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OPS Number Description Chapter/Section OPS Date OPS-26-07-02 Valid Alien Number (A Number) or Alternative Identifier Now Required at Refugee Cash Assistance (RCA) and Refugee Medical Assistance (RMA) Application Not linked July 21, 2026 OPS-26-06-01 Family Works Initiative Expansion Not linked June 9, 2026 OPS-26-03-01 Change in Policy for Immigration Status Verification Using Systematic Alien Verification for Entitlements (SAVE) and Verified Lawful Presence (VLP) at Renewal Due to H.R. 1 Not linked March 3, 2026 OPS-21-08-01 Revised Updates to the Education Leading to Employment and Career Training (ELECT) Program Not linked August 26, 2025 August 12, 2021 OPS-25-04-01 Shortened Refugee Cash Assistance (RCA) and Refugee Medical Assistance (RMA) Eligibility Period Not linked April 25, 2025 OPS-24-12-02 Revised Agreement of Mutual Responsibility (AMR) Telephonic Signature Not linked March 6, 2025 January 17, 2025 December 31, 2024 OPS-24-09-02 Changes to Road to Economic Self-sufficiency through Employment and Training (RESET) Activity and Hourly Requirements Not linked September 13, 2024 OPS-24-07-07 Procedures for Handling Returned Mail after the Unwinding Period from the Continuous Coverage Requirement Not linked July 23, 2024 OPS-24-07-06 Information Updates Received from Managed Care Organizations (MCOs) Not linked July 23, 2024 OPS-24-07-05 Changes to the Enumeration Verification Process 122 July 23, 2024 OPS-24-07-04 Changes to Referral to the Social Security Administration (SSA) Form (PA 1564) Not linked July 16, 2024 OPS-24-07-03 Cash Assistance Telephone Interview and Agreement of Mutual Responsibility (AMR) Policy 107 July 16, 2024 OPS-22-09-01 Revised Eligibility for Ukrainian Nationals with Humanitarian Parole and Acceptable Documentation of Immigration Status Not linked Revised June 5, 2024 October 13, 2022 September 1, 2022 OPS-23-12-02 Expanding Income Disregards for Refugee Cash Assistance Not linked December 20, 2023 OPS-23-08-01 Revised Updates to Refugee Employment and Training (E&T) Provider Coverage Areas Not linked Revised January 14, 2025 August 4, 2023 OPS-23-06-02 Changes to the Diversion Agreement Form (PA 1793 ) Not linked June 13, 2023 OPS-23-04-03 Guaranteed Income (GI) Pilots Not linked April 5, 2023 OPS-21-11-01 Revised Eligibility for Afghan Nationals and Acceptable Documentation of Immigration Status Not linked Revised September 13, 2023 Revised February 22, 2023 Revised October 7, 2022 November 15, 2021 OPS-22-12-02 Revised Procedures for Handling Returned Mail Not linked Revised January 30, 2023 December 6, 2022 OPS-22-07-05 New Community Service and Work Experience Verification Forms for Road to Economic Self-Sufficiency Through Employment and Training (RESET) Not linked July 27, 2022 OPS-22-07-04 Changes to Benefit Expungement Timeframes for Supplemental Nutrition Assistance Program (SNAP) and Cash Assistance Benefits Not linked July 19, 2022 OPS-22-05-02 Changes to Employment and Training (E&T) Contractor Use of Job Search and Job Readiness Assistance Activities for Temporary Assistance for Needy Families (TANF) Participants Not linked May 16, 2022 OPS-22-01-02 Changes to Supplemental Nutrition Assistance Program Employment and Training (SNAP E&T) Eligibility for Temporary Assistance for Needy Families (TANF) Diversion Recipients Not linked January 20, 2022 OPS-21-12-02 Issuing Special Allowances for Supportive Services (SPALs) for Technology Needs to Employment and Training (E&T) Participants Not linked December 27, 2021 OPS-21-10-01 Extended Temporary Assistance for Needy Families (ETANF) Review/Partial Redetermination Process Update Not linked October 28, 2021 OPS-21-02-02 Reverse Referral Form (PA 1951) Not linked February 5, 2021 OPS-20-09-02 New Work Expense Deduction Not linked September 17, 2020 OPS-20-08-03 Temporary Assistance for Needy Families (TANF) and Supplemental Nutrition Assistance Program (SNAP) September Renewal Modifications and SNAP Interview Requirements Reinstatement Not linked August 24, 2020 OPS-20-08-01 Changes to Education Policy Not linked August 11, 2020, revised September 30, 2020 OPS-20-07-04 Referral of Supplemental Nutritional Assistance Program (SNAP) Employment and Training (E&T) participants to the Employment, Advancement, and Retention Network (EARN) Program Not linked July 15, 2020 OPS-20-05-02 Unemployment Income COVID-19 Not linked May 5, 2020 OPS-20-03-01 Option for Cash Applicants/Recipients to Choose Interview Type Not linked Revised April 9, 2020 March 14, 2020 OPS-18-09-03 Changes to Road to Economic Self-Sufficiency Through Employment and Training (RESET) Sanction Policy Not linked September 18, 2018; revised September 19, 2018 OPS-17-07-01 Policy Changes Due to Acheiving A Better Life (ABLE) Act 150.5 July 10, 2017 OPS-16-08-01 County Assistance Office Advancement Account (CAOAA) Policy Not linked August 19, 2016 OPS-13-01-03 Procedure Change for TANF Recipients with Temporary Incapacity (ETP 53) 135.312 January 29, 2013 OPS-04-06-04 Additional Information on Limited English Proficiency (LEP) 107.601 June 16, 2004 OPS-10-10-01 Security Requirements for Using the Pennsylvania Child Support Enforcement System Not linked October 5, 2010 OPS-10-09-03 Adverse Action Change from 13 Days to 15 Days for Manual Client Notices 177.4 September 9, 2010 OPS-10-03-01 Five-Year Bar Not linked March 16, 2010 OPS-09-10-02 Employment and Training Contractors May Count Up to 12 Weeks of Rehabilitative Services as a Core Activity Not linked October 7, 2009 OPS-09-09-02 The Work Number® Express Service Pilot Not linked September 18, 2009 OPS-09-08-02 Vocation-Specific Work Experience Not linked August 5, 2009 OPS-09-08-01 Special Allowances for Supportive Services - Policies and Procedures Not linked August 5, 2009; revised October 21, 2009 OPS-09-07-03 Exceptions to Lifetime Limit for Paid Work Experience (PWE) Not linked July 28, 2009 OPS-09-04-04 Support Received from an Income Tax Intercept Not linked April 8, 2009 OPS-09-04-03 Increase in Unemployment Compensation Not linked April 8, 2009 OPS-09-04-01 Economic Recovery Payment of $250 Not linked April 7, 2009 OPS-09-03-03 Implementation of Transitional Cash Assistance (TCA) Not linked March 24, 2009 OPS-09-03-02 $50 Work Expense Reimbursement Not linked March 11, 2009 OPS-09-02-01 Changes to the Temporary Assistance for Needy Families (TANF) Time-Out Program Not linked February 3, 2009 OPS-08-11-02 Revised Procedures for Excess Over Unreimbursed Assistance (EOURA) Check Replacements Not linked November 12, 2008 OPS-08-09-06 October 1, 2008 Employment and Training Changes Due to Publication of the Federal TANF Final Regulations Not linked September 24, 2008 OPS-08-09-01 Updates to Cash Assistance Handbook Chapter 180, Issuing Benefits Not linked September 9, 2008 OPS-08-03-04 Changes to the Diversion Program 108.2 , 103.33 March 28, 2008 OPS-08-01-01 Introduction of Revised Semiannual Reporting (SAR) Form and Late/Incomplete Notice (L/IN) Not linked January 23, 2008 OPS-07-11-01 Changes to Federally Approved Countable Holiday Time 135.21 November 8, 2007 OPS-05-07-08 Keystone Education Yields Success Program (KEYS) and Recoding Clients in Activity Code 15 137.2 July 22, 2005
Updated July 22, 2026, replacing June 9, 2026
PC Number Description Chapter/Section or Appendix PC Date PCT-22582-135 Discounts and Special Allowances (SPALs) 135 August 27, 2026 ESA-22476-135 Employment and Training (E&T) Special Allowances (SPALs): Equipment for Remote Educational Activities 135 April 23, 2026 PCA-22424-110 Biological Parent of Adopted Child Has Care and Control of Child 110 February 9, 2026 PCA-22319-104 Revised Furloughed Government Employee Applications 104 Revised November 14, 2025 October 27,2025 ESA-22197-135 Issuing Special Allowances (SPALs) for Grooming Items 135 June 24, 2025 PCA-22180-122 Termination of Parole for Certain Cuban, Haitian, Nicaraguan, and Venezuelan (CHNV) Parolees under CHNV Parole Programs 122 June 3, 2025 PCA-21941-150 Revised AmeriCorps Stipends as Excluded Income 150 Revised July 9, 2025 September 19, 2024 PCA-21906-107, EPP-21906-135 Agreement of Mutual Responsibility (AMR) Signatures at Renewal 107 135 September 5, 2024 PCA-21865-140 Determining Fair Market Value (FMV) for Residential and Nonresidential Properties 140 August 2, 2024 PCA-21642-122 Revised Eligibility for Benefits for Parolees from Afghanistan or Ukraine 122 Revised May 30, 2024 February 15, 2024 PCA-21619-107, EPP-21619-135 Revised Guidance for Electronically mailing (E-mailing) the Agreement of Mutual Responsibility (AMR) (PA 1661) for Signature 107 135 Revised February 28, 2024 January 25, 2024 ESA-21598-135 Employment and Training (E&T) Special Allowances: School Supplies, Clothing, and Mileage 135 January 8, 2024 PCA-21581-131 Support Requirements and Responsibilities 131 December 27, 2023 PCA-20843-122 Revised Guidance on Potential Eligibility for Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program (SNAP), and Medical Assistance (MA) for individuals who have Parolee Status 122 Revised October 19, 2023 May 18, 2022 PCA_21263-150 Unemployment Compensation (UC) Reduction for 2023 150 March 13, 2023 PCA-21167-150 Treatment of Partnership Income 150 December 19, 2022 PCA-21118-122 Guidance on Potential Eligibility for Cuban/Haitian Entrants for Temporary Assistance for Needy Families, Medical Assistance, and Supplemental Nutrition Assistance Program Individuals who Provide an I-220A Order of Release on Recognizance with a Notice to Appear 122 November 8, 2022 PCA-20935-122 Ukrainian Special Consideration 122 June 21, 2022 PCA-20914-150 Treatment of Donation-Based Crowdfunding, Digital Wallets, Cryptocurrency, and Gift Cards 150 June 1, 2022 EPP-20908-135 Can the County Assistance Office (CAO) refer an individual to KEYS if individual is enrolled in or has an interest in enrolling at the community college that is not located in that CAO’s county? 135 May 26, 2022 PCA-20816-171 Supplemental Nutrition Assistance Program (SNAP) and Temporary Assistance for Needy Families (TANF) Temporary Waiver of Semi-Annual Reporting (SAR) 171 March 17, 2022 PCA-20723-178 The use of Social Media to verify Applicant/Recipient Information 178 December 27, 2021 PCA-20654-150 Emergency Rental Assistance Program (ERAP) Payments 150 December 6, 2021 PCA-20693-122 Afghan Special Immigrants 122 Revised November 15, 2021 November 8, 2021 PCA-20622-122 How to Identify the New Population of Afghan Special Immigrants, Individuals and Families of Individuals who Assisted the U.S. Overseas 122 August 13, 2021 PCT-20038-107 Authorizing Temporary Assistance for Needy Families (TANF) without a signed Agreement of Mutual Responsibility (AMR) during the coronavirus (COVID-19) Emergency 107 Revised June 25, 2021 July 27, 2020 PCA-20418-150 Guidance on how the County Assistance Office adjust the Unemployment Compensation payment at application when a copy of a Claim Confirmation Letter or Notice of Financial Determination is provided 150 April 7, 2021 PCA-19793-180 Completing the HS 764 to Issue an ACCESS Card in Pilot Counties 180 March 18, 2020 PCA-19353-120 Verification Requirements for Updating a Client’s Name and Gender in eCIS 120 July 11, 2019 PCG-19362-106 General Assistance (GA) for individuals in Assisted Living Facilities and Personal Care Boarding Homes 106 May 2, 2019 PCT-19193-150 Child Support and TANF Eligibility 150 Revised September 14, 2023 January 18, 2019 EPP-19205-135 Employment & Training - Policy/Procedure 135.2 December 20, 2018 PCG-19187-106 General Assistance (GA) Cash Interview 106 November 19, 2018 PCG-19132-104 Rejecting GA application due to exceeding time limits for D&A and DV 104 October 17, 2018 PCA-18914-178 Change to ARRC 123 alert due date 178 September 4, 2018 PCT 18946-122 Qualified non-citizens and the five-year bar 122 May 29, 2018 PCA 18950-122 Non-Citizen Immigration Status 122 May 29, 2018 PCA 18905-171 Signature on SAR/LIN 171 May 2, 2018 PCA-18486-122 Systematic Alien Verification for Entitlements (SAVE) – Upload and Attach Secondary Verification 122.32 May 16, 2017 ESA-18589-135 Vehicle Value 135.66 July 24, 2017 ESA-18584-135 Special Allowance for Towing a Disabled Vehicle 135.66 July 24, 2017 PCA-18505-192 Medical Assistance (MA) Suspension Process for Recipients Who Have Been Incarcerated Not Linked May 24, 2017 PCA-17827-150 Increase in Gross Social Security Income and Medicare Part B Premium Effective January 2016 150 January 14, 2016 PCA-17811-137 Work History/Job Skills Training Review for Diversion 137.52 December 2015 PCA-17734-137 Transitional Cash Assistance Eligibility for Exempt Volunteers 135.5 , 137.31 October 21, 2015 PCA-17619-108 Incorrect Link in Operations Memorandum 150601 108.91 , 178 App D July 13, 2015 EPP-17241-135 Appropriate KEYS Referrals 135.212 , 135 App. F July 18, 2014 PCA-17131-178 Additional Verification of UC/EUC Benefit Status 178.71 May 7, 2014 ESA 17122-135 Vehicle Repair Cost - Non-Owner 135.66 May 1, 2014 EPP 17108-135 Additional Fees for GED Testing 135.6 April 23, 2014 EPP 17075-178 Deeming Community Service Hours in Non-Pure TANF/SNAP Households 135.213 April 15, 2014 PCA 17095-178 Extended Unemployment Compensation (EUC) and data Exchange 2 178.71 April 15, 2014 PCA 17075-178 Verification Requirements and Options 178.1 April 1, 2014 PCA-16990-178 Changes in SSA Field Office Verification Services 178.1 January 27, 2014 PMT-16988-339 Transitional Medical Assistance After transitional Cash Closure 137.31 January 24, 2014 PO-16867-950 Social Security Number Delays Due to the Shutdown 104.4 October 7, 2013 EPP 16783-135 Reviewing a Temporary Incapacity (TANF ETP Status Code 53) Not Linked July 29, 2013 EPP16762-104 Good Cause Consideration for TANF Applicants who Cannot Conduct Job Search 104.3 July 17, 2013 PCT 16676-131 Compliance with Support Requirements/Supplemental OTI 131.3 June 3, 2013 EPP 16649-135 RESET Sanction Policy for Extended TANF 135.862 June 4, 2013 PCT 16707-105 SSI parents as NA members in TANF budget Not Linked June 13, 2013 PCA 16708-140 Resource Determination for Individuals without Bank Accounts 140.3 June 17, 2013 EPP 16694-135 Permanently Sanctioned Individuals and Other Household Members 135.742 June 25, 2013 EPP 16610-135 Compliance with RESET requirements for one week and thereafte Cr 135.72 June 3, 2013 PCT 16676-131 Compliance with Support Requirements/Supplemental OTI 131.3 June 4, 2013 EPP 16628-135 The RESET Book, Form 1680 Not Linked May 8, 2013 PCA 16615-150 Unemployment Compensation and Sequestration 150.3 Reposted May 20, 2013 EPP 16590-135 Transportation Allowance for TCA Cases 135.6 , 137.31 April 3, 2013 PCG-16568-162 Elimination of Pre-Release Grants 192.5 March 8, 2013 EPP-16563-135 Effect of Noncompliance for Fines and Costs on a Currently Sanctioned Client 135.72 March 8, 2013 ESA-16542-135 Sanctions and SPAL Overpayments 135.72 February 25, 2013 ESA-16541-135 SPALs associated with a Vehicle Purchase 135.6 February 25, 2013 ESA-16540-135 Narrative Template for Special Allowances (SPAL) 135.64 February 25, 2013 PCA-16208-138 Lodging at Ronald McDonald House 138 Revised August 10, 2012 PCA-15361-930 Law Enforcement Requests for Information Not Linked Revised May 8, 2011 July 7, 2010 (original date) PCA-16170-178 PARIS Federal Match Issues 178.1 May 1, 2012 EPP-668-135 Instructions for Issuing a Special Allowance Not Linked March 8, 2012 EPP-677-135 Child Care and SPALS for Students Taking On-line Classes Not Linked March 7, 2012 PCA-16091-104 Department of Labor & Industry (L&I) Unemployment Compensation Rule Changes Not Linked February 29, 2012 ESA-402-535 Enrolled in KEYS and Requesting a Car Repair Not Linked February 7, 2012 PCA-15411-150 Update on UC, EUC and EB in Pennsylvania 150.3 , 157.1 August 2, 2010 EPP-628-135 Updated Diversion Eligibility Desk Guide Not linked March 3, 2010 EPP-626-135 Calculating Self-Employment Hours Not linked February 22, 2010 ESA-373-138 Questions Submitted from County Assistance Office (CAO) Staff Not linked October 21, 2009 PCA-14988-150 Reimbursement of Out-of-Pocket Subsidized Child Care Expenses 150.5 October 19, 2009 EPP-618-135 Two Parent Household and One Parent is Disabled Not linked August 20, 2009 PCA-14846-150 Treatment of Summer Youth Program Wages 150.2 July 7, 2009 EPP-610-135 Residence Verification / Comply with RESET Not linked February 3, 2009 EPP-607-135 What is the Client’s Obligation of Resolving a Barrier to Meet the WPR while Waiting on a Appeal Hearing? Not linked February 3, 2009 EPP-604-135 How Does the CAO Authorize a Diversion Payment in the Appropriate Code Not linked January 16, 2009 EPP-605-135 Parents Appealing SSI Decision and Who Do Not Want Extended TANF (ETANF) for Themselves Not linked January 16, 2009 PCA-14544-150 Special SSI Recipient Income/Cash Eligibility for other Household Members 150.5 December 23, 2008 PCA-14534-131 Requirements for a new PA/CS 643A, Certification of Cooperation Paper Referral 104.54 December 9, 2008 ESA-367-138 Applicant authorized for expedited services for benefits after the 15th of the initial month Not linked November 18, 2008 PCA-14486-177 Stockpiled Manual Notices 177.1 October 29, 2008 PCA-14456-150 Individuals Receiving Social Security from Multiple Claims 150.3 October 14, 2008 EPP-593-135 Closing the Medical Budget When Issuing a Diversion Payment Not linked September 19, 2008 PCT-14296-177 Diversion Notices 103.33 , 177.21 June 30, 2008 PWS-14285-137 Work Support Component and Extended Food Stamps Not linked June 23, 2008 EPP-587-135 Self-Initiated Second Training Not linked June 18, 2008 EPP-586-135 Verifying Expected Income to Qualify for Diversion Not linked June 17, 2008 EPP-580-135 Discussing Road to Economic Self Sufficiency through Employment and Training (RESET) and Domestic Violence Waivers (DV) with Clients 135.8 March 3, 2008 PCA-13679-135 Minimum Wage Increase and Work-Related Activities 135.4 April 18, 2007 PWS-13560-137 Refugees and Other Qualified Aliens - Work Support Component Program Not linked February 7, 2007
Updated August 27, 2026, Replacing April 24, 2026
Cash Assistance Handbook
Operations Memoranda and Policy Clarifications
Temporary Assistance for Needy Families (TANF) provides money and other services to the needy. This assistance is provided to promote self-respect, rehabilitation, and independence while helping families maintain a decent and healthful standard of living.
55 Pa. Code § 101.1(c)(1)
TANF is a federally funded program providing money for dependent children who are needy because financial support is not available from one or both parents. The payment is made to parents or relatives who care for the children in family homes. The purpose is to prevent a child from being forced from their own family for economic reasons.
The purpose of the welfare system is to:
55 Pa. Code § 101.1(c)(2)
Improve delivery of financial assistance and social services to eligible individuals.
Make sure individuals have the right to claim and receive assistance without conditions other than eligibility requirements.
Make the best use of time, skills, money, employees, and other resources.
Provide services or referrals to available services that can help individuals solve problems, get back to living independently, and have a functioning family.
Enable the local welfare administration to provide strong leadership to the community and to identify and stimulate actions to solve problems among individuals who are dependent, ill, or poorly adjusted or who have unmet needs.
55 Pa. Code § 101.1(d)
Preserve the individual’s dignity, rights, and freedoms.
The County Assistance Office (CAO) is responsible for giving the community information about Department of Human Services (DHS) services.
55 Pa. Code § 101.1(b)
Updated October 21, 2024, replacing February 21, 2014.
Any individual who is eligible for financial assistance is also eligible for Medical Assistance and receives a medical card called the Pennsylvania ACCESS card .
55 Pa. Code § 101.1(e)(1)
The individual presents the card to medical service providers, who will use the card to:
Verify eligibility on the Eligibility Verification System (EVS) .
Get information to bill DHS for services performed.
The card is used for all services covered by DHS . Payments are always made to the medical providers . An individual cannot be reimbursed.
Reviewed October 21, 2024, replacing July 30, 2013
The CAO must advise the individual of their rights and responsibilities at the application interview . The CAO worker will explain to the applicant their rights and responsibilities from the PA600 and give it to the individual at the application and renewal interviews.
55 Pa. Code § 125.24(c)(7)(vi)
An individual has the right to:
Bring to interviews anyone they choose to review the case or represent him or her at a hearing.
Have an applicant interview within 13 calendar days of the date they complete and completes and signs the application.
55 Pa. Code § 125.24(b)(9)
55 Pa. Code § 125.24(c)
Have an eligibility decision within 30 calendar days of the date they complete and completes and signs the application.
55 Pa. Code § 125.24(c)(1)
55 Pa. Code § 125.24(c)(7)(v)
Receive a written notice that explains an eligibility decision or a change in benefit amount.
55 Pa. Code § 125.1(k)
55 Pa. Code § 133.4(a)
Be treated with dignity and respect.
55 Pa. Code § 121.1
55 Pa. Code § 121.3(a)(2)(ii)
Receive services without discrimination.
55 Pa. Code § 107.1(b)
Have a home visit if they are unable to come to the CAO. (See Section 104.41 ).
55 Pa. Code § 125.24(a)(1)(ii)
Have information provided to the CAO kept confidential.
55 Pa. Code § 105.1
55 Pa. Code § 125.24(c)(4)
Appeal and have a fair hearing if they are dissatisfied with any agency action or failure to act or believes they have been discriminated against.
55 Pa. Code § 125.24(c)(6)
Examine the case record and DHS regulations and procedures.
55 Pa. Code § 105.5(a)
Claim good cause from pursuing a determination of paternity and establishment of support .
55 Pa. Code § 187.23(d)(4)
Register to vote. (See Supplemental Handbook, Chapter 980 ) .
42 U.S.C. § 1973gg-5(a)(2)(A)
Use family or friends as interpreters or transliterators, rather than CAO-appointed certified professionals, if a deaf or hearing-impaired person needs the service.
Exception: The CAO must arrange for an official interpreter or transliterator for fair hearings. See Supplemental Handbook, Section 880.2 , for procedures for deaf and hearing-impaired persons and Supplemental Handbook, Section 870.2 for use of interpreters or transliterators for hearings.
A client has the responsibility to:
Answer all questions on the application to the best of their ability and certify that all answers are true.
55 Pa. Code § 125.24(2)(b)(6)
Help establish whether they are eligible by providing the necessary information and verification of all eligibility factors to the best of their ability obtaining Vital Records.
Obtaining Vital Records
55 Pa. Code § 125.24(c)(2)
Give true and complete information about everything that may affect their eligibility.
Let the CAO know if they expect income from any source.
Report changes by the tenth of the month following the month the change occurs.
Provide a Social Security number for each individual applying for assistance.
55 Pa. Code § 125.24(b)(1)(iii)
Apply for any potential income that may decrease the need for assistance.
55 Pa. Code § 141.21(d)(2)
55 Pa. Code § 141.21(n)
Cooperate with quality control and audit reviews of eligibility.
55 Pa. Code § 183.13(a)
55 Pa. Code § 111.4(b)(5)
Cooperate, unless claiming good cause, with DHS or DRS in determining paternity and establishing support.
55 Pa. Code § 187.23(b)
55 Pa. Code § 187.23(d)
Participate in the Road to Self-Sufficiency through Employment and Training (RESET) program, unless exempt or good cause has been determined.
55 Pa. Code § 165.1
55 Pa. Code § 165.21(c)
55 Pa. Code § 165.52
Acknowledge liability of real and personal property for repayment of benefits the individual , spouse, and unemancipated minor children received.
55 Pa. Code § 257.21
Inform DHS of any medical coverage or medical resources they have available.
55 Pa. Code § 141.21(k)
Develop an Agreement of Mutual Responsibility (AMR ), and take steps toward meeting the goal.
55 Pa. Code § 125.1(f)
55 Pa. Code § 125.1(i)
55 Pa. Code § 123.22
Show the ACCESS card before they receive a medical service and use the card only for services that are reasonably needed and only for eligible recipients.
Stop using the ACCESS card when they are no longer eligible.
Not put money or possessions in someone else's name to qualify for benefits.
55 Pa. Code § 125.24(c)(3 )
Not make changes to any cards or documents sent by the CAO.
The CAO must:
55 Pa. Code § 125.24(a)(2)
Work with the individual to establish a plan for independence.
Make application forms readily available to anyone who wishes to apply.
55 Pa. Code § 121.3(a)(2)(i)
Provide help as needed to complete the application process.
55 Pa. Code § 125.24(c)(7)(i)
Provide information about DHS and other agency services, including Early and Periodic Screening, Diagnosis and Treatment (EPSDT), family planning, and the Women, Infants and Children (WIC) program.
55 Pa. Code § 125.24(c)(7)(vi)(B)
55 Pa. Code § 125.24(c)(7)(vi)(D)
Respect the personal dignity and right to privacy of each individual.
55 Pa. Code § 101.1(c)(2)(ii)
55 Pa. Code § 125.24(a)(1)(ii)
55 Pa. Code § 121.3(a)(2)(ii)
Provide verification of TANF and SNAP benefits when requested by the school district for Free/Reduced Cost School Meals, see DHS Publication 567 3/13 (available on Docushare) .
Provide information to applicants and recipients about their potential eligibility for reduced telephone costs through Lifeline Services, and offer these services at application and renewal interviews.
55 Pa. Code § 101.1(b)
Note: See details and participating phone companies on the PA 1799 , available on Docushare and the following websites.
PA PUC .
F ederal Communications Commission Lifeline Link-up
For CAO inquiries only, call the Pennsylvania Telephone Association ( http://www.patel.org ) at 717-238-8311.
Explain the support requirements, the right to claim good cause and the sanctions for failure to cooperate without good cause.
55 Pa. Code § 187.23(b)
55 Pa. Code § 187.23(c)
55 Pa. Code § 187.27(a)
Determine eligibility within 30 calendar days, and authorize benefits to eligible applicants.
55 Pa. Code § 125.24(c)(7)(v)
Provide a written notice of any eligibility decision.
55 Pa. Code § 125.1(k)
55 Pa. Code § 133.4(a)
Give each individual the opportunity to appeal if the individual is dissatisfied with any agency action.
55 Pa. Code § 125.24(c)(6)
Give each individual the opportunity to register to vote.
42 U.S.C. § 1973gg-5(a)(2)(A)
Provide information about special cash allowances available to individuals and families with special needs, such as medical transportation and allowances for childcare and relocation.
55 Pa. Code § 125.24(c)(7)(vi)(B)
55 Pa. Code § 125.24(c)(7)(vi)(D)
Discuss TANF Diversion with TANF applicants who meet diversion criteria. See Chapter 137.5 .
Explain that deaf and hearing-impaired individuals may use family or friends as interpreters or transliterators, with one exception: At a fair hearing, the CAO must arrange for an official interpreter or transliterator.
The CAO must not:
55 Pa. Code § 121.1(b)(3)(i)–(iv)
Enter a home by force, without permission, or under false pretenses.
Search a home, rooms, closets, drawers, or papers for clues of possible deception.
Question an individual based on a presumption of guilt.
Make unannounced home visits.
Exception: Unannounced home visits are allowed to get information that may not be available if the individual knows the visit is to be made, such as when there is suspected fraud or reason to believe that submitted verification (for example, verification of a parent’s continued absence) is false.
Improperly disclose confidential client information.
55 Pa. Code § 105.1
55 Pa. Code § 125.24(c)(4)
Updated October 21, 2024, replacing September 17, 2014.
CAO staff are not mandatory child abuse reporters, however, CAO employee must give an immediate verbal report to the executive director or the director's designee when they suspect child abuse. The reporter must provide at least the following information:
The name and address of the child
The name of the suspected abuser
The evidence upon which the belief is based
The executive director or the designee are encouraged to call Child Line (800-932-0313) immediately, without determining whether the report is valid. The executive director or the designee must let the reporter know when the call is made and complete a Report of Suspected Child Abuse ( CY47 ).
The CAO must place a summary of the action in the case record. To make sure information is kept confidential, the summary must be removed when anyone other than a CAO employee reviews the record.
Updated October 21, 2024, replacing February 21, 2014
Public assistance benefits and services are provided to all, regardless of age, sex, color, race, national origin, ancestry, handicap, religious creed, sexual preference, lifestyle, union membership, political belief, or whether an individual has received benefits before.
55 Pa. Code § 107.1
Any DHS employee who in any way curtails, jeopardizes, or infringes on the rights, benefits, and opportunities of any applicant or recipient is subject to disciplinary action.
55 Pa. Code § 107.3(c)(3)
Discriminatory practices are specifically prohibited with respect to the use of the physical facilities, intake and application procedures, case assignments, methods of determining eligibility and payment amount, entitlement to other benefits, and the use of the payment and other benefits.
55 Pa. Code § 107.3(c)(2)
Each CAO must display the poster advising of the terms of the Civil Rights Act and of the offices to contact if an individual feels he or she has been discriminated against (see Appendix A ). If an individual complains that there has been discrimination by the CAO, they have the right to file a discrimination complaint and to request a fair hearing . See Supplemental Handbook, Section 880.4 for Complaint Procedures.
55 Pa. Code § 107.4(b)
Updated October 21, 2024, replacing May 1, 2017
See Supplemental Handbook, Chapter 930 .
Reviewed October 21, 2024, replacing May 1, 2017
The CAO may receive allegations of employee fraud from many sources, including anonymous calls, letters, informants, and coworkers.
Employee fraud includes, but is not limited to, the following:
Moving funds away from their intended purpose
Taking bribes or kickbacks from applicants or recipients
Stealing or selling welfare documents
Causing the issuance of benefits for anyone who is ineligible or who does not exist
Using the position to get benefits fraudulently
Misusing commonwealth resources or grossly abusing work hours
The Bureau of Special Investigations (BSI) Office of State Inspector General (O S IG) investigates all allegations of employee fraud. The CAO must refer allegations of employee-related fraud to BSI as soon as possible.
When the CAO receives any allegation of employee fraud, the Executive Director or their designee must do the following:
Get as complete a description as possible of the alleged fraudulent act from the individual who is making the complaint.
NOTE: Advise the complainant not to discuss the allegation with the employee in question or with any other employees unless otherwise directed by the chain-of-command.
Alert the director of BSI of the allegation immediately by telephone (717-783-6835). The Director of BSI will advise what course of action to take. The CAO must follow DHS protocol and the alert chain-of-command.
Avoid any conversation with the suspected employee about the allegation, and avoid any confrontation between the complainant and the suspected employee.
Take no further action until instructions are received from the chain-of-command or the D irector of BSI.
Make no comments or promises if confronted by the suspected employee. If the suspected employee volunteers information about the allegation, get as much detail as possible, thoroughly document what is said, and notify the chain-of-command and the Director of BSI.
Do not accept proposals such as retirement or resignation without first contacting the appropriate chain-of-command and the director of BSI .
After the investigation, the O S IG will provide a written report to the Secretary and General Counsel if the allegation of employee fraud is substantiated. Distribution is at the discretion of the Secretary and General Counsel. Follow up action may be taken by Labor Relations, the Office of Attorney General , or the local district attorney’s office.
If the DHS referred allegation is unsubstantiated, the D irector of BSI will advise the Executive Director or their designee by telephone. No formal report will be provided.
Updated October 21, 2024, replacing May 1, 2017
The Office of Income Maintenance (OIM) headquarters compares the Central Management Information Center files with the eCIS files. When a match is found, a case folder is prepared. The folder includes the following materials:
Copies of the State Employee Match Report
SNAP and Cash Assistance transcripts
Payroll history
The Area Manager must give the folder to the Executive Director .
Updated October 21, 2024, replacing May 1, 2017
COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF HUMAN SERVICES THIS FACILITY IS OPERATED IN ACCORDANCE WITH THE REGULATIONS OF THE PENNSYLVANIA DEPARTMENT OF HUMAN SERVICES The Pennsylvania Department of Human Services complies with and enforces the laws and regulations (Title VI and Title VII of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination Act of 1975, the Pennsylvania Human Relations Act of 1955, as amended, Executive Order 11246, Executive Order 1972-1, and to applicable agencies Governor's Affirmative Action Program as outlined in Executive Order 1984-1) which prohibit discrimination against persons because of their race, color, religious creed, life style, handicap, ancestry, national origin, union membership, age, or sex. All facilities operated directly, regulated, approved, contracted for, or licensed by the Pennsylvania Department Of Human Services to provide services, must provide those services to all persons without discrimination. Any complaints of discrimination should be directed to the Bureau of Equal Opportunity at 717-783-1130. Department of Human Services Bureau of Equal Opportunity - Civil Rights Compliance 625 Forester St., Suite 225 Harrisburg, Pennsylvania 17120 717 787-1127 OA, EEO Complaint , Email RA-PWBEOAO@pa.gov Complaints may also be sent to Pa Human Relation Commission (PHRC): Harrisburg Regional Office Riverfront Office Center, 5th Floor 1101-1125 S Front Street Harrisburg, Pa 17104-2515 (717) 787-978 0 Philadelphia Regional Office 110 North 8th Street, Suite 501 Philadelphia, Pa 19107 (215) 560-2496 Pittsburgh Regional Office 301 Fifth Avenue Suite 390, Piatt Place Pittsburgh, Pa 15222 (412) 565-5395 ALL AGENCIES AND FACILITIES UNDER THE JURISDICTION OF THE DEPARTMENT OF HUMAN SERVICES MUST POST THIS NOTICE IN A CONSPICUOUS PLACE.
Updated October 21, 2024, replacing February 21, 2014.
Cash Assistance Handbook
Chapter 103: General Information
Revised Furloughed Government Employee Applications PCA-22319-104 ( Revised November 14, 2025, Published October 27, 2025)
Any person who wants to apply for cash benefits for their self or on behalf of someone else may contact the County Assistance Office (CAO) to file an application.
55 Pa. Code § 125.1
Under some circumstances, a new application is not required. See Chapter 179.
The CAO must mail or give a Common Application Form ( PA 600 ) to the applicant. Only one form is needed for all persons who are applying at the same time. The applicant must list on the PA 600 all persons who are living in the residence at the time the form is signed.
The applicant must complete the PA 600 to the best of his or her ability and submit it to the CAO. The CAO must help if the applicant needs assistance completing the PA 600 .
The CAO must accept any PA 600 that has the applicant’s name, address, and signature on page 1. The applicant may mail, fax, or give the PA 600 in person to the CAO. A scanned application is acceptable.
NOTE: The CAO must accept a PA 600 from a homeless person without an address listed.
NOTE: The CAO must accept and process any PA 600 that contains the applicant’s name, address, and signature. If the applicant fails to answer the question “What do you want to apply for?” on page 1, it is presumed that the applicant wants to apply for all benefits, and thus the CAO must AP the application for Cash, Medical Assistance, and SNAP respectively and complete a preliminary review for expedited services. Please narrate thoroughly any action taken.
A person may also file an online application for cash benefits using the electronic Commonwealth of Pennsylvania Application for Social Services ( COMPASS ). Both COMPASS applicants and those using the PA 600 must have a personal interview either face-to-face or by telephone.
55Pa. Code § 123.22
NOTE: A person applying for benefits or on behalf of another person is considered an applicant until benefits are authorized or rejected. A person found eligible to receive benefits is a recipient.
An inquiry differs from an application in that the person is seeking information only and not applying for cash benefits. When someone asks for cash benefits or other services on behalf of a competent adult, the CAO must consider the request an inquiry until verifying that the person wishes to apply for benefits.
55 Pa. Code § 123.22
The CAO located in the applicant's county of residence must take the application.
55 Pa. Code § 147.23(b)
If a person is temporarily in a county other than their county of residence, that CAO must:
Take the application.
Determine need and eligibility based on the circumstances in the county where the person applied.
Authorize benefits, if the person is eligible.
Transfer the case according to intercounty transfer procedures when the applicant returns to their permanent residence. See Chapter 123 .
Everyone has the right to apply, to have a personal interview, and to receive a written notice of eligibility. A person may apply for their self or on behalf of someone else.
When a person calls the CAO to apply, the CAO must send the applicant a PA 600 or instruct them to either come to the CAO to complete a PA 600 or file an electronic application by COMPASS. The CAO must not determine eligibility over the telephone.
A nonresident who wishes to return to their home state or go to another state to establish residence may apply. (See Chapter 123 .)
55 Pa. Code § 147.24(b)
A person about to leave a public institution may apply. (See Chapter 192 .)
The applicant, regardless of age, must sign the PA 600 before filing the form at the CAO and again at or following the personal interview, unless a disability or other exceptional circumstance prevents them from signing.
