides information in writing and acknowledges in writing that the result will be reduction or termination of assistance.

● Another state has approved the unit for assistance for the same period.

MFIP, DWP: No provisions. See 0026.12.18 (Cash Cut-Off Notice), 0026.12.21 (Voluntary Request for Closure Notice).

SNAP: Give adequate notice when:

● A unit moves out of state. Notify the unit of termination no later than the date they would receive the next allotment. Do not delay the termination to provide advance notice. If the unit has already moved, you do not need to send a notice.

● A unit makes a request in writing or in the presence of a financial worker to end their SNAP. In this case, the notice is a letter to the unit confirming the termination of benefits. The letter does not entitle the unit to the same rights as a notice of adverse action. It does give the unit the right to a fair hearing. If the request to end benefits is not in writing or in the presence of a financial worker, you must send a 10-day notice.

● You disqualify a person from SNAP and/or reduce or terminate the grant due to a fraud conviction by the court, an ADH, a court approved pre-trial diversion plan, or a disqualification consent agreement. This is true whether or not the date set by a court allows for advance notice. Send the client the Notice of Program Disqualification (DHS-3134) (PDF) to take the action in addition to the MAXIS generated adequate notice. See 0025.24.06 (Disqualification for Fraud). This action is not appealable. However, if a client wishes to appeal, forward the appeal request to the DHS Appeals Office. See 0027.03 (Appealable Issues).

MSA: Give adequate notice when:

● A participant dies.

● A participant makes a written request to end assistance.

● The payee dies and no other relative will be payee.

● A participant enters an institution where the participant will be ineligible for MSA. See 0011.12 (Institutional Residence).

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COMBINED MANUAL

ISSUE DATE 01/2015

ADEQUATE NOTICE

0026.12.09

● The post office returns a participant's mail and you cannot locate the participant. If you locate the participant before the end of the period for which you issued the benefit, give the participant the benefit.

● You disqualify a person from MSA and/or reduce or terminate the grant due to a fraud conviction by the court, an ADH, a court approved pre-trial diversion plan, or a disqualification consent agreement. This is true whether or not the date set by the court allows for advance notice. Send the client the Notice of Program Disqualification (DHS-3134) (PDF) to take the action in addition to the MAXIS-generated adequate notice. See 0025.24.06 (Disqualification for Fraud).

GA: Give adequate notice when:

● A participant dies.

● A participant asks in writing to end assistance. Evaluate the reason for the termination and determine if an overpayment exists. See 0025.03 (Determining Incorrect Payment Amounts), 0026.15 (Notice of Denial, Termination, or Suspension).

● The payee dies and no other relative will be payee.

● A participant enters an institution where the participant will be ineligible for assistance. See 0014.09 (Assistance Units - Temporary Absence).

● You process the application during the month of application and the client is eligible only for that month. See 0026.15 (Notice of Denial, Termination, or Suspension).

● The post office returns a participant's mail and the county agency cannot locate the participant. If you find the participant before the end of the period for which you issued the benefit, give the participant the benefit.

● A person is disqualified from this program and/or the grant is reduced or terminated due to a fraud conviction by the court or an Administrative Disqualification Hearing. This is true whether or not the date a court sets allows for advance notice. Send the client the Notice of Program Disqualification (DHS-3134) (PDF) as well as the MAXIS generated adequate notice. See 0025.24.06 (Disqualification for Fraud).

● A participant verifies that a member of the unit is absent from the home and does not meet temporary absence provisions. See 0014.09 (Assistance Units - Temporary Absence).

● A court removes a GA eligible child from an MFIP household.

● You reinstate eligibility for a unit you terminated for failure to provide an HRF, you receive a complete HRF in the calendar month after the month the HRF was due, and the unit is otherwise eligible. See (0007.03.06 (Processing a Late HRF).

GRH: Follow general provisions.

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COMBINED MANUAL

ISSUE DATE 09/2019

NOTICE OF DENIAL, TERMINATION, OR SUSPENSION

0026.15

Give applicants who are ineligible for a program a denial notice. Provide the notice no later than the end of the application processing period. See 0005.12.15 (Application Processing Standards).

When you approve an application for 1 cash assistance program, do not send a notice of denial for other cash assistance programs, with the EXCEPTIONS noted below.

When denying an application because clients only submitted page number 1 of the Combined Application Form (CAF) or an ApplyMN application with no program selection (UNKWN listed as the program code in the name), deny for all programs.

For most situations, give at least a 10-day notice before terminating or suspending benefits. See 0026.12.03 (10 Day Notice). There are some EXCEPTIONS. See 0026.12.06 (5 Day Notice), 0026.12.09 (Adequate Notice), 0026.12.12 (When Not to Give Additional Notice), 0026.12.15 (When to Give Retroactive or No Notice), 0026.12.18 (Cash Cut-Off Notice), 0026.27 (Notice of Mass Changes).

Notices of denial, ineligibility, termination, or suspension must contain the information listed in 0026.03 (Content of Notices).

MFIP: When you process a case in the application month and the client is eligible for MFIP for that month but not for the next months, MAXIS will issue separate approval and denial notices for each month. See 0005.12.15 (Application Processing Standards).

If you find the unit ineligible for MFIP, and they did not request SNAP on the CAF, ask them if they want SNAP. If they do, determine eligibility for the entire SNAP unit, using normal SNAP policies. The original date of application is the SNAP request date.

A notice must be sent for any factor that will affect the future month. Sometimes more than 1 notice must be sent for the future month. See TEMP Manual TE10.20 (SPEC/LETR - MFIP Sanctions for Future Month) TE17.16 (Imposing Sanctions 1st Through The 8th), TE17.19 (Imposing Sanctions 9th Through 10-Day Cutoff), regarding how to give official notice of a sanction for the next month. The SPEC/LETR must be sent 10 days before the effective date of the change. Do not use the SPEC/LETR when a notice can be issued by MAXIS or when a case is being closed for a 100% sanction.

When you close an MFIP unit due to ineligibility or the 60-month time limit and the unit remains eligible for SNAP, indicate in the closing notice that the unit is eligible for SNAP and does not need to contact the county office unless the unit wishes to decline SNAP benefits.

If you close an MFIP unit that contains an Uncle Harry Food Support (UHFS) unit, you must add the MFIP unit members to the Uncle Harry Food Support unit the 1st day of the month the unit is no longer eligible for MFIP. These units become non-public assistance SNAP units and are subject to all the provisions of the SNAP program. Send a closing notice for SNAP if adding the new members result in the unit's ineligibility for SNAP.

DWP, MSA, GA, GRH: Follow general provisions.

SNAP: If a unit is eligible for the month of application but ineligible for subsequent months, MAXIS will issue separate approval and denial notices for each month. See 0026.12.09 (Adequate Notice).

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COMBINED MANUAL

ISSUE DATE 09/2018

NOTICE OF OVERPAYMENT AND RECOUPMENT

0026.39

In addition to the information listed below, the notice of overpayment must contain the information specified in 0026.03 (Content of Notices).

For more information on how and when to cite an overpayment, see 0025.03 (Determining Incorrect Payment Amounts). For which method of overpayment recovery to use, see 0025.15 (Order of Recovery - Participants), 0025.18 (Order of Recovery - Non-Participants).

When the overpayment is entered into MAXIS, a claim is established and an automated process is started for sending the client a notice of overpayment and demand letter to begin recovery actions on collectible claims. For most household error claims entered in MAXIS, the notice of overpayment and demand letter must be sent by certified mail to meet the requirements of the Judgment by Operation of Law process. For procedures on demand notices, see 0025.21.07 (JOL - Establishing Claims) and Temp Manual TE02.09.11 (Demand Letters for Overpayments), TE02.09.26 (CCOL/CLRA).

MFIP: Send claim notices to current and former participants.

MAXIS will generate the Notice of Overpayment for claims on MAXIS. The notice includes:

● The amount of overpayment.

● The time during which the overpayment occurred.

● The requirement that the client repay the overpayment.

● The county agency's intent to recover the overpayment.

Manually complete a Computation of MFIP Overpayment Worksheet (DHS-2776) (PDF) and mail it to the client within 7 days from the claim entry date in MAXIS. Keep a copy of the Computation of MFIP Overpayment Worksheet in the claim file.

This applies to all claims whether or not they are on MAXIS.

MAXIS will notify clients of recoupment, using the MFIP Notice of Overpayment. MAXIS will send the notice of action each time the benefit/recoupment amount changes.

A client must be sent a new claim demand notice following an appeal decision on claims.

DWP, GA: Send claim notices to current and former participants.

MAXIS will generate the Notice of Overpayment for claims on MAXIS. The notice includes:

● The amount of overpayment.

● The time during which the overpayment occurred.

● The requirement that the client repay the overpayment.

● The county agency's intent to recover the overpayment.

If the overpayment results from budgeting computation, mail the client a manually completed Computation of DWP Overpayment Worksheet (DHS-2776C) (PDF)

This applies to all claims whether or not they are on MAXIS.

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COMBINED MANUAL

ISSUE DATE 09/2018

NOTICE OF OVERPAYMENT AND RECOUPMENT

0026.39

MAXIS will notify clients of recoupment, using the DWP Notice of Overpayment or GA Notice of Overpayment. MAXIS will send the notice of action each time the benefit/recoupment amount changes.

SNAP: MAXIS will generate the Supplemental Nutritional Assistance Program Notice of Overpayment Demand Letter for claims on MAXIS. The notice includes:

● The amount of overpayment.

● The time during which the overpayment occurred.

● The requirement that the client repay the overpayment.

● The county agency's intent to recover the overpayment.

If sponsors of immigrants must repay an overpayment, send a notice to both the immigrant and the sponsor. Include a statement telling the sponsors they do not have to repay if they gave incorrect information due to reasons beyond their control.

Before starting recoupment, give 10-day written notice. Until recertification, give 10-day notice each time the recoupment amount increases. Once clients are recertified, advance notice is not necessary each time the recoupment amount changes.

Manually complete a Computation of Supplemental Nutrition Assistance Program Overpayment Worksheet (DHS-2776A) (PDF) and mail it to the client within 7 days from the claim entry date in MAXIS. Keep a copy of the Computation of Supplemental Nutrition Assistance Program Overpayment Worksheet in the claim file.

A client must be sent a new claim demand notice following an appeal decision on claims.

MSA: MAXIS will generate the Notice of Overpayment for claims on MAXIS. The notice includes:

● The amount of overpayment.

● The time during which the overpayment occurred.

● The requirement that they repay the overpayment.

● The county agency's intent to recover the overpayment.

If the overpayment results from unbudgeted income or expenses, mail a manually completed Community Minnesota Supplemental Aid Budget Worksheet (DHS-2708) (PDF) to the client.

Send the notice at least as far ahead of the proposed action as the circumstances require. See 0026.12.03 (10 Day Notice), 0026.12.06 (5 Day Notice), 0026.12.09 (Adequate Notice).

GRH: Follow general provisions.

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COMBINED MANUAL

ISSUE DATE 01/2020

NOTICE OF INCOMPLETE OR MISSING REPORT FORM

0026.42

MAXIS will send a notice of termination at least 10 days before the effective date to clients who fail to submit a required Household Report Form (HRF) (DHS-2120) (PDF) or Combined Six-Month Report (CSR) (DHS-5576) (PDF).

The notice will contain the information in 0026.03 (Content of Notices) and the information listed below for each program.

For incomplete forms, send the Notice of Late or Incomplete Household Report Form, Health Care Renewal Form or Combined Six-Month Report or Recertification (DHS-2414) (PDF) using the time frames in 0007.12.06 (Incomplete HRF/CSR). Include the following information:

● When the HRF or CSR was received.

● The date the completed HRF or CSR was due.

● Which items were missing.

● That they must complete the missing items and return the form.

● The date by which they must return the HRF or CSR.

● What items of verification they must provide.

● If clients sign or send in a HRF before the end of the month for which they were reporting, tell them to sign and date the form again on or after the last day of the report month.

See 0007 (Reporting).

MFIP, GRH: Follow general provisions.

DWP: No provisions. See 0007.15 (Unscheduled Reporting of Changes - Cash).

SNAP: UNCLE HARRY FOOD SUPPORT CASES

The notice will inform clients they will receive benefits retroactive to the 1st day of the month the agency receives the completed HRF or CSR if they submit it in the month following the month in which it was due. They must meet all other eligibility requirements.

SNAP SIX-MONTH REPORTERS

The notice will inform clients they will receive benefits retroactive to the date the agency receives the complete CSR and the necessary verification(s) if they submit it in the month following the month in which it was due. They must meet all other eligibility requirements.

MSA: The notice will inform clients they will receive benefits retroactive to the 1st day of the month the agency receives the completed HRF or CSR if they submit it in the month following the month in which it was due. They must meet all other eligibility requirements.

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COMBINED MANUAL

ISSUE DATE 02/2017

APPEAL HEARING PROCESS

0027.12

Send the written request for an appeal to the appeals office within 5 working days of receiving the client request.

Send the appeal summary to the client and the appeals office at least 3 working days before the date of the hearing.

Before the hearing, offer the client an agency conference to resolve the appealed issue informally. The conference must include a supervisor or the agency director. If the conference resolves the issue, ask the client to sign a written request to withdraw the appeal. Do not delay sending the appeal request to the Appeals Office pending an informal conference.

To allow for proper notification, the Appeals Office normally schedules a hearing within 30 days of receiving the appeal request. Hearings can be held sooner at the discretion of the Human Services Judge. The Human Services Judge may conduct a hearing face-to-face, by telephone, or videoconference. County agencies must have equipment necessary to conduct telephone hearings (such as a telephone speaker attachment).

Summarize the issues (including timeliness) and county actions leading to the appeal on the State Agency Appeal Summary (DHS-0035) (PDF). Attach copies of the notice of the action being appealed and any other relevant documents. Provide copies to the client and DHS at least 3 working days before the hearing. At the hearing the county representative must explain the action taken and respond to questions from the client and the Human Services Judge. The client may give additional evidence at the hearing. Evidence given at the hearing is the basis for the Human Services judge's recommendation and the commissioner designee's decision.

The Human Services judge recommends an order to the commissioner designee, who then issues an order affirming, reversing, or modifying the action of the agency or DHS. If the commissioner designee disagrees with the Human Services judge's recommendation, each party has 10 days to present additional written arguments. The commissioner designee then issues a decision.

The client or the county agency may ask the commissioner designee to reconsider within 30 days after the date the commissioner designee issues the order. A request to reconsider should state the reason(s) the dissatisfied party believes the original order is incorrect. The commissioner designee may reconsider an order upon request of either party or on the commissioner designee's own motion, and will then issue an amended order or an order affirming the original order. The original order takes effect even if there is a request to reconsider.

The client or the county agency may also appeal to district court within 30 days after the date the commissioner designee issues, amends, or affirms an order. Either party may also appeal to district court to enforce an appeal decision.

The commissioner designee can order that the client receive benefits during the entire time of appeal.

For additional SNAP appeal procedures required by FNS, see SNAP provisions below.

MFIP, DWP, MSA, GA, GRH: Follow general provisions.

SNAP: The client may appeal orally or in writing by sending the Appeal to State Agency (DHS-0033) to the DHS Appeals Office. The Appeal to State Agency (DHS-0033) may also be submitted via the internet. If an appeal request is given to the county agency, the request MUST be submitted to DHS within 5 working days after the client appeals orally or in writing. DO NOT delay submitting the appeal request if complete documentation is not yet received. This minimal information should include the basic information listed below:

● Client's information.

● Representative/Advocate information.

● Program(s).

● Action taken.

(page-1158)Page 1159#

COMBINED MANUAL

ISSUE DATE 07/2016

CONTINUATION OF BENEFITS

0027.15

In some cases participants may continue to receive benefits during the appeal process. Notify them that benefits will be an overpayment if they lose their appeal.

Unless participants request otherwise in writing, continue their benefits at the same level if they request an appeal before the effective date of the adverse action or within 10 days after the date of mailing the notice of adverse action, whichever is later.

If a notice period ends on a weekend or holiday, consider an appeal the unit makes on the next working day to be timely.

If a change not related to the issue under appeal occurs while benefits are continuing, notify the participant of any adverse action. Take the action unless it is also appealed.

MFIP: See 0028.30 (Sanctions for Failure to Comply - Cash) for information on sanction types and procedures.

DWP: DWP benefits cannot extend beyond the 4th month.

SNAP: Offer continued benefits if they can show good cause for not appealing within the time limits noted in the general provisions.

Continue benefits until the Commissioner issues a hearing decision, the current certification period expires, or another change occurs which requires an adjustment, whichever occurs 1st.

If the certification period expires and people reapply, process the issue under appeal as it would normally be handled. They can file another appeal if they disagree with the new action.

Do not continue benefits which are reduced or terminated due to:

● A mass change. See 0026.27 (Notice of Mass Changes).

● Not receiving a Household Report Form (HRF) or Combined Six-Month Report (CSR), even if the client claims to have sent it. Inform the client that benefits cannot continue until an HRF or CSR is received. See 0007.03 (Monthly Reporting - Cash), 0007.03.01 (Monthly Reporting - Uncle Harry FS), 0007.03.02 (Six-Month Reporting).

MSA, GA, GRH: If caregivers appeal protective, vendor, or 2-party payments continue mailing benefits directly to them until the Commissioner issues an appeal decision. See 0024.09 (Protective and Vendor Payments). The appeal request must be made before the effective date of the action or within 10 days after the date of mailing the notice, whichever is later.

(page-1162)Page 1163#

COMBINED MANUAL

ISSUE DATE 10/2019

EMPLOYMENT SERVICES

0028

MFIP, DWP, and SNAP provide Employment Services to program participants. MFIP has an exemption from Employment Services requirements for certain participants. SNAP has exemptions from Employment Services requirements for certain participants. For those who are not exempt or do not meet an exception criteria, participation in Employment Services is mandatory. See 0028.06.02 (Universal Participation Provisions), 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T), 0028.06.10 (Who Is Exempt From SNAP E&T).

MFIP and DWP participants are served by the MFIP Employment Services (MFIP-ES) program. For more specific information regarding this program, refer to the MFIP Employment Services Manual.