55 Pa. Code § 125.1
NOTE: The protective payee is not required to sign the PA 600 .
The CAO must get the signatures of the following persons either during the application interview or within 30 calendar days from the authorization date :
The payment name , if it is not the same as the applicant.
Anyone applied for who is 18 years old or older.
Any emancipated minor.
NOTE: In TANF cases, there is no deprivation of care due to absence if one parent is serving in the uniformed service. TANF could be authorized if one of the parents is incapacitated. Because both parents are in the budget group , the CAO must have the parent serving in the uniformed service sign when that parent returns home on leave.
The COMPASS application is valid without the signature page. The CAO must process the application as it would a paper application, including sending the appropriate rejection notice for not providing information. (See Section 104.53 .) A faxed or scanned signature page is acceptable.
Persons applying for benefits, and registered COMPASS Community Partners applying for individuals , may e-sign the application for any benefit available through COMPASS .
The CAO should be aware that:
The signature block of the COMPASS signature page will display the initials of the person who e-signed and the submission date.
The signature line on page 1 of the PA 600 summary will also display the e-signature information.
CAPWEB will display an “E” behind the print status for all e-signature applications and for COMPASS renewals .
The applicant is required to mail or fax all verification documents to the CAO.
If an applicant submits an e-signed COMPASS application, or if a registered COMPASS Community Partner e-signs a COMPASS application for any benefit available through COMPASS , then the applicant does not have to submit a signed signature page to the CAO. The CAO staff will see the e-signature designator on CAPWEB and can view the e-signature on the COMPASS signature page or the PA 600 summary.
A request to add a mandatory budget group member to an existing budget group is not considered an application. The CAO must require a new PA 600 . The payment name needs to provide information only for the person being added and must report other changes.
Example: Adding a parent to a TANF budget group is a partial renewal, not an application.
Updated August 28, 2025, replacing January 12, 2023
The application process begins when a person, or someone acting on their behalf, files a completed, signed application with the CAO . See Section 104.54 . Under some circumstances, a signed application is not required. See Chapter 179 .
Upon receiving the PA 600 or COMPASS application, the CAO must take the following actions:
Date-stamp the PA 600 .
NOTE: A COMPASS application does not need to be date stamped. The application is imported into AP from the COMPASS application system. This importation date is automatically entered by the system and becomes the tracking date.
NOTE: Applications, renewals, and other documentation sent via email and received in a CAO resource account may be dragged and dropped into ImageTrust. The CAO will use the date and time received in the CAO resource account except for applications received after business hours. Applications received after business hours will be considered to be received on the next business day. The email showing receipt date and time must be dragged and dropped into ImageTrust along with any other attachments. The CAO must narrate the date and time of receipt in case comment to match document received date.
Enter demographic information to control (or track) the application and when it is received.
File-clear (including Data Exchange (DX) ) all the persons listed.
Assign a case record number for each signed application.
Conduct a screening interview .
55 Pa. Code § 125.24(b)
Help the applicant complete the application and obtain and verify information. See Chapter 178 .
Conduct an application interview .
55 Pa. Code § 125.24(c)
Verify certain information.
Authorize or reject the application.
Notify the applicant in writing of eligibility or ineligibility and the reason for the decision.
55 Pa. Code § 125.1(k)
NOTE: These actions may be completed separately or at the same time, according to CAO procedures.
For the CAO to determine eligibility, the applicant must:
Participate in an interview to supply additional information; and
55 Pa. Code § 125.21(a)
Provide verification of certain information.
55 Pa. Code § 125.21(b)
Updated August 28, 2025, replacing January 18, 2023
The CAO must screen each applicant before an application interview . The CAO may conduct the screening interview face-to-face, by telephone, or by mail.
55 Pa. Code § 125.24(b)
The CAO must determine the appropriate category and explain the specific requirements to the applicant.
At the screening interview, the CAO must take the following actions:
Explain that the applicant must answer every question on the PA 600 .
NOTE: Ineligible noncitizens not seeking benefits for themselves do not need to give specific information about their immigration circumstances. See Chapter 122 .
Help the applicant fill out the PA 600 .
NOTE: The CAO must offer free language-assistance services to help an applicant with limited English proficiency (LEP) complete an application.
Determine the applicant’s primary language to enter the appropriate code in e CIS , and do the following:
If the applicant has limited English proficiency, use interpreting services to explain, in the applicant’s primary language, that the CAO can provide free interpreting services.
Use interpreting services as needed during the screening interview to make sure the applicant completely understands.
Use the LEP implementation and monitoring plan established by each CAO. Each plan designates a staff member as the LEP coordinator for that office.
Review the information on the PA 600 to make sure it represents the applicant’s actual circumstances.
Review prior case history for relevant changes in circumstances.
Determine what information needs to be verified and explain what is needed for verification.
Explain that all applicants must cooperate with the CAO to provide and verify information needed to determine eligibility.
55 Pa. Code § 125.24(b)
NOTE: A domestic violence victim may get mail at an alternate mailing address , such as the CAO address or a legal substitute mailing address through the Address Confidentiality Program (ACP). See Section 108.102 1 .
Explain what eligibility conditions must be met and what information is needed to meet the conditions. Tell the applicant how to get acceptable verification.
Explain that TANF assistance is time-limited and that cash applicants must cooperate with the CAO to develop a plan for becoming self-sufficient.
NOTE: Time limits do not apply to Medical Assistance, c hild care, or SNAP , with certain exceptions.
Provide the applicant the Applying for Cash flyer PA 1909 . This form is available on Docushare and must be given to the applicant at the screening interview or mailed with the PA 253 .
Determine what information requires verification based on the benefit and avoid unnecessary request of verification from the applicant by utilizing all available sources of information as outlined in Section 178.31 .
Explain that TANF requires support action when an absent parent is involved.
55 Pa. Code § 141.21(b)
55 Pa. Code § 187.21
55 Pa. Code § 187.23(b)
Advise a pregnant individual of the Cash Assistance benefits available to her and how to add a newborn child. Explain the grace period , enumeration , and support requirements.
NOTE: Special requirements apply to an unmarried pregnant individual under age 18. See Section 110.6 .
Explain that the applicant may claim good cause for not cooperating with child support requirements. See Chapter 131 .
55 Pa. Code § 125.1(c)
55 Pa. Code § 141.21(c)
55 Pa. Code § 187.27
Tell the applicant that the Cash Assistance grant will be reduced by 25 percent if a person fails, without good cause, to cooperate with support requirements for TANF.
55 Pa. Code § 153.44(b)(2)(i)(C)
55 Pa. Code § 187.26(c)(1)
Explain how spousal support is assigned to the Department and how financial ability to support is determined if a spouse is not under a court order. See Chapter 131 .
Explain that a person who has a criminal history and who has not satisfied the penalty imposed by law may not receive assistance. See Section 104.48 .
Explain that a person may be required to participate in an available drug and alcohol treatment program if it is determined that substance abuse is a barrier to employment. This includes anyone convicted of a felony offense for conduct that took place after August 22, 1996, related to the possession, use, or distribution of a controlled substance . See Section 104.48 .
Explain that a person who has refused or failed to enter into and sign the Agreement of Mutual Responsibility , without good cause, may not receive assistance.
55 Pa. Code § 125.1(g)
55 Pa. Code § 133.23(a)(1)(viii)
Explain the conditions of eligibility for a full-time college student. See Chapter 114 .
Explain the following information to the applicant:
A family may receive TANF assistance for a maximum of 60 months, with certain conditions and exceptions.
Assistance received as an adult head of household or spouse of the head of household counts towards the 60-month limit.
A family that includes an adult head of household or spouse of the head of household who has received their 60-month limit of TANF may not receive assistance. See Section 105.25 .
TANF assistance received by a minor child does not count towards the 60-month limit, except for TANF received as a minor child head of household or as a minor child married to the head of household.
A family does not include a specified relative outside the TANF mandatory budget group and seeking assistance only for the minor child.
A family who is otherwise eligible for TANF except for the 60-month time limit may receive Extended TANF. See Sections 135.8 and 176.32 .
55 Pa. Code § 141.41(d)
55 Pa. Code § 141.51
Discuss the Road to Economic Self-Sufficiency Through Employment and Training ( RESET ).
Get the agreement of the applicant to apply for potential resources.
Give the applicant copies of appropriate informational brochures. See Appendix A .
Inform an applicant whose Social Security number matched with the Disqualified Recipient System's CAPDRS screen that appropriate action will be taken. If the applicant is currently serving a disqualification in the program in which the intentional program violation (IPV) occurred, the applicant will be denied benefits in that program. See Supplemental Handbook Section 910.74.
Schedule an application interview within 13 calendar days of the application filing date . Provide the applicant with a copy of the Appointment Notice and Verification Checklist.
55 Pa. Code § 125.24(b)(9)
Exception: When the CAO is able to determine during the screening interview that the applicant is ineligible, the CAO must deny the application unless the applicant requests an application interview. See Section 104.52 .
If an application interview is not scheduled, advise the applicant of other available programs such as, but not limited to, the following:
Women's, Infants' and Children's (WIC) program
Early Periodic Screening, Diagnosis, and Treatment program (EPSDT)
Low-Income Home Energy Assistance Program (LIHEAP)
Supplemental Nutrition Assistance Program (SNAP)
Medical Assistance (MA)
Updated August 28, 2025, replacing July 19, 2024
The CAO must conduct a personal interview either face-to-face or by telephone for each application. The person interviewed may be an applicant , a recipient , the payment name , or the caretaker or relative of a TANF child. The applicant may bring other persons to the interview.
55 Pa. Code § 125.24(a) (1)(i)
Personal interview may be conducted in the CAO or by phone.
The setting chosen for conducting an interview will be that which best serves the purpose of the interview and is most satisfactory for the applicant and the agency. The CAO should give the greatest consideration to the phone interview first before choosing interviews in the CAO.
The following factors are weighed in choosing the setting:
Privacy
Freedom from distraction
Physical condition of the applicant
Child care and similar responsibilities
Distance from the applicant’s home to the office
Availability and cost of transportation
55 Pa. Code § 125.24(a)(1)(ii)
Rarely, if ever, should the setting be the home of the individual . Management approval is required before any home visit is made to conduct a personal interview.
During the application interview , the CAO must:
Review the information on the PA 600 or COMPASS application.
Compare current PA 600 to previous case information for relevant changes that may need verified or reverified. Example: A PA 600 was received for the Smith family on July 7. The household previously received TANF in November but closed due to employment. The new application reports that she married her boyfriend and had a baby and that employment ended on June 13. Verifications to be requested for household composition changes include marital status, birth certificates, paternity and name changes. Verification of employment termination is also needed.
Help the applicant present his or her situation.
Have the applicant fill out the Criminal History Inquiry form (PA 1665) if he or she answered "YES" to any of the criminal history questions on the PA 600 . See Section 104.48 .
Explore and resolve with the applicant any unclear or incomplete information. Where there is suspected fraud, see Section 178.312 before making any referrals to the Office of State Inspector General (OSIG) for investigation.
Initiate or update the budget group information based on the completed PA 600 and the facts presented during the interview.
Make sure that each applicant has a Social Security number (SSN) . Refer each person who does not have an SSN to the local Social Security Office as required. See Supplemental Handbook, Chapter 950.
55 Pa. Code § 125.24(c)
NOTE: Do not refer ineligible noncitizens to the Social Security Office who state that they do not qualify for an SSN due to their immigration status. See Chapter 122 .
NOTE: Medical Assistance may be authorized for any person who is waiting to receive an SSN or for an noncitizen who is eligible for emergency medical services. See Medical Assistance Eligibility Handbook, Sections 322.32 and 378.31 and Supplemental Handbook, Section 950.1 .
If applicable, review the disqualification information on the Sanction/Disqualification screen obtained during the screening interview . The "View History” button on this eCIS screen will display more disqualification information. See Supplemental Handbook, Section 910.74 , for requirements on verifying and imposing disqualification.
If applicable, explain and complete reimbursement forms. Give the person a copy of the signed forms. Reimbursement forms include, but are not limited to, the following:
55 Pa. Code § 125.21
55 Pa. Code § 125.24(a)(1)(ii)
Agreement and Authorization to Pay Claim - FIRM 176-K
Reimbursement Referral - OIG 173
Agreement and Authorization to Pay Claim-SSI - OIG 176-SSI
Agreement for Repayment – Delayed UC Checks - OIG 176-U
Assignment of Interest in Decedent’s Estate - PA 198-S
See Supplemental Handbook, Chapter 915 .
Discuss past management of the applicant’s finances as needed to understand the present situation.
Explain basic program requirements and procedures
NOTE: An informational flyer, Applying for Cash ( PA 1909 ), has been developed to provide an applicant with information on the requirements they can expect when applying for cash assistance.
Discuss who is responsible for the care and control of a child for whom application is being made. Determine who the specified relative is for each TANF budget group. See Chapter 127 .
Discuss TANF deprivation factors regarding a child for whom application is being made. See Chapter 129 .
NOTE: In TANF cases, there is no deprivation of care due to absence if one parent is serving away from home in the uniformed service. TANF could be authorized if one of the parents is incapacitated.
Give the person the “Rights and Responsibilities” page from the PA 600 . Review the page with the person to make sure they understand it.
55 Pa. Code § 125.24(c)(7)(vi)
Explain the reporting responsibilities and requirements to the person who signs the application form for accurately and timely reporting any changes that affect their situation. Prior to authorization, an applicant for assistance shall be responsible for reporting accurately, within 1 week, any changes affecting their situation. After authorization, all changes affecting their situation must be reported by the tenth of the month following the month the change took place. See Section 170.2 .
NOTE: Every Cash Assistance budget group that meets a Semiannual Reporting (SAR) criterion must submit certain information semiannually, but does not change the recipient’s responsibility to report changes that affect continued eligibility by the 10th of the month that follows the month of the change.
55 Pa. Code § 125.24(d)
7 CFR § 273.12(a)(2)
Notify and explain to the designated payment name individual of the TANF applicant/recipient group that support cooperation requirements apply if a minor child has a noncustodial parent or putative father , or if an adult has an absent spouse. The CAO must not authorize assistance until a certification of cooperation is provided, good cause is established for not meeting the requirements or a determination of non-cooperation is made.
55 Pa. Code § 125.24
55 Pa. Code § 187.23(b)
NOTE: Failure to cooperate with support enforcement requirements without good cause will result in a reduction of 25 percent of the monthly cash assistance benefit. See Chapter 131 .
55 Pa. Code § 141.21(e)
55 Pa. Code § 187.26(c)
Reminder: Review Medical Assistance eligibility for ineligible Cash Assistance applicants and recipients.
Explain the applicant’s right to appeal the CAO’s determination if they are not satisfied with the decision.
NOTE: If the applicant has limited English proficiency, use interpreting services to explain, in the applicant’s primary language, that the CAO can provide free interpreting assistance. Use interpreting assistance as needed to make sure the individual completely understands the interview. Refer to the limited English proficiency (LEP) implementation and monitoring plan established by the CAO.
Explain the use of the Authorization for Release of Information ( PA 4 ) form and request the applicant or person who is the payment name sign, regardless of their age. Other p ersons being applied for or currently receiving cash benefits who are 18 years old or older or are emancipated will be requested to sign the PA 4 within 30 calendar days of the authorization date .
55 Pa. Code § 201.4(2)(ii)
NOTE: The PA 4 is used to obtain verification from a third party. If the third party does not or refuses to provide the verification, then the responsibility falls back on the applicant to provide verification. See Chapter 178.2 .
NOTE: When both parents are in the budget group and one parent is serving away from home in the uniformed service that parent will be requested to sign a PA 4 when they return home on leave or at the end of service.
Ask the applicant to read the affidavit, or read it to them . The applicant, regardless of age, must sign the affidavit on the application form during the application interview.
55 Pa. Code § 125.1(d)
NOTE: Persons whom others have applied for who are 18 years of age or older or emancipated must also sign the affidavit on the application form during the application interview or within 30 calendar days from the authorization date.
NOTE: A person who is required to sign the application and fails to sign is ineligible for cash benefits.
Verify identity and narrate in case comments the verification source, such as driver’s license, Social Security card, Selective Service card, voter registration card, or other acceptable source.
55 Pa. Code § 125.1(b)
At the end of the application interview, offer the applicant the opportunity to register to vote. Give or mail a registration form to applicants who wish to register dependent on interview type. Help the applicant fill out the voter registration form if help is needed. See Supplemental Handbook Chapter 980 .
42U.S.C.A. 1973 gg-5 (a)(2)(A)
Explain to the applicant that assistance will be reduced by amounts received if the assistance check is cashed at a gambling casino, racetrack, bingo hall or other establishment that gets more than 50 percent of its gross revenues from gambling.
55 Pa. Code § 175.23(e)
Explain the requirements of the Agreement of Mutual Responsibility ( AMR , PA 1661 ). See Chapter 107 .
55 Pa. Code § 125.1(f)
NOTE: If a person has good cause (such as serious illness or hospitalization) for not completing and signing the AMR, benefits may be authorized without a signed AMR. The person must complete and sign the AMR no later than the end of the good cause period.
If there is evidence of child abuse, all CAO staff persons who have applicant/recipient contact, specifically contact with children, must report suspected child abuse to the executive director or the director's designee . See Section 103.4 .
Explain the responsibility to cooperate with the Third Party Liability Program in completing a Medical Services Questionnaire ( PW 382 ). See Chapter 185 for CAO responsibilities for the PW 382 .
55 Pa. Code § 257.21(a)
55 Pa. Code § 257.21(b)
Provide information about reduced telephone costs through Link-Up America and Lifeline programs. See Section 103.33 .
55 Pa. Code § 101.1(b)
55 Pa. Code § 121.3 (a)(2)(iii)
To receive TANF, the applicant must meet the appropriate eligibility conditions. The CAO must determine eligibility based on the following:
Category (see Chapter 105 )
Agreement of mutual responsibility (see Chapter 107 )
Budget groups (see Chapter 110 )
Strikers (see Chapter 113 )
Students (see Chapter 114 )
Identity (see Chapter 120 )
Citizen/noncitizen (see Chapter 122 )
Residence (see Chapter 123 )
Specified relatives (TANF only) (see Chapter 127 )
Deprivation (TANF only) (see Chapter 129 )
Support (see Chapter 131 )
Employment and training requirements (see Chapter 135 )
Resources (see Chapter 140 )
Income (see Chapters 150 , 152 , 155 , 157 , 160 )
Reporting changes (see Chapter 170 )
Semiannual reporting (see Chapter 171 )
Reimbursement (see Supplemental Handbook, Chapter 915 )
Enumeration (see Supplemental Handbook, Chapter 950 )
Job Search Requirements (see Section 104.3 )
Criminal status (see Section 104.48 )
Conviction for welfare fraud (see Supplemental Handbook, Chapter 910 )
Conviction for felony related to illegal possession, use, or distribution of a drug (TANF only) (see Section 104.482 )
NOTE: Unless the person has good cause, eligibility is related to participation in or compliance with a drug treatment program if treatment is necessary, available, and appropriate.
Conviction for residency misrepresentation (see Supplemental Handbook, Chapter 910 )
The applicant is the primary source of information in establishing eligibility for cash assistance.
55 Pa. Code § 125.21(a)
In addition to the specific requirements of the chapters listed under Section 104.43 , the applicant must also do the following:
Provide required verification to establish eligibility.
55 Pa. Code § 125.21(b)
Provide information for third-party liability coverage to determine medical coverage carried by another person or organization.
55 Pa. Code § 141.21(k)
Sign an Authorization for Release of Information ( PA 4 ) form consenting to the disclosure of information from third parties when requesting the CAO to obtain the verification on the applicant’s behalf.
55 Pa. Code § 201.4(2)(ii)
NOTE: The above applied to a ny person applying for assistance who is 18 years old or older or under age 18 and emancipated. See Chapter 178 .
NOTE: The PA 4 is only verification of the applicant’s agreement to allow release of information. The signed application meets the requirement of giving consent to allow the release. However, if a third-party source refuses to provide collateral verification without a signed PA 4 , persons who do not sign a PA 4 will be responsible to provide the CAO with all required verifications. The inability to provide all required verifications within 30 calendar days may cause benefit ineligibility for individuals or entire budget groups.
Cooperate in establishing eligibility for state and federal benefits. An applicant who does not cooperate without good cause in establishing eligibility for federal programs is ineligible for Cash Assistance as follows:
55 Pa. Code § 141.21(n)
55 Pa. Code § 183.13
Reminder: Eligibility for unemployment compensation (UC) must be explored. Cash Assistance may be authorized pending verification of the UC application. However, CAO follow up will be necessary to ensure the individual person has applied for possible benefits. If UC benefits are expected, complete the OIG 176-U . See Supplemental Handbook, Section 915.531 .
For TANF, the applicant is ineligible until they comply .
55 Pa. Code § 183.13(c)(1)
For Extended TANF , the applicant and the applicant’s family are ineligible until the applicant complies. See Section 150.1 for noncooperation of recipients.
55 Pa. Code § 183.13(c)(3)
NOTE: If the person reapplies, states that they will cooperate in applying for potential state or federal benefits, and signs the required forms, then they are in compliance. If the person again does not follow through with the application and benefits are discontinued, this establishes a pattern of noncooperation. If the person reapplies, they must actually complete the application for state and federal benefits before they are considered to be in compliance. TANF may not be authorized until that time.
Cooperate in establishing paternity and a court order for support, unless good cause exists.
Repay any assistance payment received during a period for which federal or state benefits were awarded. See Supplemental Handbook, Chapter 915 .
55 Pa. Code § 141.21(c)
55 Pa. Code § 141.21(d)
NOTE: The CAO must not deny assistance because an applicant has not repaid assistance received in the past.
Give true and complete information on everything that may affect eligibility.
55 Pa. Code § 141.21(n)(3)
Every recipient must cooperate with state and federal quality control (QC) reviews. Failure to do so will make the recipient ineligible for the program being reviewed. See Supplemental Handbook, Chapter 900 .
55 Pa. Code § 111.4(b)(5)
Quality Control will notify the CAO when a recipient refuses to participate. The CAO must then do the following:
Contact the recipient to determine why they refused.
Arrange for an appointment with the QC reviewer if the recipient agrees to participate.
Notify the budget group of the proposed discontinuance of benefits by sending an Advance Notice if the recipient still refuses to cooperate.
Redetermine eligibility for other programs.
Every recipient must cooperate with a Treasury Department investigation of a duplicate benefit issuance. If a budget closes due to noncooperation with the investigation, the CAO must not authorize cash benefits until the Treasury Department lifts the closure.
55 Pa. Code § 231.24(d)
An applicant or recipient who has been convicted of welfare fraud is ineligible for Cash Assistance. See Supplemental Handbook, Section 910.7 .
The CAO will get information about a welfare fraud conviction through e CIS . The O S IG will update this information as necessary.
55 Pa. Code § 141.21(s)
55 Pa. Code § 255.1
Otherwise eligible persons who have been sentenced for a felony or misdemeanor offense may receive TANF or GA Cash Assistance if they have satisfied the penalty imposed on them by law and they are complying with any terms of probation or parole . See Appendix B for a policy summary.
The CAO must clearly explain the following criminal history eligibility requirements to all applicants and recipients.
The following persons may not receive Cash Assistance:
A person who has been sentenced for a felony or misdemeanor offense (not a summary offense ) and has not satisfied the penalty imposed by law or who is violating parole or probation.
62P.S. 432(9)
“Satisfied the penalty” means completed the period of incarceration and paid or is in compliance with a plan to pay all fines, costs, and restitution. It does not apply to a juvenile, unless they were tried and convicted as an adult outside the juvenile court system.
An exception is granted to a person who is in violation of probation or parole but has received a presidential pardon.
A person on probation may be subject to monthly supervisory fees. Nonpayment of this fee does not affect eligibility.
NOTE: A person who is under house arrest is not eligible for Cash Assistance, with the following exceptions:
A person under house arrest or on electronic monitoring (a form of house arrest) as a term of probation or parole. If otherwise eligible, the person may receive Cash Assistance as long as they are meeting probation or parole requirements.
A person under house arrest or on electronic monitoring while waiting for trial or sentencing. If otherwise eligible, the person may receive Cash Assistance, because they have not been convicted or sentenced.
A person who has been summoned to appear as a defendant at a criminal court proceeding and fails to comply with the summons or bench warrant. Failure to appear does not apply to a person summoned to appear as a defendant in juvenile court.
62P.S. 481.1
A person who has been convicted of welfare fraud and is applying within six months from the date of a first conviction, twelve months from the date of a second conviction, or permanently from the date of a third conviction. See Section 104.47 .
62P.S. 481.1
55 Pa. Code § 141.21(s)
A person who has been convicted in federal or state court of fraudulent misrepresentation of where they live in order to receive Cash Assistance, Medical Assistance, SNAP benefits, or Supplemental Security Income from two or more states (ten-year disqualification).
42 U.S.C. 608(a)(8)
55 Pa. Code § 141.21(u)
A person who is fleeing to avoid prosecution, custody, or confinement following a conviction for a felony or for a high misdemeanor in New Jersey. An exception is granted if the person has received a presidential pardon.
42 U.S.C. 608(a)(9)
55 Pa. Code § 141.21(t)
A person convicted of a felony offense for conduct that took place after August 22, 1996, related to the possession, use, or distribution of a controlled substance must agree to assessment and treatment based on his or her statement, current participation in a treatment program, or other current substantial evidence. For benefits to continue, the person must comply with assessment and treatment if the treatment is necessary, available, and appropriate, unless there is good cause for not complying . See Section 107.4 for the TANF referral process for assessment and treatment for substance abuse.
21 U.S.C. 862a
When reviewing a person’s criminal history status and determining eligibility, the CAO must be aware of the following:
Only civilian convictions are considered in determining eligibility. Military court convictions do not affect eligibility for benefits.
The Accelerated Rehabilitative Disposition (ARD) program does not involve a conviction or sentencing. A person who is satisfactorily participating in ARD may still be eligible to receive benefits. ARD status can change if the person fails to comply with the program requirements. Failure to comply with the program can lead to a conviction and sentencing, which may lead to ineligibility. The CAO should review the person’s status periodically.
Persons in the Probation Without Verdict (PWOV) program may be eligible for benefits during the probation period if they meet all requirements and are in compliance with the terms of their probation. Under the PWOV program, a person is actually convicted and placed on probation for a maximum of one year. If the person complies with the terms of probation, the record is expunged after probation ends.
The CAO must require completion of the Criminal History Inquiry (PA 1665) form by an applicant or recipient who gives a “YES” response to the criminal history questions on the PA 600 or PA 600R . The CAO must proceed as follows:
A person is ineligible if the answer to any question indicates that they have not satisfied their penalty. For example, the person has not completed the required period of incarceration and either has not paid all criminal fines, costs, and restitution or is not currently in compliance with an approved payment plan. The person may be eligible for Cash Assistance if they have either made full payment of all fines, costs, and restitution or are in compliance with an approved payment plan.
NOTE: There is no need to reverify information that has been previously verified, such as past convictions in which the person paid all fines, cost, and restitutions. If the person has ongoing fines and costs, the CAO must reverify compliance at each renewal or when the CAO receives information that the person is out of compliance.
A person is ineligible if the answer to any question indicates that they are on probation or parole and have not paid all fines, costs, and restitution or are not in compliance with an approved payment plan. The person may be eligible for Cash Assistance if they are in compliance with all terms of their probation or parole.
62 P.S. 432(9)
NOTE: The court or other authority that established the payment plan is responsible for determining if the person is in compliance with the plan. A person is ineligible for Cash Assistance if they owe fines, costs, or restitution and do not have an approved plan. The CAO should advise the person to contact the court or other authority to establish a payment plan.
A person is ineligible if the answer to any question indicates that they have failed to appear as a defendant at a criminal court proceeding when issued a summons or failed to comply with a bench warrant. The person is ineligible until they comply with the summons or bench warrant.
62P.S. 481.1
NOTE: The issuing authority determines whether a person is in compliance with a summons or warrant.
A person is ineligible if the answer to any question indicates that they are currently fleeing to avoid prosecution, custody, or confinement following a conviction for a felony or for a high misdemeanor in New Jersey.
55 Pa. Code § 141.21(t)
42 U.S.C. 608(a)(9)
If a person’s answer to any question indicates that they have been convicted of a felony offense for conduct occurring after August 22, 1996, related to the conviction involving possession, use, or distribution of a controlled substance, then a determination of whether the person has a current drug problem is required. If assessment or treatment is required based on the person’s statement, current participation in a treatment program, or other current substantial evidence, the person must comply with assessment and treatment unless there is good cause for not complying.
62 P.S. 405.1
A person whose answer indicates that the penalty was satisfied must provide verification documentation.
A person whose answer indicates that they have complied with a summons or bench warrant they must provide verification documentation. Verification documentation includes the following:
Written evidence from a local magistrate's office, court official, or law enforcement agency.
Written evidence from another county or state, court official, or law enforcement officer.
Written evidence from a parole or probation officer.
The CAO may use information provided directly by other official sources, such as a court official or law enforcement agency, to verify compliance with the above requirements. See "Using IEVS," Chapter 13, Exchange 10-CJIS.
The CAO is encouraged to communicate directly with any local official source that may be used to get verification.
NOTE: The CAO worker should always be careful when information is recieved about a person who has not complied with a summons or a bench warrant to appear as a defendant at a criminal court proceeding. Consult the appropriate law enforcement agency on how to proceed.
A person is ineligible for benefits if satisfactory documentation is not provided within 30 days of receipt of a completed application or 15 days from the renewal date. The person may reapply for benefits when the required documentation is available.
NOTE: The burden of proof is on the person, including, if applicable, providing documents that verify compliance with an approved payment plan.
The CAO worker must review the documentation to determine whether the person has satisfied all penalties or is in compliance with an approved payment plan, whichever applies. If the documentation does not establish that the person has satisfied all penalties or is in compliance with an approved payment plan, the person is ineligible for TANF until they verify that all penalties are satisfied , or they are in compliance with an approved payment plan.
The CAO must issue the appropriate notice to the person, using the correct 62 P.S. or 55 Pa. Code citations.
The CAO must use the special "criminal history" reason codes when basing ineligibility exclusively on information provided on the Criminal History Inquiry form (PA 1665) form .
The CAO must review a person’s criminal history status at application and at each scheduled renewal. See Chapter 176 . A person’s criminal history status must also be reviewed whenever the caseworker becomes aware of a change that may affect eligibility. Examples of such sources of information may include, but are not limited to, the following:
Data Exchange (DX) hits in Exchange 10.
Applicant/Recipient notification.
Other government or local agencies.
Newspaper articles and other news media.
Anonymous tips.
When determining whether an overpayment related to criminal history must be processed, the CAO must refer to the Criminal History Inquiry ( PA 1665 ) or PA 600 and follow these procedures:
If the person checked “YES” in block 3 of the Criminal History Inquiry form and the CAO confirmed compliance at that time but received information between application and renewal that the person was no longer in compliance, then the CAO must investigate and, if necessary, send proper notice and stop benefits. The CAO must not process an overpayment for the period of noncompliance. If the person verifies compliance, ongoing benefits may continue if the CAO receives the verification before termination, or the case may be reopened.
If the person checked “YES” in block 3 of the Criminal History Inquiry form but the IMCW never followed up to verify compliance with the court, an administrative overpayment must be processed if it is determined the person was not in compliance with the court. The CAO must process an overpayment for the period of noncompliance.
If the person checks “NO” in block 3 of the Criminal History Inquiry form but the CAO later finds out that the answer should have been “YES,” the CAO must process an overpayment if the person is determined to have been out of compliance during the period they received assistance.
Updated August 28, 2025; replacing January 12, 2023
The CAO must make a decision on eligibility within 30 calendar days of the application filing date . If there is enough information to determine eligibility for Medical Assistance, the CAO must not delay authorization of Medical Assistance while waiting for verification of Cash Assistance eligibility.
55 Pa. Code § 125.24(c)(7)(v)
NOTE: Applications may not be rejected for failure to provide verifications until day 31.
If the applicant has cooperated in trying to get verification and the CAO is waiting for the needed verification from a third party or a domestic relations section, the initial authorization of assistance must not be delayed beyond 30 days after application. See Chapter 178 .
55 Pa. Code § 125.21(b)(1)
NOTE: If documentation of an abusive living situation is not readily available and it appears that third-party verification cannot be obtained within the application processing period, the CAO may authorize assistance on the basis of the person’s statement.
NOTE: The CAO must use the "Comments" section of the record to provide a continuous record of supporting information that is not specifically recorded in the case record.
At application, the CAO must record the following information:
The reason for the application denial if a full application interview is not scheduled.
NOTE: This may be recorded during the screening interview .
Any pertinent information that is not on the PA 600 .
The date and place of the interview.
If needed, an additional explanation of reasons for or circumstances of the application that are not already listed on the PA 600 (for example, past management).
55 Pa. Code § 125.21(b)(1)
Any plans established with the applicant in addition to those recorded.
An explanation of major differences between the information on the PA 600 and the information in the case record.
The application process ends when one of the following occurs :
The applicant does not proceed with the application or withdraws.
NOTE: The CAO must discuss any misunderstanding of agency requirements or methods to prevent an applicant from withdrawing when it is not wise or necessary to do so.
The applicant is found ineligible for Cash Assistance, and the CAO determines eligibility for Medical Assistance and SNAP benefits.
The applicant is found eligible and assistance is authorized.
55 Pa. Code § 125.24(c)(7)(v)
The CAO must send a Notice to Applicant when the eligibility decision is made.
55 Pa. Code § 125.1(k)
An applicant may voluntarily withdraw their application at any time prior to the eligibility determination.
The CAO will discuss any misunderstanding of Cash Assistance requirements or agency procedures to prevent an applicant from unwisely or unnecessarily withdrawing their application.
55 Pa. Code § 125.24(c)(7)(vii)(B)
If the applicant withdraws the application, the CAO must take the following actions:
Have the applicant complete and sign a Voluntary Withdrawal Form ( PA 1829 ) .
Check the program from which the applicant is withdrawing.
Get the applicant’s signature and record the date.
Record in the "Comments" section the reason for withdrawal, if the applicant gave a reason.
NOTE: The PA 1829 is preferred but if the applicant submits a written statement the following should be included in the statement.
List of person(s) in the household and programs they are withdrawing from .
Reason for withdrawal.
Applicant's signature and date.
Deny Cash Assistance benefits using Reason Code 063.
Reject the application in eCIS.
Record in case comments the reason for withdrawal.
Send a Notice to Applicant to notify the applicant that the application was denied because of the withdrawal request.
55 Pa. Code § 125.24(c)(6)
If the applicant is determined ineligible prior to withdrawing the application the CAO must correctly deny the application for program ineligibility and send proper notice. See Sections 104.52 and 104.53 .
If the applicant is found ineligible, the CAO must do the following:
Record the appropriate information in the case record.
Send a Notice to Applicant as soon as possible. See Chapter 177 .
Review the case for Medical Assistance eligibility.
Review the case for SNAP eligibility.
The applicant is responsible for providing, to the extent that they are able, verification required for establishing eligibility.
55 Pa. Code § 125.21
The CAO must help the applicant, if necessary, to get the required verification or establish a reasonable plan with the applicant for getting the verification on their own.
55 Pa. Code § 201.1
If the applicant fails to cooperate in providing the necessary verification, the CAO must do the following:
Deny assistance.
Use reason code 042 for the denial.
Send a Notice to Applicant that includes:
What information was not provided or what action was not taken;
The regulation requiring this information or action; and
What action the CAO took to help the applicant get this information.
NOTE: Review and authorize Medical Assistance if necessary verification is available. See Medical Assistance Eligibility Handbook Chapter 378.
55 Pa. Code § 125.21
55 Pa. Code § 13 3 .23
55 Pa. Code § 201.3
Do not require a new application or renewal form (paper or electronic) when an application is denied or when ongoing benefits are discontinued for reasons other than income or resources and the person reapplies within 60 days of the application denial date or closing date.
NOTE: For details on application processing when considering denied applications, reopening closed benefits and reopening benefits closed at renewal see Chapter 179 .
Require a new application if the denial is due to excess income or resources. See Appendix D .
The CAO worker may determine that a new application form is required after considering the following:
The changes in an applicant’s or recipient’s circumstances since the denial of benefits or closure.
The length of time that has passed since the last interview.
Whether required forms have been signed or updated.
A review of criminal history status including fines, costs, restitution, probation, or parole may also be required if there is a change in information or circumstances.
The CAO may have the person complete a new application when it would expedite benefit delivery.
Example: Getting a new application may benefit the person if there are delays in locating or transferring previously completed documents from district to district or from county to county.
NOTE: If a new application form is submitted, process the application as a new application.
Authorization is the process of completing and processing all data necessary to issue an assistance benefit.
55 Pa. Code § 123.22
If the applicant is eligible for a monthly assistance payment, the CAO must do the following:
Explain the amount of the monthly assistance payment and how it was computed.
Explain that the monthly assistance payment is a money payment that the recipient may use in any way he or she chooses.
Explain that a change in Cash Assistance eligibility may not result in a change of Medical Assistance eligibility.
Explain the medical, dental, pharmaceutical, optometric, and burial services.
Explain that the ACCESS card will be mailed by the contractor. Tell the individual when to expect it and how it is to be used.
Provide an interim Medical Assistance card to anyone who needs a medical service before an ACCESS card will be received from the contractor. See the Medical Assistance Eligibility Handbook, Section 380.4.
Explain that any third-party medical coverage is to be used before Medical Assistance coverage
Upon request, help the person find medical care by accessing MA CARES and giving the person a list of providers who participate in the Medical Assistance program. See the Medical Assistance Eligibility Handbook, Section 338.51.
Explain the SNAP program
Complete a referral to EPSDT, DAP , LIHEAP , or WIC , if applicable.
Explain the availability of other social services.
Discuss the responsibility for reporting changes by the tenth of the month following the month in which the change occurs.
62 P.S .§ 432.19
Explain the purpose of semiannual reporting (SAR) if the applicant is required to submit semiannual reports.
Explain why the applicant must semiannually report.
Give a copy of the Semiannual Reporting form ( SAR , PA 564 ) with instructions for completing the form.