SNAP participants are served by the SNAP E&T program. For more specific information regarding this program, refer to the SNAP E&T Program Manual. SNAP E&T provides services to Non-PA SNAP participant whose participation is mandatory (able- bodied adults between the ages of 18 and 50 without dependents).

Some SNAP participants are required to register for work. The client registers all assistance unit members who are required to be work registered by signing the Combined Application Form (DHS-5223) (PDF) or the Combined Application - Addendum (DHS- 5223C) (PDF). See 0028.06.12 (Who Is Exempt From SNAP Work Registration).

Sanction or disqualify people if they do not cooperate with Employment Services requirements. See 0028.30 (Sanctions for Failure to Comply - Cash), 0028.30.09 (Refusing or Terminating Employment).

Some programs require counties to orient clients to available Employment Services. See 0005.12.12.06 (Orientation to Financial Services), 0028.09 (ES Overview/SNAP E&T Orientation), 0028.09.03 (Content of ES Overview/SNAP E&T Orientation), 0028.09.06 (Exemptions From ES Overview/SNAP E&T Orientation).

Each county must provide an Employment Services component or contract with Employment Services Providers (ESPs) for such services. The county agency may choose to use the same or different providers for each Employment Services activity. SNAP E&T services must be provided through a Workforce Development Center unless such services are not available through a local Workforce Development Center.

The ESP and the county agency must develop procedures to ensure that clients comply with Employment Services requirements. The county agency must refer clients to the ESP, exempt clients when applicable, sanction clients when they do not comply with the requirements, and oversee the ESPs. For more information, see:

0028.03 County Agency Empl. Serv. Responsibilities.

0028.03.01 County Agency SNAP E&T Responsibilities.

0028.06 Participation Requirements.

0028.06.03 Who Must Participate in Empl. Services/SNAP E&T.

0028.06.10 Who Is Exempt From SNAP E&T.

0028.18 Good Cause for Non-Compliance--MFIP/DWP.

Employment Services programs may pay for some client Employment Services related expenses. See 0028.16 (Support Services).

For more information about Employment Services provisions, refer to the specific program headings and provisions in this chapter.

MFIP: The mission of MFIP-ES is to help participants make the transition from poverty to self-sufficiency through paid employment.

Use the time criteria in 0028.06 (Participation Requirements) to refer caregivers who do not meet an exemption criteria to MFIP-

(page-1164)Page 1165#

COMBINED MANUAL

ISSUE DATE 12/2014

COUNTY AGENCY EMPL. SERV. RESPONSIBILITIES

0028.03

Each county agency must provide employment services or contract for employment services with outside providers. County agency administrators must ensure that Employment Services Providers (ESPs) follow employment services program requirements. The county agency is ultimately responsible for the operation of employment services programs and clients' participation in them.

County agency procedures and interactions with ESPs may vary depending on how the county sets up its employment services program. Follow your county's procedures.

MFIP: Counties must provide ALL required components of MFIP-ES. See 0028.03.03 (Employment Services/SNAP E&T Required Components).

Unless the county has a workforce center or claims financial hardship, each county must offer caregivers a choice of 2 ESPs. The providers, including counties, DO NOT need to be certified by the Commissioner of the Department of Employment and Economic Development (DEED).

Counties and providers may employ whatever combination of skilled staff is necessary to provide these services.

Financial workers in all counties must:

● Determine who must participate in MFIP-ES. See 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T).

● Refer mandatory caregivers to the MFIP ESP. See 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T). For information about the referral process, see MFIP Employment Services Manual 5.9 (Referring Participants to ES/Choice of Providers). TEMP Manual TE10.26 (Workforce One), TE10.26.01 (Additional Workforce One Information), TE10.34 (Manual Referral Option For WF1).

● Report changes to the job counselor. See 0028.03.09 (Reporting Changes to Job Counselor).

● Enter and update MFIP-ES information on the MAXIS STAT/EMPS panel.

● Refer caregivers to the child care office and report certain changes to child care staff. See 0029.30 (Child Care Assistance).

● Sanction participants when the job counselor decides that they have failed, without good cause, to comply with MFIP-ES requirements. See 0028.18 (Good Cause for Non-Compliance--MFIP/DWP), 0028.30 (Sanctions for Failure to Comply - Cash).

DWP: Within 1 working day of determining that the applicant is eligible for DWP, but before benefits are issued to or on behalf of the family unit, refer all caregivers to Employment Services. The referral to DWP Employment Services must be in writing and must contain the following information:

● Notification that, as part of the application process, applicants are required to develop an Employment Plan or the DWP application will be denied.

AND ● The Employment Services Provider’s name and phone number.

AND ● The immediate availability of supportive services, including, but not limited to, child care, transportation, and other work- related aid.

AND ● The rights, responsibilities, and obligations of participants in the program, including, but not limited to, the grounds for good cause, the right to equal access under ADA provisions, the consequences of refusing or failing to participate fully with program requirements, and the appeal process.

AND

(page-1166)Page 1167#

COMBINED MANUAL

ISSUE DATE 12/2014

COUNTY AGENCY SNAP E&T RESPONSIBILITIES

0028.03.01

County agencies and SNAP E&T providers each have certain responsibilities. For county agency responsibilities, follow the provisions of this section. For provider responsibilities, follow the provisions of 0028.03.02 (ES Provider Responsibilities - SNAP E&T).

Each county agency must provide SNAP E&T services or contract for SNAP E&T services with outside providers. County agency administrators must ensure that SNAP E&T services providers follow SNAP E&T services requirements. The county agency is ultimately responsible for the operation of SNAP E&T and clients' participation in the program.

County agency procedures and interactions with SNAP E&T providers may vary depending on how the county sets up its SNAP E&T services. Follow your county agency's procedures.

MFIP, DWP, MSA, GA, GRH: No provisions.

SNAP: SNAP participants receive employment services through the county’s SNAP E&T program. SNAP E&T provides services to mandatory non-PA SNAP participants (able-bodied adults without dependents).

County agency functions include:

ADMINISTER SNAP PROGRAM ELIGIBILITY AND WORK REQUIREMENTS

● Determine SNAP eligibility.

● Determine which SNAP participants must be registered for work and which are exempt from work registration.

● Determine which SNAP participants are required to participate in SNAP E&T and which are exempt or deferred from mandatory participation. You must record this information in MAXIS.

● Upon notification from the ESP that a participant failed to comply with SNAP E&T, determine if the participant had good cause.

● Implement SNAP sanctions for participants who failed without good cause to cooperate with or participate in SNAP E&T.

CLIENT NOTIFICATION

● Inform SNAP able-bodied adults without dependents (ABAWDs) that they are only eligible for 3 months of SNAP benefits in a 36-month period, but that they can “earn” additional months of benefits by working or participating in work program activities.

● Tell SNAP participants about the SNAP E&T program.

● Inform ABAWDs of the requirement to participate and the consequences of failing to comply.

REFERRAL/COMMUNICATION WITH ESP

● Refer mandatory participants to the ESP as soon as SNAP eligibility is approved. A referral to the ESP is done through the Workforce One (WF1) System automatically when SNAP benefits are approved in the MAXIS system.

● Notifying the ESP when referring an ABAWD so the provider is aware of the participant’s time-limited SNAP eligibility and can quickly develop potential work or work program activities that will help the participant “earn” additional months of benefits.

● Notify the ESP of any changes in the areas below. Use the Supplemental Nutrition Assistance Program Employment and Training (SNAP E&T) Status Update Form (DHS-3165A) (PDF) to report the changes.

(page-1168)Page 1169#

COMBINED MANUAL

ISSUE DATE 12/2014

ES PROVIDER RESPONSIBILITIES - SNAP E&T

0028.03.02

County agencies and SNAP E&T providers each have certain responsibilities. For information on county agency responsibilities, see 0028.03.01 (County Agency SNAP E&T Responsibilities). Follow the provisions of this section for SNAP E&T provider responsibilities.

MFIP, DWP, MSA, GA, GRH: No provisions.

SNAP: Each Employment Services Provider (ESP) operates under a formal written agreement with the county agency to provide SNAP E&T services to SNAP participants. Services may begin as early as the date SNAP eligibility is approved, but must start no later than the 1st day of the month after the month SNAP eligibility is approved. Under county agency administration, ESPs provide the following services:

ORIENTATION AND ASSESSMENTS

● Orient participants to the SNAP E&T program.

● Assess the participant’s literacy level and refer the participant to local literacy programs when appropriate.

● Complete an individual assessment and an Employability Plan (EP) for each participant.

● Identify ABAWDs who have time-limited SNAP eligibility, so that potential work or work program activities can be quickly developed which will help them earn additional months of SNAP benefits.

● Identify the need for and coordinate support services such as transportation, purchase of equipment or tools.

IMPLEMENTING THE EP

● Implement the participant’s EP, whether through direct service provision or referral to other agencies for services that are needed, so that the participant can successfully complete the plan and find employment.

● Monitor participant performance and participation.

● Modify the participant’s EP as necessary.

NOTIFICATION

● Provide notices to the participant and county agency when the participant has failed to participate or comply with SNAP E&T program requirements.

● Provide the county agency with information that may affect a participant’s SNAP E&T exemption status, program eligibility, or benefit amount. The ESP must notify the county agency anytime a participant’s employment status changes.

COORDINATION AND PROGRAM RECORDS

● Coordinating with the county agency regarding program activities and outcomes, expenditures, individual participant services and progress, and participant sanctions.

● Maintain needed program files and documentation, and record relevant participant data on the WF1 system as necessary. When a participant moves to a different county or there is a change in service provider, the former county or service provider that initially provided services must make program documents and information available to the new county or the new provider. (DHS retains ownership of any SNAP E&T document for which it has reimbursed the cost. This declaration must be

(page-1170)Page 1171#

COMBINED MANUAL

ISSUE DATE 12/2017

EMPLOYMENT SERVICES/SNAP E&T REQUIRED COMPONENTS

0028.03.03

MFIP: Counties must offer ALL the following services as part of MFIP Employment Services (MFIP-ES):

● An overview of MFIP-ES.

● An assessment of the participant's ability to obtain and maintain employment which includes a review of the participant's education level, prior employment, transferable work skills, and a review of existing job markets.

In addition, an assessment for participants who:

- Have barriers to employment the job counselor believes will not be overcome through job search.

OR - Have completed 6 weeks of job search without obtaining suitable employment. See 0028.18.03 (Suitable/Unsuitable Work).

OR - Are working 20 or more hours per week and the job counselor, the county, or the participant requests an assessment.

OR - Are already involved in training or education activities at the time of enrollment in MFIP-ES.

OR - Have worked for 6 consecutive months for an average of more than 20 hours per week.

OR - Have met Family Stabilization Services (FSS) criteria. For more information on FSS, see Employment Services Manual.

● Assistance in developing an Employment Plan for participants who qualify for the Family Violence Waiver. This includes providing clients with the Family Violence Referral (DHS-3323) (PDF), referring them to an appropriate county or community agency. See 0005.12.12.09 (Family Violence Provisions/Referrals), 0028.15 (Employment Plan (EP)).

● Help in developing the participant's Employment Plan. See 0028.15 (Employment Plan (EP)).

● Intensive job search.

● Coordination and/or provision of services a participant needs to fulfill the terms of the Employment Plan, including post- employment follow-up.

DWP: Within 1 working day of determining that the applicant is eligible for DWP, but before benefits are issued to or on behalf of the family unit, refer all caregivers to Employment Services. The referral to DWP Employment Services must be in writing and must contain the following information:

● Notification that, as part of the application process, applicants are required to develop an Employment Plan or the DWP application will be denied.

AND ● The Employment Services Provider’s name and phone number.

AND ● The immediate availability of supportive services, including, but not limited to, child care, transportation, and other work- related aid.

AND ● The rights, responsibilities, and obligations of participants in the program, including, but not limited to, the grounds for good cause, the consequences of refusing or failing to participate fully with program requirements, and the appeal process.

AND ● Employment Plans may not be written for longer than 4 months.

SNAP:

(page-1171)Page 1172#

COMBINED MANUAL

ISSUE DATE 12/2017

EMPLOYMENT SERVICES/SNAP E&T REQUIRED COMPONENTS

0028.03.03

The following services may be provided and funded with the county’s SNAP E&T allotment:

● Orientation to the program and mandatory responsibilities. This includes the notices, contacts, and other activities needed to schedule participants newly referred.

● Counseling. This includes individual assessment, testing, development of the EDP, vocational counseling, encouragement and support, placement assistance, referrals, and coordination of services. See 0028.03.04 (SNAP E&T Assessment/EDP).

● Training and education. SNAP E&T participants may participate in short-term technical or post-secondary education (up to 2 years), provided the Employment Services Providers (ESP) approves the program as part of the participant’s EDP. Training/education may include:

- English As a Second Language (ESL)/English Language Learning (ELL) classes for participants who do not speak English well enough to obtain employment.

- Adult Basic Education (ABE) for participants who need remedial education in order to obtain employment.

- High school education or equivalent programs for participants who have not completed high school.

- Post-secondary education or training of 2 years or less in duration.

● On-the-job training (OJT).

● Job search, job search training, and job club.

● Work experience placements (workfare) for ABAWDs who are subject to the 3 month SNAP eligibility limit. Work experience is unpaid work in a public or private non-profit agency.

When circumstances require intervention in areas outside the expertise of the ESP or require other resources, make referrals to the appropriate county or community agency. Issues which are often likely to require a referral include chemical dependency, mental or emotional health problems, family violence, physical health problems, and legal problems.

For more information about a specific service, see SNAP E&T Manual 5.3 (SNAP E&T Services).

MSA, GA, GRH: No provisions.

(page-1176)Page 1177#

COMBINED MANUAL

ISSUE DATE 12/2014

REPORTING CHANGES TO JOB COUNSELOR

0028.03.09

MFIP, DWP: The following changes in a participant's status trigger a message to the job counselor from MAXIS to Workforce One:

● County Transfer. Indicates the county the case was transferred to and from. (SPEC/XFER).

● Disability Status. Indicates a change in the person’s disability status. (STAT/DISA).

● DWP/MFIP Sanction. Indicates a change in the person’s sanction status for MFIP and/or DWP. (STAT/EMPS).

● Employment. Indicates a change in information about the person’s job(s). (STAT/JOBS).

● Employment Services Status. Indicates a change in the person’s ES Status for Employment Services and whether a participant meets the eligibility criteria for Family Stabilization Services (FSS). (STAT/EMPS).

● Household. Indicates any changes to a 2-parent or 1-parent household and/or Emergency Needs Last Used. (ELIG).

● HRF/Review Closure. Indicates that the case has been closed in MAXIS for a missing HRF or Eligibility Review. (ELIG).

● MAXIS Worker. Indicates any change in MAXIS Worker assigned to the case. (SPEC/XFER).

● Non Citizen. Indicates any change in the immigration status and nationality. (STAT/IMIG).

● Other Personal. Indicates any change in level of education and citizenship. (STAT/MEMI).

● Personal. Indicates any change in name, DOB, Gender, Race, Hispanic/Latino, Language, Alien Registration Number. (STAT/MEMB).

● Phone Number. Indicates any change to the person’s primary phone number. (STAT/ADDR).

● PMI Merge. Indicates a new PMI if the person’s PMI has been merged in MAXIS.

● Privacy. Indicates any change in the person’s privacy level in MAXIS. (PRIV).

● Program. Indicates any change in the program status (pending, active, inactive). begin/end date and/or closure reason. (ELIG).

● Relationship. Indicates any change in the person’s relationship to applicant in MAXIS. (STAT/MEMB).

● Residence. Indicates any change in the person’s residence address and secondary phone. (STAT/ADDR).

● Sanction Count. Indicates any change in the number of sanctions recorded for the whole case and the individual person. (STAT/SANC).

● Self-Employment. Indicates changes in the person’s self-employment. (STAT/BUSI).

● SSN Change. Indicates a new SSN or SSN Verification as it’s changed in MAXIS.

● TANF Months. Indicates any change in the projected 60th month, extension reason or banked months, and the number of months TANF received. (STAT/TIME).

Report any relevant changes to the child care worker using the DWP/MFIP Status Update Form (DHS-3165) (PDF).

In addition, report the following changes to job counselors and child care workers using the DWP/MFIP Status Update Form:

● Notice from the participant of circumstances that indicate good cause for failure to cooperate/comply with program requirements.

(page-1180)Page 1181#

COMBINED MANUAL

ISSUE DATE 10/2019

UNIVERSAL PARTICIPATION PROVISIONS

0028.06.02

MFIP: Universal Participation requires all caregivers receiving assistance and caregivers disqualified due to an Intentional Program Violation (IPV) to engage in Employment Services (ES), with the exception of participants with a birth child under the age of 12 months regardless if the child’s needs are included in the grant.

NOTE: The participation requirements for caregivers disqualified due to an IPV apply only to caregivers disqualified effective 10- 1-07 or later.

CHILD UNDER 12 MONTHS ES EXEMPTION

Under the law there is a time-limited ES exemption for MFIP and DWP caregivers with a birth child under 12 months.

The child under 12-month ES exemption does not apply under employed extension.

The 1st month of an ES exemption begins the month after the month that the participant claims the child under 12 months exemption.

The 3 periods for which an ES exemption for the care of a child under the age of 12 months could have been or can be claimed are:

● The original child under age 1 exemption that was in effect from January 1, 1998 through June 30, 2004.

● The child under 12 weeks ES exception that was in effect from July 1, 2004 through February 28, 2010. Do not count more than a total of 3 months for any participant who used the 12 week exception during this period.

● The child under 12 months ES exemption effective March 1, 2010.

All months used on DWP and MFIP under any of these periods count toward the 12-month lifetime limit for a household.

MFIP parents who have not used a total of 12 months of the exemption (up to 12 months combined total per household for a 2- parent family) may choose to use the remaining months. Parents are allowed to choose to claim the exemption for more than 1 child, and in different spans of time. This ES exemption applies even if the child’s needs are not included in the grant, such as for a child that is ineligible for cash due to receipt of Supplemental Security Income (SSI).