Explain how to complete and submit the SAR form.
Explain what needs to be verified and how the information must be verified.
Explain to applicants and recipients the benefits (for example, the EIC ) of filing a tax return, and encourage applicants and recipients to file
Explain the distribution of assistance benefits through mail delivery or electronic benefit transfer (EBT) .
NOTE : Explain to applicants and recipients that they may not use TANF funds issued through their PA ACCESS card to make electronic benefit transfer (EBT) transactions in liquor stores, casinos (gambling casinos, gaming establishments), or places for adult entertainment. [Title IV of the Middle Class Tax Relief and Job Creation Act of 2012 (P. L. 112-96)]
Provide the appropriate identification card to the recipient to use when getting their assistance payment. See Chapter 180, Appendix B .
Explain payment schedules and the meaning of payment day numbers.
Explain special allowances and benefits. See Chapter 138 .
Complete the authorization process.
Complete and send a Notice of Eligibility .
55 Pa. Code § 125.24(c)(7)(vi)
If a check is issued, the CAO must read the following certification to the person. Tell the person that every time they endorses an assistance check, they are signing the certification statement that is on all assistance checks.
55 Pa. Code § 125.24(d)(2)
55 Pa. Code § 125.24(d)(3)
READ BEFORE CASHING Caution – Know your endorser. Ink or indelible pencil should be used for endorsement. If endorsement is by mark (X), two witnesses and their addresses are required . B y endorsing this check I certify that I have notified my county board of assistance of all changes in the facts as stated in my application for assistance and that neither I nor any member of my family has any earnings from employment or other resources which would affect the eligibility of myself or my family which I have not reported to said board. I know that I can be penalized by fine or imprisonment, or both, for any false statement.
Updated August 28, 2025, replacing January18, 2023
The following brochures are available through the Supplier Relationship Management Requisition System (SRM):
Questions and Answers about Food Stamps (Pub 110)
Questions and Answers about Food Stamps (Spanish) (Pub 110S)
Pennsylvania Child Support Handbook (Pub 266)
Updated August 28, 2025 Replacing January 31, 2012
Criminal history affects eligibility for Cash Assistance, SNAP benefits, and Medical Assistance. See Criminal History Desk Guide for specific guidance for each program.
Reviewed August 28, 2025, replacing July 1, 2025
Click here for the Criminal History Inquiry form ( PA 1665 ).
Updated August 28, 2025, replacing June 15, 2023
A new application or renewal form is not required when an application is denied or when ongoing benefits are discontinued for reasons other than income, resources and the individual reapplies within 60 days of the application date for denials or within 60 days of the date of closing.
Determine whether another personal interview is required. Consider the following:
Period of time elapsed.
Number and types of changes in circumstances since the denial of benefits.
Reason for denial:
Whereabouts unknown (code 062).
Failure to provide required information (code 042).
Failure to apply for federal benefits (code 044).
Failure to reimburse a federal benefit (code 045).
Failure to supply proof of Social Security number (code 046).
Failure to keep an appointment (code 047).
Authorize benefits from the date eligibility is established (all eligibility factors are reviewed, required verification is provided, personal interview and an Agreement of Mutual Responsibility (AMR) completed, and rights and responsibilities are explained).
Authorize benefits back to original date of application.
For retroactive coverage, use the original date of application to establish the retroactive period.
For PD, authorize benefits effective the date all conditions of eligibility are verified.
If required information is provided by the 30th day, authorize benefits retroactive to the application filing date.
If required information is provided between the 31st and the 60th day, prorate benefits to the date required information is provided.
A new application form is not required when all of the following conditions are met:
The renewal form was completed but the recipient failed to complete the process because of pending information or verification.
Benefits were discontinued for reasons unrelated to income or resources.
Recipients completed the renewal process by providing the pending information or verification within 60 days of the budget closing.
Authorize benefits from the date eligibility is established (all eligibility factors are reviewed, personal interview completed, required verification is provided, and rights and responsibilities are explained).
Review the most recent Agreement of Mutual Responsibility (AMR) . Update it as necessary, or complete a new AMR .
Authorize Medical Assistance (including LTC) effective the day after the closure date.
If the renewal is completed before the end of the certification period and required information is provided by the 30th day, authorize benefits effective the day after the date of the SNAP closure.
If the renewal form is completed after the certification period has ended, follow the application process.
NOTE: Review the case for expedited benefits because of a break in service.
If benefits were discontinued before the renewal date, a new application form is not required if the person reapplies within 60 days from the date of closing for reasons unrelated to income or resources. (See "At Application" above.)
Review all eligibility factors, and update or complete a new Agreement of Mutual Responsibility (AMR) as necessary.
Authorize benefits from the date eligibility is established.
If benefits were discontinued before the renewal date, a new application form is not required if the person reapplies within 60 days from date of closing. (See "At Application" above.)
Authorize Medical Assistance (including LTC) effective the day after the date of discontinuance.
If benefits were discontinued before the renewal date, a new application form is not required if the person reapplies within 30 days from the date of closing.
If the SNAP certification period end date is within one to two months of the reopen date, reopen SNAP with non-continuous eligibility (NCE) and manually send a 10SP. Keep the original renewal date.
If cash assistance closes and the CAO does not have enough information to determine SNAP eligibility:
Send a request for clarification or verification; and
Send an Advance Notice (PA/FS 162A) if the household fails to respond.
The renewal date should remain the same as previously established on eCIS. Manually reset the date.
If eCIS does not allow the renewal date for cash to be manually reset, a Service Now ticket should be submitted .
Updated August 28, 2025, replacing January 12, 2023
Cash Assistance Handbook
Chapter 104: Application
Each person must provide the CAO information for use in deciding which category the person qualifies for in the Cash Assistance program.
55 Pa. Code § 141.21(m)
A person may receive assistance in only one Cash Assistance program at a time, except for LIHEAP (Low-Income Home Energy Assistance Program). A person may receive LIHEAP along with another program.
55 Pa. Code § 141.1(a)
Emergency Shelter Allowances (ESA) may also be received with another cash assistance category.
It’s important to decide the category correctly. Treat income and resources by category.
Temporary Assistance for Needy Families (TANF) . This category is for children, certain relatives and pregnant women. To qualify, the children must live with a specified relative and be deprived of support or care because of the:
Absence of one or both parents.
Incapacity of a parent.
Death of a parent.
Unemployment of a parent, as described in Cash Assistance Handbook, Section 129.4 .
The category symbol is C unless the deprivation is due to an unemployed parent or parents and neither parent is disabled (code U). To qualify, a family cannot include an adult who has received 60 months of TANF cash assistance.
NOTE : A family does not include a specified relative who is not included in the TANF mandatory filing unit and who wants TANF only for the minor child.
55 Pa. Code § 141.41(d)(2)
Extended TANF (E-TANF) . This category is for families or pregnant women who would qualify for TANF, except for the time limits. Use the C and U category symbols. Use program status code 08 for families that qualify for Extended TANF unless the family qualifies because of domestic violence (code 09). There are no time limits for Extended TANF. See Cash Assistance Handbook, Section 135.8.
55 Pa. Code § 141.51(b)
Refugee Assistance . These benefits are for refugees who enter the United States under a specific resettlement program. Refugee Assistance is time-limited. Benefits are paid under the applicable category. Use program status code 02 to identify these benefits.
Low-Income Home Energy Assistance Program (LIHEAP) . This program pays some heating costs. Payment is made either to the vendor or in some cases to the person.
Supplemental Security Income (SSI). These benefits are for aged, blind or disabled persons who meet certain requirements. The Social Security Administration (SSA) administers SSI. The Department of Human Services (DHS) supplements the benefit through the State Supplementary Payment program. See Supplemental Handbook Chapter 720, State Supplementary Payment . DHS provides Medicaid benefits for SSI recipients. The category symbols are: A for Aged, J for Disabled and M for Blind.
State Blind Pension (SBP). This category is for persons who meet vision and other eligibility requirements. The category symbol is B .
The CAO decides the category based on the person’s situation. First, decide if the person meets the conditions for a Federal category.
55 Pa. Code § 141.1(b)
General Assistance (GA). This category was formerly used for persons who do not meet TANF cash assistance requirements. Act 2019-12 revised the Human Services Code to eliminate the GA cash assistance program effective August 1, 2019. See Archived CAH 106 , 2019 .
55 Pa. Code § 141.1(d)
A person who qualifies for both TANF (including Extended TANF) and SSI may choose which benefit he wants to receive. He may not receive TANF and SSI at the same time.
55 Pa. Code § 183.13(d)
Reminder : A person who is unable to engage in any gainful employment because of a disability must apply for SSI as a condition of eligibility unless the disability is expected to be temporary. A person with a disability which is permanent or expected to last for at least 12 months must apply for SSI/SSDI and should be referred to the Disability Advocacy Program (DAP); see Supplemental Handbook Chapter 820, Disability Advocacy Program .
55 Pa. Code § 183.13(a)
55 Pa. Code § 141.21(n)
Revised June 21, 2024, replacing November 2, 2018
The Federal government sets TANF requirements. These individuals may qualify for TANF:
Dependent children.
55 Pa. Code § 141.41(a)
Specified relatives of the child or children.
55 Pa. Code § 151.41
Pregnant women.
55 Pa. Code § 151.43(f)
Mandatory budget group members.
55 Pa. Code § 171.21(a)(1)(i)
NOTE: All references to TANF in this section also apply to Extended TANF unless noted otherwise.
55 Pa. Code § 141.51(b)
105.21 TANF Dependent Children
There must be a TANF dependent child in the home for the family to receive TANF. A n individual may receive TANF if they qualify as an eligible adult or specified relative to a child who would be eligible for TANF but receives SSI.
NOTE: If a child who qualifies as a TANF dependent child receives SSI, they are not included in the budget group.
Example : Ms. B applies for assistance. Her 5 - year - old son receives SSI. She is divorced from his father. Ms. B's son is eligible for TANF but receives SSI instead. Ms. B must receive TANF code ES.
55 Pa. Code § 141.1(b)(4)
If the only dependent child in the budget group is not eligible because of a RESET sanction, the specified relative(s) may receive TANF if they are otherwise eligible.
55 Pa. Code § 165.61(e)
Exception: A pregnant woman with no children (or no children receiving TANF) and who is exempt from the minor parent requirements may receive TANF for herself only if the unborn would be deprived of parental support or care when born. She must prove the pregnancy and due date. When born, the child must be eligible based on income and resources. Use category C for pregnant women with no other dependent children.
55 Pa. Code § 151.43(f)
NOTE : Special requirements apply to an unmarried pregnant woman under age 18. See Chapter 110, Budget Groups , and Section 110.6, TANF Minor Parents .
To decide if the family qualifies in the TANF category, the CAO will first find if there is a child in the home who qualifies for TANF. The CAO will:
1. Determine if the child is under age 18, or is age 18 and a full-time student in secondary school or the equivalent level of vocational or technical training.
5 5 Pa. Code § 145.43
2. Verify the child’s age. See Chapter 121, Age for a list of acceptable proof.
55 Pa. Code § 145.44(a)(1)
3. Verify school attendance if the child is age 18. See Chapter 121, Age for a list of acceptable proof.
55 Pa. Code § 145.44(b)(2)
4. Determine if the child lives with someone who meets all specified relative requirements.
55 Pa. Code § 151.41
55 Pa. Code § 151.42
55 Pa. Code § 151.43
NOTE: To qualify as a specified relative, a person must be related to the TANF child as explained in Section 127.21 . The person does not have to prove this relationship. The person’s statement that they are related to the TANF child is enough, unless the CAO has information to the contrary.
5. Determine if the child is deprived based on absence, death, incapacity , or unemployment. See Chapter 129, Deprivation .
5 5 Pa. Code § 153.43
6. Verify the deprivation requirement. See Chapter 129, Deprivation for a list of acceptable proof.
5 5 Pa. Code § 153.44
If the client meets all criteria listed above and the budget group meets all financial requirements, authorize TANF for the budget group. Use these codes:
Category code C when there is deprivation due to death, absence , or incapacity (that precludes participation in work or work-related activities);
Category code U for deprivation due to unemployment .
Eligibility Status code EC for a TANF dependent child .
Examples:
Mr. and Mrs. J, who are married, receive TANF for themselves and their two minor children. Mr. J is not working and does not have an incapacity. Mrs. J has a Medical Assessment Form, PA 635 , verifying she cannot work because of high blood pressure. The TANF category for this family is C because her incapacity precludes employment .
Jen H. and Ray B. receive TANF for themselves and their three minor sons. Ray, who does not have an incapacity, works 20 hours a week at minimum wage. Jen, who has high blood pressure, is unemployed. She provides a Medical Assessment Form, PA 635 , verifying she can work despite her incapacity. The TANF category for this family is U because the children are deprived based on unemployment. Jen’s incapacity does not preclude employment .
NOTE : If a budget group has two or more TANF dependent children who qualify for different deprivation reasons (such as some members qualifying for TANF-C while others qualify only for TANF-U), use category U rather than C.
Mr. W and Ms. D apply for cash assistance for themselves, her minor daughter , and their common child. Paternity is established for the common child. Both Mr. W and Ms. D can work. There is no income in the household. Ms. D’s daughter is deprived based on absence, but the couple’s common child is deprived based on unemployment. If the family is otherwise eligible for TANF, use the U category.
Mr. and Mrs. H, their daughter and Mrs. H’s son from a previous marriage live in the household. They ask for cash benefits for all family members. Mr. H is unemployed. Mrs. H’s son qualifies as a TANF dependent child based on the absence of his father. Their daughter is included in the budget group because she is a half sibling and meets TANF dependent child conditions based on unemployment. The category of the entire budget group is TANF-U.
If the child meets the TANF conditions, a specified relative may also receive TANF. A specified relative must be an adult relative who lives with the child and exercises care and control of the child. Code specified relatives ES or NS. See Chapter 127, Specified Relatives .
55 Pa. Code § 151.41
Biological or adoptive parents and dependent full or half siblings of a TANF child must be included in the budget group. Code EA or EP a parent (including a minor parent) who is required to be in the budget group, but:
55 Pa Code. § 171.21(a)(1)(i)(B)
is not the specified relative (ES) or (NS).
is not required to be in the budget group as a sibling (EC) of a TANF child.
See Chapter 110, Budget Groups .
Exception: A child receiving Federal IV-E or State , or local foster care assistance or adoption assistance is not included as a TANF budget group member unless the child receives federal, state , or local adoption assistance, and including them in the budget group would increase the budget group’s benefits. If including the adopted child would increase benefits, the CAO must include the child in the budget group. See Chapter 110, Budget Groups .
An adult head-of-household or spouse of head-of-household can only receive TANF assistance for 60 months (five years) in their lifetime. There is no time limit for Extended TANF .
55 Pa. Code § 141.41(d)
55 Pa. Code § 141.51(b)
TANF assistance counts toward the lifetime limit if the person who receives it is:
An adult head-of-household or spouse of head-of-household.
A minor child head of household.
A minor child married to the head of household.
Example: Lucy, age 20, and her child moved from New York to Pennsylvania. While in New York Lucy received TANF as an Eligible Essential EE TANF household member. Her grandmother was the specified relative. Lucy applies for TANF benefits in Pennsylvania for herself and her child. The TANF day count begins the first day Lucy qualifies for TANF in Pennsylvania, because Lucy is now the head of household. The days Lucy received TANF in New York do not count toward her TANF lifetime limit because her grandmother was the head of household there and exercised care and control over Lucy.
Periods of receipt count toward the 60-month limit even if they are not consecutive.
A family may not receive TANF assistance if the family includes an adult head of household or spouse of head of household who has received the lifetime limit of 60 months.
A family is defined as a minor child and his parent(s) or specified relative with whom he lives. A parent or specified relative who lives with the minor child is considered a member of the child’s family whether he is in the application for TANF or is applying only for the minor child.
NOTE: For the 60-month time limit, a family does not include a specified relative who is not included in the TANF mandatory filing unit and wants assistance only for the minor child.
55 Pa . Code § 141.41(d)(2)
NOTE: A parent who is not eligible for TANF because they have received 60 months of TANF assistance, and who lives in the home with their minor child, must be included in the TANF application for their minor child. See Chapter 110, Section 110.4, Mandatory TANF Budget Group Members .
Examples:
Barbara G. receives TANF for self and their three children. They receive 1,830 days of assistance (60 months). Review the family for Extended TANF. See Section 176.32 .
Marion C. applies for assistance for self, two nieces and a nephew. Marion C. has care and control of the children. The children’s mother lives in the home. As a parent, the mother is part of the mandatory budget group. She must be included as part of the applicant family. The mother has received more than 1830 days of TANF. Marion C. and the children would qualify for TANF but because the mother lives in the home, is mandatory, and has received her lifetime TANF benefit the household must meet ETANF requirements. Marion C may apply for and receive Extended TANF for herself, her nieces, nephew , and their mother if both the mother and Ms. C comply with Extended TANF eligibility requirements. See Section 135.82 . If eligible, time in Extended TANF will count toward Ms. C’s 60-month TANF limit.
55 Pa. Code § 141.51
Vicky S. applies for cash assistance for two nieces. Vicky has received 60 months of TANF. The nieces are eligible for TANF, with Vicky as an NS specified relative. Vicky does not have to be included in the family. She is not a biological parent of the TANF children and is applying only for them. Alternatively, Vicky may receive Extended TANF for herself and two nieces if she agrees to comply with Extended TANF eligibility requirements.
These do not count as “assistance received” for a person’s 60 months of TANF eligibility:
55 Pa. Code § 141.41(d)(6)
A period of zero cash issuance.
Assistance that has been fully reimbursed.
Assistance repaid due to collection of an overpayment.
Benefits issued but not received by the person, and the benefits are not replaced.
A period when a recipient or budget group is under sanction and, as a result, receives no assistance.
An Emergency Shelter Allowance (ESA) payment.
A period of interim benefits received under 55 Pa. Code § 275.4(d) discussed in Supplemental Handbook Chapter 870.8, when a final decision has not been handed down by the Bureau of Hearings and Appeals within the time limit and the budget group’s appeal is eventually denied.
Benefits received under the Time-Out waiver initiative. See CAH 137.6 .
55 Pa. Code § 281.1
A child-only budget group does not have the 60-month limit. In a child-only budget group, TANF assistance is authorized only for the child (or children) and the specified relative the child lives with is either:
55 Pa . Code § 141.41(d)(2)
Not the child’s parent, and so is not required to be part of the budget group (such as a grandparent who is not receiving assistance).
The child’s parent, but not part of the budget group because they receive SSI.
The child’s parent, but not a recipient because they are under a temporary or permanent sanction during the first 24 months of cash assistance.
The child’s parent, but not a recipient because they are not eligible to receive TANF (such as having been convicted of a misdemeanor or felony [not a summary offense] and has not satisfied the legal penalty).
NOTE: A child-only b udget group cannot receive Extended TANF. Extended TANF must include an adult head-of-household who is a cash assistance recipient.
55 Pa. Code § 141.51(b)
A recipient who meets TANF requirements and who has received (but did not exhaust) TANF cash benefits in another state may receive TANF in Pennsylvania if otherwise eligible. The 60-month limit balance will be adjusted to reflect TANF cash benefits received in the other state on or after March 3, 1997. Verify TANF receipt days in another state using a PA 1714 form. See Chapter 178, Verification, Appendix A .
The CAO worker will record information about earlier TANF receipt in other states.
Temporary Assistance for Needy families (TANF) is limited to five years (60 months) for applicants/recipients to gain family economic independence from cash assistance. Applicants and recipients are encouraged to identify barriers and take an active role in developing an individualized plan, the Agreement of Mutual Responsibility (AMR) with steps to overcome the identified barriers to reach that goal.
Under federal law, states have the option to extend TANF beyond 5 years (60 months) to a limited number of families (up to 20% of the TANF caseload) based on hardship. DHS recognizes that some families have a mental or physical disability, a history of domestic violence, or other hardships outlined in Pennsylvania code. These families may not have achieved self-sufficiency within the 60-month time limit due to these hardships. Extended TANF (ETANF) gives families the ability to receive cash assistance contingent upon participation in employment or other activities designed to move them toward economic independence.
All ETANF adults must comply with the requirements associated with their hardship criteria as agreed to on their AMR and participate in taking steps to overcome the barriers that contribute to their hardship.
55 Pa. Code 141.51
Families with member(s) that have exhausted their 60-month TANF limit may receive Extended TANF benefits if the following requirements are met:
T he family must meet TANF non-financial, income and resource requirements.
55 Pa. Code § 141.51(a)
The CAO will consider Extended TANF for a family or a pregnant woman who would qualify for TANF except for the 60-month time limit.
55 Pa. Code § 141.51(b)
The ETANF family must include one or more adults reaching 1830 TANF days.
5 5 Pa. Code § 141.51(b)
The adult reaching 1830 TANF days must meet at least one of the four ETANF hardship criteria.
55 Pa. Code § 133.23(b)(1)(iii)
Any adult over 1830 TANF days must participate in RESET as exempt, mandatory, or mandatory with good cause for the number of hours to overcome the barriers that contribute to their hardship.
The CAO will develop an AMR with each adult recipient in the family with steps to overcome barriers and move toward the goal of financial independence regardless of whether they are exempt, mandatory, or mandatory with good cause. Individuals must comply with their AMR to be eligible for ETANF.
ETANF hardship criteria requires all adults over 1830 TANF days, including RESET exempt individuals, to take steps towards overcoming barriers contributing to their hardship.
The ETANF recipient(s) over 1830 days that do not comply with the hardship requirements and activities related to the hardship criteria will lose ETANF eligibility under that hardship criteria but may meet requirements of another hardship.
Exception: Recipients not complying with MPP will result in ineligibility and cannot continue under another hardship criteria.
55 Pa. Code 141.54 (c)
A family that includes one adult budget group member over 1830 TANF days and another adult budget group member under 1830 days will still be an ETANF household, but the individual under 1830 TANF days is not required to establish a hardship.
NOTE: The adult member with less than 1830 TANF days continues to accumulate TANF days towards their 60-month limit while in the ETANF household.
A family does not qualify for Extended TANF if any adult is not eligible due to non-compliance with the following program requirements :
1. Failed to s ign required forms, including the AMR. See Section 107.51 Penalty for Not Completing or Signing the AMR .
2. Failed to a pply for or provide social security numbers. See SHB 950.22 Providing or Applying for an SSN .
3. Failed to a pply for federal benefits. See Section 104.44 Applicant Cooperation .
4. Failed to comply with SAR. See Section 171.6 Failure to Submit a Semiannual Reporting Form or a Complete Late/Incomplete Notice by the Appropriate Due Dates.
5. Non-compliant with criminal history, outstanding fines/costs and/or warrant. See Section 104.48 Criminal History Requirements .
6. Non-cooperative with Quality Control (QC). See SHB 900.6 Client Cooperation Requirements .
55 Pa. Code § 141.21 (n)(1)(iii)
55 Pa. Code § 155.2
105.261 ETANF Hardship Criteria
To receive TANF without interruption in cash assistance benefits, an adult must complete a redetermination and meet an ETANF hardship criteria prior to exceeding 1830 TANF days . A new Agreement of Mutual Responsibility (AMR) must be completed . See Section 176.32 Determining Eligibility for Extended TANF .
55 Pa. Code § 133.23(b)(1)(iii)
The AMR must specify an ETANF hardship criteria and the reason the adult ETANF recipient with more than 1830 TANF days qualifies for that hardship. The AMR must give specific details about the adult’s circumstances. See Section 135.821 Extended TANF Tracks . A domestic violence service plan must include steps individuals take on their path to survivorship.
DHS recognizes that Family Violence impacts an individual’s or family’s ability to reach financial independence. The CAO will place families in the Domestic Violence hardship if current or past history of Domestic Violence is verified.
To qualify for Extended TANF the adult (s) over 1830 TANF days must meet one or more of the following hardship criteria:
Domestic violence – Supportive Services
It is not necessary for a family to be currently experiencing DV. Families that have a history of DV will be in DV hardship for ETANF regardless of their RESET status. Families meet this hardship criteria if:
They have a current good cause waiver of child support cooperation and/or RESET requirements or
Past good cause waiver of child support cooperation and/or RESET requirements.
Received TANF time-out benefits based on domestic violence.
Initiates a request for waiver of child support cooperation and/or RESET requirements and initiates a PA 1747 Domestic Violence Verification Form.
45 CFR 264.1(c)
ETANF individuals with DV hardship and current GC waiver for RESET and/or Child Support Cooperation still need to have the GC waiver reviewed every 6 months to determine if GC circumstances have changed.
NOTE: Individuals under the DV hardship criteria, who have not obtained a good cause waiver of the RESET requirements are not subject to RESET sanction for failure to meet these requirements. Should this situation occur, the CAO will explore whether the individual’s noncompliance is due to domestic violence barriers or similar factors. If good cause cannot be established, the family becomes ineligible for Extended TANF until the individual complies with RESET work requirements.
55 Pa. Code § 141.53(e)
ETANF individuals with DV hardship must comply with the ETANF hardship criteria requirement to participate in a Service Plan designed to lead to employment regardless of their GC status. See CAH 108.11, Completing the Domestic Violence Agreement of Responsibility and Referral to Services
The ETANF household is not eligible for ETANF if the adult(s) over 1830 days did not comply with the ETANF DV service plan and good cause for that non-compliance has not been established.
If domestic violence is not indicated or history of domestic violence is not in the record CAOs should review for other hardship criteria.
45 CFR 260.55
55 Pa. Code § 141.53
Maximizing participation project (MPP)
Exempt from participating in RESET because the individual is mentally or physically disabled.
Exempt from participation in RESET because the individual is the parent or specified relative who is providing care for a child under 6 and alternate child care arrangement is unavailable.
Not exempt from RESET but has good cause that will not be resolved in 90 days.
An individual with this hardship must cooperate with a Work Capacity Assessment (WCA) with a contracted program. The WCA is an independent evaluation of medical, vocational, and/or functional capacity assessing any factors which preclude or limit the adult’s ability to comply with RESET requirements. See Section 135.82 Extended TANF RESET Requirements.
The individual must comply with the steps to be taken in the MPP plan. An MPP plan that involves a step-by-step process may or may not have set hourly requirements. See CAH 135 Appendix H .
The individual found eligible under MPP must comply with the eligibility requirements criteria including:
Agree on an AMR to enroll in MPP
Cooperate in obtaining a WCA
Sign and comply with the MPP service plan.
Cooperate with the Multi-Disciplinary Team (MDT)
55 Pa. Code § 141.54(b)
Mandatory RESET participants
All individuals that have not met the hardship criteria for DV, MPP or Deferred Referral may be eligible for ETANF under this hardship. These individuals are underemployed or unemployed and are mandatory for RESET.
Employed 30 or more hours per week.
Employed and participating in an employment and training program for a combination of 30 hours a week
Participating in an employment and training program.
Employed 20-29 hours per week.
Employed less than 20 hours per week.
Not employed.
Established good cause for partial participation for less than 30 hours per week but still participating 20 hours a week.
55 Pa. Code § 141.55(a)
Deferred referral
A parent in a one-parent household is caring for a child under 12 months of age and is exempt from RESET.
55 Pa. Code § 165.21(c)(4)
NOTE: The CAO should review the record for Newborn exemption time already used. The AMR must reflect the amount of time left of the one-year limit. The individual cannot receive a Newborn exemption if they have no time remaining. The CAO must set an alert to end the exemption when the newborn time has been exhausted or the child turns one, whichever occurs first.
The adult over 1830 TANF days is caring for a disabled child or adult for whom appropriate care is unavailable or not within a reasonable distance from home.
The adult over 1830 TANF days stablished good cause for not complying with RESET
The parent or specified relative who is providing care for a child under 6 and alternate childcare arrangement is unavailable.
The adult over 1830 TANF days is in process of a compliance review or receiving TANF assistance pending a timely appeal.
The CAO will determine eligibility under this section when circumstances change and no later than every 90 days. The newborn exemption review occurs no later than 6 months.
55 Pa. Code § 141.56
An adult in ETANF families may qualify under more than one of the above hardship criteria.
105.2611 The Contingency Period
When a recipient reaches 1801 - 1815 TANF days of TANF on a payment date, an alert (TEXT 193) is created. The budget automatically changes to a Program Status Code (PSC) 07, which indicates the case is now in the contingency period. The contingency period is intended to give CAOs time to complete a partial redetermination and to determine if the individual is eligible for ETANF.
The text alert prompts the CAO to send the individual in the contingency period a PA 1754 to schedule the ETANF determination interview. The appointment notice will advise the individual that they have received 60 months of TANF and must now be reviewed for eligibility in ETANF.
The PSC remains 07 on the Case Summary screen in eCIS until the TANF days advance to 1830 days and the CAO takes action on the budget. The CAO must determine eligibility for ETANF and, if eligible, change the PSC within 30 days of the receipt of the alert.
If the budget is determined eligible for ETANF, the CAO must change the PSC 07 to either:
PSC 08 which indicates eligibility for ETANF; or
PSC 09 which indicates eligibility for ETANF due to current or a history of domestic violence.
NOTE: PSC 09 will not build without an open DV screen in eCIS. The CAO will need to include a DV screen without a review date for recipients that have DV history but not currently experiencing DV. Narrate the DV screen is for ETANF eligibility.
The CAO must process the budget through the Extended TANF Tracking Exemption screen in eCIS. See Section 135.82 Extended TANF RESET Requirements .
105.2612 Converting TANF Cases to Extended TANF
T he method for determining ETANF eligibility for an individual already receiving TANF will follow the partial redetermination process. Individuals in the Contingency Period will be reviewed for conversion to ETANF using one of two methods:
Face-to-face interview
Telephone interview
NOTE: The CAO will utilize whichever method is most practical for the recipient.
When the ETANF interview is completed by telephone, the CAO will
Offer the recipient the opportunity to verbally sign and initial the AMR following procedures for narrative and AMR signature and initial entry (See Section 107.602 AMR Filing and Recording) or
Send the new or updated AMR to the adult for their signature/initials by mail, fax, or email.
Unless verbally signed, the adult must return the signed/initialed AMR to the CAO within 30 days by mail, fax, or email. If the AMR is not returned within the 30-day period, the case will be closed with advance notice.
The CAO will thoroughly review the case record and conduct the interview.
If the recipient within the contingency period fails to keep or reschedule their interview the CAO will send Advance Notice to close the case.
105.262 ETANF Redeterminations
If the adult’s or family’s circumstances change and the requirements or the current ETANF hardship criteria no longer apply, the CAO worker will explore eligibility for Extended TANF under another ETANF hardship criteria. Any change in hardship criteria requires a partial redetermination , including completion of a new or updated AMR and update to eCIS to reflect the change in the hardship criteria . See Section 176.32 Determining Eligibility for Extended TANF .
A partial redetermination interview requires:
A review to see if the family still meets all TANF non-financial, income and resource program requirements.
Completion of a new AMR or update of an existing AMR.
Updates reflected properly in eCIS.
5 5 Pa. Code § 133.23(b)(1)(iii)
Revised April 29, 2025, replacing June 21, 2024
105.3 GA General Categorical Requirements Reserved
105.4 GA Categorical Requirements Reserved
105.5 Determining Category Using Information Given on PA 1663, PA 1664 and PA 1671 Reserved
105.6 Changes Reserved
Appendix A: Reserved Reserved
Appendix B: Reserved Reserved
Appendix C: Reserved Reserved
Appendix D: Reserved Reserved
Appendix E: Reserved Reserved
Cash Assistance Handbook
Chapter 105: Category
Reserved December 8, 2022
Cash Assistance Eligibility Handbook
Chapter 106: General Assistance
The TANF Agreement of Mutual Responsibility (AMR) is a plan of action the applicant or recipient and the caseworker develop together. Found on Docushare , the AMR form is the PA 1661 .
55 Pa. Code § 123.22
The purpose of the AMR is to direct the person’s efforts toward family economic security by identifying reasonable goals and determining what activities the person will complete to achieve those goals. In addition, the AMR explains how the Department of Human Services (DHS) supports the person’s efforts with supportive services and referrals to community agencies.
55 Pa. Code § 165.2
The goal for each person is to become economically secure. When and how that goal is reached is determined by the person’s strengths and challenges.
The AMR is the caseworker's tool to help the person become economically secure before benefits are exhausted. The caseworker must talk with the person and list on the AMR specific activities that the person must agree to complete and the time frame for completing each activity.
The AMR also offers the person and caseworker the opportunity to address personal and family issues that may interfere with their progress or prevent their children from becoming productive, economically secure adults.
Ways to help families thrive include the following:
Keeping all family members healthy.
Seeing that children do well in school.
Improving housing conditions.
Updated April 29, 2025, Replacing November 27, 2019
The following are requirements for who must complete and sign a separate AMR:
Each member of the budget group who is required to sign the Application for Benefits ( PA 600 ) must also sign an AMR. The law requires a non - assistance specified relative to complete and sign an AMR. However, their refusal to complete and sign the AMR, does not affect the budget group’s eligibility.
55 Pa. Code § 125.1(f)
An 18-year-old full-time high school student is required to sign an AMR at application or renewal when they sign the PA 600 or PA 600R . This may be at the next renewal after their 18th birthday or earlier if the student stops pursuing education leading to a high school diploma or GED .
A pregnant or parenting minor under age 18 who signs the PA 600 on their own behalf must also sign an AMR.
NOTE: Protective payees are not required to complete an AMR.
The caseworker must give the person the original AMR following completion . A new AMR may be completed , or the existing AMR may be revised at renewal .
Whenever there is a change the AMR must be updated and signed , or a new AMR must be completed and signed . See Section 107.7 Follow-up: Tracking Success .
NOTE: When completing an AMR for an ETANF recipient with more than 1830 TANF days, the AMR must specify an ETANF hardship track and the reason the adult qualifies for that track.
Updated August 4, 2025, replacing April 29, 2025
The AMR is a plan of action for the applicant or recipient. The caseworker’s goal is for the person to leave the interview focused on a pathway for their family becoming financially self-sufficient, rather than on receiving and staying on cash assistance. A discussion between the caseworker and the person is the key to helping the person develop a plan that will work.
55 Pa. Code § 123.22
Use these discussion guidelines before completing the AMR:
Clearly explain the time limits for receiving assistance.
Stress that the person is responsible for trying to become financially self-sufficient .
Explain that finding and keeping a job or continuing their education are the best ways to end dependence on cash assistance .
Suggest activities that may help the person improve their personal, family, and financial situation. Use the “Plan for Supporting Myself and My Family" section of the AMR.
Give the person the opportunity to talk about their goal for getting off cash assistance and their pathway to achieving it.
Guide the person toward achievable goals.
Help the person identify skills and strengths.
Help the person identify barriers that may hinder their efforts to become financially self-sufficient .
Provide information about programs that will build on the ir skills and strengths and help to address barriers to achieving the ir goals.
Applicants with limited employability may be eligible to pursue education or job skills training activities in the TANF program. Applicants and recipients whose prospects for financial self-sufficiency would increase through education or job skills training should discuss participation in these activities with their caseworker as soon as possible after entering the TANF program.
The CAO must:
Tell all persons at application about education and job skills training activities that they may pursue, including the following:
High school degree or GED programs.
Post-secondary education, including two-year or four-year degree programs.
Job skills training.
Adult basic education (ABE).
English as a second language (ESL).
NOTE: The caseworker should also provide this information at renewal and during any discussion about compliance with the Road to Economic Self-Sufficiency through Employment and Training (RESET) program.
Explain how the person may access education or job skills training opportunities at each stage in the RESET process.
Advise that education or job skills training may be pursued whether RESET is mandatory or is not mandatory because of an exemption or good cause .
Explain that persons who are not subject to RESET because they are either exempt or have good cause may volunteer to pursue suitable RESET activities, including education or job skills training.
Explain that a person may “self-initiate” into an education or job skills training program, including programs not funded by DHS or operated by DHS contractors.
Help persons choose options, activities, and support services that will best help them achieve their goals for education or job skills training. Make sure the AMR includes these choices and services.
See Chapter 135 for information about:
Who must participate in the RESET program.
What activities are required.
What the penalties are for noncompliance.
If a TANF recipient is a mandatory or voluntary RESET participant, the AMR will be the person’s employment development plan. Final approval of work, training, or education activities listed on the AMR rests with DHS.
When developing the AMR, the CAO must consider the following:
Available program resources.
The person’s supportive service needs.
The person’s skills and aptitudes.
The person’s past education, training, and job history.
Local employment opportunities.
The person’s goals and interests.
The CAO must assign each person to the activity or combination of activities that is most likely to lead to the goals identified on the AMR.
The caseworker must do the following:
Explain the RESET requirements to the person.
Provide information about work or educational activities the person must or may pursue to meet the requirements.
Help the person identify goals and activities that will lead to financial self-sufficiency .
Make an appointment for an appropriate contracted program for persons who are not working their required number of hours or are not in an approved education or skills training activity, unless the person is exempt or has good cause. The appointment should fit the person’s schedule and current education, training, or part-time work activities.
Tell the person about support services that are available.
Give the person necessary paperwork to help them qualify for support or services, including the following:
The 50% earned income disregard .
Earned Income Credit (EIC) payments and refunds.
Deductions for the cost of care for an incapacitated adult.
Deductions for Child Care Works benefits.
Transitional Medical Assistance (TMA)
The Disability Advocacy Program (DAP) .
The Maximizing Participation Project (MPP)
Special ways the program can work with victims of domestic violence . See CAH 108 .
Complete a job readiness assessment to identify criteria to determine the RESET program participation requirement and project referral.
NOTE: CAH 135, Section 135.11 RESET Enrollment Status outlines the job readiness assessment used when determining RESET participation referrals to CAO-directed or contracted employment and training activities. See also, Job Readiness Assessment Desk Guide .
Update the AMR with the person to reflect the new activities or referrals.
Under certain circumstances, the job search may be waived or postponed for persons in approved education or training activities. The job search may be postponed indefinitely for a pregnant or parenting person who is less than 22 years of age and enrolled in high school or attending a minimum 20-hour per week GED program. The postponement lasts until the person graduates from high school, receives a GED, or reaches 22 years of age, whichever comes first. See Cash Assistance Handbook Chapter 135, Section 135.41 .