Parents whose needs are not included in the grant (SSI, non-citizens or removed post-60) are not subject to ES participation and should not be coded as using the child under 12-month exemption to Employment Services.

In a 1-parent household, the ES exemption for the care of a child under the age of 12 months is available for a cumulative 12 months lifetime limit.

In a 2-parent household, the parents’ exemption usage is combined to determine the 12 months total rather than being available in full to each caregiver. The 12 months are clocked separately for each parent and follow the parent that uses them. Only 1 parent is allowed to claim the exemption in any 1 month but the exemption can switch between parents from month to month.

If a parent in a 2-parent unit moves out and joins a 1-parent assistance unit to form a new 2-parent assistance unit, the newly formed unit is limited to 12 months total when the 2 parents’ exemption months are added together. If the combined months of the new unit exceed 12 months, they would not be eligible for any more exempt months as long as they live together.

The ES exemption for the care of a child under 12 months ends at the earliest of the following dates:

● The 1st day of the month after the month the child reaches 12 months of age.

OR ● The 1st day of the month after the parent uses the last month of the lifetime exemption.

(page-1182)Page 1183#

COMBINED MANUAL

ISSUE DATE 12/2018

WHO MUST PARTICIPATE IN EMPL. SERVICES/SNAP E&T

0028.06.03

Participation requirements for orientation and employment services differ. For information on participation requirements for ES Overview orientation, see 0028.09 (ES Overview/SNAP E&T Orientation), 0028.09.06 (Exemptions From ES Overview/SNAP E&T Orientation).

For information on general participation requirements and when people become mandatory participants for employment services, see 0028.06 (Participation Requirements).

MFIP: In the first 60 months of MFIP eligibility all caregivers are required to participate in Employment Services (ES). Some caregivers will have a different level of participation which is dependent upon their circumstances. The only possible exceptions to ES participation requirements are good cause or if the caregiver has a child under 12 months or under 6 weeks (depending on the age of the parent and the option used to develop the EP). See 0028.18 (Good Cause For Non-Compliance--MFIP/ DWP), 0028.06.02 (Universal Participation Provisions). For information about ES requirements for extended cases, see 0011.33 (MFIP Hardship Extensions).

FAMILIES WITH A MINOR PARENT CAREGIVER

Caregivers under age 18 must receive an assessment of educational progress and develop an Employment Plan concurrent with receipt of MFIP assistance. Refer the minor caregiver to the county social worker or the agency with whom your county has contracted to provide minor caregiver services.

FAMILIES HEADED BY AN 18- OR 19-YEAR OLD PARENT WITHOUT A HIGH SCHOOL DIPLOMA OR GED

Counties must allow 18- and 19-year old teen parents who do not have a high school diploma or its equivalent to choose an EP with either an education option or a work option.

The work option means the EP includes activities under the regular employment services track. The 60-month clock DOES NOT stop for teen parents who choose this option. Under this option earned income DOES count for teens who choose the employment option.

The education option means that the EP includes education requirements (high school or its equivalent). The 60-month clock STOPS for teen parents who choose this option. Plans that include both secondary school attendance and work fall under this option. Under this option income IS NOT counted toward the MFIP grant.

County and Employment Services staff working with 18- and 19-year old parents must explain the option and make specific efforts to inform those who are in sanction for not attending school that there is a way to come into compliance.

Caregivers 18 and 19 years old who choose employment will be federally funded.

Also see 0012.06 (Requirements for Caregivers Under 20).

As soon as eligibility is determined, refer caregivers who must participate to MFIP-ES. Use the Employment Services Referral (DHS-3166) (PDF). NOTE: Applicants who received DWP in the last 30 days must be referred to ES within 10 days of the date they are determined eligible for MFIP.

Sanction the unit when a caregiver refuses to participate in mandatory employment services. See 0028.18.03 (Suitable/Unsuitable Work), 0028.30 (Sanctions for Failure to Comply - Cash), 0028.30.03 (Pre 60-Month Type/Length of ES Sanctions), 0028.30.04 (Post 60-Month Empl. Services Sanctions).

DWP: Within 1 working day of determination that the applicant is eligible for DWP, but before benefits are issued to or on behalf of the family unit, refer all caregivers to Employment Services. All eligible caregivers who do not meet the exemption criteria are required to participate in Employment Services. The referral to the DWP Employment Services must be in writing and must

(page-1186)Page 1187#

COMBINED MANUAL

ISSUE DATE 04/2020

WHO IS EXEMPT FROM SNAP WORK REGISTRATION

0028.06.12

MFIP, DWP, MSA, GA, GRH: No provisions.

SNAP: Federal regulations require that all non-exempt adult SNAP recipients register for work. In Minnesota, work registration is automatically accomplished when a unit member signs the Combined Application Form (CAF) when applying for the SNAP program. The adult who signs the CAF registers all adults in the SNAP unit who are required to register for work.

A recipient's work registration exemption status must be redetermined at least annually, and must be coded on the MAXIS system. The state then reports to the federal government the number of recipients who are exempt from work registration and the number who are not exempt. The federal government uses this information to determine the amount of federal funding Minnesota receives for SNAP E&T services.

Although work registration is not a component of the SNAP E&T program (it is a national SNAP program requirement), there is a close relationship between work registration and SNAP E&T participation. SNAP recipients who are exempt from work registration are also exempt from SNAP E&T participation. See 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T), 0028.06.10 (Who Is Exempt From SNAP E&T). However, some people are required to register for work even though they are exempt from participating in SNAP E&T.

Recipients meeting a work registration exemption for part of a month, are considered exempt for the entire month. When a recipient no longer qualifies for the exemption, unless specified differently below, remove the exemption the next month.

Receiving cash programs is not a work registration exemption. Persons applying for or receiving cash must be assessed for exemptions. See below for specific program requirements. The following people are exempt from SNAP work registration:

● Unfit for Employment is defined as someone physically or mentally unable, or is limited. to obtain or retain employment. The following persons are considered to be unfit for Employment:

- Individuals having a mental or physical illness, injury or incapacity which impairs the individual’s ability to obtain or retain employment as evidenced by professional certification or the receipt of temporary or permanent disability benefits issued by a private or government source. This includes persons receiving VA disability benefits from the Veteran’s Administration regardless of the percentage of the disability rating. Professional certification means a statement about a person’s illness, injury, or incapacity that is signed by a Qualified Professional with training and experience to diagnose and to certify the person’s condition.

NOTE: Being an applicant for disability benefits does not automatically qualify a person as unfit for employment. Use a signed statement from a qualified professional to determine unfitness for work.

- Persons who have an injury that is observed or if information about a surgery or recuperation of a surgery is provided by the client. Document in MAXIS CASE/NOTEs the conversation with the client and that they meet this work registration exemption. Place the detailed documentation of the exemption in the case file.

- Homeless persons. Homeless is specifically defined for this purpose as:

- - Lacking a fixed and regular nighttime residence, including temporary housing situations.

AND

- - Lacking access to work-related necessities (i.e. shower or laundry facilities, etc.).

Document in MAXIS CASE/NOTEs the conversation with the client and the details about how they meet this work registration exemption.

● Responsible for the care of a person who is professionally certified as having a mental or physical illness, injury, or incapacity. Verification that the incapacitated person is professionally certified as having a mental or physical illness, injury, or incapacity is not needed unless questionable. The incapacitated person does NOT need to be in the same SNAP unit or live in the

(page-1187)Page 1188#

COMBINED MANUAL

ISSUE DATE 04/2020

WHO IS EXEMPT FROM SNAP WORK REGISTRATION

0028.06.12

same home as the work registrant. Eligibility for this exemption requires the work registrant give the information listed below verbally or in writing:

- Name of the incapacitated person.

- Number of hours and days per week that care of this incapacitated person is provided.

In order for this Work Registration exemption to be used, compare the amount of time care is provided to the amount of time that the work registrant is available to work or participate in SNAP Employment & Training (E&T) Activities. The ABAWD work requirement is 20 hours/week, averaged 80 hours/month. This work registration exemption should be used only when the amount of care provided for the incapacitated person is equal to or more than 20 hours/week, averaged 80 hours/month. Consult with your Employment Service SNAP E&T Provider if there are questions about whether the SNAP recipient is available to participate in SNAP E&T activities.

Document in MAXIS CASE/NOTEs the conversation with the client and that they meet this work registration exemption. Place the detailed documentation of the exemption in the case file including the name of the incapacitated person and the number of hours and days per week that care of the incapacitated person is provided by the work registrant.

● Age 60 or older.

● Under age 16.

● Age 16 or 17 and living with a parent or caregiver, or attending school or enrolled in an employment training program at least half-time.

● Responsible for the care of a person who is a dependent child under age 6 (even if child care is available). A child under age 6 does NOT need to be in the same SNAP unit or live in the same home as the work registrant. When this child does not live in the same home, eligibility for this exemption requires the work registrant to provide the following information verbally or in writing:

- Child’s name.

- Child’s birthdate.

- Number of hours and days per week that the care of the child under 6 is provided.

In order for this work registration exemption to be used, compare the amount of time care is provided to the amount of time that the work registrant is available to work or participate in SNAP Employment & Training (E&T) Activities. The ABAWD work requirement is 20 hours/week, averaged 80 hours/month. This work registration exemption should be used only when the amount of care provided for the child is equal to or more than 20 hours/week, averaged 80 hours/month.

Consult your Employment Service SNAP E&T Provider if there are questions about the SNAP recipient is available to participate in SNAP E&T activities.

In some cases more than one SNAP unit member can claim this child under age 6 work registration exemption.

The unit members may designate which person will use this exemption, but may not change the person designated until the next recertification period. This exemption ends the month after the child turns 6.

Document in MAXIS CASE/NOTEs the conversation with the client and that they meet this work registration exemption. Place the detailed documentation of the exemption in the case file including the child’s name, birthdate, and the number of hours and days per week that care of the child under age 6 is provided by the work registrant.

● Employed or self-employed and meets 1 of the provisions below:

(page-1190)Page 1191#

COMBINED MANUAL

ISSUE DATE 12/2014

ES OVERVIEW/SNAP E&T ORIENTATION

0028.09

MFIP: Participation requirements for MFIP Employment Services (MFIP-ES) overview and MFIP financial orientation differ. The MFIP- ES overview is conducted by the Employment Services Provider. Refer to the MFIP Employment Services Manual for more information on requirements for the MFIP-ES overview.

For information on MFIP financial orientation, see 0005.12.12.06 (Orientation to Financial Services).

DWP, MSA, GA, GRH: No provisions.

SNAP: The county agency or its Employment Services Provider (ESP) must provide an orientation to the SNAP E&T program for each mandatory participant referred to the program. The purpose of orientation is to explain participation requirements, describe available services, identify the ESP, explain that SNAP E&T can help able-bodied adults without dependents (ABAWDs) meet their eligibility and work requirements, and encourage the participant to move to self-sufficiency through employment.

Mandatory participants must be notified of the requirement to participate in an orientation. The state has developed a standard MAXIS letter for this purpose. If the county agency or ESP is unable to use the MAXIS letter, a locally-developed notice about the orientation must be provided to the participant. The notice must include the following information:

● The requirement that the participant attend an orientation.

● Date of the orientation.

● Time the orientation.

● Place of the orientation.

● Name and telephone number of an ESP contact person.

● A statement that SNAP assistance will end if the mandatory participant fails, without good cause, to comply with SNAP E&T requirements.

An orientation must be provided to mandatory participants within 30 days of the county approving SNAP eligibility. Mandatory participants who fail without good cause to attend or comply with the orientation are subject to SNAP E&T program sanctions. See 0028.21 (Good Cause Non-Compliance - SNAP/MSA/GA/GRH), 0028.30.06 (Type/Length of SNAP E&T Sanctions).

An orientation must be provided at least once during any 12 consecutive calendar month period. The 12 consecutive calendar month period begins on the 1st of the month after the month of eligibility, and ends on the last day of the 12th consecutive month.

The orientation may be done either individually or in a group setting. It may be provided through audio-visual methods as long as the participant has the opportunity for face-to-face questions and answers. See 0028.09.03 (Content of ES Overview/SNAP E&T Orientation) for what you must include in orientations.

(page-1196)Page 1197#

COMBINED MANUAL

ISSUE DATE 12/2014

EDUCATION REQUIREMENTS

0028.12

MFIP: Caregivers under the age of 18 without a high school diploma or GED must attend school unless exempt.

The caregiver must be enrolled in a secondary school and meeting the school's attendance requirements.

For caregivers under 18 years of age, who are enrolled in an on-line secondary school or GED program, refer to the school district to determine its legitimacy. Each district has a transfer specialist who will sort this out, probably by doing testing.

Consider a caregiver to be attending school when he or she is enrolled but the school is not in regular session (for example, during holidays and summer breaks).

At the intake interview, give caregivers under age 20 the Graduate to Independence/MFIP Teen Parent Informational Brochure (DHS-2887) (PDF) and the Notice of Requirement to Attend School (DHS-2961) (PDF).

For an 18- or 19-year old caregiver with an on-line diploma from a program other than one approved by the MN Dept. of Education, explain the MFIP policy and place the teen in the “work option”. See 0012.06 (Requirements for Caregivers Under 20).

Counties must allow 18- and 19-year old teen parents who do not have a high school diploma or its equivalent to choose an Employment Plan (EP) with either an education option or a work option. See 0028.06.03 (Who Must Participate in Empl. Services/SNAP E&T), 0028.15 (Employment Plan).

The following are EXEMPTIONS from the school attendance requirement:

● Transportation services needed to attend school are not available.

● Appropriate child care services are not available.

● The caregiver is ill or disabled seriously enough to prevent school attendance.

● The caregiver is needed in the home because of the professionally certified illness or disability of another member of the assistance unit, a relative or who is a foster child in the household.

● The caregiver is the parent of a child who is younger than 6 weeks old.

When you deny an exemption, send a SPEC/LETR of exemption denial to the caregiver.

If a caregiver who is not exempt from school requirements fails to attend school, without good cause, impose a sanction. See 0028.18 (Good Cause for Non-Compliance--MFIP/DWP), 0028.30 (Sanctions for Failure to Comply - Cash).

Social Services will notify you if they determine that education is inappropriate for a custodial parent under age 18. Do not impose any other school attendance requirements unless Social Services notifies you to do so.

Caregivers who are required to attend school must meet enrollment and attendance requirements. Verify enrollment and attendance information at least monthly. Have the client sign the Request for Verification of School Attendance/Progress (DHS- 2883) (PDF) or a county version of the form that contains the same information and send it to the school. Do not sanction the parent if the school fails to cooperate.

Caregivers must meet enrollment and attendance requirements at the time of verification. If the school verification shows that a client is not enrolled or attending school, or appears to be facing barriers to completing education, notify the person responsible for case management and reassess the client's school attendance requirement.

DWP: Generally follow MFIP. Also see 0013.05 (DWP Bases of Eligibility).

(page-1197)Page 1198#

COMBINED MANUAL

ISSUE DATE 12/2014

EDUCATION REQUIREMENTS

0028.12

SNAP: BASIC EDUCATION/GED PARTICIPATION

When participants enter the program, the Employment Services Provider (ESP) must assess the participants to determine if the participants can find a job with the skills they possess. If the lack of basic education is a barrier to obtaining suitable employment, the ESP may include basic education or GED course work in the EDP. Examples of when to include basic education or GED course work in an EDP include:

● GED course work or basic education is considered the best path to employment.

● Low skill levels make it difficult to complete job applications; interfere with the ability to get, keep, or advance on the job; or block movement toward self-sufficiency.

● The participant is very close (1 to 3 months) to completing a GED at the time of the individualized assessment.

Prior to including basic education in an EDP, the ESP should consider:

● The participant’s interest and motivation to be in school.

● The participant's history of participation and progress in similar educational activities.

● Whether there is a reasonable expectation that the participant will make sufficient improvement in a short time to noticeably increase his/her marketability.

● Any intellectual impairments or learning disabilities which may indicate the need for more specialized services.

The ESP should approve basic education in blocks of 3 months or less to allow for a review of progress prior to continuation of the activity.

POST-SECONDARY TRAINING/EDUCATION

Post-secondary training and education activities may be included in an EDP and are generally limited to 1 year. A 2nd year may be approved in limited circumstances. In order for a post-secondary education program to be approved, the participant or the provider must document that:

● The goals in the participant's EDP can only be met with the post-secondary training.

● There is a market for full-time employees with the proposed training where the participant will (or is willing to) reside upon completion of the program.

● The average wage level for employees with this training is significantly greater than the participant can earn without this training.

● The participant can meet the requirements for admission into the program.

● There is a reasonable expectation that the participant will complete the training program based on such factors as the participant’s current assessment; previous education, training, and work history; current motivation; and changes in previous circumstances.

The ESP must ensure that the participant is making satisfactory progress in the program. Satisfactory progress must be defined

(page-1200)Page 1201#

COMBINED MANUAL

ISSUE DATE 09/2019

EMPLOYMENT PLAN (EP)

0028.15

MFIP: An Employment Plan (EP) is a social contract between the county/ES provider and each participant. The purpose of these plans is to identify for each participant the most direct path to unsubsidized employment and any subsequent steps that support long- term economic stability.

All MFIP participants:

● Are mandatory ES participants.

AND ● Must develop an EP, unless they:

- Have a child under 12 months.

AND - Have any remaining months of the child under 12 months ES exemption.

AND - Choose to use any remaining months of the child under 12 months ES exemption.

AND ● Must comply with the EP if an EP is developed.

Employment Plans are based on information gathered during the assessment process and throughout participation in the program. Development of a basic EP should begin during the 1st meeting with a job counselor, or shortly thereafter. The EP is a living document that should be reviewed at least every 3 months and revised whenever necessary.

Failure on the part of a participant to develop or comply with hourly requirements in a plan may result in a sanction. See Employment Services Manual Appendix H (FSS Sanction Guidance).

Failure to sign an Employment Plan is considered failure to develop an EP and should result in a sanction. If the participant qualifies under Family Stabilization Services pre-sanction provisions apply.

All EPs must be reviewed on a regular basis to determine whether activities and hourly requirements should be revised or not:

● Non-FSS employment plans every 3 months.

● FSS employment plans every 6 months.

Sanction participants if they fail to develop or follow the terms of the Employment Plan. See 0028.30 (Sanctions for Failure to Comply - Cash).

There are special provisions for victims of family violence and self-employed participants. See below.

VICTIMS OF FAMILY VIOLENCE

● Victims of family violence who want to claim a Family Violence Waiver and be exempt from the 60-month time limit must develop and comply with an EP. The EP is developed with the assistance and collaboration of the participant, a person trained in domestic violence and a job counselor. MFIP child care is available for all activities included in an approved EP. See 0005.12.12.09 (Family Violence Provisions/Referrals). See PERSON TRAINED IN DOMESTIC VIOLENCE in 0002.49 (Glossary: Permanent...).

● Victims of family violence who have or are in the process of developing an EP cannot be required to attend an overview done in a group setting. The job counselor must discuss the information normally presented in the ES Overview at the time the EP is developed, unless the client previously attended an Overview. See 0028.09 (ES Overview/SNAP E&T Orientation). If you combine the Financial Orientation and ES Overview, do not sanction the participant for failing to attend the regular ES Overview components of the meeting.

(page-1201)Page 1202#

COMBINED MANUAL

ISSUE DATE 09/2019

EMPLOYMENT PLAN (EP)

0028.15

● The job counselor has final approval of an EP or any revisions to the plan. If the job counselor does not approve activities in the plan, the county must provide written reason why the activities are not approved and document how the denial of these activities does not interfere with the safety of the client or children.

● If the client fails to cooperate with the EP the 60-month time limit exemption ends and the client must be invited in to develop a new Employment Plan. See 0028.30 (Sanctions for Failure to Comply - Cash).

● Employment plans for participants with family violence waivers must be reviewed every 6 months.

SELF-EMPLOYMENT

Self-employment activities may be included in an Employment Plan (EP) contingent on the development of a business plan.

All participants should be encouraged to look for employment that will lead to their self sufficiency. Participants with an approved EP that includes self-employment must meet the participation requirements. Only the hours the participant earns the federal minimum wage count toward the participation requirements. The number of self-employment hours is determined by dividing the net self-employment income by the federal minimum wage. When the number of self-employment hours is less than the number of hours required for the participant to be included in the numerator, the participant’s EP should be revised to include additional countable activities, such as job search, paid employment, or unpaid work experience.

DWP: Follow MFIP. Before issuing DWP benefits to a family unit, the caregiver or caregivers must, in conjunction with a job counselor, develop and sign an EP. Also, activities in EPs must not cover a period of more than 4 months. The purpose of the EP is to identify the most direct path to unsubsidized employment for each participant within the 4-month DWP period. The EP must clearly outline the commitments on the part of both the county/Employment Services provider and the participant.

The activities in the EP must focus on obtaining the necessary evaluation, medical assessment and/or documentation if a DWP participant believes he/she may meet 1 of the DWP unlikely to benefit categories. The job counselor or county must assist the DWP participant in gathering this information.

DEVELOPING AN EP AS PART OF THE DWP APPLICATION PROCESS

A DWP applicant must meet with an employment counselor to develop and sign an initial EP before issuing any DWP benefits to or on behalf of the family. The employment counselor and applicant have 10 working days from the date he/she is referred to Employment Services to develop and sign the initial EP. The ES provider has 1 working day to notify the county that the job seeker’s initial EP was signed. Once notified, the county has 1 working day to issue the DWP benefits. DWP benefits cannot be issued until the initial EP is signed.

When the EP is not signed within 30 days of the application date, the ES provider must notify the county. The applicant must submit a new application for DWP benefits and the time lines will start over. If the initial EP was not developed and signed within 30 days of the original application due to county or Employment Services agency error, issue DWP benefits based on the original application date. The requirement that the participant signs the EP before benefits are issued still applies to these situations. In most cases, the EP should include 35 hours of work or work-related activities per week. If fewer hours are included in the EP, the reasons for reducing the hours should be noted.

A more limited initial EP can be developed to meet the 10-day requirement provided that a date at which the EP will be revised is included. Because DWP is limited to 4 months, the initial EP should be revised as soon as possible.

SPECIAL CONSIDERATIONS FOR 2-PARENT FAMILIES

In 2-parent families where only 1 caregiver meets a DWP exclusion category and the other caregiver does NOT meet a DWP

(page-1206)Page 1207#

COMBINED MANUAL

ISSUE DATE 08/2020

GOOD CAUSE FOR NON-COMPLIANCE--MFIP/DWP

0028.18

MFIP: The Employment Services Provider has primary responsibility to determine good cause for failure to comply for participants enrolled in MFIP Employment Services (MFIP-ES). However, if you learn of circumstances that show good cause, complete and send a DWP/MFIP Status Update Form (DHS-3165) (PDF) to the job counselor. See 0028.03.09 (Reporting Changes to Job Counselor).

MFIP ORIENTATION TO FINANCIAL SERVICES:

All participants may claim any 1 of the following reasons as good cause for failure to attend financial orientation:

● Appropriate child care is not available. See 0028.18.02 (MFIP Good Cause--Child Care).

● The participant is ill, injured, or incapacitated.

- A mother with a newborn baby is granted good cause under presumptive medical disability for the month of her baby’s birth and the 2 full months following the month of delivery. A doctor’s statement is not required. The mother is not considered disabled, even though the illness and incapacity exceeds 30 days.

- For a pregnancy that does not end in a live birth, medical documentation is required to verify pregnancy end date. Presumptive medical disability good cause is granted for the month the pregnancy ended and the following 2 full months.

- For a baby that does not enter the home, the mother is covered by presumptive medical disability good cause. Verification of birth is required. Collateral statements from third parties are acceptable.

- When a mother who is granted presumptive medical disability good cause is in sanction for non-cooperation with Employment Services (ES) or Financial Orientation (FO), lift any ES or FO sanctions that have been imposed for the month of her baby’s birth and the 2 full months following the month of delivery. Issue supplements, if appropriate.

● A family member is ill and needs care by the participant that prevents the participant from attending an orientation.

● The participant is unable to secure the necessary transportation.

● The participant is in an emergency situation that prevents him/her from attending an orientation. See EMERGENCY SITUATION in 0002.19 (Glossary: Early...). See also HOMELESS in 0002.29 (Glossary: Gross RSDI…).

● The orientation conflicts with the participant's work, training, or school schedule.

● The schedule of orientation conflicts with judicial proceedings.

● The participant documents other verifiable impediments to attendance at an orientation beyond the participant's control.

● The participant has a child or adult in the household who meets ANY of the following disability or special medical criteria and whose services have been interrupted. See 0011.36 (Special Medical Criteria).

- Child or adult who receives physician-ordered, medically necessary home health services or private duty nursing in his or her residence.

OR - Child or adult in the household who meets the disability or medical criteria for a home and community-based waiver services program.

OR - Child who meets the definition of “severe emotional disturbance”, as determined by a qualified professional.

OR - Adult who meets the definition of “serious and persistent mental illness”, as determined by a qualified professional.

If a caregiver misses an orientation because he/she must care for a disabled child or adult whose services are interrupted, you

(page-1212)Page 1213#

COMBINED MANUAL

ISSUE DATE 12/2014

MFIP GOOD CAUSE--CHILD CARE

0028.18.02

MFIP, DWP: Caregivers may claim good cause for demonstrated inability to obtain needed child care. The Department of Human Services has developed the terms below to use in determining good cause for failure to comply with MFIP orientation and MFIP Employment Services (MFIP-ES) requirements due to inability to obtain needed child care.

Do not impose a sanction if you and/or the Employment Services Provider (ESP) determine that a participant has good cause for not complying with a program requirement because appropriate child care is not available. See 0028.18 (Good Cause for Non- Compliance--MFIP/DWP).

● Appropriate child care means:

- The provider of care is a licensed or legal non-licensed provider according to state standards.

- The provider of care is able to meet a demonstrated need for language-specific care.

- The care is appropriate to the child’s age and special needs. Special needs means a child who has a hearing impairment, visual disability, speech or language impairment, physical disability, other health impairment, mental disability, emotional/behavioral disorder, specific learning disability, autism, traumatic brain injury, multiple disabilities, or deaf/blind disability and needs special instruction and services as determined by the Department of Education. Counties should also accommodate demonstrated needs for culturally-specific services as resources allow.

● Reasonable distance means that the total commuting time to the child care provider and to work does not exceed 2 hours round trip.

● Unsuitability of informal care means that the provider does not meet standards regarding health and safety of the child that would be applied to legal, non-licensed providers.

● Affordable child care arrangements means the provider does not charge in excess of the maximum amount the county is allowed to pay, as established in a rate schedule set each year.

SNAP, MSA, GA, GRH: No provisions.

(page-1214)Page 1215#

COMBINED MANUAL

ISSUE DATE 10/2016

SUITABLE/UNSUITABLE WORK

0028.18.03

MFIP, DWP: Work is unsuitable when:

● The hourly gross wages are less than the federal or state minimum wage for that type of employment, whichever applies. See minimum wage figures in Temp Manual TE12.05 (Minimum Wage).

● The work is not within the client's physical and mental capacity.

● The work does not meet health and safety standards established by the Occupational Safety and Health Administration (OSHA) and the Minnesota Department of Employment and Economic Development.

● There is discrimination at the work site on the basis of age, sex, race, creed, marital status, status with regard to public assistance, disability, religion, or place of national origin.

SNAP: Participants must accept any bona fide offer of suitable employment, and must not quit suitable employment without good cause. Work is unsuitable when:

● The work is temporary day labor.

● The wages are less than the highest of:

- The applicable federal or state minimum wage. See the minimum wage figures in TEMP Manual TE12.05 (Minimum Wage).

- 80% of the federal minimum wage if neither the federal or state minimum wage applies.

- The work is offered on a piece-rate basis and hourly yield is likely to be less than the applicable minimum wage listed above.

● The person is required to do any of the following as a condition of employment:

- Join a union.

- Resign from a union.

- Refrain from joining a labor organization.

● The work offered is at a site undergoing a strike or lockout. (Consider work offered at a site undergoing a strike or lockout as suitable if the court issues an injunction under Section 10 of the Railway Labor Act or the strike has been enjoined under the Taft-Hartley Act.).

● The degree of risk to health and safety is unreasonable when compared to federal, state, and local health and safety regulations.

● The person is physically or mentally unfit to perform the work as documented by medical evidence or by other reliable information.

● The work offered within the 1st 30 days of registration is not in the person's major field of experience. After 30 days, a job need not be in the major field of experience.

● The round trip commuting time from the person's residence to the place of work is more than 2 hours by available means of transportation.

● The working hours or nature of the work interfere with the person's religious observances, convictions, or beliefs.

(page-1220)Page 1221#

COMBINED MANUAL

ISSUE DATE 08/2020

SANCTIONS FOR FAILURE TO COMPLY - CASH

0028.30

MFIP: For information on child support sanctions when the participant is not also sanctioned for another reason, see 0012.24 (Child Support Sanctions). For information on drug felony sanctions, see 0011.27.03 (Drug Felons). For information on post 60-month sanctions, see 0028.30.04 (Post 60-Month Empl. Services Sanctions). For information on MFIP sanctions for refusing or terminating suitable employment, see 0028.30.09 (Refusing or Terminating Employment). Also see 0028.18 (Good Cause for Non-Compliance--MFIP/DWP), 0028.30.12 (Sanction Notice for Minor Caregiver).

UNLESS THERE IS GOOD CAUSE, consider a participant out of compliance with the requirements of MFIP Employment Services if they fail to:

● Attend a financial orientation.

OR ● Attend the overview.

OR ● Conduct the required job search.

OR ● Cooperate in the development of an Employment Plan.

OR ● Comply with or make satisfactory progress in the activities specified in the Employment Plan. The Employment Plan must clearly specify the criteria for satisfactory progress.

OR ● Accept or terminates suitable employment.

OR ● Meet school attendance requirements.

Do not sanction a Family Stabilization Services (FSS) participant unless all FSS pre-sanction provisions have been met. See Employment Services Manual Appendix H (FSS Sanction Guidance).

Do not impose a sanction when the participant comes into compliance BEFORE the effective date of the sanction for failure to:

● Attend financial orientation.

OR ● Comply with child support requirements. See 0012.24 (Child Support Sanctions).

Do NOT continue a sanction that was imposed in a previous state. Sanctions do not follow from state to state.

In addition, apply the process below for any EMPLOYMENT-RELATED sanction:

1. The job counselor must send participants the MFIP Notice of Intent to Sanction (DHS-3175) (PDF) and tell them they may request a conciliation conference. Your agency’s Employment Services Provider (ESP) must conduct the conference within 5 days of the request. Participants may request a fair hearing when they get a Notice of Intent to Sanction without exercising the option of a conciliation conference.

2. If a participant does not request a conciliation conference within 10 calendar days of the mailing of the Notice of Intent to Sanction, the job counselor will send a DWP/MFIP Status Update Form (DHS-3165) (PDF). When you get the Status Update Form, send the caregiver a Notice of Adverse Action (NOAA).

3. Apply the sanction to the grant for the 1st possible month after the determination of non-compliance, following 10-day notice requirements. Notify the job counselor of the effective date of sanction.

4. The caregiver may request a fair hearing upon getting the NOAA. See 0027 (Appeals). If the caregiver files an appeal within 10 days after the date of the NOAA, follow the provisions of 0027.15 (Continuation of Benefits).

(page-1221)Page 1222#

COMBINED MANUAL

ISSUE DATE 08/2020

SANCTIONS FOR FAILURE TO COMPLY - CASH

0028.30

5. Lift the sanction in the month after the month the caregiver complies with the MFIP-ES requirement provided the grant reduction has been in effect for a minimum of 1 month. The job counselor will send you a Status Update Form to tell you to remove the sanction. If the grant was vendor paid as a result of the sanction, continue vendor payment for 6 months after the month in which the participant returns to compliance.

Do not impose a sanction when a participant complies with MFIP-ES requirements ON OR BEFORE 10 days prior to the effective date of the sanction.

Participants may cure an MFIP-ES sanction by complying with the MFIP-ES requirements as outlined below:

FOR THE 1ST OCCURRENCE OF NON-COMPLIANCE

The sanction can be cured ON OR BEFORE 10 days prior to the EFFECTIVE date of the sanction. When a sanction has been imposed, it must be in effect for a minimum of 1 month and you may remove it in the month after the month the participant comes into compliance.

FOR THE 2ND OCCURRENCE OF NON-COMPLIANCE

The sanction can be cured ON OR BEFORE 10 days prior to the effective date of the sanction. When the participant comes into compliance AFTER the 10-day cure time period has passed, remove the sanction the month after the month the participant comes into compliance.

3RD THROUGH 6TH OCCURRENCES OF NON-COMPLIANCE

When the 30% sanction has been imposed for 1 month, ALL subsequent consecutive months in which a 10-day notice is not required may be cured up to the day prior to the effective date of the sanction. When subsequent months are not consecutive, a notice of adverse action is sent out and the sanction must be cured ON OR BEFORE 10 days prior to the EFFECTIVE date of the sanction.

7TH OCCURRENCE OF NON-COMPLIANCE (100% SANCTION - MONTH OF CLOSURE)

The sanction can be cured ON OR BEFORE 10 days prior to the EFFECTIVE date of the sanction (case closure) unless good cause is granted or pre-employment activities are found to exist.

For a relative caregiver case, in which the eligible relative caregiver has opted to be included in the MFIP grant, and the caregiver has reached the 7th occurrence sanction limit, MFIP should remain open for the relative care child. For MAXIS instructions, see POLI/TEMP TE17.13 (7th Occurrence Sanction - Relative Caregiver).

Also, see TE20.07 (Reapply After 7th Occur. Sanction Examples) for a list of case examples with information on regaining eligibility after a 7th occurrence of non-compliance (100% sanction case closure).

When a case has been closed, and you then reinstate or reopen it, apply the following procedures:

CLOSED FOR LESS THAN A CALENDAR MONTH

If the sanction was already in effect prior to closing, the sanction remains in place.

If the notice of adverse action was sent to the client prior to the case closing, impose the sanction immediately.

If the notice was not sent prior to closing, send the notice when the case opens. Impose the sanction for the 1st of the month for

(page-1222)Page 1223#

COMBINED MANUAL

ISSUE DATE 08/2020

SANCTIONS FOR FAILURE TO COMPLY - CASH

0028.30

which you are able to give 10 days notice.

CLOSED FOR MORE THAN A CALENDAR MONTH DUE TO NON COMPLIANCE WITH EMPLOYMENT SERVICES WITH A NEW APPLICATION AND PROSPECTIVE BUDGETING

The client must demonstrate compliance with ES requirements for up to 1 month or be granted good cause before reopening the case. Reopen the case from the date of compliance or begin date of good cause. If you approve a new application and the client again fails to cooperate, send the appropriate notices.

CLOSED FOR MORE THAN A CALENDAR MONTH FOR REASONS OTHER THAN NON COOPERATION WITH EMPLOYMENT SERVICES WITH A NEW APPLICATION AND PROSPECTIVE BUDGETING

The client has a new opportunity to comply with Employment Services. Do not reduce benefits based on previous ES sanctions. If you approve the new application and the client again fails to cooperate, send the appropriate notices.

For information on type and length of MFIP sanctions depending on case circumstances, 1st or subsequent occurrence of non compliance, and dual sanctions, see 0028.30.03 (Pre 60 Month Type/Length of ES Sanctions).

DWP: Disqualify any family unit that includes a participant who fails to comply with DWP Employment Services or Child Support Enforcement requirements, without good cause. See 0028.18 (Good Cause for Non-Compliance--MFIP/DWP). Provide written notice and appeal provisions to the participant prior to disqualifying the family unit. See 0026 (Notices). The disqualification does not apply to SNAP or health care benefits.

A participant who has been disqualified from DWP due to non-compliance with Employment Services may regain eligibility by complying with program requirements. A participant who has been disqualified from DWP due to noncooperation with Child Support may regain eligibility by complying with Child Support requirements. Once a participant has been reinstated, issue prorated benefits for the remaining portion of the month. In a 2-parent family, both parents must be in compliance before the family unit can regain eligibility for benefits.