55 Pa. Code § 165.31(b)
55 Pa. Code § 165.52(c)
55 Pa. Code § 165.52(d)
If a person is exempt from RESET requirements, discuss activities to improve the person’s chance of finding work. Discuss getting other income, such as Social Security or Supplemental Security Income (SSI) .
55 Pa. Code § 165.21
55 Pa. Code § 165.31
Example: A person is recovering from surgery. The caseworker lists keeping doctor appointments, getting a medical assessment form completed, keeping physical therapy appointments, and other activities. Agency help might include a referral for medical transportation.
The AMR can also include activities that will improve the person’s situation or the health and well-being of children, such as the following:
Enrolling a child in Head Start.
Keeping appointments for prenatal care.
Participating in the Women's, Infants', and Children's (WIC) program.
Getting a driver’s license.
Doing volunteer work.
Many of the activities on the AMR will be voluntary and not subject to sanction if the person does not follow through.
The caseworker must also tell the person about the Maximizing Participation Project (MPP) and its benefits and give the person the option to enroll in the program. See Chapter 135, Appendix H for information on MPP.
Updated April 29, 2025, Replacing November 27, 2019
The AMR helps the person and the person’s family move from dependence on a cash grant to financial self-sufficiency . Many of the activities listed on the AMR are program requirements, which means the person may be penalized for not completing these activities.
55 Pa. Code § 125.1(f)
The following activities are mandatory:
Completing and signing the AMR, unless there is good cause for not doing so.
Cooperating with requirements related to seeking child/spousal support and establishing paternity or establishing good cause. See Cash Assistance Handbook Chapter 131 .
Complying with RESET requirements, unless the person is exempt or has good cause for not complying. See Cash Assistance Handbook Chapter 135 .
Complying with the terms of probation or parole or an approved payment plan for fines and costs.
Participating in an available drug and alcohol treatment program if it is determined that substance abuse is a barrier to employment, even if drug and alcohol abuse is a secondary diagnosis.
NOTE: This requirement is for TANF recipients who were not convicted of a felony drug offense after August 22, 1996, that was related to the possession, use, or distribution of a controlled substance.
Complying with a drug and alcohol assessment after approval for Cash Assistance benefits, if an assessment is required. The determination that a drug and alcohol assessment is required is made at the time of the AMR completion. The determination is based on the person’s statement, current participation in a treatment program, or other substantial evidence. A referral is not required for persons who are not in treatment, who state that they do not have a current drug problem, and for whom the CAO has no other evidence. The person must comply with drug and alcohol treatment if treatment is necessary, available, and appropriate, unless there is good cause for not doing so. The CAO does not decide whether treatment is necessary, available, and appropriate. The person must comply with the cash requirement unless they are exempt or have good cause.
62 P.S. 405.1
62 P.S. 405.3(a)(7)
NOTE: This requirement is for TANF persons convicted of a felony offense occurring after August 22, 1996, related to the possession, use, or distribution of a controlled substance.
The CAO must do the following:
Complete the Confidential Drug and Alcohol Referral/Treatment Information form ( PA 1672 ).
Have the person sign the form and the Authorization for Use or Disclosure of Personal Information ( HS 1815 ). Both forms are available on Docushare .
Send the signed PA 1672 , with the appropriate CAO sections completed, to the treatment center. The treatment center completes designated sections on the form and must return it to the CAO within 30 days of the referral date.
If the CAO does not receive the completed PA 1672 within 30 days, it must do the following:
For Community Connections Initiative (CCI) counties: Make a referral to CCI. If CCI does not contact the CAO within 45 days about the referral results, the CAO may send an Advance Notice to close.
For non-CCI counties: Contact the person. After three tries to contact the person, the CAO may send an Advance Notice to close. The CAO must try to reach the person at different times on different days and narrate the details of these attempts.
If the PA 1672 says that treatment is necessary, available, and appropriate, the CAO must: do the following :
Monitor the person’s progress.
Document continued participation.
Contact the treatment center quarterly using any of the following:
Send a PA 1672
Collateral contact with treatment center via phone.
Collateral contact with treatment center via written statement.
Request a copy of the official attendance record from the director or professional case management staff of the program.
Other acceptable documentation to verify continued particiaption.
Enter notes on telephone contacts in the case comment s .
Scan all forms into the imaging repository and attach to case record .
NOTE: The treatment center may advise the CAO if treatment end s early, but it is not required to tell the CAO about the person’s status. It is the CAO’s responsibility to make sure the person’s progress continues to be monitored.
The person is ineligible for benefits if they do not participate in or comply with necessary, available, and appropriate treatment without good cause. The CAO does not decide whether treatment is necessary, available, and appropriate.
If child care is needed, use normal policy and procedures to authorize child care payments for the hours when the person is at assessment and treatment. See Cash Assistance Handbook Chapter 138 . Record the discussion and CAO action on the AMR. It is no longer necessary for a person to sign the Immunization Certification ( PA 1695 ). Applicants or recipients signing the AMR for participation in Cash Assistance programs are confirming that they are responsible to keep up with their children’s immunizations. Signing the AMR satisfies child care requirements of 55 Pa. Code §§ 168.17 and 168.51 .
Record in the appropriate block on the AMR all mandatory activities related to the following:
Child support requirements , including establishing paternity. See Chapter 131.3 Cooperation with Support Requirements .
RESET requirements.
Participation in drug and alcohol treatment.
Compliance with probation or parole terms or an approved plan for payment of fines and costs.
NOTE: For instructions on completing the AMR, see Section 107.6 .
Many of these mandatory activities and penalties for noncompliance are listed on page 4 of the AMR. Explain the penalties and good cause provision to the person when the AMR is completed. Both the caseworker and the applicant or recipient must initial and date this page, verifying that the person received and acknowledged information about penalties, mandatory activities, good cause, and the right to appeal.
The person and the caseworker may also identify activities that may support the person’s pathway to becom ing financially self-sufficient . These activities may address overall family goals and needs to include remov ing barriers. Examples of voluntary activities include the following:
Contacting the high school guidance department about a child’s poor performance.
Making and keeping appointments to have children immunized.
Contacting the local service agency for counseling.
A child under age 18 who has not earned a high school diploma or a General Equivalency Diploma (GED) must attend an educational program or activity leading to a high school diploma or GED.
55 Pa. Code § 165.21(c)(3)
An applicant or recipient under age 18 is a mandatory RESET participant if they are not in an educational program or activity leading to a high school diploma or GED, such as attending a high school, a cyber charter school, or a GED program. See Cash Assistance Handbook Chapter 135, Section 135.33 .
An AMR must be completed with the child under age 18 and signed by the parent or caretaker when the child does not meet the criteria in Section 107.2 for signing the AMR.
The AMR must list the teen’s responsibility to fulfill the work or work-related activity requirement by participating in one or more of the following:
Education leading to a high school diploma or GED.
An approved work activity; or
30 hours per week of work.
55 Pa. Code § 165.31(b)
A teen who, without good cause, willfully fails to comply with the requirement as listed on the AMR may be sanctioned for noncompliance. See Cash Assistance Handbook Chapter 135, Section 135.72 .
Updated April 29, 2025, Replacing November 27, 2019
The person may be sanctioned with the penalties listed on page 4 of the AMR for:
55 Pa. Code § 125.1(g)
55 Pa. Code § 125.1(h)
Not cooperating with the requirement to complete the AMR; or
Not completing activities as agreed to on the AMR and required by regulation.
Explain the penalties to the person and make sure they understand before initialing and dating the bottom of page 4.
Before applying a sanction listed in Section 107.52 , the CAO must determine whether the person had good cause for not completing the activity as agreed to on the AMR. See Section 107.53 for good cause guidelines.
An individual who refuses to complete or sign the AMR without good cause is ineligible for TANF cash assistance and must be removed from the cash grant. The person remains ineligible for cash benefits until they complete and sign an AMR.
55 Pa. Code § 125.1(g)
NOTE: An AMR mailed to the individual must be completed, signed, dated, and returned within 30 days of the date of the CAO signature on the AMR .
The CAO must continue to authorize TANF for other family members if all other requirements are met.
55 Pa. Code § 125.1(g)
NOTE: An individual's family is also ineligible if the individual or another adult had previously received 60 months of TANF.
An individual may have good cause for not completing or signing the AMR. For example, the individual may have physical or mental limitations, such as being temporarily hospitalized. If the CAO determines there is good cause, benefits must not be denied and the person must be allowed 30 days from the interview date to complete and sign the AMR.
A specified relative who is only receiving benefits on behalf of other budget group members, must be asked to complete and sign an AMR. If the specified relative who is not receiving benefits refuses to sign an AMR, there is no penalty for the budget group. This is true, for example, in the case of a grandmother receiving benefits for her grandchild but not for herself.
If the person does not comply with the activities below, the penalties apply:
Activity Penalty Citation Cooperate with support requirements of Chapter 131 , unless good cause is established. The parent or caretaker stays eligible. The Cash Assistance grant will be reduced by 25 percent. 55 Pa. Code §§ 187.26(c)(1)(i) & 187.26 (c)(2)(i) Cooperate with the RESET requirements in Chapter 135 , unless an exemption or good cause is established. First Occurrence: A person is disqualified for a minimum of 30 days or until the individual states a willingness to participate in RESET or establishes an exemption or good cause, whichever is longer. Second Occurrence: A person is disqualified for a minimum of 60 days or until the individual states a willingness to participate in RESET or establishes an exemption or good cause, whichever is longer. Third Occurrence: A person or budget group is permanently disqualified. If the reason for sanction occurs within the first 24 months of receipt of cash assistance, whether consecutive or interrupted, the sanction applies only to the individual. If the reason for sanction occurs after 24 months of receipt of cash assistance, whether consecutive or interrupted, the sanction applies to the entire family. See CAH 135.72 , Sanctions for Failure to Comply. 6 2 P.S. 405. 1 62 P.S. 432.3 55 Pa. Code § 165.61(b)(1) 55 Pa. Code § 165.61(b)(2) 55 Pa. Code § 165.61(b)(3) Participate in drug and alcohol treatment, if substance abuse is determined to be a barrier to employment. The person is ineligible until compliance. 55 Pa. Code § 125.1(i) 55 Pa. Code § 141.61(c)(1)(v) Apply for other sources of potential income An applicant /recipient who fails to apply for federal benefits is ineligible, as follows: TANF— individual ineligible until compliance Extended TANF- individual and family ineligible until compliance 55 Pa. Code § 183.13 55 Pa. Code § 125.1(h)(3 )
The CAO must consider good cause before applying the penalties listed in Section 107.52 . The CAO must not apply the sanction if the person does not complete a required AMR activity for reasons beyond their control.
55 Pa. Code § 165.52
Good cause for not cooperating with support is found in CAH 131.6
Good cause for not cooperating with RESET requirements is found in CAH 135.4
Domestic violence good cause is found in CAH 108.7
When determining good cause, the CAO must do the following:
Allow the individual to provide verification of good cause.
Be prudent when reviewing an individual’s circumstance in determining and granting good cause for non-compliance, with the realization that although an explanation may be presented in support of the failure to meet participation, it may not be a valid good cause reason.
When an individual establishes good cause based on transportation related issues, the individual is usually capable of doing an independent job search or another work-related activity unaffected by transportation resources. For these individuals, the CAOs must update the AMR to reflect these required activities and the client’s responsibility to provide weekly verification to the CAO.
The AMR should be updated if a barrier is identified that is stopping the individual from achieving RESET requirements, this update should include the actions that should take place to remove or address the barrier. See Sections 107.63 and 107.65
Updated April 29, 2025, Replacing November 27, 2019
The caseworker must explain:
Responsibilities both for the person and for the CAO assisting the person.
Right to appeal and have a fair hearing.
Good cause including good cause for domestic violence (DV) .
Penalties for noncompliance with eligibility requirements.
NOTE: For domestic violence AMR’s please see CAH 108.11 Completing the Domestic Violence Agreement of Mutual Responsibility .
Both the person and caseworker must initial and date the bottom of each page to acknowledge that all information on each page was discussed and reviewed thoroughly with the individual.
The caseworker must follow these guidelines when completing the AMR's “Plan for Supporting Myself and My Family:”
Make sure the AMR is readable. Printing is easier to read. Use a pen, not a pencil, or complete the form on DocuShare .
Make sure the AMR is in a language the person can understand. This may require the use of a n LEP (Limited English Proficiency) translator so the person can read the AMR. See LEP Resources, LEP .
Follow the language and questions in each section to assist in engaging a conversation with the person when discussing goals and responsibilities.
The caseworker must enter the following information on the AMR:
The person's line number in the case records.
The person’s full name.
The case record number and county code.
The phone number where the person can be reached.
The date the AMR is completed.
The following information should be completed by the caseworker and reviewed with the person signing the AMR:
Number of Cash days:_____
Highest level of education completed:_____
Birthdate of youngest child:_____
Paid Work Experience weeks completed:_____
Allowable Community Service hours per week:_____
The person must list a long - term goal and the first steps in obtaining their goal. Persons with education or training goals will usually have an education goal plus a long - term job - related goal.
55 Pa. Code § 125.1
Examples:
Long term goal : "To get my registered nurse (RN) license".
First steps : "To successfully completed the fall semester at Harrisburg Area Community College (HACC)".
Explain to the person that the long - term goal is for the person or family to become financially self-sufficient without depending on Cash Assistance. The best way to do that is through a job or continued education. Discuss with the person their plan for achieving this goal.
55 Pa. Code § 125.1
There may be more than one goal.
A goal may relate to employment or other activities to progress toward self-sufficiency .
Goals are not the same for everyone. They are based on the person’s situation and possible barriers that may need addressed.
Goals are jointly agreed on by the caseworker and the person.
Goals are the person’s, not the caseworker's.
Goals should be reasonable and attainable.
Earn a bachelor’s degree in social work and become a social worker.
Get a job as a nurse’s aide.
Continue to attend school, making satisfactory progress as defined by the college.
Finish my GED .
In the “Barriers to Goal Achievement ” the caseworker must complete the Job Readiness Assessment checklist (see CAH 135.11 , RESET Enrollment Status) to identify barriers and criteria to determine the appropriate RESET participation project referral. The participation requirement will be based on how the client answers the Job Readiness Assessment questions. See Job Readiness Assessment Guide .
The CAO should include any barriers that may prevent an individual's ability to participate in an activity or that the person chooses to disclose.
Examples:
Full or partial mental or physical disabilities.
Domestic violence (See CAH 108.11 , Completing the Domestic Violence Agreement of Mutual Responsibility) .
Substance abuse.
Children with disabilities or serious health problems.
Homelessness.
Criminal history.
Limited English proficiency.
NOTE: When domestic violence is a barrier, to ensure confidentiality, the caseworker must never document it on the AMR, but instead refer to domestic violence as "supportive services". The caseworker must document the circumstances and information about domestic violence in the case record narrative .
If a TANF program requirement has been waived because the person cannot safely apply for support or participate in work activities due to DV , the AMR must document that a waiver of that requirement has been granted. Again, no reference to “domestic violence” should be made on the AMR, even if it was the reason for the waiver , however, document the waiver due to supportive services, and for how long the waiver is in effect including dates . Although recipients may self-attest on the PA 1747 , a referral to DV services must be made each time the AMR is created or updated . The caseworker must note the reason for the waiver in the case narrative . See 108.11 Completing the Domestic Violence Agreement of Mutual Responsibility .
The AMR serves as the federal service plan for domestic violence waivers.
55 Pa. Code § 108.17(c)
45 CFR 260.55
Serious health problems, such as HIV/AIDS, drug or alcohol addiction, and mental health issues, may be barriers to employment. The caseworker must not note the specific condition on the AMR. Instead, the caseworker must note that there is a serious, chronic, or acute medical condition and record specific information about the medical condition in the case narrative .
The caseworker must do the following:
Consider barriers that the person must overcome, and use the person’s strengths to decide on the most appropriate activities.
Always address barriers to goal achievement , such as language, education, transportation, or child care with the person.
Develop a plan, such as “Take ESL classes,” to help the person reduce the barrier’s effect on the goal of becoming self- sufficient . Any steps the person takes to improve their situation are steps in the right direction. The person’s participation is critical.
1 07.64 AMR Section: “Employment & Training Status”
In the "Employment & Training Status" section, the caseworker must indicate the person's employment and training status by checking the appropriate box:
Mandatory: The person is subject to work (RESET) requirements.
Exempt: The person is not subject to work (RESET) requirements because of an exemption.
The “Participation Status” section must show that the CAO reviewed the good cause and exemptions status of each mandatory person. The caseworker must check the appropriate box provided whether good cause or an exemption is approved, denied, or not applicable.
Caseworker s should provide the reason for the good cause or exemption determination and any barriers having an impact on the person's ability to work or participate in an activity.
107.651 Good Cause for Participation
When reviewing a mandatory individual’s situation to decide if there is good cause for reducing RESET participation requirements the CAO will:
Review for Good Cause circumstances. See CAH 135.4
Complete the AMR as Mandatory with Good Cause approved.
Consider the barrier(s) to goal achievement that limit the individual from meeting RESET participation requirements.
Example: If Good Cause is granted for an individual due to domestic violence, complete the Participation Status section as follows:
Good cause and exemptions have been reviewed and are:
Approved Denied Not Applicable
Reason: Good cause granted for Supportive Services.
The “Agency Assistance and Referrals” section must include a list of all supportive services that are provided to the person plus any referrals made to other appropriate community agencies or organizations to address the barriers listed in AMR Section "Barriers to Goal Achievement".
Examples of supportive services:
Childcare; list the address and phone number of the local area Early Learning Resource Center (ELRC).
Transportation
Clothing
Book allowances
For domestic violence, offer local county supportive services and provide referrals and contact information.
NOTE : The AMR must include a statement that the person is required to provide a receipt within 14 days of receiving Special Allowance (SPAL) money for supportive services.
Examples of community agencies:
Counseling programs
Housing assistance
Children’s services
The caseworker must include actions to be taken by the person to address or eliminate each barrier identified on the AMR.
The plan to address barriers should be in clear, meaningful steps and very specific. If something is not agreed to on the AMR, the individual cannot be cited or sanctioned for not doing it.
Example: If a person is on probation or parole or is subject to payment of fines and costs, this section should state that the person must comply with probation or parole terms or with an approved payment plan for fines and costs.
Appropriate AMR text: "Continue making payments to the court for outstanding fines and costs until the amount is paid in full".
For domestic violence, appropriate text would be: "Referred to supportive services".
When a serious health problem exists, and the person is receiving treatment for it, an appropriate AMR statement would be: "Continue to follow treatment plan prescribed by your doctor".
If the person is a candidate for SSI or SSDI benefits and referred to the Disability Advocacy Program (DAP), the caseworker must include that information in this section and write that the person must apply with Social Security, keep all appointments and agree to appeal the decision if the SSI or SSDI application is denied for medical reasons. The caseworker must explain to the person that the DAP advocate will help with the appeal process.
See Supplemental Handbook, Chapter 820, Section 820.6 .
If good cause for partial participation is granted in the AMR section “Participation Status”, the “Participation Activities” section must be completed with the specific activities or employment the person agrees to and the number of hours per week the person is required to participate in a program or activity.
Consider these individuals still mandatory to comply with some activities on the AMR to include barrier remediation activities.
Identify the reduced hours of participation or the steps to address barrier remediation.
Identify activities the individual can participate in and/or the actions the individual will take towards removing the barrier to participation.
If good cause or an exemption is denied or not applicable in the AMR Section "Participation Status", the "Participation Activities" section must be completed with the specific activities or employment the person agrees to and the number of hours per week the person is required to participate in a program or activity.
These activities are required for all individuals who are mandatory to participate in RESET.
Supplementary activities are available if additional hours are needed to meet the minimum work requirement after the required activity hours are met or when all opportunities to participate in a countable activity have been exhausted or are not available.
See Cash Handbook Chapter 135.2 Employment and Training Activities .
55 Pa. Code § 165.31(d)
The activities or employment should relate to the person's long - term goal and first steps that are written in the AMR Section "Goals".
The AMR must include name, address, and phone number of the program or activity. In addition, list the specific date and time the person should report to the program or activity.
Example: If the long term goal and first steps is to become an RN, the participation requirements should read
What: KEYS- Attend college classes for RN degree.
Where: HACC, 1 HACC Drive, Harrisburg, Pa 17110 (717) 780-2400
When: Report to classes beginning Monday, September 1, 20 23
Hours: M , W , F 8-12 and T , Th 1-5
You must participate in 20 hours per week.
Example: If the individual was granted good cause for RESET due to Domestic Violence
What: Referred to Supportive Services
Where: Referred to local agency
When: As needed
Hours: As needed
This section is divided into two sections, for situations where the person is participating in two activities.
NOTE : The caseworker must write the number of hours the person is required to participate in each program or activity.
If the person chooses employment, the caseworker must enter work-related activities in the first section. Entries in this section should focus on job search activities. If appropriate, the caseworker must enter the number of hours the person is working.
Activities may include those related to education and training.
After completing this section, the caseworker must review the "Your Rights" and "Good Cause" statement with the person.
After AMR Section: "Participation Activities" and "Your Rights" and "Good Cause" statements, the caseworker must enter the following:
Their name and phone number (or the appropriate caseworker's name and phone number).
A date the person is expected to report to the CAO on the status of the plan.
The date should be no later than the next renewal. The caseworker must let the person know that this progress report is very important.
Both the person and the caseworker must sign, date and initial page 3, the agreement statement of the AMR in the spaces provided below AMR Section: "Participation Activities" and must initial and date pages 1, 2, and 4 to verify that they have discussed and agreed on the AMR plan.
NOTE : The AMR is not a valid agreement without the appropriate signatures.
The caseworker must make sure the person reads and understands the agreement statement to the left of the signature lines at the bottom of page 3.
The AMR is a mutual agreement and should reflect what is agreeable to both the person and the caseworker. Advise the person that the AMR may be revised and updated as necessary to reflect any changes in circumstances. The person may ask that the AMR be revised and updated a necessary.
When completing an AMR for child-only cases, including kinship caregivers , the caseworker must remember that an adult caretaker who is not receiving Cash Assistance is not subject to RESET requirements. The AMR is completed for the benefit of the child rather than the adult. Below are guidelines for how to complete an AMR for a child-only case:
AMR Section, “Goals,” must show goals that benefit the child. For example, a long-term goal might be “To make sure the child completes their education.” First steps might be “To attend teachers’ conferences and school activities as needed.”
AMR Section, "Barriers to Goal Achievement", must be completed if the child is mandatory and subject to the RESET requirements. The caseworker should use the Job Readiness Assessment checklist (See CAH 135.11 RESET Enrollment Status) to identify barriers and criteria to determine the RESET program participation requirement and project referral
AMR Section “Employment and Training Status,” must reflect the employment and training status of the child, not of the adult caregiver. The child is exempt if under age 18 and working toward a high school diploma or GED. If the school-age child is not in school working toward a high school diploma or GED, the caseworker must review the employment and training status to determine whether the child is mandatory or exempt. The adult is not considered in the employment and training status review, because they are not subject to the RESET requirements. An exception is a currently sanctioned adult.
AMR Section, “Participation Status,” must show that the CAO reviewed the good cause status and exemption of a mandatory budget group member that is subject to the RESET requirements. The caseworker must check the appropriate box provided whether good cause or an exemption is approved denied, or not applicable and the reason for the good cause or exemption.
AMR Section, “Agency Assistance and Referrals,” must include a list of all supportive services that are provided to a mandatory child plus any referrals made to other appropriate community agencies or organizations to address the barriers listed in AMR Section: "Barriers to Goal Achievement" in order to meet the RESET requirements.
AMR Section, "Participation Activities", is not applicable in a child-only/kinship caregiver case. The caseworker must write "Child-only case, not applicable" in this section. The exceptions to this are a child who is not RESET exempt or an adult who is currently sanctioned. The caseworker must review RESET requirements.
This section must reflect actions to be taken for the benefit and well-being of the child. The adult has responsibilities to the child, such as making sure the child attends school every day and keeping all doctor appointments and immunizations current. These responsibilities are considered "family responsibilities" and should be listed in this section.
Determining eligibility for Extended TANF (ETANF) requires a partial renewal, including a new AMR or an update to an existing AMR.
The AMR must specify an Extended TANF hardship criteria and the reason the adult (s) who have over 1830 TANF days qualify for that ETANF hardship criteria . The AMR must be detailed and specific to the adult’s circumstances. For determining eligibility for Extended TANF, see Cash Assistance Handbook Chapter 176, Section 176.32 .
NOTE: It is not necessary to keep track of day counts on an AMR for Extended TANF adults. Extended TANF does not have a time limit.
In the “Barriers to Goal Achievement” enter one of the four ETANF Hardships as follows:
ETANF Hardship Criteria – Supportive Services
ETANF Hardship Criteria – MPP
ETANF Hardship Criteria – Mandatory RESET
ETANF Hardship Criteria – Deferred Referral
(see CAH 105.261 )
A new or updated AMR may be completed by telephone interview for the partial renewal. In a telephone interview, the caseworker must:
Explain to the individual the reason a new or updated AMR is necessary.
Narrate the reason in the case record narrative .
Explain to the individual that they may verbally sign the AMR or request the updated or new AMR be mailed, faxed or emailed for signature. (See Section 107 )
The individual must initial and sign the AMR and return it to the CAO within 30 days of the date of the CAO signature.
As circumstances change, a n individual may qualify for Extended TANF under another ETANF hardship criteria. Any changes between hardship criteria require s a partial renewal, including a new or updated AMR.
The CAO must distribute the AMR as follows:
Original copy of the AMR is given to the individual.
One complete copy with signatures should be scanned and imaged to the case record.
NOTE : This includes any AMR updated and sent to the individual for signature and return. An AMR mailed to the individual must be completed, signed and dated and returned within 30 days from the date of the CAO signature on the AMR. A signature is required to verify that the individual is complying with all AMR activities.
One copy for the Service Delivery Area (SDA) for persons who are participating in a contracted program.
One copy for the Employment and Training Unit (optional).
When the AMR is completed by phone, sent for signature and then returned to the CAO, by mail, fax, or electronically, with the person’s signature and initials in the appropriate sections:
Scan the signed AMR to the case record.
E-mail a copy to the contractor, if applicable.
Mail the signed AMR back to the person, if returned by mail.
If the person returns the completed AMR by fax, e-mail, or through imaging, there is no need to return the form, since they have kept the original document.
When the AMR is completed by phone with Telephonic Signature
The CAO can receive an individual’s oral attestation of the AMR information, including the individual’s signature, over the phone. The CAO will narrate that the individual’s identity was verified using the last four digits of the Social Security Number, Date of Birth, Address, and phone number. The CAO will document the oral attestation on the AMR and in the case narrative to show that the individual has orally signed and initialed the appropriate sections of the AMR.
The narrative must state the following:
“[Applicant/recipient’s name] has orally signed the AMR and orally attested to:
Understanding their responsibility – page 1
Their plan – pages 2 and 3
Their rights, good cause, and the acknowledgement statement – page 3
Their acknowledgement of penalties – page 4.”
Completing an AMR through DocuShare and mailing locally, the CAO will:
Read and review each AMR section with the applicant/recipient. If the AMR is completed in a non-English language, the CAO will read the AMR sections to the individual through an interpreter.
Enter “oral signature” in each initial/signature section.
Scan the orally signed AMR to Imaging.
Send the orally signed AMR to the applicant/recipient.
Send the orally signed AMR to the work contractor if applicable.
Enter the oral signature narrative provided above. If the AMR was completed in a non-English language, the narrative must also include that the oral signature process was explained to the applicant/recipient through an interpreter.
Completing an AMR through the Electronic Client Information System and mailing centrally, the CAO will:
Read and review each AMR section with the applicant/recipient. If the AMR is completed in a non-English language, the CAO will read the AMR sections to the individual through an interpreter.
In the Agency Assistance and Referrals block of the AMR enter “The individual is orally signing and initialing this document during the telephone interview on (DATE)”.
Save orally signed AMR as a Portable Document Format (PDF) to be scanned to the record and sent to the work contractor, if applicable.
Send orally signed AMR centrally to applicant/recipient.
Enter the oral signature narrative provided above. If the AMR was completed in a non-English language, the narrative must also include that the oral signature process was explained to the applicant/recipient through an interpreter.
If the individual or other household members opt out and choose to complete the AMR by mail, it must be returned within 30 days from the date of the CAO signature on the AMR. Their decision to complete the AMR by mail must be narrated. If not returned within 30 days, the applicant/recipient who failed to complete the AMR is ineligible for TANF. In ETANF cases, the entire household is ineligible if the applicant/recipient fails to complete the AMR.
It is important that the CAO follow this procedure in detail. If there is an unsigned AMR in Imaging that is not annotated as orally signed and/or the narrative is missing, this will result in a quality control error and a possible overpayment for the household.
An individual with Limited English Proficiency (LEP) should be provided two copies of the AMR, one in English and one in the preferred language of the person. The English copy may be needed for E&T contractors or others who assist the person, as well as for the CAO. Both AMRs should be scanned and imaged to the case record. Please note that currently there are translations of the AMR template in Spanish , Russian , Vietnamese , Chinese , Nepali , Swahili , Arabic , French , Ukrainian , Haitian-Creole , Dari , Pashto , Turkish , Farsi , Burmese , Albanian , and Cambodian in DocuShare .
OPS210201 Limited English Proficiency (LEP) Resources and Procedures
If an existing AMR is updated, the CAO must give the individual a copy of the updated AMR.
The case record narrative should state that the AMR was completed, explain the plan for the person to report changes, meet goals, and include any other information to help with follow-up activities . It is not necessary to repeat the activities and tasks listed on the AMR.
After the AMR is completed, the CAO caseworker must make sure that future case record narratives include the following :
Track the progress of the person.
Note when follow-up contacts occur.
Note that supportive services or a good cause waiver for domestic violence are included on the AMR.
Note that changes or additions to the plan were made; and
Clearly establish any basis for adverse action if the person fails to participate in the activities listed on the AMR.
Updated August 28, 2025; Replacing April 29, 2025
Follow-up is an important part of the AMR process. It provides the CAO with the opportunity to give the person feedback, helps the person resolve problems, and encourages the person to continue improving their situation.
55 Pa. Code § 133.23(a)(1)(vi)
If a person does not respond to a CAO request to talk about mandatory activities listed on the AMR, the CAO must begin action to discontinue assistance. See Cash Assistance Handbook Chapter 135.7 . When an AMR is completed, the caseworker and person must set a date by which the person is to contact the CAO to report on their progress. If the person has not contacted the CAO by the agreed-upon date that is listed on page 3, the CAO must contact the person by phone.
NOTE: The caseworker determines whether discussion about necessary changes should take place by phone or in person. If changes involve new goals and activities, a face-to-face discussion is recommended but not required.
The CAO is responsible for follow-up contacts to check the person’s progress in completing the activities listed on the AMR. The caseworker must use the alert system or other control system to track progress.
Follow-up contacts occur when exemption, good cause, budget exclusion, or sanction has ended and to verify if an 18 year old is a full-time student in secondary education. If the AMR needs to be updated for any reason, the CAO should conduct a partial redetermination interview and recommend using the Partial Redetermination Appointment Notice ( PA1834 ) to schedule the interview.
At the follow-up contact, the caseworker must review the status of the person’s plan. If the person has failed to complete the agreed-upon activities, the caseworker must determine the reasons and then take appropriate action, depending on whether the activity was mandatory or voluntary.
Plans on the AMR may be changed, if necessary, depending on the circumstances of the case. Together, the caseworker and the person must discuss future actions that the person and agency must take to meet the goals. The CAO must update the existing AMR to reflect the changes or complete a new AMR. The new or updated AMR can be verbally signed, emailed, or faxed for signatures. If the individual requests the new or updated AMR be mailed a PA 1753 AMR Signature Letter must also be sent explaining that the individual (s) must sign and return the AMR within 30 days. Failure to return the signed AMR within 30 days will result in individual ineligibility in TANF households or entire family ineligibility for ETANF households.
At renewal, the caseworker and the recipient must review the AMR and assess the progress in the family becoming economically secure. The review includes checking compliance with the responsibilities and obligations in the existing AMR and making necessary changes to the AMR. If the mandatory or exempt person’s participation status and participation activity are going to continue unchanged the CAO must date the reviewed AMR and obtain signatures. Narrate the review in case comments and explain the current progress in their status and the anticipated date when the activity will be completed.
Mandatory individuals with good cause will need a good cause review and new AMR with the updated participation status. Narrate why good cause was approved or denied. If good cause remains the same with no change in circumstances narrate what prevented a change in circumstances.
55 Pa. Code § 133.23(a)(1)(vi)
NOTE: Renewal may be done by personal interviews via telephone or face-to-face, depending on the person’s choice.
55 Pa. Code § 133.23(c)
Updated April 29, 2025; Replacing April 17, 2023
Other agencies serving the same persons may develop plans similar to the AMR for persons to follow. The CAO must try to coordinate those plans with the AMR.
CCYAs require documentation of services to families in Family Service Plans (FSPs). The FSP is a document prepared by the CCYA describing short and long-term goals for providing care and services to a child and their family. The FSP includes the following:
Information about the child and other family members.
Steps to be taken to correct conditions of neglect, abuse, or exploitation.
Services to be provided to reach the plan goals.
Actions to be taken by the parents, the child, and the CCYA.
The date when the actions should be completed.
Like the AMR, the FSP requires documentation of all services and activities. S ome TANF families also receive CCYA services . T he CAO should make sure that the AMR and the FSP requirements work together toward the goals of personal and parental responsibility and financial self-sufficiency .
At application and renewal , the CAO must determine whether the family is involved with the CCYA. The CAO worker should phrase the question carefully when asking the person about this delicate subject.
Example:
“Are you working with any other agency, such as Children and Youth, whose requirements may conflict with or help this AMR plan for your family and movement toward financial self-sufficiency ? We want to work with any other agency that is trying to help you.”
The person may say that they are involved with the CCYA because of their own children, or the person may be providing formal or informal kinship care for a grandchild, niece, etc. The person may choose to resolve conflicts without help.
Whether or not the person asks for help, the CAO should enter the following appropriate living arrangement codes in the electronic Client Information System (eCIS) to indicate a TANF /CCYA mutual person or child living in a kinship care arrangement:
Code 11 Mutual Cash Assistance/CCYA recipient
Code 12 Kinship care child
If the person asks for CAO interventions, the CAO must take the following steps to ensure communication and sharing of information between the CAO and CCYA:
Establish a contact person and backup liaison between the CAO and the CCYA.
Provide the CCYA the name and phone number of the designated liaison staff person ( s ) . Request the name and phone number of the CCYA liaison staff person ( s ) .
When completing the AMR with a person who is working with the CCYA, explain the purpose of the Consent for Release of Information Form ( PA 1691 ). The PA 1691 is available on Docushare . This signed form is needed before any information may be shared between agencies. Emphasize that signing the form is voluntary and that the person may choose what information may be released by either agency.
Send a copy of the signed release to the CCYA liaison and provide the name and phone number of the CAO caseworker. Follow up with a phone call to verify the TANF recipient’s CCYA status.
Make sure the CCYA liaison verifies receipt of the signed release in writing on agency letterhead and provides the name and phone number of the CCYA caseworker.
Facilitate the connection between the CAO worker and the CCYA worker so that they may communicate directly about the family and discuss possible conflicts between the AMR and the FSP.
NOTE: Supplemental Handbook Chapter 930, Section 930.3 states that the CAO executive directors have authority to disclose public assistance information. They may delegate this responsibility only to top-level supervisors. If the CAO caseworker needs to release information to the CCYA, even with the recipient’s signed permission, the executive director or the designated top-level supervisor must release the information on behalf of the caseworker.
The CAO caseworker may discuss the AMR in general terms about employment and other requirements applying to all TANF recipients. The executive director or the top-level supervisor must release any specific information to the CCYA, including the person’s time left on TANF.
The CAO should not request or inquire why the family is working with the CCYA. The CAO should concentrate on the FSP requirements, such as whether the person is required to go to substance abuse treatment or counseling.
The CAO must report any first-hand knowledge of suspected abuse or neglect. The CAO liaison must contact the CCYA liaison with general questions when a family appears to be at risk.
The U.S. Department of Housing and Urban Development, Section 8, Public Housing and Indian Housing Programs, has a voluntary program for its clients called the Family Self-Sufficiency (FSS) program. Persons must have applied and be eligible for or already living in public housing or be receiving housing assistance through Section 8.
The FSS Program is a comprehensive training program for families eligible for or receiving housing assistance. It has coordinated services in education, job training, getting a job, and basic skills development to help families become financially self-sufficient .
An individualized plan of services is developed for each adult member. The head of household must accept services (when not in training) for the duration of the program. Each family signs a participation contract giving the plans for services and the family members’ obligations. If a person does not comply with the contract, the result may be withdrawal of FSS services. Residents of Section 8 housing may also lose their housing certificates.
FSS services may include, but are not limited to, the following:
Case management and counseling.
Child care.
Adult basic education.
Literacy services
Pre-vocational training
Job placement services.
Skills-building courses in money management, household management, parent effectiveness, and time management.
Caseworkers must ask persons living in public housing or Section 8 housing whether they have signed an FSS contract of participation. The CAO must make sure the requirements of the AMR and FSS work together to support goals of personal/parental responsibility and financial self-sufficiency .
The AMR should always be written so that persons can participate successfully in required or court-ordered activities. When appropriate, required or court-ordered activities should be incorporated into the AMR. When those requirements are greater than or conflict with RESET requirements, the person cannot be sanctioned under RESET for failure to comply with the court-ordered requirements.
107.84 Family Violence Agencies, Shelters, and Providers
The AMR should support a person’s participation in activities and services provided by family violence agencies.
For example, the AMR can state the individual is participating weekly in 10 hours of supportive activities related to employment. Give the individual credit for their hours of participation under a CAO directed activity in eCIS.
Updated April 29, 2025, Replacing November 27, 2019
Cash Assistance Handbook
Chapter 107: The Agreement of Mutual Responsibility (AMR)
The purpose of this chapter is to provide CAO ' s with standards, policies, and procedures for the protection and support of victims and survivors of domestic violence in the TANF cash assistance program. The following policies and procedures have been developed primarily in response to domestic violence, which includes threats or abuse by and against intimate partners or family and household members. This chapter and the policies, procedures, and forms discussed herein also apply to victims and survivors of other types of violence affecting families. These policies and procedures reflect the Department of Human Services' (DHS's) commitment to ensure that the cash assistance program serves as a safe haven and source of help for all victims , survivors, and their families.