A family unit that has been disqualified from DWP due to non-compliance is not eligible for MFIP or any other TANF cash program during the period of time the participant remains non-compliant for up to the remainder of the 4-month DWP period. The disqualification for a DWP unit closed due to non-cooperation does not carry over to MFIP.

For child care program eligibility policy during a DWP disqualification, see the Child Care Assistance Program Policy Manual.

NOTE: DWP does NOT include a minimum length of time a case must be closed due to non-compliance.

To regain DWP eligibility after an initial disqualification, a participant must comply with the terms of her or his EP. Since DWP is a short-term program, it is important that participants do not remain disqualified for an extended period of time. The county and ES provider should work to re-engage the disqualified participant in Employment Services as soon as possible.

If a participant fails to comply with his or her EP a 2nd time and becomes disqualified again, the county should again review the EP and redetermine what it will take for the participant to regain eligibility. This 2nd determination may differ from the previous determination, which was driven by the desire to have the participant re-engage in DWP Employment Services as quickly as possible. For example, with the 1st disqualification, a county may simply require the participant to start attending job search again to regain eligibility for DWP. However, when the participant is disqualified a 2nd time for failing to attend job search sessions, the county may decide that the participant must make up all of the missed days or job search workshops before regaining eligibility.

Compliance expectations should be reasonable and support the program goal of engaging people in work and improving family stability within the 4-month program. Counties should develop guidance for Employment Services providers to ensure that all participants are treated equitably but must not require closure for a set period of time.

A participant remains disqualified from DWP until the participant complies with all program requirements. There is no minimum or

(page-1224)Page 1225#

COMBINED MANUAL

ISSUE DATE 12/2018

PRE 60-MONTH TYPE/LENGTH OF ES SANCTIONS

0028.30.03

For information on whether or not to sanction clients, see 0028.30 (Sanctions for Failure to Comply - Cash). For information on sanctions for refusing or terminating suitable employment, see 0028.18.03 (Suitable/Unsuitable Work), 0028.30.09 (Refusing or Terminating Employment).

MFIP: This section applies to participants who have not reached their 60-month lifetime limit as specified in 0011.30 (60-Month Lifetime Limit) and to all participants who meet eligibility for Family Stabilization Services, regardless whether the case is pre or post 60- month. For information on participants who have reached their 60-month lifetime limit and qualify for a hardship extension, see 0011.33 (MFIP Hardship Extensions). For sanction information, see 0028.30 (Sanctions for Failure to Comply - Cash), 0028.30.04 (Post 60-Month Empl. Services Sanctions).

Effective 7-1-03, sanctions count towards closure of the MFIP case. A participant will have his or her case closed at the 7th occurrence of non-compliance. The count toward closure does NOT start over, even if the participant goes off assistance, comes into compliance, and remains in compliance. Use the STAT/SANC panel to track occurrences of non-compliance.

Each month that a participant fails to comply with a requirement is considered a separate occurrence of non-compliance. If both participants in a 2-parent assistance unit are out of compliance at the same time, it is considered 1 occurrence of noncompliance.

FOR THE 1ST OCCURRENCE (10%) OF NON-COMPLIANCE: by a participant(s) in an assistance unit, reduce the assistance unit's grant by 10% of the MFIP standard of need for an assistance unit of the same size with the residual grant paid to the participant. The reduction in the grant amount must be in effect for a minimum of 1 month. Remove the reduction in the month following the month that the participant(s) returns to compliance.

FOR THE 2ND - 6TH OCCURRENCE (30%) OF NON-COMPLIANCE: Vendor pay the shelter costs up to the amount of the cash portion of the grant. At county option, you may vendor pay utilities up to the amount of the cash portion of the grant. Vendor payment rules apply beginning with the 2nd occurrence of child support sanctions. Non-compliance with child support also counts toward the 7 occurrences and may lead to a 100% sanction. See 0012.24 (Child Support Sanctions), 0024.09 (Protective and Vendor Payments) for procedures to use when the information necessary to vendor pay is not on file and the vendor refuses to accept partial payment.

The residual amount of the cash grant after vendor payment, if any, and the food portion must be reduced by an amount equal to 30% of the Transitional Standard for the family’s size.

The reduction in the grant must be in effect for a minimum of 1 month and must be removed the month after the month the participant returns to compliance. In a 2-parent household, remove the grant reduction in the month following the month both participants return to compliance.

Continue to vendor pay the shelter (and utilities, if applicable) for 6 months after the month in which the participant(s) return to compliance.

NOTE: If the participant comes into compliance between occurrences and the next occurrence results in a change in benefit amount, issue a notice of adverse action. Participants must comply on or before 10 days prior to the effective date of the sanction in order to cure the sanction.

FOR THE 7TH OCCURRENCE OF NON-COMPLIANCE: Close the MFIP case (100% sanction). Closure under pre 60-month sanction policy is NOT permanent. The case must be closed for 1 full month but can be reopened after 1 month if the participant demonstrates compliance for up to 1 month. For MAXIS instructions, see TEMP Manual TE02.05.97 (MFIP Re-Appl After 7th/More Non-Compliance).

The Employment Services Provider must attempt a face-to-face meeting prior to case closure. Review the participant’s case file to determine if:

● The continued non-compliance can be explained by providing a needed pre-employment activity. This includes activities such

(page-1225)Page 1226#

COMBINED MANUAL

ISSUE DATE 12/2018

PRE 60-MONTH TYPE/LENGTH OF ES SANCTIONS

0028.30.03

as volunteer work, literacy programs and related activities, citizenship and English as a Second Language classes, or chemical dependency treatment, mental health services, parenting education, or other programs designed to help families reach their employment goals and enhance their ability to care for their children.

OR ● The participant qualifies for good cause.

If the lack of an identified activity can explain the non-compliance, the provider must work with the participant to provide the activity. Also, the county must restore the participant’s grant amount to the full amount retroactive to the 1st day in which the participant was found to lack pre-employment activities or to qualify for a good cause exception. If the participant’s grant is restored, remove the vendor payment of shelter (and utilities), if applicable.

A 2-parent assistance unit gets a total of 6 occurrences before closure. For example: if Mom has 3 occurrences and Dad has 3, the next (7th) occurrence results in case closure. However, if both parents in a 2-parent assistance unit are out of compliance during the same month, it counts as 1 occurrence.

Closure for non-compliance does NOT make the participant ineligible for SNAP, if otherwise eligible. Determine eligibility for SNAP at the time of closure. Case closure also does not affect health care eligibility.

If a case that has been closed for non-compliance is reopened and has another occurrence of non-compliance, vendor pay the shelter costs up to the amount of the cash portion of the grant. At county option, you may vendor pay utilities up to the amount of the cash portion of the grant. Reduce the residual amount of the cash grant after vendor payment, if any, and the food portion by an amount equal to 30% of the Transitional Standard for the family’s size. A subsequent occurrence of non-compliance for a case reopened after closure for non-compliance will result in case closure.

FOR DUAL SANCTIONING: Impose sanctions as follows for participants who refuse to comply with child support requirements AND have a concurrent sanction for failure to attend orientation or to develop or to comply with their Employment Plan:

● If the child support non-compliance and other program non-compliance occur in the SAME month, reduce the Transitional Standard and MFIP food portion by 30% for the 1st month, then vendor pay shelter costs (and utilities, if applicable) for the 2nd month.

● The participant remains subject to vendor payments and 30% sanction until BOTH issues of non-compliance have been resolved.

DWP, MSA, GA, GRH: No provisions.

SNAP: See 0028.30.06 (Type/Length of SNAP E&T Sanctions).

(page-1226)Page 1227#

COMBINED MANUAL

ISSUE DATE 01/2015

POST 60-MONTH EMPL. SERVICES SANCTIONS

0028.30.04

MFIP: This section ONLY applies to participants who have been granted a hardship extension under the employed extension criteria. See the 60-month lifetime limit requirements as specified in 0011.30 (60-Month Lifetime Limit).

Participants extended under all other extension categories qualify for Family Stabilization Services (FSS) and should be sanctioned under the pre 60-month sanction policy.

The sanction provisions in this section apply only to non-compliance with ES requirements. Count ES sanction occurrences by case for purposes of determining when an MFIP unit is permanently disqualified.

For information on child support sanctions, see 0012.24 (Child Support Sanctions). Sanction policy for non-compliance with child support for extended households follows pre 60-month policy.

For information on Employment Services (ES) sanctions for pre 60-month time limit participants, see 0028.30 (Sanctions for Failure to Comply - Cash), 0028.30.03 (Pre 60-Month Type/Length of ES Sanctions).

For information on sanctions for refusing or terminating suitable employment, see 0028.18.03 (Suitable/Unsuitable Work), 0028.30.09 (Refusing or Terminating Employment).

Participants who are determined to be out of compliance may claim good cause for not complying as outlined in 0028.18 (Good Cause for Non-Compliance--MFIP/DWP).

Post 60-month sanctions differ from action taken during the 1st 60 months because the non-compliance may result in permanent closure of MFIP.

SANCTION SEQUENCE

The sanction policy below applies ONLY in the following situations. If:

● A 1-parent assistance unit receiving MFIP under the employed/employed limited hours extension criteria is not cooperating with ES requirements.

OR

● A 2-parent assistance unit receiving MFIP when BOTH parents are extended under the employed/employed limited hours extension criteria and at least 1 parent is not cooperating with ES requirements.

FOR THE 1ST OCCURRENCE OF NON-COMPLIANCE: The sanction is a 10% grant reduction of the Transitional Standard. Participants can cure the sanction by complying on or before 10 days prior to the effective date of the sanction.

FOR THE 2ND OCCURRENCE OF NON-COMPLIANCE: The sanction is a 30% grant reduction of the Transitional Standard after the vendor payment of rent (and utilities, at county option). In addition, case review provisions (face-to-face meeting with participant) are required. Participants can cure the sanction by complying on or before 10 days prior to the effective date of the sanction.

FOR THE 3RD OCCURRENCE OF NON-COMPLIANCE: The sanction is a 30% grant reduction of the Transitional Standard plus vendor payment of rent (and utilities, at county option). In addition, case review provisions (face-to-face meeting with participant) are required. Participants can cure the sanction by complying before the effective date of the sanction unless there are months of compliance between occurrences. See NOTE below.

FOR THE 4TH OCCURRENCE OF NON-COMPLIANCE: The unit is disqualified from MFIP. Participants can cure the sanction by complying 10 days prior to the effective date of the sanction.

NOTE: If the participant comes into compliance between occurrences and the next occurrence results in a change in benefit

(page-1227)Page 1228#

COMBINED MANUAL

ISSUE DATE 01/2015

POST 60-MONTH EMPL. SERVICES SANCTIONS

0028.30.04

amount, issue a notice of adverse action. Participants must comply on or before 10 days prior to the effective date of the sanction in order to cure the sanction.

DISQUALIFICATION UNDER EXTENSION SANCTION PROVISIONS

Participants who are disqualified (MFIP is closed) under the 4th occurrence of post 60-month sanction policy above may be determined eligible for assistance 1 additional time before being permanently disqualified from MFIP. In order to be reopened, the participant(s) must demonstrate compliance with ES requirements for up to 1 month before the MFIP case can be reopened or meet criteria for another extension category. If the participant(s) demonstrates compliance with ES, the effective date of eligibility must not be prior to the date of cooperation.

When the MFIP case is reopened, the participants must remain in compliance. If the participant is out of compliance, send a Notice of Intent to Sanction (NOITS). If the participant does not respond within 10 days, or does not follow through with steps necessary to comply as listed on the NOITS, the following sanctions apply:

FOR THE 5TH OCCURRENCE OF NON-COMPLIANCE: The sanction is 10% grant reduction of the Transitional Standard. Participants can cure the sanction by complying on or before 10 days prior to the effective date of the sanction.

FOR THE 6TH OCCURRENCE OF NON-COMPLIANCE: The sanction is permanent disqualification of the case (close the entire MFIP unit). There is no 30% sanction step. Participants can cure the sanction by complying on or before 10 days prior to the effective date of the sanction.

NOTE: Before disqualifying a participant, the county must review the participant’s case to determine if the Employment Plan is still appropriate and must make a good faith effort to meet with the participant face-to-face. If the participant does not comply, the county agency must send a notice of adverse action informing the participant that the MFIP case will be permanently closed.

During the face-to-face meeting, the county agency must:

● Determine whether the continued non-compliance can be explained and mitigated by providing a pre-employment activity.

● Determine whether the participant qualifies for a good cause exception.

● Inform participants of the Family Violence Waiver criteria and make a referral if appropriate.

● Inform participants of the sanction status and explain the consequences of continuing non-compliance.

● Identify other resources that may be available to the participant to meet the needs of the family.

● Inform the participant of the right to appeal.

DWP, SNAP, MSA, GA, GRH: No provisions.

(page-1234)Page 1235#

COMBINED MANUAL

ISSUE DATE 12/2014

SANCTION NOTICE FOR MINOR CAREGIVER

0028.30.12

MFIP: Send an MFIP Notice of Intent to Sanction (DHS-3175) (PDF) to a minor caregiver who is out of compliance with MFIP Employment Services (MFIP-ES) or education requirements. See 0012.06 (Requirements for Caregivers Under 20), 0028.12 (Education Requirements). MFIP-ES staff usually send the Notice of Intent to Sanction. However, in the case of a minor caregiver whose plan to attend school is developed by a social worker, your agency must decide who will send the Notice and make the determination of compliance or non-compliance. If the caregiver takes no action within the required time frame (at least 10 days from the mailing of the notice), the designated county person will notify you of the lack of action via the DWP/MFIP Status Update Form (DHS-3165) (PDF). At that time, send a Notice of Adverse Action (NOAA) or apply the appropriate sanction if a NOAA is not required.

The Notice of Intent to Sanction does the following:

● Specifies requirements not complied with.

● Informs that a sanction will be imposed unless action is taken within the specified time frame (at least 10 days from the mailing of the notice of intent).

● Informs that good cause reasons for not complying should be reported to the job counselor.

● Provides information about the option to request a conciliation conference and a fair hearing.

● States that continuing non-compliance could result in additional sanctions including case closure.

A caregiver has at least 10 calendar days from the mailing of the notice to come into compliance or request a conciliation conference. A caregiver may request a fair hearing upon receipt of the Notice of Intent to Sanction without exercising the conciliation option. If no action is taken within the specified time frame (at least 10 days), you will receive a Status Update form. You must then send a MAXIS Notice of Adverse Action when required.

When a minor caregiver who is not involved with a job counselor requests a conciliation conference, the social worker who developed the education plan may conduct the conference. See CONCILIATION CONFERENCE in 0002.13 (Glossary: Conciliation...). If you receive a timely request, the conference must be conducted within 5 days of the request. A supervisor or designee must review the outcome of the conference. If conciliation resolves the non-compliance, withdraw the sanction notice. The Status Update form is used to notify you to impose or postpone a sanction or that the sanction is cured.

DWP: Follow MFIP. Notify the caregiver that non-cooperation results in disqualification.

SNAP, MSA, GA, GRH: No provisions.

(page-1236)Page 1237#

COMBINED MANUAL

ISSUE DATE 10/2019

EMPLOYMENT SERVICES/SNAP E&T NOTICE REQUIREMENTS

0028.33

MFIP: County agencies have considerable flexibility to design a referral process for MFIP Employment Services (MFIP-ES).

Give or send the Notice of Requirement to Attend MFIP Overview (DHS-2929) (PDF) to clients required to attend the MFIP overview. The Notice of Requirement to Attend MFIP Overview (DHS-2929) (PDF) explains the requirement to attend the overview, the consequences for failure to attend, and appeal information.

Job counselors will explain the additional rights and responsibilities of participating in MFIP-ES, and will distribute the Employment Services - Responsibilities, Rights and Consent (DHS-3172) (PDF) to clients when they attend the overview.

DWP: County agencies have considerable flexibility to design a referral process for DWP Employment Services.

Within 1 working day of determination that the applicant is eligible for DWP, but before benefits are issued to or on behalf of the family unit, refer all caregivers to Employment Services. The referral must be in writing and must contain ALL the following information:

● Notification that applicants are required to develop an Employment Plan as part of the application process or the DWP application will be denied.

● The Employment Services Provider name and phone number.

● The immediate availability of supportive services, including, but not limited to, child care, transportation, and other work- related aid.

● The rights, responsibilities, and obligations of participants in the program, including, but not limited to, the grounds for good cause, the consequences of refusing or failing to participate fully with program requirements, and the appeal process.

SNAP: Minnesota operates a voluntary Employment and Training (E&T) program. SNAP recipients can choose whether or not to seek employment and training services such as free training, supportive services, transportation assistance and other job related necessities. Encourage recipients to make use of employment and training services. The services can help participants meet work requirements in order to earn additional months of SNAP benefits and also improve their employment prospects and wage potential. The goal is to assist recipients in obtaining a livable wage, leading toward self-sufficiency.

An automatic referral from MAXIS will refer time-limited adults subject to work requirements to SNAP Employment and Training when SNAP eligibility is determined or when the recipient’s exemption from the time limit ends.

When the SNAP recipient states that he/she wishes to volunteer, add a worker comment to the MAXIS/Workforce One (WF1) referral stating the recipient is volunteering.

MSA, GA, GRH: No provisions.

(page-1256)Page 1257#

COMBINED MANUAL

ISSUE DATE 01/2020

SUPPLEMENTAL SECURITY INCOME PROGRAM

0029.06.03

The Social Security Administration operates the Supplemental Security Income (SSI) program. This program provides monthly income to low income aged, blind, and disabled people. GA and RCA applicants who are aged, blind, or disabled must apply for SSI. MFIP participants who are disabled must apply for SSI. See 0012.12 (Applying for Other Benefits), 0012.12.06 (Special Services – Applying for Social Security), 0030.03 (Refugee Cash Assistance). SSI recipients may be eligible for MSA.

All SSI recipients have a basis of eligibility for MA but are not automatically eligible for benefits. SSI recipients who are age 18 or over or under age 18 and blind have a basis of eligibility for MSA. SSI recipients are not eligible for DWP, MFIP or GA. See 0013 (Basis of Eligibility).