55 Pa. Code § 108.1
Updated May 22, 2024, replacing August 9, 2021
Consistent with its commitment to protect and support victims and survivors of domestic violence, Pennsylvania adopted the Federal Family Violence Option (FVO), the FVO policies and procedures have been incorporated into this chapter . The Consolidated Appropriations Act, 2022 amended 402(a)(8) of the Social Security Act expanding definitions, policy and procedures related to domestic violence in order to:
42 U.S.C. 602 (a)(7)
55 Pa. Code § 108.1
Consolidated Appropriations Act, 2022 H.R. 2471
Identify victims of domestic violence .
Provide universal notification.
Refer them to counseling, shelter, or other appropriate services; and
Waive TANF/Early Learning Resource Center (ELRC) program requirements, including but not limited to support cooperation, work, and time limits where these requirements make it more difficult for a n individual, family member or household member to escape domestic violence; place a n individual, family member or household member at risk of further domestic violence; or unfairly penalize a n individual, family member or household member because of domestic violence.
55 Pa. Code § 187.27(a)
An individual receiving Diversion could apply for and may receive ongoing TANF benefits under the FVO .
This chapter also includes policies and procedures to protect the confidentiality of domestic violence victims and survivors , including the Family Violence Indicator (FVI), a file alert required by Federal law to prevent the release of the address of a victim or survivor of domestic violence when it would endanger the individual or the individual’s family or a household member .
55 Pa. Code § 108.14
Updated May 22, 2024, replacing August 9, 2021
Domestic violence includes, but is not limited to, one or more of the following:
55 Pa. Code § 108.2
Physical acts that resulted in, or threatened to result in, physical injury to the individual .
Mental abuse, including but not limited to, stalking, threats to kidnap, kill or otherwise harm people or damage property, threats to commit suicide, repeated use of degrading or coercive language, controlling access to food or sleep, and controlling or withholding access to economic and social resources .
Sexual abuse .
Sexual activity involving a dependent child.
Being forced as the caretaker relative of a dependent child to engage in nonconsensual sexual acts or activities .
Threats of, or attempts at, physical or sexual abuse , sexual harassment, sexual assault, or
Neglect or deprivation of medical care.
FVI – Family Violence Indicator – A marker placed on the CAO and Domestic Relations Section (DRS) records to indicate one or more individuals in the file are victims of domestic violence.
FVO – Family Violence Option – An optional provision in 42 U.S.C.A. §602(a)(7) relating to family violence under which a state may elect to identify individuals with a history of domestic violence, refer them for counseling and supportive services and, upon a showing of good cause, waive one or more program requirements for these individuals.
PACSES – Pennsylvania Automated Child Support Enforcement System – Pennsylvania’s single statewide automated data processing and information retrieval system for child support enforcement under Title IV-D of the Social Security Act (42 U.S.C.A. §§651-669b).
Work and work-related activities – Activities set forth in Pennsylvania Code Chapter 165 (relating to Road to Economic Self-Sufficiency through Employment and Training (RESET) Program).
Work and work-related activity requirements – Requirements set for in Pennsylvania Code Chapter 165 (relating to Road to Economic Self-Sufficiency through Employment and Training (RESET) Program).
Updated May 22, 2024, replacing August 9, 2021
The CAO will provide applicants and recipients with information about :
55 Pa. Code § 108.3
Policies and procedures relating to domestic violence.
Voluntary referrals to available domestic violence services.
Availability of good cause waivers of certain TANF program requirements.
Specific information about program requirements if a waiver is not requested.
Safeguards that may help the individual safely comply with program requirements, including placement of a Family Violence Indicator (FVI) on Department and Domestic Relations (DRS) files and other confidentiality records, forms , and documents.
Opportunities to participate as a volunteer in work or work-related activities, including education and training, and to receive supportive services, if the individual receives a good cause waiver. See Cash Assistance Handbook Section 135.6 .
55 Pa. Code § 165.31
55 Pa. Code § 165.41
The CAO will:
Have the brochure Community Resources for Supportive Services ( CM 305 ) available in the reception area for all clients (see Appendix A );
Place palm cards Community Resources for Supportive Services ( Pub 388 ) in restrooms and other locations so they are accessible to the general public (see Appendix A ) ; and
Display posters ( POS 172 ) (see Appendix A ) provided to every CAO about the FVO in the reception areas. Initial supplies of the posters were distributed to CAO s. Additional sets may be ordered.
The CAO will provide oral notification to applicants and recipients of the right to claim good cause based on domestic violence as follows:
55 Pa. Code § 108.5(e)
At the application and renewal interviews .
Prior to a referral to the DRS .
At an Employment and Training compliance review, in which the recipient participates. See Cash Assistance Handbook Section 135. 71 ;
If there is a reason to believe a n individual, family member or household member has been subjected to or is at risk of further domestic violence.
Signs of abuse may include visible injuries, reluctance to share information about the non-custodial parent of the children, missed appointments, difficulty meeting work requirements, anxious behavior, or controlling or abusive behavior on the part of an accompanying partner.
CAO ' s will provide applicants or individuals who have not previously disclosed domestic violence with written notification . The Family Safety Notice and Domestic Violence Verification Form ( PA 1747 ) is provided to inform the individual of the right to claim good cause based on domestic violence:
55 Pa. Code § 108.4
55 Pa. Code § 108.5
At the application interview .
Prior to referral to the DRS for child support .
When teen parent requirements are discussed .
When Employment and Training requirements are discussed .
When the Agreement of Mutual Responsibility (AMR) is developed .
Prior to imposing a reduction for noncooperation with child support requirements .
Prior to denying, terminating, reducing , or suspending benefits due to failure to comply with a TANF program requirement.
The Family Safety Notice is on the front and the Domestic Violence Verification form is on the back of the PA 1747. Information from the Family Safety Notice is also included on the PA 600 , 600 R applications, and COMPASS applications .
NOTE: The PA 1747 is included with system-generated PA/FS 162 A or PA /FS 162 C notices and all manual notices sent to individuals in a non-DV case (DV indicator is checked No) who are subject to grant reduction, sanction , or budget closing for the following reasons:
Failure to comply with support requirements .
Failure to comply with RESET requirements .
Failure to provide information to verify conditions of eligibility .
Failure to keep reapplication interview appointment .
Failure to comply with TANF Work Support .
Failure to sign, return a mailed AMR for ETANF .
Requests that TANF cash assistance be discontinued .
This notice shall include an explanation of:
55 Pa. Code § 108.5(d)
The availability of referrals for assistance with domestic violence .
The availability of good cause waivers of TANF program requirements based upon domestic violence; and
Confidentiality protections.
The PA 1747 is the written notice that provides information about domestic violence waivers for families facing denial, termination, reduction, or suspension of benefits or sanction.
NOTE: The PA 1747 is handed to the individual in person prior to adverse action on the case. When this is not possible, the CAO confirms whether the individual has elected to use an alternate address (see Section 108.102 , Alternate Address) before sending the notice. If it is not possible to hand the notice to the individual, there is no alternate address, and the individual has disclosed domestic violence, do not proceed with the adverse action.
Please refer to Section 108.81, Verification: Domestic Violence Verification Form (PA 1747) for instructions on how to complete the verification process.
The PA/CS 173 WP (Support and Good Cause Notice), must be provided to all applicants, provides information to assist individuals in evaluating whether they can pursue support safely or want to seek a waiver.
The PA/CS 647 (Child Support Information Sheet), provides written notice of support requirements and includes Family Violence information.
The PA/CS 173 GC “Good Cause” Determination Based on Factors Other Than Domestic Violence for Child Support or Paternity: A good cause claim for reasons other than domestic violence, such as rape, incest or pending adoption proceedings.
The PA/CS 173 WP, PA/CS 173 GC, PA/CS 647, and PA 1747 are available in APPENDIX A , and in DocuShare.
Updated September 16, 2025, replacing May 22, 2024
If the individual is in immediate danger:
55 Pa. Code § 108.6
Provide a private space to allow the individual to call a domestic violence hotline if requested. Ask the CAO director for help if no private space is available.
The police should not be called unless the victim /survivor makes the call or requests the call be made or the abuser poses a danger to others at the CAO.
Offer the individual assistance in making any arrangements related to emergency shelter, medical care, transportation, childcare, and work .
Provide Universal Notifications if necessary and applicable; “Community Resources for Supportive Services, You have a right to be Safe”, (CM 305) brochure, and “Community Resources for Supportive Services, You have a right to be Safe”, (Pub 388) palm card, (see Appendix A ).
Updated May 22, 2024, replacing August 9, 2021
Certain TANF program requirements may be waived if a requirement cannot safely be met due to past, present or risk of further domestic violence. An individual may claim good cause for waiver of a TANF program requirement at any time.
55 Pa. Code § 108.7
The CAO may waive any TANF program requirement except for the following:
Income (See Chapter 150 ).
Resources (See Chapter 140 ).
NOTE: Income or resources that are inaccessible to the client will not be used to determine eligibility.
Citizenship (See Chapter 122 ).
Deprivation (See Chapter 129 ).
Specified Relative (See Chapter 127 ).
Enumeration (See Supplemental Handbook Chapter 950 ).
Identity (See Chapter 120 ).
Criminal Status (See Chapter 104 ).
Residency (See Chapter 123 ).
Minor child (See Chapter 121 ).
Permanent sanction (See Chapter 107 ).
Application for and cooperation in establishing eligibility for potential income (See Chapter 150 ).
Signing required forms such as the PA 4 and Common Application Form ( PA 600 ).
If an individual requests a waiver of one of the eligibility requirements outlined above that is not waivable by the CAO, the CAO Area Manager will contact the Bureau of Policy (BOP) for guidance .
The BOP can be contacted at this e-mail address: RA-PWDFADVREVIEWS@pa.gov
BOP will determine whether to grant a waiver on a case-by-case basis. Remember a client may be granted additional time to verify these factors of eligibility if verification is not readily available or is pending from a third party. Pending items of verification should be provided no later than the six-month review although there may be cases where verification is waived entirely. See Section 108.75 for additional guidance on waiving verification.
55 Pa. Code § 108.7(c)
A good cause waiver of a TANF program requirement will be granted by the CAO if compliance with the program requirement would:
55 Pa. Code § 108.8
Make it more difficult for a n individual, family member or household member to escape domestic violence.
OR
Place a n individual, family member or household member at risk of further domestic violence.
NOTE: The past abuse need not necessarily have been directed at the individual. For example, an individual has a relationship with a partner who begins to display violent behavior although not yet directed at the individual. Later, the individual learns that this partner abused the last person with whom the partner was involved. The current violent behavior, in combination with past domestic violence directed at another person, could legitimately place the individual in fear that further domestic violence by the partner could be directed at the client.
OR
Unfairly penalize a n individual, family member or household member because of domestic violence.
NOTE: An individual can be unfairly penalized because of past domestic violence, even if the individual is not presently in danger from the abuser. For example: An individual suffers from the effects of past domestic violence by an abuser who is no longer a threat to the individual’s safety. The individual is attending counseling to overcome the effects of past abuse and return to a normal level of functioning. The individual may not be able to fulfill a 20-hour weekly work requirement.
Individuals living in a shelter may be unable to comply with work requirements because of the instability of their current situation. Their time and attention may need to be focused on developing a safety plan, finding permanent housing, and protecting their children.
Updated May 22, 2024, replacing August 9, 2021
This section reviews the types of good cause waivers most requested and provides guidance on how to counsel individuals so they understand the potential risks they may face, as well as the protections and supports that the CAO can provide. Waivers will be reviewed with individuals and completed by CAO staff trained in DV.
As a condition of eligibility, each TANF applicant/recipient must cooperate in the determination of paternity and the establishment or enforcement of a support order, unless this requirement is waived for good cause. A good cause waiver may be granted based upon domestic violence. The PA/CS 173 WP (Support and Good Cause Notice), must be provided to all applicants and recipients during application and renewal. The PA/CS 173 WP provides information to assist individuals in evaluating whether they can pursue support safely or want to seek a waiver.
55 Pa. Code § 187.23(b)
55 Pa. Code § 187.23(d)
Examples of reasons why an individual might seek a waiver of the requirement include but are not limited to:
Cooperation may place a victim /survivor and/or the victim /survivor's family or household at risk of violence by giving the batterer notice of the victim’s whereabouts,
Cooperation may place a victim /survivor and/or the victim /survivor's family or household at risk of violence by provoking abuse; or
Cooperation may penalize a victim /survivor by requiring disclosure of sensitive information such as the disclosure to a child conceived as a result of rape of the identity of the parent.
Good cause may be granted if:
The child was conceived as a result of rape or incest.
55 Pa. Code § 187.27(a)(1)
55 Pa. Code § 187.27(a)(2)
Court proceedings are ongoing for adoption of the child.
An agency is working to help the individual decide whether or not the child should be placed for adoption.
55 Pa. Code § 187.27(a)(3)
NOTE: The standards and procedures for processing claims of good cause based on these circumstances are covered separately in Cash Assistance Handbook Section 131.6 .
Rape may serve as a basis for a good cause waiver under both the domestic violence and the rape, incest, and adoption policy/procedure. If documentation of rape is available, the individual may complete the PA/CS 173 GC (“Good Cause” Determination Based on Factors Other Than Domestic Violence for Child Support or Paternity). The PA/CS 173GC is available on DocuShare . If documentation of rape is not available to the client, the CAO should advise the individual to follow the domestic violence procedure, using the PA 1747 . (See Section 108.81, Verification: Domestic Violence Verification Form (PA 1747) .
Action to establish paternity or obtain child or spousal support would make it more difficult for the individual or family member to escape domestic violence.
55 Pa. Code § 108.8(b)(1)
When the applicant or recipient initiates a claim of good cause, with the court or DRS, a determination must be made within 45 days of the claim or,
When the applicant or recipient initiates a claim of good cause with DHS, a determination must be made within 15 calendar days of the claim.
55 Pa. Code § 187.27(c)
As soon as the determination is made on a good cause waiver of child or spousal support requirements, the CAO will send a copy of the PA/CS 173 GC or PA 1747 establishing entitlement to the waiver to the Bureau of Child Support Enforcement (BCSE) Area Office. The PA 1747 and PA/CS 173 GC must be accurately completed and must include the county code with the case number. See CAH 108 Appendix B, Bureau of Child Support Enforcement (BCSE) Area Offices– DV Forms .
The CAO must explain essential points about the support process for individuals to make an informed decision about whether they can safely pursue support. The essential points they need to know are:
The Support Process
The custodial parent and or specified relative (usually the applicant/recipient) will be asked to provide information to help locate the noncustodial parent, putative parent, or spouse.
55 Pa. Code § 187.23(b)
It may be necessary to establish that the individual named is the parent. This can be done by getting a voluntary acknowledgement of paternity or court-ordered genetic testing if the parents are not married.
55 Pa. Code § 187.23(b)(1)
It is necessary to go to court to determine whether that individual will be ordered to pay support and if so, how much.
All of these actions will require that:
Court papers, which include the individual’s name and address, be sent to the other parent , putative parent, or specified relative to notify them of the time and date of conferences or hearings, and
The individual attend conferences and hearings at which the other parent (or putative parent) may be present.
55 Pa. Code § 187.23(b)(5)
Addressing Safety Risks
Any of the actions discussed above could potentially place an individual who is experiencing domestic violence at risk or could place a client who has experienced domestic violence at risk of further violence. It is therefore important to thoroughly explain the support process.
Once the individual is given information to assess the risk of pursuing support, the options available to address safety risks need to be explained:
Individuals who believe that they cannot pursue support safely can request a good cause waiver of support requirements.
If an individual has experienced or is experiencing domestic violence, and they have an active support order, they can claim good cause. The CAO should review for a good cause waiver and use the appropriate support referral code found in 108.711 Child Support Referral Codes . The CAO should immediately contact the DRS to inform them that the individual has requested that the order be stopped.
Individuals who want to pursue support but want their location to be confidential can have the FVI entered on their file to safeguard information about their address. The CAO will use the appropriate support referral code found in 108.711 Child Support Referral Codes.
Individuals who decide to pursue support may also take advantage of any accommodations the county court may offer to make it safer for them to pursue support.
Individuals who determine that it is unsafe to pursue support can seek a good cause waiver at any time, even after a support order has been entered.
Remember also that if an individual requests good cause for not complying with support requirements:
The CAO is prohibited from making any contact with the abuser.
The CAO determines if “cooperation” has been met.
Under no circumstances will the CAO require the individual to obtain a Protection from Abuse Order (PFA).
Support Forms
The PA 643A , Certification of Cooperation, is completed for a support referral to the Domestic Relations Section (DRS) when a support action is pursued.
55 Pa. Code § 187.23(d)
The PA/CS 173 WP is provided to individuals at each application, and renewal . The individual’s signature on the P A 173 WP is required if the individual requests a good cause waiver.
The PA 1747 (Family Safety Notice and Domestic Violence Verification Form) is provided prior to imposition of a reduction for failure to cooperate with support requirements.
The CAO should use caution when choosing the support referral code for each absent relative if domestic violence is an issue in the case or if the individual claims good cause. There are different actions and outcomes depending upon which code is entered. The codes are as follows:
Code 02 – Good Cause Claim Initiated (Not Family Violence)
Code 03 – Good Cause Waiver (Not Family Violence)
Code 06 – Support Action Required (Not Family Violence)
Code 11 – Support Action Required (Family Violence)
Code 12 – Family Violence Good Cause Waiver
NOTE: Codes 02 and 03 are used only for cases of rape, incest and adoption. Codes 11 and 12 are used only for cases of family violence/domestic violence.
At application:
Good Cause Codes 02, 03 and 12 will not trigger a referral to PACSES. However, the CAO must also check PACSES to determine if the individual already has a court order. If the individual already has a court order and decides to claim good cause when applying for benefits, the court order will initially remain in effect because the good cause referral code is not transmitted to PACSES. To stop the support action and reduce the danger to the individual as well as to prevent the possibility of an overpayment, the CAO should immediately contact the DRS to inform them that the individual has requested that the order be stopped. Otherwise, the court order will continue to be enforced, potentially putting the individual in danger, and also potentially causing an overpayment if the individual receives assistance and support at the same time. The DRS will suspend support obligation(s) and support actions until the CAO makes a determination on the good cause claim. If good cause is approved, the DRS must terminate all support enforcement activity, all support obligation(s) and support payments. The CAO must make it very clear to the individual that a good cause determination means the support order will be stopped.
NOTE: To reinstate a support order that has been stopped, the CAO must update both the support referral code and referral date in eCIS. Use support referral code 11 if family violence is a factor or code 6 if family violence is not a factor. U pdate the referral date to match the system date to generate a new referral to PACSES.
Codes 06 and 11 will trigger a referral to PACSES. If the client has a current court order, the individual’s eligibility status is changed in PACSES when the DRS processes the referral to indicate the individual is receiving TANF and support is assigned to DHS. Use of code 11 will automatically update PACSES with the FVI code and create an alert to the DRS advising that the individual has reported family violence. Entry of the FVI code in PACSES will safeguard information in the support enforcement system with safeguarding the individual’s address.
Anytime other than application:
Codes 02, 03 and 12 will not trigger a referral to PACSES. However, if the client has an existing court order assigned to the Department, an alert is sent to PACSES notifying the DRS that the CAO has changed the code on the absent relative screen because the individual has claimed good cause. The DRS will suspend the support obligation(s) and support actions pending the CAO’s determination on the good cause claim. If good cause is approved, the DRS will stop the existing court order and support will no longer be collected. The CAO must make it very clear to the individual that a good cause determination means the support order will be stopped.
Code 11 will trigger a referral to PACSES, but the FVI is entered automatically on the PACSES file to safeguard information about the victim /survivor's address in the support enforcement system.
Occasionally, individuals who have requested good cause for not complying with support requirements file for child support directly at the DRS. DRS staff will be encouraged to check eCIS for an open cash assistance case whenever an individual initiates court action for support at the DRS. If an open case is found, the DRS will contact the CAO liaison. If an FVI is on the case, the DRS will discuss the circumstances with the individual and let the CAO know that the good cause code (12) should be replaced with another code (06 or 11).
NOTE: Neither the CAO nor the DRS shall access a DRS file unless access to the file is needed in the performance of their duties.
55 Pa. Code § 108.16(b)(2)
TANF Road to Economic Self-Sufficiency through Employment and Training (RESET) work requirements, include the 20-hour per week work requirement, and can be waived for good cause based upon domestic violence.
55 Pa. Code § 165.52(a)(8)
Examples of why an individual might seek a waiver of work requirements include but are not limited to:
The family may need to devote time to escaping violence, find housing, protecting the family, and/or receiving counseling.
The abuser injures or has injured the victim /survivor so that the victim /survivor is physically or emotionally unable to work.
The long-term physical or emotional effects of abuse render the victim /survivor unable to work.
The abuser harasses or stalks the victim /survivor at school or work.
The abuser threatens to take the children away from the victim /survivor if the victim /survivor goes to work and leaves the children in day care.
The abuser interferes with the individual’s ability to comply with RESET requirements by stealing the car, car keys or transportation money, hiding/destroying clothes, depriving victim /survivor of sleep, refusing to provide promised childcare, lying about children’s safety, inflicting physical injuries or other actions.
Prior to imposing a sanction for failure to comply with RESET work requirements, the CAO will provide the PA 1747 (Family Safety Notice and Domestic Violence Verification Form) and information concerning the availability of good cause for domestic violence and information on how to complete the PA 1747 Domestic Violence Verification form.
When an individual seeks a waiver of work requirements due to domestic violence, the worker should explore whether the individual needs a reduction of hours, a different activity or if participation in any employment or training activity poses a risk. When the worker determines, using the standards set forth under Section 108.62, Standard For Evaluating/Granting Waiver Requests , that the individual needs a reduction of hours or a different activity or that participation in any employment and training activity poses a risk, good cause must be granted.
Individuals who are mandatory RESET participants and who have been granted a RESET good cause waiver based on DV shall be informed that:
They may elect to participate in an education, training or in other RESET activities.
CAO caseworkers should review E&T participation requirements and activities with individuals. If individuals are receiving DV case management with a local DV agency, and they are engaged in education or employment activities, those activities may be used toward E&T participation requirements if they are applicable with E&T policy.
If participating in an employment and training program, they may request a special allowance to cover transportation or other supportive services.
They may request a special allowance for childcare while participating in the activity for the number of hours agreed to on the AMR.
NOTE: Verification of RESET activity participation must be provided in order to receive a special allowance to cover transportation, childcare or other supportive services.
DHS recognizes that victims /survivors of domestic violence may need more than 60 months of benefits in order to maintain the family’s physical, emotional, and financial stability. For this reason, individuals are eligible to receive both Time-Out and Extended TANF based on domestic violence.
55 Pa. Code § 141.53
Individuals may be eligible for cash assistance under this section regardless of whether the alleged abuser is in the household.
55 Pa. Code § 108.9(c)
Individuals may receive up to 12 months of Time-Out based on domestic violence. The 12 months need not be sequential. See CAH 137.6 Time-Out .
55 Pa. Code § 108.9(a)
An individual qualifies for Time-Out if they have a past or current good cause waiver for work, support cooperation or other TANF program requirements based on domestic violence. An individual can receive Time-Out based on past, present and/or the risk of further domestic violence. During Time-Out an individual’s TANF day count stops.
If the individual does not have a past or current good cause waiver for work, support cooperation or other TANF program requirements based on domestic violence, Time-Out may be granted based upon past, present or further risk of domestic violence by completing the PA 1747 .
Individuals may receive Extended TANF (ETANF) hardship track based on domestic violence for as long as necessary to overcome the effects of the domestic violence. These individuals are eligible for ETANF hardship track 1 Domestic Violence .
55 Pa. Code § 141.53(c)
If the individual has a past or current good cause waiver for work, support cooperation, other TANF program requirements, or a Time-Out based on domestic violence, the individual is already known to the CAO to be a victim /survivor of domestic violence. Therefore, no additional verification will be required to qualify for the hardship track .
55 Pa. Code § 141.53(a)(1)(i) – (iii)
If the individual does not have a past or current good cause waiver for work, support cooperation, other TANF program requirements, or a Time-Out based on domestic violence, Extended TANF may be granted based upon past, present, or risk of further domestic violence by completing a PA 1747 .
55 Pa. Code § 141.53(a)(2)(ii)
55 Pa. Code § 141.53(a)(3)
Individuals who qualify for Extended TANF based on domestic violence are mandatory to participate in RESET work requirement s . Individuals who are experiencing, have experienced or are at risk of further domestic violence may:
Request and receive a good cause waiver of RESET requirements, and
Elect to participate in an education, training or other RESET activity policy and receive childcare, transportation, and other supportive services, and
Elect to participate in the Maximizing Participation Project (MPP) should they wish to receive help in addressing any barriers to employment they may have.
Individuals in the DV hardship track, who have not obtained a good cause waiver of the RESET requirements are not subject to sanction for failure to meet these requirements. Should this situation occur, the CAO will explore whether the individual has good cause based on domestic violence or other factors. If good cause cannot be established, the family becomes ineligible for Extended TANF until the individual complies with RESET work requirements.
55 Pa. Code § 141.53(e)
A TANF minor parent and dependent child are required to reside in the home of the minor parent’s parent, legal guardian, other adult relative or in an adult-supervised supportive living arrangement, unless exempt from this requirement.
55 Pa. Code § 141.21(p)
A minor parent may be exempt from this “live at home” requirement if there is a threat to the minor parent’s or child’s physical or emotional health or safety from another individual residing in or visiting the residence. Other bases for exemptions are discussed in Cash Assistance Handbook 110.6 .
55 Pa. Code § 141.21(q)(4)
In cases of domestic violence, the PA 1747 is completed by checking “other TANF or ELRC program requirement” in section 1 and specifying “living arrangement” as the requested good cause claim.
CAOs must inform minor parents of the option to be excused from meeting the living arrangement requirements if domestic violence is an issue and provide notice about the availability of a good cause waiver and information on how to request or establish good cause prior to denying or terminating TANF benefits based upon the teen parent living arrangement requirements.
Generally, individuals must provide verification of certain eligibility requirements at application, renewal , and the Semiannual Reporting review. However, there may be instances when a victim /survivor of domestic violence, due to safety considerations or the effects of past abuse, will not be able to provide verification when requested. Examples of verification requirements that a victim /survivor may request to be waived include but are not limited to the following:
Providing required verification, such as identification or social security cards, because the victim /survivor fled the abuser and is unable to safely return to the abuser’s home or because the victim /survivor is experiencing stress, inability to focus, or other effects of past abuse that prevent him or her from being able to remember or carry out the steps necessary to obtain the various items of required verification .
Providing a letter from the victim /survivor's employer because the victim /survivor is unable to safely return to or contact the victim /survivor's former workplace.
Verification of closure of benefits in the place of a victim /survivor's former residence before a case can be opened in Pennsylvania for victims /survivors of domestic violence who relocate from another state or county to escape violence and need immediate support.
Verification of voluntary child support paid to the victim /survivor . This situation should be carefully discussed with the victim /survivor to determine if it is possible to verify the income, such as by photocopying a check, without the involvement of the absent parent. If this is not possible, such as if the payment is made in cash, the victim /survivor's statement is acceptable. The CAO must advise BCSE of the good cause waiver determination and voluntary support situation.
Updated January 16, 2025, replacing June 20, 2024
An individual who requests a good cause waiver of a TANF program requirement based on domestic violence shall complete the Domestic Violence Verification Form ( PA 1747 ) provided by the CAO. The CAO will provide the verification form in person or by mail to an individual who requests the form (if it is safe to send mail to the individual) and will instruct the individual to provide verification that may include one of the following:
55 Pa. Code § 108.10
Section 1, Good Cause Claim must be completed by the individual. The individual can request to be excused from participating in certain TANF programs like RESET requirements because of DV. Certain TANF and ELRC program requirements may be waived if a requirement cannot safely be met due to past, present, or further risk of DV. Victims and survivors of DV may have the verification of certain eligibility factors waived, such as: identification, social security cards, employment, residency, and voluntary child support.
NOTE: The Bureau of Policy (BOP) reviews and approves waiver requests of requirements that the CAO cannot approve.
Any type of documentation listed on the PA 1747 , under Section 2, including law enforcement records, court records, medical/treatment records, social service records, child protective service records; or
Third party verification of the domestic violence from any of the entities or individuals listed in Section 3 of the form with knowledge of the circumstances which provide the basis for the waiver, including:
A domestic violence service provider;
A medical, psychological, or social service provider;
A law enforcement professional;
A legal representative; or
An acquaintance, friend, relative, or neighbor of the claimant, or other individual; or
If the individual is unable to safely obtain any of the items of evidence described in Sections 2 or 3 of the form, the client may self-affirm under Section 4 of the form that the individual cannot safely comply with a TANF program requirement(s) due to domestic violence.
CAOs must complete Section 5, Good Cause Claim Decision.
Documentation or third-party verification should be obtained, if possible, but self-affirmation will suffice to establish eligibility for a good cause waiver based upon domestic violence.
One verification form will suffice for one or more waivers.
The CAO may not, under any circumstance, have an individual who claims good cause based on domestic violence to do the following:
Contact the alleged abuser; or
Require the individual to obtain a Protection from Abuse Order (PFA) .
Such contact could endanger the safety of a victim /survivor , the family or household.
A good cause waiver determination based on domestic violence will be made within 15 calendar days from the date the claim was initiated by the applicant or recipient.
55 Pa. Code § 108.11
The CAO will provide written notice of its determination of the waiver request to the applicant/recipient. The CAO will follow the notice requirements in Cash Assistance Handbook Chapters 104, Application , and Appendix C, Good Cause Waiver Notices .No denial notice shall be issued without prior review by both the CAO supervisor and manager. The notice to the applicant/recipient shall include the following information:
55 Pa. Code § 108.12
The basis for the determination and the right to appeal in writing on a PA 162 notice.
If good cause is established, the notice will:
State what requirement(s) are waived;
Explain the duration of the waiver;
Explain that a waiver will remain in effect as long as necessary, subject to review every six months.
If the good cause claim is denied, the notice will include:
What requirement(s) is not being waived;
The basis for the determination;
The legal authority for the denial;
The right to appeal and request a fair hearing;
What additional evidence or information is needed to substantiate the good cause claim and the timeframes in which the information must be provided;
An explanation that the individual must comply with the program requirement for which the waiver was requested.
If the good cause claim is denied;
Provide a copy of the PA 1747 form and explain the different ways in which it can be completed.
As soon as the determination is made on a good cause waiver of child or spousal support requirements, the CAO will send a copy of the PA 1747 establishing entitlement to the waiver to the Bureau of Child Support Enforcement Area Office. The PA 1747 must be accurately completed and must include the county code with the case number. See CAH 108 Appendix B, Bureau of Child Support Enforcement (BCSE) Area Offices– DV Forms .
Waiver of a TANF program requirement is granted for as long as necessary, subject to review every six months. The review may be face-to-face or by telephone.
55 Pa. Code § 108.13
Six-Month Review
An individual who verified domestic violence with a document listed under Section 2 of the PA 1747 , or a third - party statement under Section 3 of the PA 1747 need not provide new or additional verification upon review at the six-month review . I f circumstances have changed since the waiver was initially approved or since the last six - month review a new PA 1747 must be completed .
55 Pa. Code § 108.13(1)
Example: In June, an individual provided copies of police records indicating domestic violence. A waiver was granted, and a referral was made to the local domestic violence agency. The following January, at the six-month review, the individual’s circumstances have not changed, and the individual wants the waiver to continue. The waiver continues for an additional six months because the need for a waiver continues. No additional verification is required.
An individual who provided written self-affirmation of domestic violence under Section 4 of the form and requests that the waiver(s) continue, may do so by providing documentary verification as listed under Section 2 of the PA 1747 , or by providing a third - party statement under Section 3 of the PA 1747 .
An individual who remains unable to provide verification under section 2 or 3 of the form in addition to the written affirmation, and who wishes to have the waiver(s) continue for an additional six months, may do so by again providing written affirmation of domestic violence under Section 4 of the form. Good cause continues on this basis.
Example: In June, an individual completed Section 4 and self-affirmed domestic violence and the need for a waiver. A waiver was granted. The following January, at the six-month review, the individual requested that the waiver continue and informed the CAO of continuing inability to provide verification listed in Sections 2 or 3. The individual re-affirms in Section 4 that domestic violence is an issue. The waiver continues on this basis.
NOTE: Individuals who are having difficulty obtaining verification in addition to their self-affirmation should be referred to domestic violence agencies or legal services for assistance in obtaining a third-party statement.
Twelve-Month Review
An individual who, after 12 months, remains unable to provide verification under Sections 2 or 3 of the form and who wishes to have the waiver(s) continue may do so by providing written self-affirmation of domestic violence under Section 4 of the form, subject to approval by the Area Manager in consultation with the Bureau of Policy on a case-by-case basis. The individual’s waiver and benefits will continue pending the approval process. If a continued waiver is approved, the individual may, if necessary, continue to self-affirm at each subsequent six-month redetermination.
Example: An individual received a domestic violence waiver from January to June based on self-affirmation. The waiver was extended six more months, to the following January based upon a second self-affirmation. At the January review (12 months following the initial granting of the wavier), the individual states that circumstances have not changed , and they want the waiver to continue. The individual is still not able to provide any verification listed in Sections 2 or 3. The client completes Section 4 of the PA 1747 , and the case is referred to the Area Manager for a waiver determination to be completed in coordination with the Bureau of Policy. The Area Manager reviews the circumstances and approves or denies the continuation of the waiver. The Area Manager does not have to review the case record again if circumstances do not change.
Updated November 18, 2024, replacing June 20, 2024
Referral for Field Investigations
Since OSIG investigations may pose a risk to domestic violence victims/ survivors , in December 2017, the OSIG revised the policies concerning investigations of cases involving domestic violence. See OSIG policy document titled Domestic Violence Observations or Disclosures During Investigations .
Whenever the CAO is aware of past, present, or risk of further domestic violence, it must indicate domestic violence on the Field Investigation Referral (OSIG 12; Box 6) or Program Integrity Unit Referral (OSIG 12-R; Box 9) that the individual is claiming domestic violence.
NOTE:
The OSIG 12 form Box 6 and OSIG 12-R form Box 9 must be completed .
If Box 6 or Box 9 is answered Yes for domestic violence, BOP must review the case for approval or denial before the CAO completes a referral in OARS.
If BOP approves the referral, the CAO will enter the BOP reviewer’s name.
The CAO enters the BOP comments in the comments section.
When completed, the CAO submits the form to OSIG in OARS.
Investigation referrals to OSIG that involve domestic violence with an open TANF budget will be sent to BOP through the resource account at RA-PWDFADVREVIEWS@pa.gov
If BOP approves the investigation referral, the referral is completed through the Office of Inspector General Avoidance and Recovery System (OARS). See OSIG Field Investigation and Referral Process .
The question in OARS regarding domestic violence and receiving BOP approval for TANF cases will be checked as “Yes”.
If BOP denies the investigation referral, the referral will not be sent to OSIG, and the action will be narrated in the case record comments and the document scanned into the case record.
All non-TANF related referrals that involve domestic violence will be submitted directly through OARS, and the question in OARS regarding domestic violence will be checked as “Yes”. The CAO then submits the referral to the OSIG in OARS.
When a case is referred to the OSIG and domestic violence is unknown to the CAO, and the individual subsequently discloses during the course of the OSIG interview, the interview will immediately cease.
The investigator will indicate that OSIG terminated the investigation because of observed or disclosed circumstances in Section IV of the OSIG 12 and return the form to the CAO.
For client safety, the notation “Investigation terminated because of circumstances” will be used on the OSIG 12 to document the indication of domestic violence.
Overpayment Referrals
There may be cases in which an overpayment occurs in a case with known domestic violence, or the CAO learns that domestic violence is an issue after an overpayment is referred to the OSIG. Overpayment referrals that involve domestic violence with an open TANF budget will be sent to BOP through the resource account at RA-PWDFADVREVIEWS@pa.gov
Victims /survivors may sometimes be unable to safely leave or keep the abuser out of the household. Caseworkers may from time to time get questions from victims /survivors or from agencies that serve them about how domestic violence is handled if the abuser is in the household. The following may help:
The fact that the abuser is in the household does not change the victim /survivor's right to claim good cause, receive Time-Out or receive Extended TANF based upon domestic violence. If the abuser is a part of the mandatory budget group, the abuser must be included, but the abuser’s noncompliance with program requirements cannot make the household ineligible if there is domestic violence.
Do not discuss domestic violence issues in the presence of the abuser or inform the abuser of any disclosure of domestic violence. Whenever an abuser who is part of a budget group requests access to the DHS case file and domestic violence has been disclosed, the CAO shall consult the DHS Office of General Counsel to ensure that location information and domestic violence disclosures are removed from the file.
Do not require the victim to get a Protection from Abuse Order (PFA).
The abuser must comply with the eligibility requirements of the cash assistance program and may not claim good cause based on domestic violence that they perpetrated.
Example: An abuser in a TANF household must comply with TANF RESET requirements based on the length of time the abuser has received TANF assistance, unless the abuser is exempt or has good cause based on reasons other than domestic violence for not participating with RESET. If the abuser fails to comply with a program requirement, the abuser can be individually sanctioned, but the rest of the household cannot be sanctioned as a result of the abuser’s noncompliance.
For Extended TANF, a family may be eligible for cash assistance benefits based on domestic violence if there is an adult head of household or spouse of head of household who has exhausted 1830 TANF days and the family includes an adult or other family member who was a victim /survivor of domestic violence, is currently experiencing domestic violence or is at risk of further violence. An abuser who is a mandatory member of the budget group in Extended TANF may not claim good cause for domestic violence and will be required to comply with RESET requirements based on the abuser’s TANF assistance day count.
55 Pa. Code §141.53(c)
A noncitizen is eligible to receive TANF benefits in Pennsylvania if the individual falls within one of several groups of noncitizens considered to be “permanently residing in the United States under provisions of law” and meets all other eligibility conditions. The categories of noncitizens considered eligible appear in Chapter 122 of the Cash Assistance Handbook . This section adds to that chapter.
A noncitizen who is receiving TANF is eligible for waiver of TANF program requirements based on domestic violence for which a citizen would be eligible, in accordance with the same uniform policies and procedures for good cause waivers based upon domestic violence.
Therefore, noncitizens should be notified that support, work (RESET), teen parent live at home rules, time limits, and other TANF requirements can be waived based on domestic violence. Those who believe they require a waiver should be instructed to claim good cause and complete the PA 1747 .
There are several categories of noncitizens who qualify for TANF. One category is noncitizens who have been battered or subjected to extreme cruelty and who are seeking relief under special provisions of the Violence Against Women Act (VAWA). Noncitizens who are “qualified noncitizens” and who are otherwise eligible for TANF but subject to the five-year bar, are identified with Program Status Code (PGM) 04 and must be used with both C and U categories. This includes a noncitizen in the budget who is ineligible for Federally funded benefits for five years from his/her date of entry into the U.S. or date of status.
If a noncitizen applicant does not fall within any other noncitizen category making them eligible for benefits, the CAO should inform the applicant about these special rules. Non-citizens who appear to meet these criteria should be told that they may qualify for TANF benefits and should be assisted to apply if they wish to do so.
Noncitizens who meet the following five conditions are qualified to receive TANF, even if they have not yet obtained final lawful permanent resident status:
The noncitizen is the spouse or child of a US citizen or lawful permanent resident.
NOTE: Children of spouses of US citizens or lawful residents and parents of children of US citizens or lawful permanent residents are also qualified to receive benefits provided the spouse or child of the US citizen or lawful permanent resident meets the conditions that follow.
AND
The noncitizen has been battered or subjected to extreme cruelty by a US citizen or lawful permanent resident spouse or parent.
NOTE: Battery and extreme cruelty includes the US citizen or lawful permanent resident spouse consenting to or going along with battery or extreme cruelty performed by another individual residing in the same household.
AND
The noncitizen has ,
1. F iled for immigration relief under the VAWA or
2. Filed a qualifying family-based petition with the United States Citizenship and immigration Services (USCIS) or
3. Documentation from Executive Office for Immigration Review (EOIR).
Acceptable verification of this includes but is not limited to:
USCIS Notice of Action Form I-797 indicating approval of an I-130 Petition for Alien Relative, filed for a spouse or child of a non-citizen relative, U.S. citizen/lawful permanent resident (LPR), or adult son or daughter of an LPR; or
Immigration Service USCIS Notice of Action forms I-797 or I-797C indicating approval or “prima facie” validity of a I-360 P etition f or Amerasian, Widow(er), or Special Immigrant a self-petitioning spouse/child of a U.S. citizen/LPR or widow/widower of a U.S. citizen; or
An order or document from the Immigration Court or Board of Immigration Appeals granting suspension of deportation or cancellation of removal under VAWA; or
A document from the Immigration Court or Board of Immigration Appeals indicating a prima facie case for suspension of deportation or cancellation of removal under VAWA.
NOTE: In order to obtain the above listed documentation, a noncitizen must have already made a claim through USCIS that they have been subjected to battery or extreme cruelty by a US citizen or lawful permanent resident spouse or child. Therefore, a noncitizen who provides any of the above-listed documentation shall be considered to have met conditions 1 and 2 above.
AND
The noncitizen demonstrates to the CAO that a substantial connection exists between the battery or extreme cruelty and the need for TANF. Examples of the kinds of circumstances that establish a connection between the battery or cruelty and the need for assistance include but are not limited to the following circumstances:
The need to become self-sufficient following separation from the abuser; or
To ensure the noncitizen's own safety as well as the safety of a child or parent; or
To compensate for the loss of financial support resulting from the separation from the abuser; or
To compensate for the loss of a job or reduced earnings because of the abuse or involvement in legal proceedings relating to the abuse.
NOTE: The requirement to establish a substantial connection between the battery or extreme cruelty and the need for benefits may be established through the client’s own credible explanation of the circumstances.
AND
The noncitizen no longer resides in the same household as the abuser. Evidence includes, but is not limited to:
A Protection from A b use Order (PFA).
An affidavit by witnesses that the victim /survivor and abuser no longer reside together .
A statement from the landlord that the victim /survivor but not the abuser lives at the residence.
Sponsor deeming is a process used to determine eligibility for and the amount of cash assistance. If a qualified noncitizen has a sponsor who executed an Affidavit of Support ( I-864 ), the income and resources of the sponsor and the sponsor’s spouse must be considered available when determining eligibility and benefit amount.
Exception: Victims /survivors of domestic violence. Noncitizens who are victims /survivors of domestic violence or extreme cruelty as well as certain family members are exempt from the deeming requirement.
8 U.S.C. 1631(f)(1)
A sponsored noncitizen is exempt from deeming requirements for a period of one year if the noncitizen, their child , or their parent has been a victim /survivor of domestic violence in the United States by a spouse or parent or member of the spouse or parent’s family residing in the same household as the noncitizen.
After the one-year period, a battered noncitizen spouse, noncitizen parent of a battered child or child of a battered noncitizen continues to be exempt from the deeming requirements regarding the batterer only . The deeming exemption will apply to a noncitizen for 12 additional months after the CAO determines that the battering is substantially connected to the need for benefits and the victim /survivor does not live with the batterer.
Example: Mr. Smith sponsors his noncitizen spouse, and the spouse is later subjected to domestic violence by Mr. Smith’s father who lives in the household. Mrs. Smith is exempt from deeming requirements for a period of 12 months. Mr. Smith is not the batterer ; therefore, his income and resources must be deemed after the first year.
Updated June 20, 2024, Replacing May 22, 2024
CAO's must maintain client privacy and safeguard all domestic violence information to the fullest extent permitted by law. If domestic violence is suspected or disclosed, find a private place to talk, refer victims /survivors to appropriate services, and explore the need for and assist the client in obtaining a good cause waiver of one or more TANF requirements. Ask the CAO director for help if no private space is available.
55 Pa. Code § 105.1
When an individual claims DV, the CAO will answer “Yes” to the DV question in eCIS, which places the DV indicator in the case record. The CAO also completes the DV screen.
In addition, the DRS and court are mandated by Federal and State laws and regulations to maintain confidentiality and ensure appropriate use of all information concerning child support applicants/recipients. DRS staff are trained on domestic violence and the Family Violence Indicator (FVI) through the Pennsylvania Child Support Enforcement Training Institute. A signed security agreement must be obtained from each DRS employee prior to permission being granted to access the Pennsylvania Child Support Enforcement System (PACSES).
Neither the CAO nor the DRS shall access a DRS file unless access to the file is needed in the performance of their duties.
55 Pa. Code § 108.16(b)(2)
All individuals must be assured that the personal data that they provide will be confidential. This is of critical importance to domestic violence victims /survivors since their physical wellbeing or life may be endangered should their whereabouts become known to the abuser. Protecting the victim /survivors address as well as other pertinent data is vital to family safety. In critical situations, the Social Security Administration (SSA) will assign a new social security number to a victim /survivor to help ensure that the victim /survivor cannot be identified. The CAO can inform individuals of this option. Discussions about specific domestic violence victims /survivors must be done in private with a supervisor and not shared elsewhere in the office.
55 Pa. Code § 108.14
Unless required by law or pursuant to the individual’s written authorization, the CAO shall not disclose or release to any individual, except as set forth in the note below any of the following information about an individual who has disclosed domestic violence:
55 Pa. Code § 108.14(a)
The address of the individual or any family or household member, including the individual’s and child(ren)’s residential address, the name and address of the individual’s employer, welfare to work program or other RESET activity, or school, the name and address of the child(ren)’s school, and the identity and location of childcare or medical providers.
Whether the individual or any family or household member is living in a shelter for battered individuals.
The amount of benefits received by the individual or any family or household member.
Whenever an outside agency or individual requests information about an applicant or recipient who has disclosed domestic violence, has a Protection From Abuse Order (PFA) or is at risk of further domestic violence, the CAO will:
55 Pa. Code § 108.14(b)
Provide the PA 1851 (See Appendix A ) to the client in person or by mail.
Include the name of the requestor, the specific information that is being requested and the purpose of the request.
Sign and have the client sign the completed form prior to release of any information.
Maintain the original PA 1851 in the case record.
The form is not required if the information must be provided under Supplemental Handbook Section 930.3, Disclosure of Client Information .
Whenever an abuser who is part of a budget group requests access to the DHS case file and domestic violence has been disclosed, the CAO shall consult the DHS Office of General Counsel to ensure that location information and domestic violence disclosures are removed from the file.
NOTE: These non-disclosure requirements apply even where the information is requested using the form PA 163 , Request for Address and/or Amount of Assistance.
The PA 4 , Authorization for Information, will not be construed to be the client’s consent to release personal information about domestic violence.
For Maximizing Participation Project (MPP) participants, information may be released with the individual’s informed consent on form PA 1723 (Authorization for Release of Information. The PA 1723 is available on DocuShare. Prior to releasing any information to a law enforcement officer, the CAO must contact the DHS Office of General Counsel and obtain specific authorization.
A victim /survivor of domestic violence may use an alternate address for receipt of mail if:
The individual has applied for or received a good cause waiver based on domestic violence or,
The individual is at risk of further domestic violence.
NOTE: The CAO must ask any individual who discloses domestic violence whether it is safe to send mail to the home address or whether it would be safer to mail it to an alternate address.
55 Pa. Code §108.15(b)
The CAO should make this inquiry at application, renewal, and semi-annual reporting, any time the individual requests a waiver of a TANF requirement based upon domestic violence, and prior to imposing a sanction.
If the individual wants to use an alternate address, record the alternate address as the client mailing address in eCIS. The individual may use the CAO address as an alternate address. If the individual chooses to use an alternate address, the CAO must record the actual home address in the case record comments. Remind the individual that important mail will come from the CAO at the alternate address and to check for mail at that address regularly and frequently to avoid any problems.
The CAO will:
Generate system notices which will be sent to the alternate address;
Generate manual notices if the CAO is the alternate address.
108.1021 Address Confidentiality Program
The Address Confidentiality Program (ACP) is administered by Pennsylvania’s Office of Victim Advocate (OVA).
The ACP provides victims/survivors of domestic violence, sexual assault, human trafficking or stalking with an alternate mailing address to keep their actual home address out of public records where their perpetrator may find their location.
ACP is designed to be a part of an overall safety plan for victims/survivors who are planning to move or have recently moved to a location unknown to the perpetrator. ACP is not a witness protection program.
55 Pa. Code § 108.15(a)(3)
For more information about ACP enrollment, the CAO can provide an Individual the ACP Flyer located in Appendix A .
Program participants are:
Provided with a legal substitute mailing address which is used in place of their actual mailing address. First class, certified and registered mail is forwarded by OVA free of charge to the participants’ actual address.
Issued a program participation card with the substitute address on the card. The substitute address is used as the program participants’ legal residence, as well as work and/or school address. The address must be accepted as the participants’ legal address by all state and local government agencies.
The program participation card includes an ACP authorization code number which must be used on all correspondence with the participant.
Enrolled for three years, unless otherwise cancelled by the participant or ACP, before the expiration date.
Enrollment in the ACP may affect individuals who are applying for:
Temporary Assistance for Needy Families; Emergency Shelter Allowance; Supplemental Security Income/State Supplementary Payment; Supplemental Nutrition Assistance Program; Low-Income Home Energy Assistance Program (LIHEAP); Medical Assistance Programs, including waiver programs and dually-eligible Medicare/Medicaid programs; childcare payments; federal foster care and adoption cases.
Services at a county Mental Health and Intellectual Disabilities Program Office or base service unit.
Child support services at one of the 67 Domestic Relations Sections.
Although state or local government entities may not require individuals who are enrolled in the ACP to provide an address other than the Harrisburg P.O. Box substitute address, private providers are not subject to the provisions of this program . The CAO should explain the county of residence impacts some programs that are offered, such as, E&T program site location, health care provider assignment and location, DRS office location, LIHEAP, CHIP, MA, and home and community-based provider services.
The ACP address used for all participants is:
P.O. Box 2465
ACP Authorization Code
Harrisburg, PA. 17105-2465
NOTE: The ACP card will include a unique Authorization Number. The Authorization Code number should be included on the second address line so that the OVA knows who the mail should be forwarded to.
All ACP participants must have the DV indicator turned on in eCIS by answering Yes to Domestic Violence on the Non-Financial Questions Screen. Select Yes in the ACP Participation drop down box on the eCIS Domestic Violence Screen.
The ACP address should be entered in eCIS into the Mailing Address section as follows,
First line: P.O. Box 2465
Second line: ACP Authorization Code, example 1234
Third line: Harrisburg, PA 17105-2465
Do Not GIS Validate the ACP address.
Document in case record comments that the ACP address has been updated using the following script: “The ACP Program is a mail forwarding system maintained by the Office of Victim Advocate (OVA), participants enrolled in the program have a confidential mailing address due to supportive services. The client’s ACP address and ACP number are (enter the entire ACP address), and the ACP card has been scanned to case record imaging”.
Prior to releasing any case record information to a third-party, the CAO must contact the DHS Office of General Counsel and obtain specific authorization.
Applicants:
Applicants who participate in the ACP must present their ACP card to the CAO.
The CAO will:
Call 1-800-563-6399 to verify that the individual is certified in the program and the ACP authorization code. Scan a copy of the ACP card into the case record imaging. See Appendix A .
Inquire if the individual resides in the county in which they are applying. This may be volunteered but is not required. If the applicant chooses not to provide the county of residence, explain that the county of residence determines:
The amount of cash assistance that is authorized (Family Size Allowance).
Referral to the appropriate employment and training programs, including contracted programs.
Which local Domestic Relation section the applicant would be referred to for child support if a referral is appropriate.
The Medical Assistance health care delivery system and the proximity of the providers, including the primary care provider, from whom the applicant will receive health care. The health care delivery system would be based on the county of residence.
If the applicant refuses to confirm the county of residence, explain that the CAO must assume the applicant is residing in the county of application and will receive benefits accordingly. Inform the individual that by signing the application, the applicant agrees that the CAO may treat the individual as a resident of the county of application and will be considered for applicable county benefits.
Use the ACP mailing address as shown on the ACP card in place of the individual’s mailing address in eCIS. Do not GIS Validate the ACP address.
The CAO will select Yes in the Domestic Violence field on the Individual Non-Financial screen in eCIS. The Domestic Violence Screen will be prompted , and the CAO must answer Yes in the ACP Participation field, and also enter the ACP Number from the ACP card in the ACP Number field.
REMINDER: Include the individual’s authorization code that appears on the front of the ACP card on all correspondence in the second line of the mailing address.
NOTE: ACP mail is delayed 5-7days from the date it was sent by the CAO when it is processed through the ACP. It can be a longer period of time in rural areas of PA. This postal delay affects CAO notices for review and renewal dates and the IMCW must take this into consideration for ACP p articipants.
When verifying residence, household composition or shelter cost s , accept any document that lists the ACP address and verifies an eligibility factor. Allow the individual to provide any document that has a physical address concealed. If the applicant provides a document that lists the physical address:
Do not disclose or release the applicant, recipient or family members residential address, the name and address of the individual’s employer, education, training, or work program, the name and address of a child or children’s school, childcare or medical provider.
Do not disclose or release the individual, family member or household member is living in a domestic violence shelter and location of the shelter.
Do not disclose or release the amount of benefits received by the individual, family member or household member.
55 Pa. Code § 108.14
If the CAO receives judicial orders or a subpoena for client information from an entity outside of DHS, the CAO will request legal advice from the Office of General Counsel, see Supplemental Handbook 930.33, Subpoena of Client Information .
55 Pa. Code § 105.4 (b)(3)
The CAO will enter case comments indicating verification of residence and documents used to verify the residence.
Recipients:
If a recipient presents an ACP card, the CAO will:
Call the ACP at 1-800-563-6399 to verify the individual is certified in the program and the ACP authorization code.
Ask the recipient if they continue to reside in the county where benefits have been issued, and
Follow the steps listed under Applicants.
At renewal, re-verify the individual’s participation in ACP, if questionable.
If the applicant/recipient is not currently certified in the ACP and does not have an alternate address, the CAO will:
Ask the applicant/recipient if they prefer to use an alternate address. If yes, use that address.
If no, require the applicant/recipient to provide an actual physical address.
Verify the address according to procedures in Cash Assistance Handbook Chapter 178, Verification .
ALTERNATE ADDRESS ACP-ADDRESS CONFIDENTIALITY PROGRAM Client is Required to Provide Actual Home Address Yes No Enter Alternate or ACP Address in eCIS as Mailing Address Yes Yes Narrate Actual Home Address in Case Record Comments Yes No* *Actual address of client with ACP can be entered into case record comments if the client volunteers to provide the information.
Documenting reported domestic violence is critical for ongoing protection and support. While the Family Violence Option is used specifically for TANF benefits, it is DHS’s responsibility to protect and support all individuals who are victims /survivors of domestic violence regardless of the benefit requested and/or received.
Individuals who have experienced domestic violence in the past, or are currently experiencing domestic violence, or who are at risk of further domestic violence, may choose to request a waiver of the support cooperation requirements by claiming good cause. If an individual does not want to request a waiver of the support cooperation requirements and chooses to pursue support, the FVI indicator should be placed on the individual’s DRS file and in PACSES.
23 Pa. C.S.A. §4305(a)(10)
42 U.S.C.S. 654(26)
The FVI is a marker that is placed on the individual’s electronic file in PACSES to indicate that the victims /survivors whereabouts should be suppressed from any correspondence the DRS sends regarding the support enforcement action. Entry of the FVI code in PACSES will place highlights and warnings on screens and suppress address information from selected screens in PACSES and from documents generated for mailing to the alleged abuser. For individuals who choose to pursue support, placing the FVI in the Domestic Relations database (PACSES) can safeguard information about the victims /survivors whereabouts in the support enforcement system.
55 Pa. Code § 108.16(a)
When an individual makes a personal appearance at the DRS and requests an FVI be placed in their files, the DRS shall place the FVI in PACSES.
55 Pa. Code § 108.16(b)
For individuals in counties in which a personal appearance at the DRS is waived, the CAO shall electronically inform the DRS that a FVI was placed in eCIS and directs DRS to place the FVI on PACSES.
If a FVI is placed on the file:
The DRS will not disclose the personally identifiable information (PII) ; and
DRS and other Department staff will not access a DRS file unless access to the file is needed in the performance of their duties.
When the individual has family violence issues but chooses to pursue support, use of Support Referral Code 11 (Support Action Required Family Violence) will automatically update PACSES with the FVI code and create an alert to the DRS advising that the individual has reported family violence.
The CAO shall use Support Referral Code 11 (Support Action Required - Family Violence) if the individual chooses to pursue support and if one of the following circumstances exists:
A PFA order has been entered against the individual from whom support would be filed.
There is reason to believe that the release of information on the whereabouts of the family may result in physical or emotional harm to the adult or a child.
The individual has applied for or has been granted a good cause waiver of a TANF requirement by the CAO based upon domestic violence.
I f the individual is unsure about the risk of disclosure, use support referral code 11 to enter the FVI. You should also enter the FVI if you have reason to believe that the individual’s or family’s safety would be endangered by disclosure of their whereabouts. For example, the individual reports to the CAO worker that the non-custodial parent is going around saying “I’m going to track them down!”
If circumstances support placing the FVI code in PACSES, and on the individual’s paper file at the DRS, the CAO should inform the individual and tell the individual that:
They should advise the child’s school that information about the children or family should not be provided to the other parent.
Correspondence sent to the other parent will not include the location of the victim /survivor and child. This includes the victim /survivor and child’s residential address and telephone number; the employer’s name, address and telephone number; the identity and location of medical providers (in connection with insurance claim information), and the CAO address .
The individual’s computer record is safeguarded by warnings and alerts in PACSES and the paper file is marked to indicate family violence. The DRS and court are mandated by Federal and State laws and regulations to maintain confidentiality and ensure appropriate use of all information concerning child support applicants/recipients. DRS and CAO staff are not to access any DRS file unless they have a responsibility to work on that file.
The FVI will be transmitted to the Federal parent locator database, which will protect confidential information unless the need for the information is documented and approved by the court.
55 Pa. Code § 108.16(b)(3)
108.10 5 Documenting Reported Domestic Violence
The Family Violence Option requires that CAOs protect and support victims of domestic violence (See CAH 108.2 ). Documenting reported domestic violence is critical for ongoing protection and support. This section addresses how all forms and documents should be scanned to report domestic violence in a case record ;
All forms and documents related to domestic violence will be scanned including but not limited to all DHS OIM forms found in CAH 108 Appendix A , all other OIM forms.
PFA's if offered by the client, other court related forms, law enforcement forms, medical forms, forms from lawyers, attorneys, advocates, shelters, counseling agencies, and third parties.
All forms will be scanned, and a narrative entered into the case record comments supporting the scanned forms.
Prior to releasing any case record information to a third-party, the CAO must contact the DHS Office of General Counsel and obtain specific authorization.
Updated September 16, 2025, replacing May 22, 2024
The Agreement of Mutual Responsibility (AMR) will be completed by CAO staff trained in domestic violence. The AMR serves as the Federal service plan for domestic violence waivers.
55 Pa. Code § 108.17(c)
45 CFR 260.55
The purpose of the AMR is to direct DV victims/survivors efforts toward family economic security by identifying reasonable goals and determining what activities the individual could complete to achieve those goals. In addition, the AMR explains how the Department of Human Services (DHS) supports the person’s efforts with supportive services and referrals to community agencies.
55 Pa. Code § 165.2
Developing the AMR
The AMR is a service plan to help an individual to become self-sufficient. The AMR should list specific activities to reduce barriers that the individual agrees to complete and the time frame for completing each activity.
The AMR also offers the individual and caseworker the opportunity to address personal and family issues that may interfere with their progress to achieve goals.
Completing the AMR
The caseworker must explain:
Responsibilities both for the person and for the CAO assisting the person.
Right to appeal and have a fair hearing.
Good cause.
Penalties for noncompliance with eligibility requirements.
Case Summary: See CAH 107.61 AMR Section: Case Summary
Goals should be completed with long term goals and first steps that are obtainable.
Example: Long Term: obtain GED. First Steps: enroll in GED classes.
Barriers To Goal Achievement: To ensure confidentiality, specific information about domestic violence will not be recorded on the AMR. Enter the phrase “Referred for supportive services” in this section on the AMR. Document the circumstances and information regarding domestic violence in the case record comments.
55 Pa. Code § 108.17
NOTE: Complete the AMR Job Readiness Assessment checklist when reviewing the Barriers To Goal Achievement section with the individual. See CAH 135.11 RESET Enrollment Status, The Job Readiness Assessment for the checklist.
Record any specific requirement that is being waived, including dates for the time period that a waiver is in effect.
Example: Support Cooperation is being exempt for 6 months, 1/1/23 through 6/30/23.
Note the basis for the waiver in the case record comments. For DV victims and survivors barriers can include transportation, employment, childcare, and housing. Include all barriers relating to goal achievement so goals can be reviewed every six-months. Attaining goals, how to attain goals, and support to attain goals is critical to support DV victims and survivors.
55 Pa. Code § 108.17(a)
55 Pa. Code § 108.17(c)
Employment & Training Status: Will be checked mandatory, unless otherwise exempt, a DV victim/survivor is a mandatory RESET participant. An individual could receive a good cause waiver from participating in RESET based on DV.
Participation Status: Will be checked approved if a good cause waiver has been granted. The Reason section will list what program requirements have been waived and for how long, including dates for the time period that a waiver is in effect.
Example: Support Cooperation is being exempt for 6 months, 1/1/23 through 6/30/23.
Agency Assistance and Referrals: Document all services, assistance, and referrals the individual is being provided. Special Allowances may be granted for an individual who participates in RESET including childcare, transportation, and other supportive services. Domestic violence agency and provider referrals should be noted as “referred for local county supportive services”. The local county domestic violence agency referral including address and phone number should be documented in the case record comments.
Participation Activities: If the individual is granted a good cause waiver of RESET requirements, enter “participate in supportive services plan” which include all AMR goals and activities, enter the date the good cause waiver is in effect.
If the individual is granted a good cause waiver for RESET, and chooses to participate in education, training, or other work-related activities, record the hours of participation.
The AMR should reflect activities the individual is participating in to resolve domestic violence like safety planning, counseling, therapy, and other related programs.
If the individual is participating in an activity through an approved contractor, such as MPP, it may be important for contractors to know of the potential problems that may occur at the training/employment site due to the domestic violence. However, the CAO will inform the client it is the individual’s decision to share this information with the contractor.
Review the AMR Responsibilities, Rights, Good Cause, and Agreement Penalties with the individual. The AMR must be initialed, signed and dated by all parties on each page to complete the form.
To promote and encourage self-sufficiency when good cause is granted for domestic violence, the Job Readiness Assessment form will be attached to the AMR. See CAH 107.6 Completing the AMR .
Agreement of Mutual Responsibility (AMR) Review
At renewal, the IMCW must review the status of the individual’s activities and goals on the AMR. If the individual has failed to complete the agreed-upon goals and or activities, the IMCW must determine the reasons and then take appropriate action.
A review of the AMR will be completed to assess the progress of how the individual is continuing to meet or work on their goals and achieve removal of barriers. The IMCW must update the changes to the AMR. If the individual’s plan on the existing AMR has not changed, the CAO must narrate in case comments why there are no changes, and the caseworker reviewed and revised the AMR with the individual. Goals on the AMR may have changed, if necessary, depending on the circumstances of the case. If the conditions for the good cause waiver no longer continues to prevent participation in RESET, enroll the individual in the appropriate E&T program. Together, the IMCW and the individual must discuss future actions that the person and agency must take to meet the goals.
CAH 107.71
108.111 Referral to Services
Each CAO should be familiar with all local and county domestic violence agencies, shelters, and providers.
When domestic violence is identified or a referral is requested, the CAO will provide the individual with names, phone numbers, and information about the services of the local domestic violence or other appropriate social service agencies, which may include shelter, safety planning, and counseling. The CAO will offer the individual both the PUB 388 palm card, and CM 305 brochure, “Community Resources for Supportive Services, You have a right to be safe”, found in CAH 108 Appendix A, Domestic Violence Brochures and Forms . The CAO should have hardcopies of the palm card and brochures available in the office to be given to individuals in person. Additional programs can be found at CAH 108.12, Other Assistance Programs Available to Domestic Violence Victims and Survivors , which promote support and assistance.
55 Pa. Code § 108.18
Updated September 16, 2025, replacing January 16, 2025
Residents of certified shelters for battered individuals are eligible for SNAP in the month of application even though they are part of a SNAP household that includes the abuser. (See SNAP Handbook Section 511.94 )
The CAO shall not disclose the shelter location except to individuals involved in the administration of SNAP. (See SNAP Handbook Section 511.94 )
Access to medical care is especially critical to battered individuals and their children. Without independent access to medical care, individuals may be unable to leave an abusive relationship, access medical and psychiatric help to heal from abuse, work, or obtain employment.
Victims /survivors of domestic violence may benefit from housing assistance offered under the Emergency Shelter Allowance (ESA) program administered by the CAO (See Cash Assistance Handbook Chapter 138 ) and the Rental Assistance Program operated through the county Homeless Assistance Program (HAP). The programs also administer and provide financial assistance for relocation of domestic violence victims /survivors . When an individual discloses domestic violence, the CAO shall ask the individual if such assistance would be helpful and provide any assistance requested.
Victims /survivors of domestic violence are eligible for childcare benefits under the Early Learning Resource Center (ELRC) on the same basis as other individuals.
ELRC program requirements may also be waived for victims /survivors of domestic violence on a case-by-case basis with the use of the PA 1747 . For example, the 20 hour per week requirement for ELRC childcare subsidy can be waived if the individual is unable to comply as a result of domestic violence.
108.126 The Low-Income Home Energy Assistance Program (LIHEAP)
Provides annual heating assistance to low-income individuals and families and assists them to pay their heating bills through a cash grant. Crisis grants can be provided if households are in immediate danger of being without heat. (See LIHEAP (pa.gov) )
108.127 Children’s Health Insurance Program (CHIP)
Provides quality medical and dental services to children under the age of 19 who are eligible based on non-financial and financial criteria. The methodology for determining eligibility for CHIP is Modified Adjusted Gross Income (MAGI). (See CHIP (pa.gov) )
Updated May 22, 2024, replacing August 9, 2021
PUB 388 -4 /24 - Community Resources for Supportive Services, You have a right to be Safe
PUB 388-S -4/24 - Spanish - Community Resources for Supportive Services, You have a right to be Safe
POS 172.3 - Domestic Violence, Are You Safe?
POS 172.3-S Spanish - Domestic Violence, Are You Safe?
POS 172.4 - Domestic Violence, Your Safety Matters to Us.
POS 172.4-S Spanish - Domestic Violence, Your Safety Matters to Us.
Additional Palm Cards and Posters can be ordered through your CAO Forms Requestor. They are also in Docushare.
The following brochures and forms are available through DocuShare or at the link provided, as follows:
CM 305 -4/24, CM 305-S , CM 305-CH , CM 305-C , CM 305-R , CM 305-V , CM 305-A “Community Resources for Supportive Services, You have a right to be Safe”: To be available in the reception area for all clients.
Additional brochures can be oredered through your CAO Forms Requestor.
PA 1723 Authorization for Release of Information: Disclosure of a recipient address to law enforcement pursuant to 42 U.S.C. 608(a)(9).
PA 1747 Family Safety Notice and Domestic Violence Verification Form: Provides information about domestic violence waivers for families facing denial, termination, reduction, or suspension of benefits or sanction.
PA/CS 173WP Support and Good Cause Notice: Used to notify applicants and reapplicants of their right to claim good cause due to domestic violence.
PA/CS 173GC “Good Cause” Determination Based on Factors Other Than Domestic Violence for Child Support or Paternity: A good cause claim for reasons other than domestic violence, such as rape, incest or pending adoption proceedings.
PA/CS 647 Child Support Information Sheet .
ACP ID Card Address Confidentiality Program Identification Card: Contains the ACP mailing address in place of the client’s physical address.
ACP Flyer Address Confidentiality Program Flyer: Contains information about the ACP program and enrollment.
ACP Flyer Spanish Address Confidentiality Program Flyer: Contains information about the ACP program and enrollment.
PA 1851 Written Authorization for Disclosure of Information: This form is used whenever an outside agency or individual requests information about an applicant or recipient who has disclosed domestic violence, has a protection from abuse order or is at risk of further domestic violence.
OSIG 12 Office of State Inspector General (OSIG) field investigation referral form. ( OSIG DV Policy ), ( OSIG 12 ), ( OSIG 12 Instructions ).
Updated September 16, 2025, replacing June 11, 2025
Cash Assistance Handbook
Chapter 108: Family Violence Policies and Procedures
Biological Parent of Adopted Child Has Care and Control of Child PCA-22424-110 (Published February 9, 2026)
A budget group is one person or a group of persons who occupy a common residence and whose needs are considered together when determining eligibility for assistance. If they are eligible, a monthly assistance payment is issued to cover all members of the budget group in one of two categories:
55 Pa. Code § 183.2
Temporary Assistance for Needy Families (TANF)
State Blind Pension (SBP), B category. See Supplemental Handbook, Chapter 700 .
State Supplementary Payment (SSP). See Supplemental Handbook, Chapter 720 .
Refugee Assistance Program, D 02 category. See Supplemental Handbook, Chapter 730 .
Repatriated Nationals Program, D 05 category. See Supplemental Handbook, Chapter 750 .
NOTE: The system treats a grant group as a budget group for the purpose of nonfinancial, income , and resource eligibility determination. The grant groups are not linked in the eligibility determination process when budget groups comprised of members under special program requirements are authorized in different grant groups to allow for identification of the appropriate Federal Financial Participation (FFP).
A person may be a member of only one budget group, even if multiple budget groups occupy a common residence.
The CAO identifies the members of the budget group to determine whether an applicant / recipient group is eligible for cash assistance. The number of members in a budget group is used to determine:
55 Pa. Code § 171.21(a)
Resource eligibility .
Income eligibility .
The monthly assistance payment (MAP) amount.
TANF: When there is more than one TANF budget group in a common residence, the eligibility and benefit amount of each budget group is based on:
The family size allowance (FSA) for the number of members of the budget group.
The county of residence.
See Chapter 138 .
SPECIAL PROGRAM: A budget group is split into two or more grant groups when a budget group contains members whose eligibility is based on special program requirements The budget group will receive two or more benefits in four or more semimonthly (twice a month) payments that reflect the correct FSA for each budget group. See Chapter 138 .
Revised July 10, 2024, replacing November 2, 2018
Certain rules apply in establishing a TANF budget group . Some individuals living in a common residence must be included in the TANF budget group. Others may either be included or excluded as members, depending on certain requirements.
55 Pa. Code § 171.21(a)
The TANF dependent child in the applicant or recipient group establishes the members of the TANF budget group. The relationship to the TANF dependent child determines who is included in the group.
A non-parental specified relative under temporary or permanent sanction may get TANF Cash Assistance benefits for a child, as long as the child was not in that non-parental specified relative’s budget group when the sanction was imposed.
NOTE: The non-parental sanctioned person is not eligible for TANF benefits, but qualifies as the payment name for the child.
A TANF parent or child who lives elsewhere only because of a job (including uniformed service), training, or to attend school is considered to be living with the budget group and is included in the budget group. A child is ineligible for TANF if a parent gave up control of the child to the school or other agency.
NOTE: A biological parent who has placed a child for adoption is not required to apply for the child if the adopted child returns to the household. Adoption eliminates all legal connections between the adopted child, and the biological parents and siblings.
55 Pa. Code § 151.43(d)
A budget group is eligible for TANF only if it includes an applicant or recipient child who qualifies as a TANF dependent child. The CAO must first determine whether there is a TANF dependent child when establishing a TANF budget group. The CAO will determine if the child meets the following TANF eligibility conditions:
55 Pa. Code § 171.21(b)(1)
55 Pa. Code § 171.21(a)(1)
Age (see Chapter 121 )
Living with a specified relative (see Chapter 127 )
55 Pa Code § 145.43(a)
Deprived of support or care (See Chapter 129 )
55 Pa. Code § 151.41
The CAO may establish a TANF budget group when there is no child getting TANF. These budget groups include someone who is:
Pregnant .
Living with a child who receives SSI or Title IV-E foster care .
55 Pa. Code § 171.21(a)(1)(ii)(B)
Living with a child who is in the Subsidized Permanent Legal Custodianship (SPLC) program and meets the defined conditions of a specified relative .
42 Pa. C.S. 6301–6365
A caretaker relative whose only dependent child in the budget group is ineligible due to a RESET sanction.
55 Pa. Code § 165.61(e)
A pregnant individual age 18 or older with no other children receiving TANF, or under age 18 and exempt from minor parent requirements in Sections 110.6 or 110.7 may receive benefits for herself if the following apply:
55 Pa. Code § 151.43(f)
A physician, clinic, or other medical source verified the pregnancy and the expected delivery date; and
The child will be eligible for TANF at birth. The CAO must use the deprivation criteria in Chapter 129 .
55 Pa. Code § 151.43(f)
NOTE: TANF will be provided from the date when the CAO receives the medical verification.
P.L. 104-193 Title I, § 103 (SSA § 408(a)1)A)ii))
NOTE: Medical Assistance coverage may be retroactive for an eligible person if he or she received a medical service in the three calendar months before the month of application.
NOTE: The CAO must include the spouse's income and resources in determining eligibility for the ir spouse and the unborn child if they reside in the home. The CAO must not count a putative father’s income and resources. Paternity cannot be established until after the child is born.
If the child would be eligible for TANF when they are born, the CAO must authorize TANF for the pregnant individual only. The CAO must designate the pregnant individual as the TANF specified relative, code ES.
55 Pa. Code § 151.43(f)
NOTE: The unborn child is not included in the TANF budget group.
Example : Miss Hall and significant other , Tom, live together. Miss Hall is 3 months pregnant. Miss Hall may apply for herself under the TANF program.
Certain persons who live with an SSI or Title IV-E foster care child, including a child in the SPLC program, may qualify for TANF even if there are no other TANF dependent children in the common residence.
If the SSI or Title IV-E foster care child meets the nonfinancial conditions for TANF, the following persons living with the child and applying for benefits are authorized for TANF:
Specified relatives—eligibility codes ES or NS. See Chapter 127 .
55 Pa. Code § 151.41
NOTE: The SSI or Title IV-E foster care child is not included in the TANF budget group.
Example: Mrs. Adams, lives with her 10-year-old child , Blair. Blair receives SSI and meets TANF requirements. The CAO may authorize TANF for Mrs. Adams (ES).
If the only dependent child in the budget group is ineligible for TANF because of a RESET sanction, the specified relatives may continue to receive TANF, if they are otherwise eligible.
55 Pa. Code § 165.51(e)
NOTE: The sanctioned dependent child is not included in the TANF budget group.
The specified relative of a TANF child may also receive TANF, if he or she is eligible, as a member of the child’s budget group. See Chapter 127 to determine who may qualify as a specified relative. A specified relative who is the biological or adoptive parent of a TANF child must be included in the TANF budget group. See Section 110.4 . A putative father does not have legal status of being a father and is not considered a legally responsible relative (LRR). See CAH 127.21 .
55 Pa. Code § 151.41
One person who meets the definition of a specified relative for the dependent children in one or more TANF budget groups may be the specified relative for each budget group, even though they are not a member of the budget group, if:
They are not required to be a member of a budget group
They choose not to be included
They are in another TANF budget group.
NOTE: There may be more than one TANF budget group headed by the same specified relative. The CAO may assign a common record in multiple budget group situations headed by a common specified relative (codes ES or NS).
When the specified relative is the payment name for more than one budget group, the specified relative is coded either ES or NS in the budget group in which they are or would be a mandatory member. The PA 600 contains the members of all of the budget groups and persons from whom income is deemed. If multiple case records are assigned, each one must contain a PA 600 representing that budget group's composition and signed by the caretaker or relative.