SSI RESOURCE LIMITS

Individual $2,000

Couple $3,000

SSI FEDERAL BENEFIT RATES 2020

Individual Couple Federal Living Arrangement (FLA) A(Own home)

$783.00

$1,175.00

Federal Living Arrangement (FLA) B (Home of another)

$522.00

$783.34

Federal Living Arrangement (FLA) D (Living in medical facility) $30.00

In some situations, Social Security will adjust benefits by using standard amounts based on the full Federal Benefit Rate (FBR). For 2020, these amounts are:

Individual Couple Value of 1/3 reduction (VTR):

$261.00

$391.66

Presumed maximum value (PMV) of in-kind support and maintenance (ISM)

$281.00

$425.66

Essential person increment

$392.00

Ineligible child allocation $392.00

Refer applicants/participants who want help applying for or retaining SSI to the Disability Hub MN, 1-866-333-2466. See 0012.12.06 (Special Services – Applying for Social Security).

Provide potentially eligible clients and clients who are referred to SSA with the SSA web site and toll-free telephone number. The toll-free number is 1-800-772-1213.

For information on Americans with Disabilities Act (ADA) resources, see the Employment Services Manual Appendix G (Resources for Americans with Disabilities (ADA).

(page-1262)Page 1263#

COMBINED MANUAL

ISSUE DATE 10/2019

FOSTER CARE

0029.06.12

Foster care is part of social services. It provides funding for the cost of care for eligible children and adults.

For more information on foster care, call the DHS Child Safety and Permanency Division at 651-431-4660.

MFIP, DWP: Trial Home Visit:

A court may order a trial home visit for a child who has been in foster care. The trial home visit is meant to be a transition to permanent reunification with the parent or guardian and for a significant amount of time, not to exceed 6 months. During the trial home visit, the foster care provider would not be receiving foster care payments on behalf of the child but could receive, on a short-term basis, a child welfare payment from the county to hold a bed for the child.

The county social service agency is not expected to provide financial assistance to the parent. Instead, the parent(s) is expected to be able to provide for the child’s needs in his/her home again.

During the trial home visit, the child is considered to be in foster care; the social services agency retains custody and provides case management services, but the child is not eligible for foster care maintenance payments. The parent(s) and child can receive MFIP or DWP, if otherwise eligible.

Child Placed with a Parent in Residential Substance Use Disorder Treatment Program:

A child is eligible for foster care maintenance payments for up to 12 months when placed with a parent who is receiving services in a licensed residential substance use disorder (SUD) treatment program. The placement authority may be either a voluntary placement agreement or court-ordered trial home visit.

While the child is co-located with a parent in an SUD program and receiving foster care maintenance payments, the child is not eligible for MFIP. The parent(s) can receive MFIP for their own needs, if otherwise eligible.

Also see 0011.21 (Receipt of Other Assistance).

SNAP: If Foster Care children/adults are part of the SNAP unit then the foster care income is counted. For information about foster care and SNAP eligibility, see 0014.03.06 (Determining the SNAP Unit), 0017.15.39 (Foster Care Payment Income).

MSA. GA. GRH: No provisions.

(page-1264)Page 1265#

COMBINED MANUAL

ISSUE DATE 11/2008

UNITED STATES REPATRIATION PROGRAM

029.06.21

The United States Repatriation Program provides temporary financial assistance for needy U.S. citizens and their dependents returning from a foreign country because of destitution, illness, war, invasion, or a similar crisis. Funds may be used for the costs of rent, security and utility deposits, essential clothing and personal items, etc. Other services may be made available upon individual or family needs. These services may include, but are not limited to, admission into a nursing home or hospital, moving into permanent housing, or foster care placement.

Repatriation assistance is provided in the form of a loan and must be repaid to the U.S. government by the repatriates. The applicant must sign a repayment agreement at the time of arrival. This agreement serves as the application for repatriation assistance. There is no other formal application. Assistance furnished by county agencies through the Repatriation Program is limited to 90 days from the date of arrival in the United States

PROCESSING THE RETURN TO MINNESOTA

After the U.S. Department of State has certified that a citizen or a dependent of a citizen is eligible for the Repatriation Program, the State Department or its contractor will contact the Resettlement Program Office of the Minnesota Department of Human Services (DHS) to arrange for their return. During this period DHS works in conjunction with the county contact person for the arrival and placement of the repatriate(s). Arrangements include:

● Verifying their previous residence in Minnesota.

● Contacting relatives of the repatriate.

● Understanding their general physical condition and needs.

● Tentative travel schedules and details regarding airport reception.

PROCESSING REPATRIATION ASSISTANCE

For the 1st 30 days, there is a 1-time payment of up to $560 per person, depending on need. For the subsequent 60 days, the assistance provided would be based on the need standard used for MFIP. Funds are provided for no more than 30 days at a time (for example, 1 payment each month for up to 3 months). The final assistance payment must be prorated for a period of less than 30 days to ensure that the assistance does not exceed the 90-day limit. Assistance is not provided retroactively.

Advise the repatriates of their potential eligibility and their right to apply for cash or medical assistance programs or for food support at the time they arrive and when they apply for the Repatriation Program. If they are eligible for MFIP or other cash assistance (for example, SSI, GA, VA), they should be approved for those benefits whenever possible. Repatriation assistance may be used to cover expenses before they receive their 1st benefit payment.

Repatriation assistance is NOT considered income for cash and food support programs.

COUNTY CONTACTS

Each county must designate a contact person who is responsible for coordinating assistance to repatriates and acting as liaison between the county, the Department of Human Services, and federal agencies. The name of the county contact person must be provided to the Department of Human Services. The contact person may be required to provide services after normal work hours.

FEDERAL REIMBURSEMENT PROCESS

County agencies are to use county funds to provide assistance through the Repatriation Program. Assistance provided by the county through the Repatriation Program is 100% reimbursable by the federal government for direct assistance and administrative costs. Counties must complete Form SSA-3935 (Expenditure Statement and Claim for Reimbursement) and provide documentation of all costs when requesting federal reimbursement.

(page-1268)Page 1269#

COMBINED MANUAL

ISSUE DATE 10/2019

TRIBAL TANF - MILLE LACS BAND OF OJIBWE

0029.06.24.03

The Mille Lacs Band of Ojibwe Indians chose to operate a Tribal TANF program beginning 1-1-99. The Band’s program requires that there be at least 1 adult on the grant and that adult must be an enrolled member of the Mille Lacs Band of Ojibwe Indians or a 1st generation descendent. The Band has designated a 6-county service area covering Aitkin, Benton, Crow Wing, Mille Lacs, Morrison, and Pine counties.

The Band expanded the Tribal TANF program effective April 1, 2005, to enrolled members of the Minnesota Chippewa Tribe (Leech Lake, White Earth, Bois Forte, Grand Portage, Fond du Lac, and Mille Lacs) residing in Hennepin, Ramsey or Anoka counties. Members of the Minnesota Chippewa Tribe (MCT) living in Hennepin, Ramsey or Anoka counties have the option to receive either MFIP through the county or Tribal TANF administered by staff of the Mille Lacs Band. To participate in the Tribal TANF program there must be at least 1 active adult enrolled in MCT. Child-only cases must receive MFIP benefits through the county where the child resides.

● The Tribal TANF program DISREGARDS 75% of child support income for the cash portion of the Tribal program. However, COUNT the entire amount of child support the Tribal TANF unit receives toward the food portion of the grant.

● The cash portion of the Tribal TANF program DISREGARDS 100% of the gaming per capita payments received by an assistance unit participating in Tribal TANF. However, COUNT the entire amount of the gaming payments the unit receives toward determining the food benefits in the Tribal TANF program.

The Mille Lacs Band of Ojibwe Tribal TANF program is similar to the MFIP program, including grant amounts and benefit issuance methods. The Band uses MAXIS and is designated as “County 88”. EXCEPT for the initial transfer of existing eligible MFIP cases from the covered service area to the Band, handle case transfers into and out of the Tribal TANF program in the same manner as transfers from county to county. See 0008.06.21 (Change in County of Residence). Minnesota counties and agencies receiving transfers from Mille Lacs Tribal TANF must review and reapprove MFIP for the participants for the next eligible month under MFIP policy.

The general requirements of the Mille Lacs Band of Ojibwe Tribal TANF program are the same as the requirements of the MFIP program, EXCEPT as follows:

● The Mille Lacs Band of Ojibwe will determine eligibility for SNAP and health care for families receiving benefits under the Tribal TANF program. The Band under contract with DHS provides MFIP child care services to families receiving Tribal TANF and living in the counties of Aitkin, Benton, Crow Wing, Mille Lacs, Morrison, and Pine. Tribal TANF families living in Hennepin, Ramsey, and Anoka counties receive child care services through the county. All Tribal TANF families receive child support services through the counties. People who are applying for ONLY SNAP, health care, child care, or child support services must apply at their county of residence.

● In addition to the MFIP sanctions, the Band has some additional types of sanctions. If a Tribal TANF participant leaves the Tribal service area and wants to continue getting MFIP, the Band will remove all Tribal TANF sanctions before transferring the case.

● Even though participants must assign their rights and cooperate with child support requirements, the state may retain only the medical and child care support that is assigned. The state must release other forms of child support it collects to the participant.

● The Band does NOT count the $50 housing subsidy as income.

● The Tribal TANF program will conduct hearings for appeals related to cash issued or claimed under the Tribal TANF program. Appeals for SNAP, health care, or child support issues will be heard through regular appeals process. See 0027 (Appeals).

A family unit applying for or participating with Tribal TANF Mille Lacs Band of Ojibwe Indians is not eligible for DWP. See 0013.05 (DWP Bases of Eligibility).

For general information on the Mille Lacs Band of Ojibwe Tribal TANF program, see 0029.06.24 (Tribal TANF Programs).

(page-1270)Page 1271#

COMBINED MANUAL

ISSUE DATE 10/2019

TRIBAL TANF – RED LAKE BAND OF CHIPPEWA INDIANS

0029.06.24.06

The Red Lake Band of Chippewa Indians chose to operate a Tribal TANF program beginning 1-1-15. Implementation to transfer authority and responsibility to Red Lake Tribal TANF began 9-1-15. The Band’s program requires that there be at least 1 unit member who is a citizen of the Red Lake Band of Chippewa Indians or is enrolled or eligible to be enrolled with another federally- recognized Tribal Nation residing within the boundaries of Red Lake Nation.

In September 2018, the Red Lake Band of Chippewa expanded their service area to include Beltrami County. Red Lake Band of Chippewa serves TANF eligible “family units” within Beltrami County. Eligibility for assistance is to all families who meet the TANF eligibility guidelines and have a family member that is a Citizen of the Red Lake Band of Chippewa Indians or is either an American Indian enrolled or eligible to be enrolled with any federally-recognized Tribal Nation, except for members of the Leech Lake Nation and the Minnesota Chippewa Tribe.

The Band uses MAXIS and is designated as “County 94”. EXCEPT for the initial transfer of existing eligible MFIP cases from the covered service area to the Band, handle case transfers into and out of the Tribal TANF program in the same manner as transfers from county to county. See 0008.06.21 (Change in County of Residence). Minnesota counties and agencies receiving transfers from Red Lake Tribal TANF must review and reapprove MFIP for the participants for the next eligible month under MFIP policy.

In addition to the MFIP sanctions, the Band has some additional types of sanctions. If a Tribal TANF participant leaves the Tribal service area and wants to continue getting MFIP, the Band will remove all Tribal TANF sanctions before transferring the case.

People who are applying for ONLY SNAP, health care, child care, or child support services must apply at their county of residence.

A family unit applying for or participating with Tribal TANF Red Lake Band of Chippewa Indians is not eligible for DWP. See 0013.05 (DWP Bases of Eligibility).

For general information on the Tribal TANF program. See 0029.06.24 (Tribal TANF Programs).

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COMBINED MANUAL

ISSUE DATE 09/2019

TELEPHONE ASSISTANCE PROGRAMS

0029.09

Telephone companies are authorized to provide 2 federally-funded and 1 state-funded telephone service discount programs designed to promote universal service by providing low-income people with new telephone service installations and monthly telephone service discounts. The 3 programs are Lifeline, Telephone Assistance Plan (TAP) and Link-Up. These programs are administered and supervised by the Minnesota Public Utilities Commission of the Department of Commerce.

LIFELINE AND TELEPHONE ASSISTANCE PLAN (TAP) provide eligible subscribers with a monthly credit on the basic service portion of their telephone bill. The credit applies on the main home telephone number listed in the applicant's name. The credit amount may vary slightly by carrier. Subscribers may also receive free blocking of long distance calling on their telephone line. Additional benefits are available to persons living on Tribal Lands/reservations.

LINK-UP provides eligible subscribers with reduced connection charges for their basic home telephone service. This reduction is 50 percent of applicable charges or $30, whichever is less. Link-Up also provides for deferred payment of connection charges without interest. It does not cover the cost of wiring inside the home and is available to eligible subscribers only once per home address.

To be eligible for Lifeline, TAP, or Link-Up, telephone service must be in the client’s name and the client must participate in at least 1 of the following public assistance programs or have income at or below 135% of the federal poverty guidelines:

● Medicaid/Medical Assistance.

● SNAP.

● Minnesota Family Investment Program (MFIP).

● Supplemental Security Income (SSI).

● Federal Housing Assistance or Section 8 Assistance.

● Low Income Home Energy Assistance (LIHEAP).

● National School Lunch Program's free lunch program

Additional qualifying programs for persons living on a reservation:

● Bureau of Indian Affairs General Assistance.

● Tribally administered Temporary Assistance for Needy Families.

● Head Start (only those meeting its income qualifying standard).

● National School Lunch Program's free lunch program.

For more information about these programs or to apply, call the local telephone company or visit the Telephone Service Discount Programs web page.

In addition to the above programs, the Department of Commerce - Telecommunication Access Minnesota (DOC – TAM) administers the Telephone Equipment Distribution (TED) program. TED provides equipment for those who have hearing loss, speech, and/or mobility impairment that limits their use of a standard telephone. TED equipment is loaned out at no cost as a long-term loan. Available equipment includes Captel phones, light flashing ring signalers, TTYs, amplified telephones, loud ringers, hands free speakerphones and more. For more information about this program or to apply, call 1-800-657-3663 (Phone), 1-888-206-6555 (TTY), or visit the TED Program Home Page.

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COMBINED MANUAL

ISSUE DATE 11/2012

SOCIAL SERVICES

0029.15

In addition to income maintenance, each county social services agency provides social services.

Each county social services agency develops a biennial Community Social Services Act Plan, which describes the services which will be available to eligible county residents. Most social services provided by the county agencies are directed at achieving or maintaining one or more of the following goals:

● Economic self-support to prevent, reduce, or eliminate dependency.

● Self-sufficiency, including reduction or prevention of dependency.

● Prevent or remedy neglect, abuse, or exploitation of children and adults unable to protect their own interests.

● Preserve, rehabilitate, or reunite families.

● Prevent or reduce inappropriate institutional care by providing for community-based care, home-based care, or other forms of less intensive care.

● Secure referral or admission for institutional care when other forms of care are not appropriate, or provide services to people in institutions.

Services must be provided to the following groups of people:

● Families with children under age 18 who are experiencing child dependency, neglect, or abuse, and also pregnant minors, minor parents under the age of 18 and their children, and other minors.

● People, including minors, who are under the guardianship of the Commissioner of Human Services as dependent and neglected wards.

● Adults who are in need of protection.

● People age 60 and over who are experiencing difficulty living independently and are unable to provide for their own needs.

● Emotionally disturbed children, or chronically and acutely mentally ill people who are unable to provide for their own needs or to independently engage in ordinary community activities.

● People with developmental disabilities who are unable to provide for their own needs or to independently engage in ordinary community activities.

● People, including minors, who are dependent on drugs, intoxicated, and/or at risk of harm to themselves or others due to the ingestion of alcohol or other drugs.

● Parents who are in need of child care services in order to secure or retain employment or to obtain the training or education necessary to secure employment. See the Child Care Assistance Program Policy Manual.

● Minors involved in or at risk of involvement with criminal activity.

● Other groups of people who, in the judgment of the county board, are in need of social services.

Each county agency uses the Department of Human Services classification structure for social services, which is BRASS (Budgeting, Reporting and Accounting for Social Services). It provides the structure for standardizing and organizing the service categories used by the county agency for social services planning, budgeting, accounting, financial statements and audits, and for most fiscal and statistical reporting to the Department.

Social services which may be provided include:

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COMBINED MANUAL

ISSUE DATE 01/2015

SAFE AT HOME PROGRAM

0029.29

Safe At Home (SAH) Program is a Minnesota address confidentiality program that assists survivors of domestic violence, sexual assault, and stalking by providing a substitute address for people who move or are about to move to a new location unknown to their aggressors. The Minnesota Secretary of State’s office administers this program.

SAH provides a free confidential mail-forwarding service and optional absentee voter registration. SAH participants will share a common P.O. Box but each participant will be assigned a unique Lot number. When mail is received for a participant, the Secretary of State is required to forward the mail to the participant’s actual residence.

SAH participants who apply for or are receiving public assistance programs administered at the county agency are considered participants when they declare they are SAH participants or provide the county with their unique Lot number with PO Box 17370 assigned to them by the Secretary of State’s office. They are not required to provide the county with a Safe At Home Identification Card. Once the applicant or participant declares they are participating in the SAH program, determine eligibility following the SAH policy. SAH participants may use the PO Box address along with the unique Lot number assigned to them by the Secretary of State’s office as the address on the Combined Application Form (CAF) (DHS-5223) (PDF) and the Authorization for Release of Information About Residence and Shelter Expenses (DHS-2952) (PDF). Safe at Home participants can be confirmed by contacting the Safe at Home office and providing the full name and lot number, but this should only be done if there is inconsistent information.

SAH participants MUST also tell the county agency the county where they actually live. There may be a delay in the mail- forwarding process. Participants may not receive public assistance program notices when anticipated which may affect the ability of the participant to respond timely. County workers will need to make exceptions for these situations.

Case information for Safe At Home participants MUST be protected as PRIVILEGED data. For the definition of PRIVILEGED, see 0002.49 (Glossary: Permanent...). For information on coding MAXIS screens for Safe At Home participants, see TEMP Manual TE02.08.173 (How to PRIV a Case), TE02.13.74 (Safe At Home).

For more information about the Safe At Home Program, call 651-201-1399 or 1-866-723-3035 or TTY 1-800-627-3529 or 711.

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COMBINED MANUAL

ISSUE DATE 12/2016

THE MATCHING GRANT PROGRAM

0029.39

The Matching Grant (MG) program is a federal program funded through the Department of Health and Human Services Office of Refugee Resettlement (ORR) and administered by local resettlement agencies.

The MG program is focused on early self-sufficiency

The MG program is an alternative to cash assistance, supporting participants to attain self-sufficiency within 180 days (6 months) of arrival in the United States.

MG participants ARE NOT eligible to apply for cash assistance programs, and cannot receive MFIP, RCA , SSI or any other cash assistance while enrolled in MG.

MG participants ARE eligible to apply for other types of assistance, such as SNAP and Medical Assistance benefits.

Local resettlement agencies will assist participants to fill out the Combined Application Form (CAF) applying for FOOD only.

If MG participants apply for and receive other cash assistance, they become ineligible for MG, and lose all the additional support MG provides.

Only persons with the following non-citizen status are eligible for the MG program:

● Refugees.

● Iraqi and Afghani Special Immigrants (SIV’s).

● Asylees.

● Cuban and Haitian Entrants.

● Amerasians.

● Victims of Severe Forms of Trafficking.

Local resettlement agencies, under contract with their national Resettlement Agency Headquarters and ORR, administer and implement the MG program. Local resettlement agencies are not required to offer this program. Local resettlement agencies currently offering the MG program in Minnesota are:

● International Institute of Minnesota.

● Minnesota Council of Churches.

● Catholic Charities Winona Diocese.

The MG program design and implementation may vary by agency, but the following supports are provided to all MG participants for up to 6 months, or until the household becomes self-sufficient, whichever is earlier:

● Intensive employment supports.

● Case management supports.

● Financial supports, including: - Monthly cash allowance. - Housing and utility assistance. - Transportation assistance for work-related activity. - Assistance with employment-related expenses, such as work clothing or shoes.

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COMBINED MANUAL

ISSUE DATE 12/2016

REFUGEE ASSISTANCE PROGRAMS

0030

UNITED STATES REFUGEE ADMISSIONS PROGRAM

The United States Refugee Admissions Program (USRAP) is a federal humanitarian and protection program that provides for the resettlement of people who have been forced to flee their homeland and are unable to return because of a well-founded fear of persecution. Individuals are screened for eligibility for admission to the U.S. while overseas, in a process that involves screening by non-governmental organizations, interviews with U.S. immigration officers, verification of persecution claims, medical clearances, background checks, and extensive security clearances. These processes involve multiple federal agencies, including the Department of State, the Department of Homeland Security, the Department of Defense and the National Counterterrorism Center. For more information on refugee admissions in the U.S., see US Department of State, Bureau for Population, Refugees and Migration, Refugee Admissions.

The goals of the USRAP are:

● To provide a safe haven to people approved for refugee status who are not able to safely return to their home country or integrate into the country they fled to.

● To assist them to achieve economic self-sufficiency as quickly as possible after arrival to the U.S.

Persons with refugee status in the United States are eligible to apply for public benefits, are authorized to work upon arrival and have a path to citizenship.

INITIAL RECEPTION AND PLACEMENT SERVICES FOR REFUGEES

The U.S. Department of State’s Bureau for Population, Refugees and Migration (PRM) oversees supports and services for refugees during the Initial Reception and Placement period (R&P) - the first 30-90 days after refugee arrival to the U.S. PRM contracts with 9 national resettlement agencies to provide services to refugees arriving to the United States. Which state a person arriving with refugee status is placed in is based on several factors, including:

● If the refugee has family or close connections in a particular state.

● If the refugee has particular needs that are best matched with specific resources in a local community.

● The capacity of local resettlement agencies and communities.

Once a person or family with refugee status is allocated to a particular state, they are then assigned to a local resettlement agency affiliated with one of the 9 national agencies.

Local resettlement agencies provide initial R&P services to individuals and families arriving with refugee status, in coordination with local volunteers such as relatives, faith groups, and community members. For information about local resettlement agencies in Minnesota, see 0030.01 (Local Resettlement Agencies). For more information about the Reception and Placement Program, see US Department of State/ Bureau for Population, Refugees and Migration /The Reception and Placement Program.

People with refugee status in the US are not considered “Sponsored Immigrants” in the U.S. immigration system. Although volunteers or family members helping the family are sometimes referred to as “refugee sponsors,” they bear no financial obligation for persons arriving with refugee status. These family or friends assisting refugees are called U.S. Ties.

POST-RECEPTION AND PLACEMENT SERVICES FOR REFUGEES

The U.S. Department of Health and Human Services’ Office of Refugee Resettlement (ORR) oversees supports and services for refugees after the Initial Reception and Placement period. The MN Department of Human Services Resettlement Programs Office (RPO) manages these funds for MN. Resources are focused on refugee self-sufficiency and integration, and are time-limited, with priority on refugees who have been in the U.S less than 1 year.

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COMBINED MANUAL

ISSUE DATE 12/2017

LOCAL RESETTLEMENT AGENCIES

0030.01

INITIAL RECEPTION AND PLACEMENT SERVICES

Local resettlement agencies administer “Initial Reception and Placement Services” for persons arriving with refugee status in Minnesota. Through cooperative agreements with the U.S. Department of State and their affiliated national resettlement agency headquarters, local resettlement agencies are responsible to assist assigned persons with refugee status with basic needs and provide core services during the first 30-90 days after U.S. arrival. These services are often provided with support from local volunteers, relatives (called U.S.Ties) and church groups. Initial Reception and Placement core services include:

● Airport reception.

● Initial housing.

● Basic household furnishings and supplies.

● Initial food.

● Cultural orientation.

● Application for Social Security cards.

● Application for public benefits.

● School enrollment for children.

● English As a Second Language (ESL)/English Language Learning (ELL) and employment services enrollment for adults.

● Health screenings and connection to needed medical services.

● Connection to other specialized resources as needed.

● Disbursement of Initial Refugee Resettlement Funds.

INITIAL REFUGEE RESETTLEMENT FUNDS

The federal government provides local resettlement agencies with a one-time sum of $1,125 per person. These initial refugee resettlement funds help pay for some of a household’s basic needs, including initial housing, basic furnishings, initial food, and clothing. Persons with refugee status may receive part of these resources in cash, and part in payments made to third parties on their behalf. Local resettlement agencies may have varying models for distributing and leveraging the initial refugee resettlement funds, but all must fully disburse the funds within 90 days of a person’s arrival.

For the purposes of public benefits eligibility, initial refugee resettlement funds may NOT be counted toward income or assets for any program, whether received as cash or as vendored third party payments.

MATCHING GRANT PROGRAM FOR REFUGEES

Some local resettlement agencies may also offer a Matching Grant (MG) program for a limited number of people with refugee status. The MG program's goal is to help people with refugee status attain self-sufficiency within 6 months of arrival, without accessing to public cash assistance.

For more information about the Matching Grant program, see 0029.39 (The Matching Grant Program).

LOCAL RESETTLEMENT AGENCIES in RCA ADMINISTRATION

Local resettlement agencies participate in a contracted Public-Private Partnership (PPP) with DHS to administer the Refugee

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COMBINED MANUAL

ISSUE DATE 11/2019

REFUGEE CASH ASSISTANCE

0030.03

The Minnesota Department of Human Services provides Refugee Cash Assistance (RCA) to persons with eligible status who are ineligible for Supplemental Security Income (SSI) or MFIP for up to 8 months after arrival in the United States. Refugee Employment Services (RES) and Refugee Social Services (RSS) are available to assist eligible persons to attain self-sufficiency within this period of time. RCA participants may continue to receive Refugee Employment and Social Services after their RCA eligibility ends. For information about assistance programs for persons with refugee and other eligible status, see 0030 (Refugee Assistance Programs). For a list of funded RES and RSS providers in Minnesota, see the 2016-2017 Directory of Refugee Service Providers (PDF).

The 30-day state residency requirement does not apply to RCA applicants.

Only persons with the following status, as defined by the Immigration and Nationality Act (INA), are eligible for RCA:

● Admitted as refugees under section 207.

● Paroled as refugees or asylees under section 212(d)(5).

● Granted asylum under section 208.

● Cuban and Haitian entrants, in accordance with requirements in 45 CFR part 401.2.

NOTE: Cuban/Haitian entrants who are in Pending Removal Proceedings, who have not been granted parole, remain eligible for federal benefits and services, including RCA, as long as there is no final order of removal.

● Admitted as Amerasians under the Amerasian Homecoming Act.

● Trafficking victims who have been certified by the Office of Refugee Resettlement (ORR). People under age 18 who are trafficking victims are not required to be certified but are issued letters of confirmation by ORR. See TRAFFICKING VICTIMS in 0002.67 (Glossary: Thrifty...). Also see 0011.03.30 (Non-Citizens - Trafficking Victims).

To be eligible, applicants must also:

● Have been in the United States 8 months or less. Count the month they entered the country OR the month the U.S. Citizenship and Immigration Services (USCIS) granted eligible status, whichever is later, as month 1 of the 8-month eligibility time limit.

● Provide the name of their local resettlement agency and give eligibility workers consent to contact the local resettlement agency. For the definition of a local resettlement agency see 0002.37 (Glossary: Learning...). Also see 0030.01 (Local Resettlement Agencies) for a list of local resettlement agency.

● Have not voluntarily quit employment, or have refused an offer of suitable employment, without good cause, within 30 days prior to application.

● Register for and participate in Refugee Employment Services (RES) within 30 days of approval of RCA eligibility, unless exempt or have a good cause reason for failure to participate. See 0030.12.06 (RCA Employment Services Good Cause Claims). See 0030.12 (Refugee Employment Services) for information on employment referrals in locations where RES are not available.

NOTE: The WorkForce One (WF1) interface is not set-up for RCA electronic referrals to RES providers or ESPs. All communication must be done by paper. Refer all mandatory RCA ES participants using the Refugee Cash Assistance Program Employment Services Referral (DHS-3166R) (PDF). FAX the referral to the RES provider or other ESP.

● Not attend school full-time.

● Not be enrolled in the Matching Grant (MG) Program with the local resettlement agency. For more information about the Matching Grant Program, see 0029.39 (The Matching Grant Program).

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COMBINED MANUAL

ISSUE DATE 11/2017

PROCESSING RCA APPLICATIONS

0030.03.01

ALL RCA APPLICATIONS

● The date of RCA application is the date the signed CAF Page Number 1 is date-stamped or signed/dated as received by either a county worker or a RCA eligibility worker in a Public-Private-Partnership agency (PPP). This date is the date of application for cash and SNAP.

● Applicants do not need to provide a social security number to be eligible for RCA. Do not delay or deny RCA because the applicant does not have or has not received a social security number.

PPP ADMINISTERED RCA: Anoka, Carver, Dakota, Hennepin, Olmsted, Ramsey, Scott, and Washington Counties

APPLICATIONS FOR PRIMARY REFUGEE ARRIVALS

The Department of Human Services - Resettlement Programs Office (DHS-RPO) contracts with local resettlement agencies to administer the RCA program for the PPP counties.

New primary refugee arrivals into the state who reside in a PPP administered county must file their RCA applications with the local resettlement agency that processed their resettlement.

The PPP RCA eligibility worker at the local resettlement agency signs and dates the CAF Page Number 1 on behalf of the county agency.

It is the responsibility of the PPP RCA eligibility workers housed at local resettlement agencies to make all RCA eligibility determinations.

County workers in the PPP administered counties should not approve RCA eligibility (opening, closing or changing benefit levels).

Some primary refugee arrivals may not understand that they must file an application with the local resettlement agency that resettled them. If an RCA applicant submits application with the county, ask the applicant if they:

● Are a PRIMARY REFUGEE ARRIVAL: This means they arrived to Minnesota as their initial resettlement state through a local resettlement agency.

PRIMARY REFUGEE ARRIVAL includes people with the following statuses:

- Refugees. See REFUGEES in 0011.03.18 (Non-Citizens - People Fleeing Persecution).

- Amerasians. See AMERASIANS in 0011.03.18 (Non-Citizens - People Fleeing Persecution).

- Iraqi or Afghan Special Immigrant Visa (SIV) Holders. See IRAQI OR AFGHAN SPECIAL IMMIGRANTS in 0011.03.18 (Non-Citizens - People Fleeing Persecution).

If the applicant is a PRIMARY REFUGEE ARRIVAL, date-stamp the application and send the applicant to their local resettlement agency for RCA eligibility determination.

- For a list of local resettlement agencies, see 0030.01 (Local Resettlement Agencies).

- If the applicant is unsure which local resettlement agency they are connected to, follow the procedures listed below under OTHER ELIGIBLE POPULATIONS.

● Are a SECONDARY REFUGEE ARRIVAL: This means they arrived to another state as their initial resettlement state and then moved to Minnesota. If they are secondary refugee arrivals, follow the procedures listed below under OTHER ELIGIBLE POPULATIONS.

● Are an ASYLEE, CUBAN / HAITIAN ENTRANT, or VICTIM OF TRAFFICKING: If they have one of these RCA eligible

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COMBINED MANUAL

ISSUE DATE 11/2017

PROCESSING RCA APPLICATIONS

0030.03.01

statuses, follow the procedures listed below under OTHER ELIGIBLE POPULATIONS.

When an applicant files a CAF with a local resettlement agency and the application includes a request for Supplemental Nutrition Assistance Program (SNAP), the RCA eligibility worker must:

● Enter the CAF Page number 1 on the same day it is received at the local resettlement agency.

● Review for expedited SNAP eligibility (immediately FAX a copy of the CAF if applying for SNAP and the applicant appears to be eligible for expedited service).

● Immediately FAX the CAF Page number 1 to the county if the applicant requests SNAP.

● Conduct an RCA and SNAP intake interview.

● Obtain all verifications mandatory for RCA eligibility.

● Process the RCA eligibility.

● FAX a copy of the CAF and verifications to the county contact person to process the SNAP.

- The county is not required to conduct a second face-to-face intake interview for processing the SNAP.

- For information on requirements for processing expedited SNAP services, see 0004.06 (Emergencies - 1st Month Processing).

- The county maintains the SNAP case after processing the SNAP application.

● Provide RCA program and financial orientation.

● Review Combined Six-Month Reports (CSRs) for RCA cases also receiving SNAP and FAX copies of the CSR and attachments to the county agency. A participant will not be required to report to both the local resettlement agency and to the county agency when a change occurs. The RCA eligibility worker will immediately report any changes to the county via fax or by phone.

● Complete the 5-month RCA face-to-face review.

● Maintain the RCA case through the 8-month eligibility period.

APPLICATIONS FOR OTHER ELIGIBLE POPULATIONS (Secondary Refugee Arrivals, Asylees, Cuban/Haitian Entrants, and Victims of Trafficking)

In addition to PRIMARY REFUGEE ARRIVALS, persons with the following statuses are also eligible to apply for RCA:

● Secondary Refugee Arrivals. See SECONDARY REFUGEE in 0002.59 (Glossary: RSDI...).

● Asylees. See ASYLEE in 0011.03.18 (Non-Citizens - People Fleeing Persecution).

● Cuban/Haitian Entrants. See CUBAN/HAITIAN ENTRANTS in 0011.03.18 (Non-Citizens - People Fleeing Persecution).

● Victims of Trafficking. See 0011.03.30 (Non-Citizens – Trafficking Victims).

These eligible populations are NOT resettled through a local resettlement agency in Minnesota, and are likely to submit RCA application to the county agency rather than a local resettlement agency. Once the county agency determines an applicant may

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COMBINED MANUAL

ISSUE DATE 11/2017

PROCESSING RCA APPLICATIONS

0030.03.01

be eligible for RCA, the county must:

● Immediately process any requests for SNAP.

NOTE: Most RCA applicants may be eligible for expedited SNAP, see 0004.04 (Emergency Aid Eligibility - SNAP/Expedited Food).

● Inform the applicant that the RCA application will be faxed to a local resettlement agency for RCA eligibility determination. Fax the application to the appropriate RCA PPP agency, based on applicant’s county of residence:

- International Institute of MN (IIMN): Ramsey, Washington and Dakota Counties.

- Minnesota Council of Churches (MCC): Hennepin, Anoka, Carver, and Scott Counties.

● Tell the applicant that they will receive a phone call from the RCA PPP agency within 7 days.

● Ensure the applicant's correct and current contact information is listed on the application.

● Provide the applicant with written contact information for the RCA worker at the appropriate RCA PPP agency:

Aziza Mama - International Institute of MN (IIMN) 1694 Como Ave St Paul, MN 55108 Phone: 651-647-0191 Ext 348

Tar Paw – Minnesota Council of Churches (MCC) 122 W. Franklin Avenue, Suite 100 Minneapolis, MN 55404 Phone: 612-230-3225

● Encourage the applicant to call the contact phone number if someone has not contacted them within 7 days.

● Fax the entire application and all verifications to the appropriate RCA PPP agency:

- International Institute of MN (IIMN) FAX number: 651-647-9268, ATTN: Aziza Mama

- Minnesota Council of Churches (MCC) FAX number: 612-870-3622. ATTN: Tar Paw

When IIMN or MCC receives a referral from 1 of the metro PPP administered counties, the RCA eligibility worker must:

● Enter a CASE/NOTE regarding the receipt of the application.

● Contact the applicant by phone within 7 days of receipt of the application.

- If IIMN or MCC is unsuccessful in reaching the applicant within 7 days, the RCA eligibility worker sends the applicant a letter requesting contact with IIMN or MCC. The letter is written in English AND the client’s preferred language, as indicated on the application.

- If the applicant fails to respond within 30 days from the date the letter is sent, the RCA application is denied for failure to complete an interview.