Example: Mrs. Blair applies for cash benefits for self and two minor children, Jeremy and Matthew. She also applies for benefits for her 8-year-old niece, Sarah. Sarah’s parents are deceased, and lives with Mrs. Blair. Therefore, there are two budget groups in this common residence. The first is the TANF budget group of Mrs. Blair and two minor children. The second is the TANF-child-only budget group of the niece, Sarah.
NOTE: The assistance Mrs. Blair gets for self and two children counts toward the 60-month lifetime limit. The assistance in the child-only budget group for Sarah does not count towards the 60-month lifetime limit.
Mrs. Blair (ES) and two children (EC) get the full family size allowance (FSA) for three persons. Mrs. Blair (NS) , as the specified relative and payment name, gets the full FSA for one person, her niece (EC).
One or more specified relatives may be responsible for the care of and control of dependent children in the same budget group or different budget groups in a common residence. A different specified relative may be designated for each TANF budget group.
55 Pa. Code § 151.42
Revised March 25, 2025, replacing July 10, 2024
110.3 RESERVED
Certain individuals who live with the TANF child must be included in the budget group . Mandatory members of a TANF budget group include the following:
The biological or adoptive parents of the TANF child or a minor parent who does not meet any of the exemptions under Section 110.6
5 5 Pa. Code § 171.21(a)(1)(i)(B)
Siblings of the TANF child who meet the conditions in Section 110.42 .
5 5 Pa. Code § 171.21(a)(1)(i)(C)
An individual is still a mandatory budget group member even if they are TANF ineligible for any reason including, but not limited to, the following:
Not being a U.S. citizen, a resident noncitizen , or an eligible refugee
Failure to comply with:
RESET
Quality control review
Criminal History requirements
Failure to:
Sign required forms
Apply for a Social Security number
Apply for SSI , RSDI , or other federal benefits.
NOTE: The individual must be included in the TANF budget group, with an appropriate eligibility status code indicating sanctioned/disqualified or not eligible. The income and resources of this person must be considered in determining the eligibility for the rest of the eligible members of the budget group.
When the individual regains eligibility, their eligibility status code must be changed from ineligible to eligible status in the budget group, and a one-time issuance (OTI) completed to ensure the individual receives the correct benefit amount from the date of compliance to the date their ES status became effective (unless the mandatory member is a child. See Section 110.213 ) .
Example: Ms. Jones (NS) provides verification of compliance with fines and costs on 10/01/xx. Her ES status change is effective payment date 10/10/xx. An OTI is issued for the period of 10/01/xx thru 10/09/xx.
Exceptions: A person must not be included if:
They are getting SSI, including special SSI recipient status (the person is working and is not eligible for SSI cash benefits but gets Medical Assistance).
They are getting Title IV-E or state or local foster care or adoption assistance, unless the child’s inclusion in the budget group would increase the group’s benefits. If the inclusion of the adopted child would increase the benefits, then the child must be included in the budget group and their income from the federal, state, or local subsidies must count in the eligibility determination and benefit computation. See Chapter 127 and Chapter 150 .
They are a child in the subsidized permanent legal custodianship (SPLC) program, unless including them would benefit the budget group. Any subsidy received by the legal custodian is considered income to the child so that the family is able to provide appropriate care and support to meet the child’s needs. The income is not counted unless the child is included in the budget group.
Failure to add a mandatory person to a budget group may result in an overpayment or in the ineligibility of the entire budget group. See Chapter 168 .
The CAO must include the biological or adoptive parents living with the TANF child in that child's budget group or a minor parent who does not meet any of the exemptions under Section 110.6 .
55 Pa. Code § 171.21(a)(1)(i)(B)
A stepparent is not a mandatory budget group member. The CAO must not include a stepparent in the TANF budget unless requested or they are designated as the specified relative .
A parent must be included in the budget group as one of the following:
A specified relative (eligibility code ES or NS). If both parents are in the budget group, they are both coded ES or NS.
A parent, 18 years of age or older, who is required to be included in the budget group because their own child is eligible for TANF but who is not the specified relative (code EA).
A minor parent who is age 17 or younger and is exempt from the requirement to live in the home of a parent, legal guardian , other adult relative, or in an adult-supervised supportive living arrangement and is the specified relative (code ES).
A minor parent who is age 17 or younger and (a) is required to live in the home of a parent, legal guardian, or other adult relative or in an adult-supervised supportive living arrangement, or (b) must be included in the budget group because their own child is eligible for TANF or (c) is pregnant and eligible for TANF, and who is not designated the specified relative (code EP). If that minor parent is required to be included in the budget group of their TANF siblings who live in the common residence , then they are coded EC.
NOTE: The CAO must review and update any eligibility status codes when a person is added to or removed from the budget group.
Example: Mrs. Evans and three daughters, age 14, 15, and 19, reside together . Mrs. Evans (ES) and children 14 and 15 (both EC) are eligible for TANF benefits because of the absence of the children’s father. Mrs. Evans is the payment name . The 19-year-old child does not qualify for assistance at this time. Mrs. Evans passes away and the 19-year-old- child assumes care and control of their siblings. The 19-year-old child qualifies as the specified relative to the children and is added to the TANF budget group as the specified relative (ES) and payment name.
The CAO must include a sibling living with the TANF child if the sibling meets the following TANF eligibility conditions:
55 Pa. Code § 171.21(a)(1)(i)(C)
Age (see Chapter 121 )
Deprivation (see Chapter 129 )
The relationship must be by blood (for example, brother or half - brother) or by adoption. A child getting Title IV-E or state , or local foster care or adoption assistance must not be included as a member of a TANF budget group unless including the child in the budget group would increase the budget group’s benefits. The child must be included in the budget group if benefits would increase.
A stepbrother or stepsister is not a mandatory budget group member. The CAO may include the stepsibling if they are designated as the specified relative.
NOTE: A step relationship is not a blood relationship. Half siblings have one parent in common. Stepsiblings have no parents in common.
Example: Mr. and Mrs. Brown, their child , Brenda; Mrs. Brown's child from a previous marriage, Susan; and Mr. Brown's child from a previous marriage, Bob, live together.
Mr. Brown is Susan’s parent .
Mrs. Brown is Bob’s parent .
Brenda and Susan are half siblings.
Brenda and Bob are half siblings.
Susan and Bob are stepsiblings.
Code EC is used for the child who is included as a TANF child’s sibling.
Code EP is used for a minor parent who:
a. is age 17 or younger
b. is not designated the specified relative
c. is not qualified as a TANF dependent
d. is required to live in the home of a parent, legal guardian, or other adult relative or in an adult supervised supportive living arrangement or
e. must be included in the budget group because their own child is eligible for TANF
f. is pregnant and eligible for TANF.
Code EC is used if a minor parent also qualifies as a TANF dependent and is required to be included in the TANF budget group of a sibling who is eligible as a TANF dependent child.
Code ES is used for a minor parent who is exempt from the requirements listed in Section 110.6 and is designated as the specified relative.
Revised July 10, 2024, replacing August 16, 2013
The CAO may include the following persons who live with the TANF child but who are not required to be members of the TANF budget group:
55 Pa. Code § 171.21(a)(1)(ii)
One person who is designated as the specified relative of the TANF child but is not the parent (coded ES or NS). See Chapter 127 .
Children getting Title IV-E or state or local adoption assistance only when including the child in the budget group would increase the budget group’s benefits. The adopted child must be included if it would increase the benefits. Their income from the federal, state, or local subsidies is then counted in the eligibility determination and benefit computation. See Chapter 150 .
All persons included in the TANF budget must meet TANF eligibility requirements, such as citizenship , enumeration , income, and resources.
Revised July 10, 2024, replacing August 16, 2013
A TANF minor parent is a TANF -eligible person under age 18 who has never married and who is pregnant or is the natural parent of a dependent child living with them .
A TANF minor parent and dependent child are required to live in the home of the minor parent’s parent, legal guardian , or other adult relative or in an adult-supervised supportive living arrangement, unless they are otherwise exempt.
An adult significant other who may or may not be the dependent child’s other parent is not considered an adult relative. Their home is not considered an adult-supervised supportive living arrangement.
While the minor parent and dependent child are living in that home, cash benefits may be paid on their behalf to the minor parent’s parent, legal guardian, other adult relative, or representative in the adult-supervised supportive living arrangement to assure that the minor parent and dependent child receive the benefit of the payment.
The CAO should encourage the adult caretaker to develop the best possible plan with the parents for the minor parent’s care. If the minor parent is not exempt, and the parent or legal guardian lives in another location, the minor parent and the dependent child may be given a special allowance for the purpose of reuniting with the parent or legal guardian. The CAO must first confirm that the minor parent has permission to live in the parent or legal guardian’s home. See Chapter 138 .
55 Pa. Code § 141. 21(p)
55 Pa. Code § 175.23(d)
A minor parent who claims exemption from the requirement to live with an adult must present documentation of one of the following conditions:
55 Pa. Code § 141. 21(q)
NOTE: The CAO must consider all case circumstances and available documentation when determining whether the minor parent meets an exemption.
1. The minor parent has no living parent or legal guardian, or the whereabouts of the parent or legal guardian are unknown.
2. The minor parent’s parent or legal guardian will not allow the minor parent to live in the home because of lack of space, housing code requirements, or lease requirements.
3. The physical or emotional health or safety of the minor parent or the dependent child would be at risk if they lived with the minor parent’s parent, legal guardian, or adult relative, or there could be a risk to their physical or emotional health or safety from another person living in or visiting the home. Eligibility for this condition is based on the following:
The present emotional state of the minor parent or dependent child, obtained from health records, collateral contacts, worker observation, or other such sources .
The emotional history of the minor parent or dependent child, obtained from health facility records or collateral contacts with school counselors, health professionals, social service agency personnel, police, courts, or other sources .
The intensity and duration of the emotional upset previously caused to the minor parent or dependent child from residing in the home of the minor parent’s parent, legal guardian, or adult relative, obtained from health facility records or collateral contacts with school counselors, health professionals, social service agency personnel, police, courts. or other sources .
4. The parent, legal guardian, or adult relative will not assume responsibility for the care and control of the minor parent. A statement to this effect is not acceptable if the minor parent lives in the home and all other proof established that the minor parent is dependent financially and otherwise on the parent, legal guardian, or other adult relative.
5. The parent, legal guardian, or adult relative is not able to control and supervise the minor parent because of a physical, emotional, financial, or other limitation.
6. The minor parent’s child or unborn child was conceived as a result of incest or rape committed by someone still living in or visiting with other persons living in the home.
7. The minor parent and dependent child no longer live in the home of the parent, legal guardian, or other adult relative because of sexual abuse.
8. The parent, legal guardian, or other adult relative lives in another area of the state, in another state, or out of the country, and it is not practical for the minor parent to live in that location for reasons such as, but not limited to, attendance at a vocational school, educational program, job training, or substance abuse treatment program, or the minor parent’s job is not a reasonable distance from the home of the parent, legal guardian, or adult relative.
NOTE: If the minor parent cannot return to the home of a parent, legal guardian, or other adult relative, the CAO must help the minor parent locate a second-chance home, maternity home, or other appropriate adult-supervised supportive living arrangement, unless the CAO determines that the minor parent’s living situation is appropriate.
9. There is no space available for the minor parent and dependent child in an adult-supervised supportive living arrangement, and no immediate arrangements can be made.
DH S must grant additional exemptions under this subsection when DHS determines that the exemption would be in the best interest of the minor parent and the dependent child.
A minor parent must be included in the TANF budget group as one of the following:
1. A TANF child . If assistance is requested for a minor parent who qualifies as a TANF dependent child, the minor parent is coded EC. See Section 110.21 .
2. A sibling . See Section 110.42 . A minor parent who qualifies as a TANF dependent child is required to be included in the TANF budget group of a sibling who is eligible as a TANF dependent child. The minor parent is coded EC.
3. A specified relative . See Chapter 127 .
NOTE: The minor parent may not be designated as a specified relative if they are required to be in the budget group of their sibling or if they are required to live in the home of a parent or other adult relative. If the minor parent is exempt from the requirement to live in the home of their parent, legal guardian, or other adult relative or in an adult-supervised supportive living arrangement, the minor parent must exercise care and control of the TANF child. The minor parent can then be designated the specified relative and coded ES or NS.
4. A parent to the TANF child . See Section 110.41 . The minor parent is required to be in the budget group as a parent when:
The minor parent does not qualify as a TANF child (EC);
The minor parent is not designated the specified relative (ES or NS); or
The minor parent is not required to be in the TANF budget group of a sibling (EC).
The minor parent is coded EP.
5. A pregnant minor. If assistance is requested for a pregnant minor parent who qualifies for TANF benefits, the minor parent is coded EP.
If the minor parent qualifies as a TANF child and their parents and siblings are applying for or receiving cash benefits, the minor parent must be included in their parent’s budget group as a TANF child. The minor parent cannot be the specified relative for their own child. The minor parent’s child is also included as a TANF child.
The minor parent’s siblings who meet TANF conditions and their parents are mandatory budget group members, because they are the siblings and parents of a TANF child.
Resulting eCIS eligibility status coding is as follows:
ES —Minor parent’s parent(s)
EC — Minor parent’s sibling(s)
EC — Minor parent
EC —Minor parent’s child
If the minor parent or siblings of the minor parent do not qualify as TANF children and the minor parent is required to live in the parent’s home, the minor parent’s parent must complete the application. The minor parent’s child is the TANF child. The minor parent must be included in the TANF budget group with the child. The siblings and parent of the minor parent do not have to be included.
Resulting eCIS eligibility status coding is as follows:
NS — Minor parent's parent
NP — Minor parent’s other parent
NC—Minor parent’s sibling(s)
EP — Minor parent
EC — Minor parent’s child
NOTE: Income from the minor parent’s parent is deemed as available to the budget group. See Chapter 155 .
If the minor parent is required to live in the home of a parent, legal guardian, or adult relative or in an adult-supervised supportive living arrangement because the minor parent does not meet any of the exemptions in Section 110.6 , the minor parent may not be designated as a specified relative or payment name for themselves or for their child.
The adult with whom the minor parent lives must complete the application. The minor parent must be included in the TANF budget group with the child, because they are the parent. The adult with whom the minor parent lives may be the payment name. The specified relative for the minor parent and the TANF child do es not have to be included in the budget group.
Resulting eCIS eligibility status coding is as follows:
NS —Minor parent's parent or other adult relative or
NP —Minor parent’s other parent or
NG —Legal guardian or
NA —Adult representative
EP —Minor parent
EC —Minor parent’s child
NOTE: Income from the minor parent's parent is deemed to the budget group. See Chapter 155 .
If the minor parent is pregnant and qualifies for TANF benefits but is required to live in the home of a parent, legal guardian, or other adult relative or in an adult-supervised supportive living arrangement because they do not meet any of the exemptions in Section 110.6 , the minor parent may not be designated as a specified relative or payment name for themself . The adult with whom the minor parent lives must complete the application and may be the payment name. The minor parent is coded EP.
Resulting eCIS eligibility status coding is as follows:
NS —Minor parent's parent or other adult relative
NP —Minor parent’s other parent
NG — Legal guardian
NA —Adult representative
EP —Pregnant Minor
NOTE: Income from the pregnant minor's parent is deemed to the budget group. See Chapter 155 .
Revised July 10, 2024, replacing August 16, 2013
110.7 RESERVED
The payment name is the person in whose name benefits are issued.
For TANF , the payment name for the TANF budget group is one of the following:
55 Pa. Code § 171.21(b)(1)
The specified relative . If there are two specified relatives, they must decide which one will be the payment name.
NOTE: The specified relative is the payment name even if they have not applied for benefits for themselves or receives a different type of benefit.
The guardian of a specified relative.
A person temporarily exercising care and control of a child who is not living with their own specified relative because of an emergency situation. See Chapter 127 .
The legal guardian or adult to a minor parent in an adult-supervised supportive living arrangement.
NOTE: In the case of a sanctioned minor parent whose child is eligible for TANF, the payments are paid to the minor parent’s parent, legal guardian, or other adult relative or to a representative in the adult-supervised supportive living arrangement. This ensures that the minor parent’s dependent child gets the benefit of the payment.
NOTE: A guardian or trustee for a member of the budget group has precedence as the person who is the payment name. If there is no guardian, an adult has precedence over a minor. Where there are two adults or emancipated minors, they must decide who will be the payment name.
If there is more than one budget group or a budget group authorized as more than one grant group within the same category , a grant group number is assigned to the second and subsequent budget groups or budget s . Each budget group must have its own payment name. The CAO must use the alternate payment name section for this designation.
If a person is the payment name for more than one budget group (NS and ES, or NA and EA), the CAO may assign a common case record number. The PA 600 must list the members of all the budget groups and the persons whose income is deemed.
If multiple case records are assigned, each case record must contain a PA 600 that represents the budget group’s composition and is signed by the caretaker or relative.
Revised July 10, 2024, replacing August 16, 2023
A common residence may have more than one budget group , as follows:
Two or more TANF budget groups
One or more TANF budget groups and one or more Repatriated National-(D0 5 )
One or more TANF budget groups and one or more Refugee Cash-(D0 2 )
If there is more than one budget group in a common residence, each budget group will get a monthly assistance payment reflecting a full or reduced FSA . See Chapter 138 , Supplemental handbook 730 and 750 .
NOTE: e CIS , identifies a budget group by the category and the grant group (GG) data field.
When a budget group contains members whose eligibility is based on special program requirements identified by specific program status codes, the CAO must authorize separate grant groups within one budget group. See Section 110.91 .
When a budget group contains members whose eligibility is based on special program requirements, the budget group must be split into two or more grant groups. The budget group receives two or more benefits issued in four or more semimonthly payments. The grant group containing the special program members receives the maximum FSA for that special grant group.
These special program budgets are identified by program status codes .
Benefits given to persons covered by these special programs are either reimbursed 100 percent by the federal government or need to be identified for separate reporting and require special handling. A budget group containing a refugee will get the maximum FSA for that special grant group, as federal reimbursement for assistance granted is 100 percent (See Supplemental Handbook, Chapter 730 ).
45 CFR 400.66
These special programs cover the following persons:
Refugees—D category, program status code 02.
Repatriated national—D category, program status code 05.
NOTE: When a person can be identified by more than one program status code, the worker must assign the appropriate code. This determination must be based on the code for the primary characteristic.
The following special budget groups require special system handling:
For eligibility determination, when a budget group contains one or more members whose eligibility is based on special program requirements, they are separated into two budget groups or into multiple grant groups within a budget group.
For benefit issuance, the two budget groups each receive an FSA based on the total number of persons in each budget group, the multiple grant groups within a budget group receive a full FSA based on the total number of persons in the budget group.
Coding for a special budget group or special grant groups is identified by the relevant program status codes or qualification codes.
Revised July 10, 2024, replacing November 2, 2018
A person who is eligible for cash assistance may also need to be identified for federal funding, reporting, or general purposes. The CAO must use specific program status codes to identify recipients who have special characteristics.
The CAO must use program status code 00 to identify a budget if no other specific program status code applies. When a program status code other than 00 is to be used for a specific program, the instructions for the program must include the program status code to use.
The CAO must establish a separate grant group when using a program status code. All recipients who share the characteristic identified by the program status code are included in the same grant group. Recipients who do not share the characteristic must be in a separate grant group within the budget group .
If a case record contains multiple TANF grant groups within the budget group, the grant group is identified by a grant group number, such as C and C2. See Appendix A .
A program status code may be assigned when a grant group is opened. A program status code may be added, changed, or deleted at any time.
Reviewed July 10, 2024, replacing November 2, 2018
Cash Assistance Handbook
Chapter 110: Budget Groups
List of Household Composition Examples
1. TANF Child Living with Single Parent (Deprivation – Absence)
2. TANF Child Living with Two Parents (Deprivation – Incapacity)
3. TANF Child Living with Two Parents (Deprivation - Under-Employed)
A) Example 1
B) Example 2
4. Non-Parental Specified Relative with TANF Parent in the Household (see CAH 110.41)
5. Exceptions to Living with Specified Relative (see CAH 127.6)
6. Pregnant Individual (see CAH 110.211)
A) Unmarried Pregnant Individual Over the Age of 18
B) Married Pregnant Individual
C) Unmarried Pregnant Minor Parent
7. TANF Minor Parent (see CAH 110.6)
A) Minor Parent also a TANF Child
B) Minor Parent NOT a TANF Child
C) Minor Parent Exempt from Requirements to live in an Adult Supervised Household
D) Minor Parent Living with Legal Guardian (Non-Relative)
8. TANF Eligibility Based on Paternity (see CAH 131.222)
A) Paternity Established
B) Paternity NOT Established
9. Stepparent in TANF Group (see CAH 110.41)
A) Stepparent Not Specified Relative
B) Stepparent as Specified Relative
10. Half Sibling in TANF Budget Group
A) Half Sibling Deprived
B) Half Sibling Not Deprived
11. Multiple TANF Budget Groups in a Common Residence
A) Example 1
B) Example 2
12. SSI Budget Groups
A) Single Parent SSI Adult
B) Two Parent with One SSI Adult
C) SSI Child – Adult Only TANF
D) Two Parent TANF with SSI Children
13. Refugee
A) Same Entry Dates
B) Different Entry Dates
Accurate data entry on the relationship screen is the key to receiving the correct eligibility results; if you are not receiving the correct eligibility results, review data entry on the relationship screen.
*The relationship codes used in the examples reflect the relationship to the Head of Household*
1. TANF Child Living with Single Parent (Deprivation - Absence)
The Household consists of Kathy Bates applying for TANF for self and child , Princess, age 11. Princess’s other parent is absent.
Head of Household: Kathy Bates
• Princess – Kathy’s 11 - year - old child – D
Budget Group Results:
C Budget Group C 00 A Kathy Bates ES Princess Bates EC
2. TANF Child Living with Two Parents (Deprivation – Incapacity)
The household consists of Mary Poppins applying for TANF for self, spouse, Jake, and Peter their 11 - year - old child. Jake has a temporary medical incapacity.
Head of Household: Mary Poppins
• Jake – (incapacitated) Mary’s spouse – H
• Peter– Mary and Jakes 11 - year - old child – S
Budget Group Results:
C Budget Group C 00 I Mary Poppins ES Jake Poppins ES Peter Poppins EC
3. TANF Child Living with Two Parents (Deprivation - Under-Employed)
A) Molly Spock is applying for TANF for self and Janet, her 7 - year - old child . Molly is married to Fred Spock and they have one common child, 4 year old Timmy. Molly and Fred are both unemployed. Fred receives Unemployment Compensation benefits.
Head of Household: Molly Spock
• Fred Spock – Molly’s spouse – H
o Janet Spock– Molly’s and Fred’s 7 - year - old child – D
o Timmy Spock – Molly and Fred’s 4 - year - old child - S
Budget Group Results:
U Budget Group U 00 C Molly Spock ES Fred Spock ES Janet Spock EC Timmy Spock EC
B) Samuel Addams applies for TANF for self, 25 - year - old significant other, Samantha, and Ned and Ted, their 5 - year - old twins.
Head of Household: Samuel Addams
• Samantha Frank – Samuel’s Significant Other – NR
o Ned – Samuel and Samantha’s 5 - year - old child - S
o Ted – Samuel and Samantha’s 5 - year - old child - S
Budget Group Results:
U Budget Group U 00 C Samuel Addams ES Samantha Pencil ES Ned Addams EC Ted Addams EC
4. Non-Parental Specified Relative with TANF Parent in the Household
*A specified relative who is not the parent of the TANF child when the parent lives in the household but does not meet specified relative requirements*
Penny Dennis is receiving TANF benefits for self and 2 children, Tommy, age 13 and Rick, age 7. Rita, the 24 - year - old child of Penny moves in and brings her 7 - month - old child Maya. The court has awarded custody of Maya to Penny (grand parent) because of Rita’s drug addiction. Penny applies for TANF for Maya. Rita is the biological parent of Maya and is required to be included in the budget group. Rita cannot be the designated specified relative because she does not have care and control of Maya. Penny Dennis will be the specified relative and payment name for 2 budget groups.
Head of Household: Penny Dennis
• Rita – Penny’s 24 - year - old child - D
o Maya – Penny’s 7 - month - old grand child - GD
• Tommy – Penny’s 13 - year - old child - S
• Rick – Penny’s 7 - year - old child – S
Budget Group Results:
C Budget Group 1 C 00 A C Budget Group 2 C2 00 A Penny Dennis ES Penny Dennis NS Tommy Dennis EC Rita Dennis EA Rick Dennis EC Maya Dennis EC Rita Dennis NA
5. Exceptions to Living with Specified Relative (also see, CAH 127.6 )
Ms. Ruiz and child, Tomas, age 5. Ms. Ruiz is involved in an automobile accident and will be hospitalized for at least three months. A neighbor who is not related to Tomas agrees to care for him until Ms. Ruiz is discharged from the hospital.
The parent’s temporary emergency has been verified and care and control of Tomas has not legally ended but the neighbor has assumed care and control, TANF payments are authorized in the name of the caretaker/neighbor.
Head of Household: Ms. Debbie Down (Neighbor)
• Tomas – TANF Child (temporarily residing with neighbor, due to an emergency situation) - OR
Note: To receive the correct eligibility results, Debbie must be listed as “Other” on the relationship screen.
Budget Group Results:
C Budget Group C 00 A Debbie Down NA Tomas Ruiz EC
6. Pregnant Individual
A) Unmarried Pregnant Individual OVER the Age of 18
Suzie Gray, an unmarried pregnant individual , applies for assistance because they are unable to continue working full-time due to pregnancy. Suzie verifies the baby is due in 2 1/2 months, and the fetus, if born, would qualify as a TANF dependent child. Suzie intends to raise the child. The CAO authorizes Suzie for TANF. Income from part-time employment is adjusted against the FSA for one, as the fetus is not included in the FSA.
Head of Household: Suzie Gray
• Number of unborn = 1
NOTE: If the alleged other parent is in the household, they would be ineligible for TANF benefits until the TANF child is born and paternity has been established and proven to be the TANF child’s parent .
Budget Group Results:
(Adult only – No TANF Child Case)
C Budget Group C 00 P Suzie Gray ES
B) MARRIED Pregnant Individual
Marcy Strayer a legally married pregnant individual is applying for TANF. Marcy Strayer resides with spouse, Philip Strayer.
NOTE: Because the two are married by law it is presumed that the spouse is the LRR of the unborn child. See Chapter 131.22
Head of Household: Marcy Strayer
• Phillip – Marcy’s Spouse - H
Budget Group Results:
C Budget Group C 00 P Marcy Strayer ES Phillip Strayer NS
NOTE: The CAO must include the spouse’s income and resources in determining eligibility for the pregnant individual and unborn child if the spouse resides in the household. See CAH 155.1 .
C) Unmarried Pregnant Minor Parent
When the pregnant individual is a minor residing in the home of a parent, legal guardian, or other adult relative or in an adult-supervised supportive living arrangement (because they do not meet any of the exemptions listed in Section 110.6 ) the minor parent may not be designated as a specified relative nor payment name for herself. The adult with whom the minor parent is living must complete the application and could be the payment name. If the adult is a specified relative for the minor parent, that person does not have to be included in the budget group.
NOTE: Income from the minor parent's parent (s) is deemed to the budget group. See Chapter 155 .
The household applying for TANF consists of Karen Phor, spouse , Ben Phor and their pregnant minor child Dottie, age 16.
Head of Household: Karen Phor
• Ben Phor – Karen’s spouse – H
• Dottie – Karen’s 16 - year - old child – D
Budget Group Results:
C Budget Group C 00 P Karen NS Ben N S Dottie EP
7. TANF Minor Parent
A) Minor Parent also a TANF Child
If the minor parent qualifies as a TANF child and their parents and siblings are applying for or receiving cash benefits, the minor parent must be included in their parent’s budget group and cannot be the specified relative for their own child. The minor parent’s child is also included as a TANF child.
Leslie Moppit and children Anthony, age 14 and April, age 17 are applying for TANF benefits. April a minor parent and child , Tyler, age 2, reside in the household. Leslie Moppit has to apply for the household.
Head of Household: Leslie Moppit
• April – Leslie’s 17 - year - old child - D
o Tyler – April’s 2 - year - old child - GS
• Anthony – Leslie’s 14 - year - old child – S
Budget Group Results:
C Budget Group C 00 A Leslie Moppit ES April Moppit EC Tyler Moppit EC Anthony Moppit EC
B) Minor Parent NOT a TANF Child
Carmen Phor is applying on behalf of her minor parent grand child , Dottie, age 16 and Dottie’s 1 month old child . Carmen's spouse , Ben also resides in the household .
Head of Household: Carmen Phor
• Ben – Carmen’s s pouse – H
• Dottie – Carmen’s 16 - year - old grandchild – GD
o Dan – Dottie’s 1 month old child – GGS
Budget Group Results:
C Budget Group C 00 A Carmen Phor NS Ben Phor NS Dottie Phor EP Dan Phor EC
C) Minor Parent Exempt from Requirements to live in an Adult Supervised Household
Teri Cameron, an emancipated minor parent is applying for self and 3 - month - old child Logan.
Head of Household: Teri Cameron – age 17
• Logan – Teri’s 3 - month - old child – S
Budget Group Results:
C Budget Group C 00 A Teri Cameroon ES Logan Cameroon EC
D) Minor Parent Living with Legal Guardian (Non-Relative)
Pat Blair is a non-relative person applying on behalf of Penny Hearst, age 16 and Penny’s 1 month old child , Lester. Pat Blair is the legal guardian and has care and control of Penny and Lester.
Head of Household: Pat Blair – Legal Guardian
• Penny Hearst – 16 - year - old minor parent – OR
• Lester Hearst – Penny’s 1 month old child – NR
NOTE: To receive the correct eligibility results, Pat must be listed as “Other” on the relationship screen.
Budget Group Results:
C Budget Group C 00 A Pat Blair NA Penny Hearst ES Lester Hearst EC
8. TANF Eligibility Based on Paternity
A) Paternity Established
Common residence consists of Kimberly Stanton, daughter Rose, age 5, Kimberly's significant other Robert Evers and child Roger Evers, age 12 and their common child Steve Stanton-Evers, age 3 months.
Head of Household: Kimberly Stanton
• Rose – Kimberly’s 5 - year - old child - D
• Robert – Kimberly’s Significant Other - NR
• Roger – Roberts 12 - year - old child - NR
• Steve – Kimberly’s and Roberts 3 - month - old child – S
Budget Group Results:
U Budget Group U 00 C Kimberly Stanton ES Rose Stanton EC Robert Evers ES Roger Evers EC Steve Stanton-Evers EC
B) Paternity NOT Established
Kimberly Stanton is applying for child , Rose, age 5 because of deprivation due to absence of a parent, Ms. Stanton is included as a parent in the budget group. Ms. Stanton is also applying for her 3 - month - old child , Steve. Steve’s alleged parent resides in the household , but paternity has not been established. Steve qualifies as a TANF child because of the absence of a parent, paternity not established. Steve is a half- sibling to Rose.
Kimberly Stanton’s significant other , Robert, and Robert’s son, Roger, age 12 also reside in the household and if they were applying for TANF, Robert and Roger would be in a separate TANF budget group. Robert's 12 - year - old child , Roger, qualifies as a dependent child because of absence of a parent. Until paternity is established, Roger would not be considered a half sibling to Steve.
Head of Household: Kimberly Stanton
• Rose – Kimberly’s 5 - year - old child - D
• Robert – Kimberly’s Significant Other - NR
• Roger – Roberts 12 - year - old child - NR
• Steve – Kimberly’s and Roberts 3 - month - old child - S
Budget Group Results:
C Budget Group 1 C 00 A C Budget Group 2 C2 00 A Robert Evers ES Kimberly Stanton ES Roger Evers EC Rose Stanton EC (The cascade builds from the eldest child) Steve Stanton-Evers (common child) EC
9. Stepparent in TANF Budget Group
A) Stepparent Requesting
Sharon Homar is applying for the household which consists of children , Theresa, age 16, Terry, age 10 and spouse Dwayne Homar. Dwayne is the step parent of Theresa and Terry.
Head of Household: Sharon Homar
• Terry Brown – Sharon’s 10 - year - old child - S
• Theresa Brown – Sharon’s 16 - year - old child – D
• Dwayne Homar – Sharon’s Spouse - H
Budget Group Results:
C Budget Group C 00 A Sharon Homar ES Terry Brown EC Theresa Brown EC Dwayne Homar ES *Step-Parent meets requirements to be a specified relative - (optional household member)*
B) Stepparent NOT Requesting
Head of Household: Sharon Homar
• Terry Brown – Sharon’s 10 - year - old child - S
• Theresa Brown – Sharon’s 16 - year - old child – D
• Dwayne Homar – Sharon’s Spouse – H
Budget Group Results:
C Budget Group C 00 A Sharon Homar ES Terry Brown EC Theresa Brown EC Dwayne Homar NS (Not Requesting) NOTE: Non-Mandatory Member – But is an LRR of spouse and income/resources would be deemed
10. Half Sibling in TANF Budget Group
The household consists of Barbara Young, child Sophie, age 10, significant other Tom Brooks and Tom and Barbara’s common child , Sean, age 5. Paternity has been established for their child Sean . Tom is incapacitated.
Head of Household: Barbara Young
• Tom Brooks – Barbara’s Significant Other - NR
• Sophie Young – Barbara’s 14 - year - old child - D
• Sean Young-Brooks – Barbara and Tom’s 5 - year - old child - S
Budget Group Results:
C Budget Group C 00 I Barbara Young ES Sophie Young EC Tom Frank (Incapacitated) ES Sean Young-Frank EC
11. Multiple TANF Budget Groups
A) The household consists of Jackie Smith, child , Mary, age 16, Mary’s child , Bob, age 1. The household also consists of Jackie 's three other children , John, age 12, Jim, age 14 and adult child Bert, age 22 and Bert’s two children, Sam and Susan, both age 4. Mary is a parent but is a minor parent who qualifies as a TANF child and is required to be in their sibling’s budget group. Mary’s child, Bob, is also included as a TANF child.
However, Jackie ’s adult child , Bert, will be in a separate budget group. Bert does not qualify as a TANF dependent child because of age , and is therefore not required to be in their siblings' budget group. Bert qualifies as the specified relative for his children and is a mandatory member in the budget group with his dependent children.
Everyone in this household is applying for cash benefits. Budget groups are established.
NOTE: Each TANF budget group will receive a full monthly assistance payment based on the FSA for the number of persons in each budget group.
Head of Household: Jackie Smith
• Bert Smith – Jackie’s 22 - year - old child - S
o Sam – Bert’s 4 - year - old child – GS
o Susan – Bert’s 4 - year - old child – GD
• Mary Smith – Jackie’s 16 - year - old child – D
o Bob Smith – Mary’s 1 year old child - GS
• Jim Smith – Jackie’s 14 - year - old child – S
• John Smith – Jackie’s 12 - year - old child - S
Budget Group Results:
Budget Group 1 C 00 A Budget Group 2 C2 00 A Jackie Smith ES Bert Smith ES John Smith EC Sam Smith EC Jim Smith EC Susan Smith EC Mary Smith EC Bob Smith EC
B) Kelly Scott is applying for self and three children , Karen, age 16, Rita, age 13 and Kaye, age 11. Kelly is also applying for three additional family members, niece Sherri Scott, age 15 (whose parents are deceased), two grandchildren, Lane, age 10, whose parents are deceased and Karen’s child , Lorene, age 1.
Head of Household: Kelly Scott
• Karen Scott – 16 - year - old child - D
o Lorene – Karen’s 1 year old child - GD
• Rita Scott – Kelly’s 13 - year - old child – D
• Kaye Scott – Kelly’s 11 - year - old child – D
• Lane Scott – Kelly’s 10 - year - old grand child – GS
• Sherri Scott – Kelly’s 15 - year - old niece - NC
Budget Group Results:
Budget Group 1 C 00 A Budget Group 2 C2 00 A Budget Group 3 C3 00 A Kelly Scott ES Kelly Scott NS Kelly Scott NS Kaye Scott EC Lane Scott EC Sherri Scott EC Rita Scott EC Karen Scott EC Lorene Scott EC Absent Parents -Deceased
NOTE: Kelly Scott will be the payment name for ALL three budget groups.
12. TANF and SSI Budget Groups
A) Single Parent SSI Adult
The household consists of Pat Smart who is an SSI Recipient , and two children, Sam, age 7 and Samantha, age 5. There will be two budget groups.
Head of Household: Pat Smart
• Sam Smart – Pat’s 7 - year - old child – S
• Samantha Smart – Pat’s 5 - year - old child – D
Budget Group Results:
(Child Only TANF Case)
C Budget Group C 00 A J Budget Group J 00 Pat Smart NS Pat Smart EA Sam Smart EC Samantha Smart EC
B) Two Parent TANF with One SSI Adult
The household applying for TANF consists of Jim Sark who is an SSI recipient, spouse , Jamie and their child , April, age 12.
Head of Household: Jim Sark
• Jamie Sark – Jim’s spouse - W
• April Sark – Jim and Jamie’s 12 - year - old child – D
Budget Group Results:
C Budget Group C 00 I J Budget Group J 00 Jamie Sark ES Jim Sark EA Jim Sark NS April Sark EC
C) SSI Child – Adult Only TANF
The household applying for TANF consists of Amber Franky and child , Annie, age 6. Ann i e is an SSI recipient.
Head of Household: Amber Franky
• Annie Franky (SSI Recipient) – Amber’s 6 - year - old child – D
Budget Group Results:
C Budget Group C 00 A J Budget Group J 00 Amber Franky ES Annie Franky EC Annie Franky NC
D) Two Parent TANF with SSI Children
The household applying for TANF consists of Burt Earnest, spouse , Bee and their two children Darlene and Cassidy, both age 8. Darlene and Cassidy are both SSI recipients.