- If the client responds after an initial RCA application has been denied, a new application must be filed.

● Enter a CASE/NOTE regarding any contacts or attempted contacts with the applicant.

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COMBINED MANUAL

ISSUE DATE 02/2019

RCA ASSISTANCE UNITS

0030.03.03

A Refugee Cash Assistance (RCA) unit consists of a single person or a married couple without minor child(ren) who live together; whose needs, assets, and income you consider together; and who receive a single benefit from a cash and/or food assistance program.

The following establish RCA units:

● Single adults age 18 and older. Single adults who indicate at the time of application that they intend to go to school full-time are eligible for RCA until they actually begin school full-time. See 0030.03 (Refugee Cash Assistance).

● Married couples without minor children. Newly married members joining or in an existing RCA assistance unit may be eligible for the New Spouse Income (NSI) policy. Follow MFIP policy in 0022.11 (New Spouse Income).

● Pregnant women and their spouses until they are determined eligible for MFIP. See 0011.06.09 (State Residence - 30-Day Requirement), 0013.03 (MFIP Bases of Eligibility), 0022.12.02 (Beginning Date of Eligibility).

● Aged or disabled people until they are determined eligible for Supplemental Security Income (SSI) by the Social Security Administration (SSA) OR until the end of the 8-month eligibility period, whichever comes first.

Immediately refer clients who are age 65 or older, or who are blind or disabled, to SSA to apply for the SSI program. Approve RCA eligibility while waiting for the determination from SSA. Do not require clients to complete an SSI Interim Assistance Authorization (DHS-1795) (PDF).

● Minors under age 18 who have been declared legally emancipated by a court of competent jurisdiction, or who are living with an adult with the consent of an agency acting as a legal custodian, and who are NOT eligible to be included in a DWP or MFIP assistance unit, as long as there is eligibility for a cash payment.

Refugee units with minor children are not eligible for RCA; they are eligible to apply for MFIP. Follow MFIP policy in determining eligibility, see 0013.03 (MFIP Bases of Eligibility), 0014.03.03 (Determining the Cash Assistance Unit).

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COMBINED MANUAL

ISSUE DATE 04/2020

RCA ASSISTANCE STANDARDS

0030.03.06

RCA assistance units will be 1-person or 2-person households, single adults or childless couples. The RCA assistance standards are aligned with the MFIP assistance standards and are as follows:

● $460 - 1-person unit.

● $647 - 2-person unit.

● Clothing/personal needs allowance – resident of a LTC facility (see below).

LONG TERM CARE ASSISTANCE STANDARD

There may be some instances when a refugee is placed in a Long Term Care facility (LTC). Living in a LTC facility does not prohibit RCA eligibility. The applicable RCA standard for a refugee living in a LTC facility, and who is eligible for RCA, is the applicable clothing and personal needs allowance. The RCA standard is the same amount as the personal needs allowance for MSA/GA/GRH, see 0020.24 (Personal Needs Allowance), the Minnesota Health Care Programs Eligibility Policy Manual.

A refugee placed in a LTC facility should be referred to SSA to apply for SSI. The refugee is eligible for RCA until eligibility for SSI is determined, or until the end of the 8-month RCA eligibility period, whichever comes first. If the LTC placement lasts longer than the 8-month RCA eligibility period and SSI eligibility has not been determined, the county should process eligibility for General Assistance (GA).

REFUGEES UNDER AGE 18

Refugees under the age of 18 may be eligible for GA with specific requirements if they meet 1 of the following conditions:

● Not eligible to be included in an MFIP household.

● Not living with a parent, stepparent, or legal custodian.

● Legally emancipated. (A minor is considered emancipated if he/she has been married or has been declared by a court of competent jurisdiction to be legally emancipated.)

● Living with an adult with the consent of the agency acting as legal custodian.

● Living with an adult with the consent of a legal custodian and the agency.

For more information, see 0013.15.51 (GA Basis – People Under Age 18).

SCHOOL ATTENDANCE

Any RCA applicant age 17 and below and who is not living with parent or eligible relative caregiver must comply with the provisions in their Social Services case plan. Their assistance standard would be $250 (GA).

RCA applicants age 18 or older who are WITHOUT a high school diploma may choose to:

● Attend high school full time. This results in ineligibility for RCA. They may be eligible for GA benefits if they meet the GA basis of eligibility for English Not Primary Language in 0013.15.48 (GA Basis - English Not Primary Language) and are in compliance with schooling requirements. Follow the GA assistance standards in 0020.18 (GA Assistance Standards).

NOTE: Do not require the applicant to choose only part time schooling to be eligible for the federally funded program rather than establishing GA eligibility.

● Participate in RES activities and include part time school attendance in their employment plan. This would establish eligibility for RCA.

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COMBINED MANUAL

ISSUE DATE 02/2019

DETERMINING RCA GROSS INCOME

0030.03.09

Use counted income received or anticipated in the month of application to determine eligibility and benefit amount. Follow MFIP policy in determining counted income, see 0017.12.03 (Unearned Income), 0017.12.06 (Earned Income).

Do not count any cash received from Initial Refugee Resettlement Funds.

Do not count any payments vendor paid by local resettlement agencies to third parties from Initial Refugee Resettlement Funds.

Do not count any assets remaining in the applicant’s country of origin.

Do not consider a U.S.Tie’s income accessible to a refugee solely because the person is serving as a U.S.Tie. For information on US Ties, see 0002.71 (Glossary: Two Party...), 0030 (Refugee Assistance Programs).

Disregard the 1st $65 of earned income per wage earner plus half of the remaining earned income per wage earner in the assistance unit. Count the remaining amount toward the grant calculation.

Do not count income from VA benefits awarded from 12-1-01 to children of Vietnam veterans for a covered birth defect identified by the VA as associated with the service of these veterans who served in the Republic of Vietnam from 2-28-61 through 5-7-75 and performed active military service.

NEW SPOUSE INCOME (NSI) POLICY

Assess if newly married members of RCA assistance units are eligible for the New Spouse Income (NSI) policy. If eligible, follow NSI policy to determine which member is the Designated Spouse. The Designated Spouse’s income may not count for the remainder of the 12 consecutive calendar months starting the month after the verification of the marriage is received. Follow MFIP in 0022.11 (New Spouse Income).

The New Spouse Income policy does not apply to RCA applicants joining a spouse already in the United States.

INCOME OF AN INELIGIBLE SPOUSE

When an RCA applicant joins a spouse who has income and is ineligible for RCA, apply the following calculations:

Earned income:

1. Determine the spouse’s gross earned income.

2. Disregard the 1st $65 of earned income plus half of the remaining earned income.

3. Deduct amounts the ineligible person actually paid to people not living in the same household but whom the ineligible person claims or could claim as a dependent for federal income taxes.

4. Deduct an allocation of $187 for the spouse’s needs.

5. Deem the remaining income as unearned income to the applicant.

Unearned income:

1. Determine the spouse’s gross unearned income. (NOTE: do not count the SSI income of an ineligible spouse.)

2. Deduct amounts the ineligible person actually paid to people not living in the same household but whom the ineligible person claims or could claim as a dependent for federal income taxes.

3. Deduct an allocation of $187 for the spouse’s needs.

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COMBINED MANUAL

ISSUE DATE 12/2016

PROCESSING REPORTED CHANGES - RCA

0030.03.16

RCA participants must report changes that affect their eligibility. RCA participants are Change Reporters until they have earned income.

RCA participants may report unscheduled changes in person, by telephone, or by mail. They may use the Change Report Form (DHS-2402) (PDF) to report changes for any program. Follow MFIP policy in 0007.15 (Unscheduled Reporting of Changes – Cash).

RCA participants with earned income are subject to monthly reporting requirements, using the Household Report Form (HRF) (DHS-2120) (PDF). Follow MFIP policy in 0007.03 (Monthly Reporting – Cash).

PPP-ADMINISTERED COUNTIES: Anoka, Carver, Dakota, Hennepin, Olmsted, Ramsey, Scott, and Washington

For information about PPP-Administered Counties, see 0030.03.01 (Processing RCA Applications).

When changes are reported to either the county agency, the PPP RCA eligibility worker, or to the employment service provider, it is the responsibility of that person/agency to communicate the change to the other agencies involved.

To determine which PPP RCA eligibility worker is assigned to a case, PF1 on the secondary worker logon id field on any STAT panel. The pop-up window provides the name, address, phone number and MAXIS email code for the worker. See TE02.13.02 (How to Locate Worker’s Name and Address).

The PPP RCA eligibility workers housed at local resettlement agencies are a part of the county eligibility network. A release of information is not required for:

● County agency workers to contact the PPP RCA eligibility workers housed at local resettlement agencies for information about RCA cases (for example: reported changes, verification of initial refugee resettlement funds, employment, pay stubs, residency, etc.).

OR

● PPP RCA Eligibility Workers to contact the county agencies for information about RCA cases (for example: reported changes, status of non-RCA program benefits, etc.).

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COMBINED MANUAL

ISSUE DATE 08/2020

RCA OVERPAYMENTS AND UNDERPAYMENTS

0030.03.18

UNDERPAYMENTS

Correct any underpayment discovered for a current benefit month within 7 calendar days following the discovery. Issue corrective payments for the current month without deducting any overpayments.

Apply restored benefits for a past month to existing RCA claims/overpayments and issue any remaining benefits to the current participant.

DO NOT establish an underpayment for prospectively budgeted units for any month for which you based the assistance issued on the best information available at the time, you applied correctly policy, and there was no client error.

OVERPAYMENTS

When you find a payment was incorrect, reconstruct each budget month and corresponding payment month using the policies and procedures that were in effect for the payment month. The overpayment is the difference between the benefit amount the client actually received and the benefit amount the client should have received. Calculate the overpayment using the Computation of RCA Overpayment Worksheet (DHS-2776D) (PDF).

DO NOT establish an overpayment for prospectively budgeted units for any month for which you based the assistance issued on the best information available at the time, you applied correct policy, and there was no client error.

There are 3 types of overpayments: client error overpayments, agency error overpayments and fraud overpayments. See 0025.12 (Types of Overpayments) to determine which type of overpayment applies.

CLIENT ERROR OVERPAYMENTS

Pursue recovery of client error overpayments.

For purposes of allowing the earned income disregard in overpayment calculation, a report is timely when the client or authorized representative reports income within 2 calendar months following the end of the month in which the income was received.

AGENCY ERROR OVERPAYMENTS

For agency error overpayments, follow MFIP provisions in 0025.12.03 (Overpayments Exempt from Recovery).

Do not pursue recovery of non-collectible agency error overpayments.

FRAUD OVERPAYMENTS

Consider cases suspected of fraud to be client error overpayments until the court or an Administrative Disqualification Hearing (ADH) makes a determination of fraud. Consider an overpayment in any month in which a client files a false report timely and this results in an overpayment to be a client error overpayment. This applies even if there is an agency error in the same month, unless the agency caused the client's failure to report. See 0025.24 (Fraudulently Obtaining Public Assistance).

RCA CLAIMS

Establish a claim for all claim types and amounts.

Recoupment of RCA claims is not automated at this time. Pursue recovery via voluntary repayment or civil recovery. Follow MFIP policy in 0025.21.06 (Civil Recovery).

RCA claims are subject to compromise. See 0025.12.03.09 (Claim Compromise & Termination).

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COMBINED MANUAL

ISSUE DATE 11/2019

REFUGEE EMPLOYMENT SERVICES

0030.12

The DHS Resettlement Programs Office (RPO) contracts with community-based agencies to provide Refugee Employment Services for people with eligible status. For more information about eligible status, see 0030 (Refugee Assistance Programs).

The objective goal of Refugee Employment Services (RES) is to ensure that participants achieve self-sufficiency through employment as soon as possible after arrival to the United States. RES providers offer cultural expertise, language access, and a full range of employment services, including development of individualized employment plans, job readiness classes, resume writing, mock interviewing, interview/work clothing assistance, job search support, job placement, interpretation for interviews and job orientation, employer support and follow-up through 90 days post-employment.

RES are supplemental to mainstream services and are not available in every county or community. For a list of current Refugee Employment Service Providers and their locations, see the Resettlement Programs Office 2018 Agency Contract List.

RES FOR RCA PARTICIPANTS

RCA participants must enroll with RES/ES within 30 days of RCA eligibility approval. RES/ ES enrollment, participation and compliance are mandatory for all RCA participants, unless they meet one of the following exemptions:

● Employed at least 30 hours per week.

● Age 60 or over.

● Temporarily or permanently ill or disabled. Verification from a medical authority is required if the illness or disability is expected to last more than 30 days. See MEDICAL CERTIFICATION in 0002.39 (Glossary: Lump Sum...).

● Responsible for the care of a spouse who is ill or disabled. Verification from a medical authority is required if the illness or disability is expected to last more than 30 days.

● Experiencing a personal or family crisis, as determined by the agency. Redetermine such an exemption monthly.

● Cuban/Haitian entrants who are in Pending Removal Proceedings are not authorized to work in the US and will not have an Employment Authorization Document. Treat as exempt and do not refer to Employment Services.

The following do NOT exempt RCA participants from RES/ES enrollment, participation and compliance:

● Limited English language proficiency.

● Eligibility for the New Spouse Income policy. See 0022.11 (New Spouse Income).

RCA REFERRAL AND RES AVAILABILITY:

● Where RES are available, RCA participants must be referred to RES.

● Where RES are NOT available, refer RCA participants to SNAP Employment &Training (E&T). While SNAP E&T is a voluntary program, RCA requires employment program participation as a condition of ongoing eligibility.

● Where neither RES nor SNAP E&T are available, refer RCA participants to another locally available resource, such as a WorkForce Center or Job Development Center.

NOTE: The WorkForce One (WF1) interface is not set-up for RCA electronic referrals to ESPs. All communication must be done by paper. Refer all mandatory RCA ES participants using the Refugee Cash Assistance Program Employment Services Referral (DHS-3166R) (PDF). FAX the referral to the ESP.

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COMBINED MANUAL

ISSUE DATE 12/2016

RCA SANCTION PROVISIONS

0030.15

SANCTIONS FOR RCA PROGRAM NON-COMPLIANCE

The sanction for non-compliance with program requirements, EXCEPT for Refuge Employment Services (RES) non-cooperation, is total ineligibility for cash assistance. If the person in sanction is the only member of the assistance unit, terminate the case allowing for a 10-day notice. If the assistance unit includes other members, sanction only the person who is in non-compliance.

If the participant complies with the program requirement before the effective date, lift the sanction. Once the participant complies, issue benefits back to the 1st day of the month the person is in compliance, without requiring a new application for RCA. Do not prorate benefits subsequent to the 1st month of application.

When a non-exempt RCA participant fails or refuses, without good cause, to meet RES requirements, or has voluntarily quit a job, terminate assistance allowing for a 10-day notice. Do not impose a sanction when a participant complies with RES requirements prior to the effective date of the sanction. Once imposed, the RES sanction must remain in effect for 3 payment months for the 1st occurrence, and 6 payment months for any subsequent occurrence.

SANCTIONS FOR NON-COMPLIANCE WITH THE MATCHING GRANT PROGRAM

Some local resettlement agencies offer a Matching Grant (MG) early employment program for a limited number of refugees. For more information about the Matching Grant Program, see 0029.39 (The Matching Grant Program).

A sanction in the MG program for non-compliance does not transfer to the RCA program. An RCA applicant who was previously sanctioned in MG for non-compliance with work requirements or program participation requirements should be counseled and informed of the general regulatory provisions governing registration for and participation in Employment Services as a condition of receipt of RCA. They should also be informed of the effect of failing to participate in Employment Services or of refusing or voluntarily quitting employment.

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COMBINED MANUAL

ISSUE DATE 12/2016

RCA MOVES WITHIN THE STATE

0030.27

When a client moves within the state, this may affect how their RCA case is administered. Moves involve good communication between the original county of residence and the new county of residence. Moves involving PPP administered counties will also involve the PPP RCA eligibility staff in the local resettlement agencies. The county staff and the local resettlement agency PPP RCA eligibility staff should consult on who will perform the tasks listed below.

MOVE FROM A PPP ADMINISTERED COUNTY TO A COUNTY ADMINISTERED PROGRAM

When an RCA participant moves from 1 of the 8 PPP administered counties to a county administered program, the transferring county and/or local resettlement agency PPP RCA eligibility worker must:

● Contact the local resettlement agency PPP RCA eligibility worker/county financial worker regarding the move to determine who will complete the transfer tasks.

● Enter the last day of the month of the move as an end date on STAT/ALTP.

● Remove the local resettlement agency PPP RCA eligibility worker logon id as the secondary worker in SPEC/XFER.

● Transfer the MAXIS case to the new county of residence.

If the participant does not have an EBT card, the new county of residence must contact the participant to schedule an appointment for the participant to attend EBT training and issue the EBT card.

The new county of residence should review the RCA case and follow the policies and procedures for maintaining the RCA case through the remainder of the eligibility period. This includes the policies regarding referral and participation in employment services in the new county of residence, sanctions for non compliance and recovery of overpayments when applicable.

MOVE FROM A COUNTY ADMINISTERED TO A PPP ADMINISTERED PROGRAM

When an RCA participant moves from a county administered program to 1 of the 8 PPP administered counties, the transferring county worker must:

● Inform the participant that their RCA case will close effective the 2nd month after the move. Require them to apply for RCA with a local resettlement agency administering the RCA program. (For example, the unit moves on 3/19/15. The RCA will close effective 5/1/15). The RCA participant is required to complete an interview with a local resettlement agency worker. The local resettlement agency PPP RCA eligibility worker must ensure that a referral is made to an RCA-Employment Service Provider in the new county of residence.

● Provide the participant with the contact name/number for the new county of residence:

- Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington counties contact : Aziza Mama -- International Institute of MN Phone: 651-647-0191 Ext. 328 Fax: 651-647-9268

- Olmsted County contact: Zina Jadooa -- Catholic Charities. Phone: 507-287-2047 Ext. 33 Fax: 507-287-2050

● Transfer the MAXIS case to the new county of residence as per current policies and procedures.

● Provide the participant’s new address and phone number to the appropriate local resettlement agency (see above).