Head of Household: Burt Earnest
• Bee Earnest – Burt’s Spouse - W
• Darlene Earnest (SSI Recipient) - Burt and Bee’s 8 - year - old child - D
• Cassidy Earnest (SSI Recipient) - Burt and Bee’s 8 - year - old child - D
Budget Group Results:
U Budget Group U 00 C J Budget Group 1 J 00 J Budget Group J2 00 Burt Earnest ES Darlene Earnest EC Cassidy Earnest EC Bee Earnest ES Darlene Earnest NC Cassidy Earnest NC
13. Refugee – (Time Limited Program – 12 months from Date of Entry)
A) Same Date of Entry
Kim Chen and spouse Jia Chen reside in a single - family home. The Chen s qualify under the Refugee Resettlement Program (RRP) as a refugee. For purposes of identifying the higher rate of Federal reimbursement for cash assistance provided to refugees, t he Budget group would be coded by the appropriate refugee program status code (D 02). The re will be one budget group.
Head of Household: Kim Chen
• Jia Chen – Kim’s Spouse - W
Budget Group Results:
D Budget Group D 02 Kim Chen EA Jia Chen EA
NOTE: Beginning with the thirteenth month, determination for continued eligibility using standard Cash/MA regulations will be required.
B) Different Date of Entry
Min Kim and spouse Sing Kim reside in a single - family home. The Kim s qualif y under the Refugee Resettlement Program (RRP) as refugee s . For purposes of identifying the higher rate of Federal reimbursement for cash assistance provided to refugees, t he budget would be coded by the appropriate refugee program status code (D 02). In this situation, there will be 2 separate time limited budget groups that will receive the full FSA.
Date of Entry: Mr. Kim (January) – Mrs. Kim (February)
Head of Household: Min Kim
• Sing Kim – Min’s Spouse - W
Budget Group Results:
Budget Group 1 D 02 Budget Group 2 D2 02 Min Kim EA Sing Kim EA
Revised July 10, 2024, replacing February 4, 2015
The entire budget group is ineligible for the whole month if one of the following budget group members is on strike on the last calendar day of the month:
55 Pa. Code § 141.41(c)
The biological parent
The adoptive parent
The sole TANF dependent child
If another member of the budget group is on strike, only that individual is ineligible for the month.
Reviewed June 25, 2024
Participation in a strike will not affect eligibility for GA providing all other eligibility factors are met.
55 Pa. Code §141.61(a)(xii)
Exception: An individual is ineligible for General Assistance if he meets eligibility conditions for TANF but is ineligible solely because of participation in a strike.
Reissued November 2, 2018, replacing July 30, 2013
An individual is considered a striker if the individua l is absent from their job during a legal strike without good cause . Good cause includes, but is not limited to, the following:
55 Pa. Code § 141.42
Pre scheduled vacations that cannot be cancelled
A medically verified illness that existed before the strike
Threats to life, personal injury, or property damage
The CAO must verify that good cause exists.
A lockout is not a strike. Generally, a lockout takes place when employees are willing to work under an expired contract but the employer will not let them work or changes the contract terms.
If the CAO cannot decide whether the work stoppage is a strike or a lockout, the area manager must decide.
113.31 Who Is Not a Striker
The following must not be considered strikers when the CAO is deciding on TANF eligibility:
55 Pa. Code § 141.42
An employee whose work place is closed because of a lockout
An employee who is not on strike but cannot work because of the strike
Example: Truck drivers are not strikers if they cannot work because striking newspaper employees prevent newspapers from being printed.
An employee who is not part of the bargaining unit on strike and who does not want to cross a picket line because of fear of personal injury or death
Employees who are fired or permanently replaced while on strike
This does not include federal government or political subdivision employees dismissed from the job because of strike participation. These employees are considered to have voluntarily quit without good cause.
Others are not considered strikers if they are affected by a strike but are not on strike.
Revised June 25, 2024, replacing July 30, 2013
An applicant who is on strike may choose to get benefits. If the applicant does get benefits, an overpayment is established on the last day of the month if the applicant is still on strike. If the applicant chooses not to get benefits and reapplies when the strike ends, benefits begin as of the original application date if the applicant is not on strike on the last day of the application month .
55 Pa. Code § 141.41(c)
A striker who is not required to be in the budget group may choose not to be included in the application to avoid an overpayment.
Examples:
Mr. and Mrs. Wilson apply for TANF benefits for themselves and two children on July 19. Mr. Wilson is on strike. The CAO explains the choices, and they choose to get benefits. On August 1, the CAO verifies that Mr. Wilson was on strike on July 31 and is still on strike. An overpayment is processed for the period July 19 through July 31 and for each following calendar month in which Mr. Wilson is on strike on the last day of the calendar month.
Mr. and Mrs. Black apply for TANF benefits for themselves and three children on March 4. Mr. Black is on strike. The CAO explains the choices, and the Blacks withdraw their application. They reapply on March 19. The strike ended March 17. The Blacks would like benefits until Mr. Black gets a paycheck. The CAO determines the Blacks are eligible and authorizes benefits retroactive to March 4, the first application date.
Revised June 25, 2024, replacing July 30, 2013
A recipient budget group (see Cash Assistance Handbook 110.1 ) with a striking member may keep getting TANF benefits or may ask for benefits to stop.
If the budget group member who is on strike is a parent or the only TANF child and the budget group chooses to get benefits during the month, the CAO must consider the entire monthly assistance payment an overpayment.
The group stays ineligible when the budget group member is on strike on the last day of any following calendar months .
Examples:
Mr. And Mrs. Wells get TANF benefits for themselves and their children. Mr. Wells has been on strike since July 14 and is still on strike through September 1. The CAO processes an overpayment for benefits received for July 1 through July 31 and for August 1 through August 31. If Mr. Wells is still on strike on September 30, the entire budget group remains ineligible.
Mr. and Mrs. Briggs and their children get TANF benefits. Mrs. Briggs is on strike effective July 21. She is still on strike on August 1. On August 29, Mrs. Briggs returns to work. An overpayment referral is made for July 1 through July 31. The CAO does not make an August overpayment referral, because Mrs. Briggs was not on strike August 31.
If the budget group member who is on strike is not a biological or adoptive parent or the sole TANF child, only that member is ineligible for the month and for each following month that the individual is on strike on the last day of the month. If the individual was in the monthly assistance payment for that month, the individual's share of the TANF benefits must be recovered.
The ineligible member may keep getting benefits or ask for benefits to stop.
Example: Ms. Book gets TANF benefits for herself and her three grandchildren. Ms. Book goes on strike June 21. The CAO verifies that Ms. Book is still on strike the last day of the month. The CAO submits an overpayment referral for Ms. Book's share of the monthly assistance payment for June. Ms. Book is ineligible for any following months in which she is on strike on the last day of the calendar month. The three children get TANF benefits as long as they meet TANF criteria.
Revised June 25, 2024, replacing July 30, 2013
The CAO must do the following:
Explain to all applicants or recipients how policy determines their eligibility.
Give the applicant or recipient the choice to get or stop benefits.
Explain an overpayment, the possibility of an overpayment for their budget group , (see Cash Assistance Handbook 110.1 ) and the effect of an overpayment on their budget group.
When the strike ends within a month, the CAO must issue a corrective payment to the following:
An applicant who chose not to get benefits and reapplies after the strike is over
NOTE : The CAO must use the original application date to begin benefits.
A recipient budget group that chose to stop benefits because of the strike and is no longer striking on the last day of the calendar month of discontinuance
NOTE: The CAO must not prorate the monthly assistance payment but must grant it for the entire month.
Example: Mr. and Mrs. Ralph got TANF benefits for themselves and their two children. Mr. Ralph goes on strike August 8. Since the strike will probably last several months, Mr. and Mrs. Ralph ask that their budget stop, rather than risk an overpayment. The Advance Notice is waived. The budget ends, effective August 21. The strike ends on August 23. Mr. and Mrs. Ralph reapply for benefits on August 27. The budget is reopened, effective August 21.
On the last day of the month, the CAO must determine whether any recipient is on strike.
If the striker is a parent or sole TANF child, the overpayment must be for the entire monthly assistance payment.
If the striker is any other budget group member, the overpayment must be for the striker's share of the monthly assistance payment. This is the difference between the payments with and without the striker included in the budget group.
If the strike begins and ends before the last day of the same calendar month, the CAO does not make an overpayment referral, no matter who is on strike.
Reviewed June 25, 2024
Cash Assistance Handbook
Chapter 113: Strikers
Student status is an important factor when the CAO determines eligibility for TANF .
A parent or child who is eligible as a student and lives away at school is considered to be living with the budget group . See Chapter 110 .
Revised June 25, 2024, replacing November 2, 2018
A student is a person who attends a school, college, university, or vocational-technical school. This includes a participant in the Job Corps program under the Workforce Investment Act (WIA).
45 CFR § 233.20(a)(11)(i)(A)
Reviewed June 25, 2024
A child’s school attendance is a factor when deciding if a child qualifies for TANF as a dependent child.
55 Pa. Code § 141.41
55 Pa. Code § 145.41
To be eligible for TANF, the child must be one of the following:
Under age 18
Age 18 and a full-time student in a secondary school or the equivalent level in a vocational or technical school
NOTE: School means a program of supervised education or vocational training approved by the school district authorities or by the Pennsylvania Department of Education. Training means any of the following:
A vocational training course in a federal or state program such as WI O A or RESET
An organized training program, such as an apprenticeship or training arrangement sponsored by a union, civic organization, business, or industrial firm with specific training objectives
A program through the Office of Vocational Rehabilitation (OVR)
A program under Section 2508.3 of the School Code.
Example: A cooperative education program where a student attends school part of the day and works in a training program part of the day
A TANF student under age 18 or age 18 and in school may continue to get TANF during official school vacations if he or she is expected to return to school full-time when the vacation is over. For the 18 year-old TANF child, eligibility continues for the whole month during which the child completes or ends full-time schooling.
55 Pa. Code § 145.43(b)(3)(i)
The student's completion or ending date is the date school records show he or she ended full-time status.
NOTE: Temporary absences for reasons accepted under the compulsory attendance laws or under regulations of the secondary school or vocational training program are not interruptions of full-time attendance.
After verifying attendance during the fiscal month in which the TANF child turns 18, the CAO again must verify attendance in March, June, September, and December until the TANF child reaches age 19.
55 Pa. Code § 145.41
The CAO must verify attendance more often if there is any question about the child's student status.
Revised June 25, 2024, replacing November 2, 2018
Reviewed June 25, 2024
Educational assistance received by TANF eligible students from loans, grants, scholarships, and work-study income does not count as income or as a resource .
NOTE: Income from an assistantship is not excluded for Cash Assistance. Assistantship income is countable unless the college or university confirms that the assistantship position is work-study.
The following are examples of p roof of educational assistance:
An award letter
A statement from the person or organization giving the loan, grant, or scholarship
A statement from the school financial aid office
55 Pa. Code § 177.21(a)(13)
55 Pa. Code § 183.81(3)
Revised June 25, 2024, replacing November 2, 2018
Cash Assistance Handbook
Chapter 114: Students
Verification Requirements for Updating a Client’s Name and Gender in eCIS, PCA-19353-120 (Published April 10, 2019)
To be eligible, applicants must provide proof of identity.
55 Pa. Code § 125.1(b)
The person must also provide proof of identity at the time of renewal i f the interviewer does not know the individual .
55 Pa. Code § 133.23(a)
Temporary Assistance for Needy Families TANF applicants and recipients who are applying for or receiving TANF cash and TANF-related Medical Assistance will be asked to provide acceptable proof of identity for themselves and others in the TANF budget group at application or at renewal, if not provided before.
NOTE : The Medical Assistance ( MA ) requirements for acceptable proof of identity do not apply to persons who are only applying for or receiving TANF Cash Assistance.
NOTE: There is no requirement to verify the gender of an applicant or recipient. The individual’s statement may be accepted. If the worker receives a Master Client Index (MCI) mismatch alert, the CAO will accept and clear the alert. MCI will be updated once the client reports the changes with SSA. The CAO should remind the client to update their information with SSA.
TANF applicants or recipients may not be denied or closed for failure to provide proof of identity that meets Medical Assistance requirements as addressed in the Medical Assistance Eligibility Handbook, Section 320.2, Verification .
The identity of every person must be verified for the enumeration process. See Supplemental Handbook, Chapter 950, Enumeration .
Updated October 30, 2024, Replacing July 30, 2013
The County Assistance Office ( CAO ) will record the type of proof used to identify a person.
55 Pa. Code § 125.1(b)
Acceptable forms of proof may include, but are not limited to, the following:
Social Security card.
Driver's license.
Selective Service card.
Passport.
Military discharge papers.
Voter registration card.
Tribal enrollment or membership documents issued by a federally recognized Indian Tribe
The CAO will accept any document showing the person’s signature, photograph or description as proof of identity.
NOTE: A birth certificate is not acceptable proof of identity.
NOTE : A voter registration card may be accepted as proof of identity by itself only if:
Another form of verification is not possible.
The person has cooperated with attempts to obtain additional verification.
The person has presented consistent information about their situation.
NOTE : The acceptable proof of identity requirements for Medical Assistance ( MA ) apply when reviewing continued medical eligibility for all Temporary Assistance for Needy Families ( TANF ) cash closings, including extended medical coverage and changes to eligibility status. See Medical Assistance Eligibility Handbook Section 320.2, Verification.
Updated October 30, 2024, Replacing July 30, 2013
Cash Assistance Handbook
Chapter 120: Identity
Eligibility for TANF is limited to families with dependent children who meet certain age requirements.
55 Pa. Code § 145.41
Exception: A pregnant woman who is exempt from the minor parent requirements and has no children, or no children getting TANF, may apply for TANF for herself as a specified relative if:
55 Pa. Code § 151.43(f)
The pregnancy and due date are verified; and
When born, the child would be eligible for TANF based on deprivation .
NOTE : Special requirements apply to an unmarried pregnant woman under age 18. See Section 110.6 , Budget Groups, TANF Minor Parents .
A minor parent of any age may apply for TANF as the payment name if they are not required to be a member of another TANF budget group or if they are exempt from the minor parent requirements. See Chapter 127 , Specified Relative and Chapter 110 , Budget Groups .
To be eligible for TANF, a deprived child must be:
55 Pa. Code § 145.43
Under age 18; or
Age 18 if the child is a full-time student in secondary school or the equivalent level of a vocational or technical school.
Student means a person enrolled in and physically attending a program of study or training leading to graduation or an equivalent certificate.
55 Pa. Code § 145.42
School means a program of supervised education or vocational training approved by the authorities of the school district or by the Pennsylvania Department of Education.
55 Pa. Code § 145.43(b)(1)
Vocational training is one of the following:
A vocational training course under a federal or state program such as Workforce Investment Act (WIA) or the Road to Economic Self-Sufficiency through Employment and Training (RESET);
An organized training program sponsored by business or industrial firms with specific training objectives such as apprenticeships or training arrangements;
A program through the Office of Vocational Rehabilitation (OVR); or
A program under Section 2508.3 of the School Code.
Example: A cooperative education program where a student attends school part of the day and works in a training program part of the day
An eligible student may continue to receive benefits during official vacations if he or she is expected to return to school full-time when the vacation is over.
55 Pa. Code § 145.43(b)(3)(i)
Eligibility continues for the entire month in which the child becomes 18 or completes or discontinues full-time schooling. The student’s completion or discontinuance date is the date when school records show that the child ended full-time status. See Chapter 114 , Students .
Updated August 30, 2023, Replacing July 30, 2013
Reviewed July 30, 2013
The CAO will verify the birth date for every person who applies for TANF .
55 Pa. Code § 145.44(a)(1)
Acceptable documents include, but are not limited to:
Birth certificates;
Adoption papers or records;
Hospital records;
School records;
Baptismal records;
Church birth records;
Bureau of Vital Statistics Records;
U.S. passports.
NOTE : If the month and day of birth are unknown, use July 1. If the month is known but not the day, use the first day of that month.
55 Pa. Code § 145.44(a)(2)
School attendance must be verified for TANF children age d 18. Proof of enrollment and attendance at a secondary, vocational or technical school must be provided within the fiscal month of the child’s 18th birthday .
55 Pa. Code § 145.44(b)
NOTE : Temporary absences for reasons accepted under the compulsory attendance laws or under regulations of the secondary school or vocational training program will not be interruptions of full-time attendance.
The CAO will verify attendance again in March, June, September, and December until the child reaches age 19 for TANF children. The CAO will verify attendance more often if there is any question about the child's student status.
55 Pa. Code § 145.44(b)(2)
Updated August 30, 2023, Replacing July 30, 2013
Cash Assistance Handbook
Chapter 121: Age
Termination of Parole for Certain Cuban, Haitian, Nicaraguan, and Venezuelan (CHNV) Parolees under CHNV Parole Programs, PCA-22180-122 (Published June 3, 2025)
Changes to the Enumeration Verification Process, OPS-24-07-05 (Published July 23, 2024)
U krainian Special Consideration, PCA-20935-122 (Published June 21, 2022)
Afghan Special Immigrants , PCA-20693-122 (Published November 8, 2021 Revised November 15, 2021)
How to Identify the New Population of Afghan Special Immigrants, Individuals and Families of Individuals who Assisted the U.S. Overseas , PCA-20622-122 (Published August 13, 2021)
United States citizens, qualified noncitizens (including refugees and humanitarian parolees) and noncitizens who are Permanent Residents Under Color of Law (PRUCOL) are eligible for Cash Assistance if they meet all other eligibility conditions.
55 Pa. Code § 149.23
The CAO must review each applicant’s citizenship or noncitizen status. See the noncitizen status chart in Appendix A . For information about refugees, see Supplemental Handbook, Chapter 730 .
A person who is not a citizen, qualified noncitizen (including refugee and/or humanitarian parolee ) , or PRUCOL is not eligible for TANF . These ineligible noncitizens may be present lawfully but temporarily, or unlawfully. Ineligible noncitizens do not have to show or declare an immigration status when applying for other eligible household members. They need only declare that they do not have immigration status entitling them to public benefits.
NOTE: Individuals with deferred action under Deferred Action for Childhood Arrivals (DACA) are not considered “lawfully present” individuals for cash benefits and should be coded as Citizenship Code 05.
An individual is still a mandatory budget group member even if they are TANF ineligible for not being a U.S. citizen, a resident alien or humanitarian parolee . The income and resources of an illegal noncitizen member who is a legally responsible relative or stepparent are deemed to the budget group. See Chapter 155 .
One adult budget group member (age 18 or over) must sign the declaration of the application for benefits ( PA 600 or COMPASS application). This certifies that each applicant household member is a citizen or a noncitizen with lawful immigration status. If there are no adult members, the applicant must sign the statement for all members.
55 Pa. Code § 149.24
Effective as of December 18, 2006, CAOs must ask TANF applicants for proof of citizenship and identity for themselves and other persons for whom they are applying. At renewal , TANF recipients must provide proof of citizenship and identity for themselves and other budget group members if they have not already provided proof.
122.12 Noncooperation
An adult member who refuses to sign the declaration is ineligible for benefits unless another adult member of the budget group signs for all members. If a signature cannot be obtained, each adult who refuses to sign the declaration is ineligible for benefits. The ineligible person’s income and resources will be considered available to any remaining members when determining their eligibility. The CAO must keep the signed declaration in the case record permanently. The declaration needs to be signed only once as long as the original signer remains part of the budget group.
NOTE: TANF applicants or recipients may not be denied Cash Assistance or have Cash Assistance benefits delayed or closed if the person or family cooperates with the CAO in getting acceptable documentation of citizenship and identity but fails to provide documentation of citizenship and identity that meets Medical Assistance requirements. The CAO must use the Citizen and Identity Form ( PA 1809 ) to verify citizenship and identity for TANF cash and Medical Assistance applicants and recipients.
55 Pa. Code § 125.21(b)
Updated September 27, 2024, replacing May 29, 2018
Eligible U.S. citizens include the following:
Persons who were born in the U.S., including Puerto Rico , the Virgin Islands , Guam , the Northern Mariana Islands , Swains Island , and American Samoa
Persons who were naturalized (made U.S. citizens) by the United States Citizenship and Immigration Services (USCIS)
Persons who have citizenship through parents becoming naturalized U.S. citizens
Persons who got U.S. citizenship at birth abroad through a U.S. citizen parent or parents
Persons who got citizenship through application by U.S. citizen adoptive parent
NOTE: Immigration and Naturalization Services (INS) became USCIS on March 1, 2003.
A person’s signature on the PA 600 or other D HS authorized application form stating that they are a U.S. citizen is acceptable verification of citizenship, unless there is information to the contrary. If documentation of U.S. citizenship is required, acceptable verification includes, but is not limited to the following:
Birth certificate or hospital records of birth
Religious records if the place and date of birth are shown
School records
Voter registration cards
Military service papers showing birth information
Certificate of citizenship or naturalization from the USCIS (N-550 or N-560)
Identification Card for Use of Resident Citizens in the U.S. (I-179)
U.S. Citizen Identification Card (I-197)
U.S. passports
Report of Birth Abroad of a Citizen of the United States (FS-240)
Certification of Birth Issued by the Department of State (FS-545)
Certification of Birth Abroad Issued by the Department of State (DS-1350)
55 Pa. Code § 149.24(a)
If verification of citizenship is required, the CAO must note in the case record the type of documentation used to establish citizenship. Once U.S. citizenship is established, it is not necessary to verify this item again.
NOTE: This section does not affect verification requirements for noncitizens.
Updated September 27, 2024, replacing September 18, 2012
Under Title IV of the Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996, only U.S. citizens, U.S. noncitizen nationals, and " qualified noncitizens " may be eligible for Cash Assistance .
Under PRWORA, a qualified noncitizen is one of the following:
A noncitizen lawfully admitted for permanent residence under the Immigration and Nationality Act (INA)
A refugee admitted to the U.S. under section 207 of the INA .
A noncitizen paroled into the U.S. under section 212(d)(5) of the INA for at least one year .
A noncitizen whose deportation is being withheld under section 243(h) of the INA as in effect before April 1, 1997, or whose removal is being withheld under section 241(b)(3) of the INA .
A noncitizen granted conditional entry pursuant to section 203(a)(7) of the INA as in effect before April 1, 1980
A noncitizen who is a Cuban or Haitian entrant as defined in section 501(e) of the Refugee Education Assistance Act of 1980
A noncitizen who (or whose child or parent) has been battered or subjected to extreme cruelty in the U.S. and who otherwise meets the requirements of section 431 of the Act, as amended by section 501 of the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 and sections 5571–72 and 5581 of the Balanced Budget Act of 1997
A noncitizen who is a Company of Free Association (COFA) migrant from the Republic of the Marshall Islands (RMI), the Federated States of Micronesia (FSM), and the Republic of Palau under amendments to the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P.L. 104-193
The CAO must determine a noncitizen’s date of entry (DOE) into the U.S as follows:
If the DOE is greater than 5 years and all other eligibility requirements are met, the qualified noncitizen is eligible for TANF. If the DOE is less than 5 years, the noncitizen is not eligible for TANF unless they are a qualified noncitizen and may or may not be exempt from the 5-year bar dependent on their immigration status.
The noncitizen status chart in Appendix A lists the categories of lawfully admitted noncitizens who may qualify for benefits. It also lists the United States Citizenship and Immigration Services (USCIS) provision number that indicates eligibility. The INA provision number may appear on the noncitizen’s USCIS document. There are samples of USCIS documents in Appendix C . The non-citizens listed below may qualify for TANF if other eligibility requirements are met:
Refugees admitted to the U.S. under Section 207 of the INA (see SH 730 ) may have eligibility for TANF benefits if all other criteria is met. Refugees usually change to lawful permanent resident status after 12 months in the U.S., but for eligibility purposes they are still considered refugees.
Cuban or Haitian entrants (CHE) .
Noncitizens granted asylum under § 208 of the INA (see Supplemental Handbook, Chapter 730 )
Victims of a severe form of trafficking under § 107(b)(1) of the Trafficking Victims Protection Act of 2000 (TVPA), Public Law 106-386 and applicants for a victim of trafficking visa (See Supplemental Handbook, Chapter 730 ).
Noncitizens other than those described in Appendix A are not eligible for TANF. These include undocumented noncitizens , visitors, tourists, diplomats, temporary residents authorized for employment, and students who enter the U.S. temporarily with no intention of abandoning residence in their own country.
55 Pa. Code § 149.23
122.31 Qualified Noncitizens Subject to the Five-Year Bar
Most noncitizens who are subject to the five-year bar for TANF are also subject to sponsor deeming requirements.
The CAO must use program status code (PSC) 04 with C and U categories if a qualified noncitizen in the budget group is ineligible for federally funded benefits because of the five-year bar. The budget group must meet all TANF eligibility criteria, including work and child support requirements. The budget group is eligible for special needs allowances and supportive services, including childcare. If any one member in the TANF budget group meets the following criteria the entire budget group is PSC 04.
Is a qualified noncitizen.
Meets all eligibility criteria for TANF.
Has a date of entry in the U.S. after August 22, 1996.
Does not meet one of the 5-year bar exemptions.
Has not lived in the U.S. continuously for five years, beginning from the date of entry.
NOTE: If all noncitizen members of the TANF budget have lived in the U.S. for more than 5 years, the CAO must not use PSC 04.
122.32 Qualified Noncitizens Exempt from the Five-Year Bar
The following qualified noncitizens are exempt from (or not subject to) the five-year bar and may receive TANF, if all other conditions of eligibility are met:
Refugees.
Asylees.
Qualified noncitizens lawfully residing in any state who are honorably discharged veterans, or who are on active duty in the U.S. Armed Forces, or who are the spouse, unmarried dependent child, or unmarried surviving spouse of such a veteran or active service member.
Cuban/Haitian entrants, as defined in Section 501 (e) of the Refugee Education Assistance Act of 1980.
Amerasian immigrants admitted to the U.S. pursuant to Section 584 of the Foreign Operation, Export Financing, and Related Programs Appropriation Act of 1988.
Victims of trafficking, under the Trafficking Victims Protection Act of 2000, Public Law 106.386.
Noncitizens whose deportation is being withheld.
Legal Permanent Residents (LPRs) who first entered the country under another exempt category (i.e., as a Refugee, Asylee, Cuban or Haitian Entrant, trafficking victim or noncitizen whose deportation was withheld) and who later converted to LPR status.
Members of a Federally recognized Indian tribe, as defined in 25 U.S.C. 450b(e) as “any Indian tribe, band, nation or other organized group or community, including any Alaska Native village or regional or village corporation as defined in, or established pursuant to, the Alaska Native Claims Settlement Act”.
Native Americans born in Canada to whom Section 289 of the Immigration and Naturalization Act applies, who are at least 50 percent Native American blood.
Iraqi and Afghani immigrants granted special immigrant status through Section 525 of Title V of Division G of the Consolidated Appropriations Act of 2008 (Public Law 110-161) and Section 1244 (g) of the National Defense Authorization Act (NDAA 2008) (Public Law 110-191). This group will either enter the U.S. as lawful permanent residents with special immigrant visas or will adjust to special immigrant status after entering the U.S. under another immigration status such as asylee or parolee. Iraqi and Afghani special immigrants may receive Federally funded benefits and entitlements to the same extent and for the same period as refugees. Special Immigrant documentation for this group may include (see Appendix A ).
Iraqi or Afghan passport with an Immigrant Visa stamp SI1, SI2, SI3, SQ1, SQ2 or SQ3 and a Department of Homeland Security (DHS) notation on the passport or I-94 showing date of entry.
DHS Form I-551 (“green card”) showing Iraqi or Afghan nationality and stamped SI6, SQ6, SI7, SQ7, SI9 or SQ9.
Compacts of Free Association (COFA) migrants born in the Federated States of Micronesia, the Republic of the Marshall Islands, and the Republic of Palau with the signing of the Consolidated Appropriations Act of 2024, ( Public Law 118-42 ) .
Public Law 104-193 Sec 403(b)
To establish noncitizen status, a noncitizen applicant must present to the CAO an original unexpired document from the USCIS indicating the noncitizen is lawfully residing in the U.S. The CAO must scan and attach this document, front and back, to the imaging repository and keep the copy permanently in the case record. Each noncitizen registered with the USCIS is assigned an alien registration number (A number), which should appear on the USCIS document. The A number is needed by USCIS to verify noncitizen status. The CAO must get the A number from the noncitizen's USCIS document and enter it in the case record.
55 Pa. Code § 149.24(b)
Pub. L. 99-603
NOTE: A noncitizen who is the payment name only and not a member of the budget group is not required to provide documentation of their noncitizen status.
Noncitizens are required by law to always have immigration documents in their possession. If a noncitizen's USCIS document has an expiration date, proper alerts should be maintained for the CAO to request that the noncitizen provide updated valid USCIS documentation.
The CAO must refer noncitizens without documentation or with an expired USCIS document to their local USCIS office. The CAO may accept a receipt from USCIS that a petition has been filed but not yet adjudicated.
See Appendix A for a list of acceptable USCIS documentation.
The CAO must verify the lawful noncitizen status of each applicant identified as a noncitizen through the Systematic Alien Verification for Entitlements (SAVE) program. See Supplemental Handbook, Chapter 740 .
If the USCIS indicates on a Document Verification Request form that the verification has expired, the CAO must ask the person if they have documentation verifying parolee status before taking adverse action.
Once noncitizen status is verified through SAVE, reverification is not necessary unless:
Verification previously obtained is questionable.
The noncitizen's status is subject to change.
NOTE: Examples of when a noncitizen status is subject to change includes, but is not limited to: the initial SAVE indicated a pending application (i.e. for asylum, TPS, etc.) which may have since been denied or approved by USCIS, the individual’s parole period has expired, the individual left and returned to the country, the individual has new criminal history which may have altered their status, the individual has married since their last status, an LPR has met the waiting period to apply for citizenship. Noncitizen status should be reviewed at reapplication and a new SAVE initiated if client indicates there has been a change.
Neither the ASVI printout nor the USCIS Document Verification Request form indicating legal noncitizen status is in the case record.
NOTE: An ASVI verification number alone is not enough evidence that noncitizen status was verified through SAVE. Only a satisfactorily completed primary verification printout or secondary verification form is acceptable proof of SAVE verification.
If the noncitizen documentation and the SAVE status are not in agreement, the documentation that is provided by the client should be reviewed for eligibility.
SAVE is only to be completed a second time when the immigration status has been reported to change by the client. The CAO will not delay authorization of benefits pending an updated SAVE. See S H 740.1 for additional information when a second SAVE may be needed.
The CAO must upload and attach immigration documents through SAVE for secondary verification requests to obtain a response from USCIS.
There is no need to upload and attach the G-845S with the immigration documentation. The CAOs must stop mailing the G-845S and immigration documentation to USCIS.
Documents may be uploaded and attached to a SAVE request if:
User initiates second step verification.
User initiates third step verification.
System initiates third step verification.
The CAO must not delay, deny, or reduce benefits pending verification of noncitizen status. Benefits may be delayed, denied, or reduced if a noncitizen does not provide satisfactory USCIS documentation in a timely manner. See Chapter 178 .
NOTE: There will be a delay if the authorization goes beyond the standard eligibility determination processing time frame of 30 days.
The CAO does not have the responsibility to report undocumented or illegal noncitizens to USCIS unless a final order of removal issued by an immigration judge is submitted by the applicant to the CAO.
122.35 Qualified Noncitizen Enumeration Process
Non-citizens who have never applied for an SSN will be assisted by the CAO in applying for an SSN. The CAO will complete the PA 1564 with the individual and assist them with completing the SS-5 Application for a Social Security Card. The SS-5 fillable form can be found on-line, printed, and provided to the non-citizen.
The CAO will consider the verification requirement of application for an SSN met with any of the following documents:
PA 1564 completed and signed by SSA.
SSA-5028 - Receipt for Application for an SSN.
SSA-5029 - Receipt for Application for a Non-Work SSN.
USCIS I-485 - Application to Register Permanent Residence with items 16 and 17 completed. The application is the precursor to issuing the I-551.
USCIS I-551 - Lawful Permanent Resident card.
USCIS I-765 - Application for Employment Authorization Document (EAD) with items 14 and 15 completed. The application is the precursor to issuing the I-766.
USCIS I-766 - EAD card.
SAVE return showing non-citizen has EAD.
Collateral contact with a refugee’s public or private sponsor in person, through the mail, or by telephone who can be expected to give reliable information and attests they assisted with the application for an SSN. The CAO must make a collateral contact when the CAO decides that they must make a quick decision to avoid unnecessary hardship for the individual. See CAH 178.4, SNAP 578.5 and MAEH 378.4. Narrate the collateral contact information in the case record.
NOTE: For more information, see SH 740 .
Verification of application for an SSN needs to be established before TANF, SBP or SSP-Only benefits are authorized for any individual who does not have an SSN. An SSN must be provided for ongoing TANF benefits to continue beyond 120 days.
Updated September 27, 2024, replacing September 18, 2012,
As a condition of entry, a sponsor must sign an affidavit of support on behalf of a noncitizen.
55 Pa. Code § 183.36(a)
For noncitizens whose sponsors signed an affidavit of support (Form I-134) before December 19, 1997, deeming ends after three years from the noncitizen's date of entry to the U.S. for permanent residency. These sponsors were not required to sign a new affidavit.
New affidavits of support (Form I-864) were required of new sponsors and for adjustments of sponsor or status made on or after December 19, 1997. Deeming applies to a sponsored noncitizen until they have worked 40 qualifying quarters of coverage or gets U.S. citizenship , whichever is earlier.
The following are exceptions to the deeming requirement:
When a sponsored noncitizen is determined to be indigent
When a sponsored noncitizen is a victim of domestic violence
The CAO determines indigence. A noncitizen is considered indigent if they would be unable to get food and shelter without assistance. This takes into account the noncitizen's household income plus any cash, food, housing, or other assistance provided by other persons, including sponsors.
To be determined indigent, the sponsored noncitizen's household income plus the cash contributions of the sponsors and other persons plus the value of in-kind assistance must not exceed 130% of the poverty income guideline for the noncitizen’s household size.
The CAO must verify the amount of income and other assistance provided in the month of application. If the noncitizen is found indigent, the only amount the CAO must deem to them is the amount actually provided beginning on the date of the determination and ending 12 months after that date. Each determination is renewable for additional 12-month periods. The period in which a noncitizen receives benefits is not credited toward his or her 40 qualifying quarters.
8 USC § 1183a
A sponsored noncitizen is exempt from deeming requirements for a period of one year if the noncitizen, their child, or their parent has been a victim of domestic violence in the United States by a spouse, parent, or member of the spouse’s or parent’s family living in the same household as the noncitizen.
55 Pa. Code § 177.11(h)
After the one - year period, a battered noncitizen spouse, noncitizen parent of a battered child, or child of a battered noncitizen continues to be exempt from the deeming requirements with regard to the batterer only. The deeming exemption applies to a noncitizen for 12 more months after the CAO determines that the battering is substantially connected to the need for benefits and the victim does not live with the batterer.
8 USC § 1631(f )
NOTE: The CAO must accept the Domestic Violence Verification Form ( PA1747 ) as temporary verification of eligibility for an exception based on extreme cruelty.
To consider the sponsor's income and resources, the sponsored noncitizen must give the CAO copies of the Affidavit of Support Form I-134 or Form I-864 and their respective attachments. Form I-134 was issued for sponsored noncitizens before December 19, 1997. Form I-864 has been issued since December 19, 1997.
8 USC § 213(a)
Form I-134 includes the following:
A statement from an officer of the bank or other financial institution in which the sponsor has deposits showing the date the account was opened, the total amount deposited for the past year, and the present balance
A statement from the sponsor's employer on business stationery showing the date and type of employment, the salary paid, and whether the position is temporary or permanent.
If the person is self-employed, a copy of the last income tax return filed or a report of commercial rating concern.
A list of serial numbers and denominations of bonds and names of record owners.
All sponsored noncitizens must submit the following items with the completed and signed Affidavit of Support Form I-864 :
A copy of the sponsor’s individual federal income tax return, including W-2s for the most recent tax year, or a statement or evidence describing why the sponsor was not required to file a return
A copy of each Form 1099 and any other evidence of reported sponsor income for the most recent three tax years.
Pay stubs from the most recent six months or a letter from the sponsor’s employer if it was used to help them qualify.
Some sponsored noncitizens must submit the following items with the Form I-864 :
If the sponsor is self-employed, a copy of the sponsor’s Schedule C, D, E, or F from the most recent federal tax return establishing the sponsor’s self-employment income.
If the sponsor is on active duty in the U.S. Armed Forces and is sponsoring a noncitizen’s spouse or child using 100 percent of governing poverty guidelines, proof of the sponsor’s active military status.
If the income of persons in the sponsor’s household or sponsor’s dependents was used to qualify, the sponsored noncitizen must submit the following items:
A separate Form I-864 for each person whose income was used. Only one copy of Form I-864 is needed if a noncitizen’s income was used to qualify and their spouse or children are immigrating with them .
Proof that the noncitizen lives in the sponsor’s household, and their relationship to the sponsor if they are not the intending immigrants or are not listed as dependents on the sponsor’s federal income tax return for the most recent tax year.
Proof that the noncitizen's current employment will continue from the same source if their income was used.
A copy of the noncitizen's individual federal income tax return, including W-2s and 1099s, for the most recent tax year, or evidence that they were not required to file a return. The sponsored noncitizen must give this information for the most recent three tax years.
If the sponsor's assets or the assets of a member of the sponsor’s household were used to qualify, the sponsored noncitizen must submit the following items:
Documentation of the sponsor’s assets establishing location, ownership, date acquired, and value
Evidence of any liens or liabilities against these assets
A separate Form I-864A for each household member using assets other than for the sponsored noncitizen
If the noncitizen was joint sponsored, substitute sponsored, or an employment-based immigrant requiring an affidavit of support, proof of the sponsor’s citizenship status, U.S. national status, or lawful permanent resident status must be provided.
For U.S. citizens or nationals, a copy of their birth certificate, passport, or certificate of naturalization or citizenship will be accepted.
For lawful permanent residents, a copy of both sides of their Form I-551 Permanent Resident Card must be accepted.
The CAO must not deem income and resources to a noncitizen:
Whose sponsor and sponsor’s spouse live together and receive TANF , SBP , or SSI ;
Who applied before October 1, 1981;
Who is a dependent child, stepchild, or spouse of the sponsor;
NOTE: See Chapter 155 for information about deeming from a legally responsible relative (LRR) or stepparent.
Who was sponsored by an agency that no longer exists or by an agency with income insufficient to meet the noncitizen's needs;
55 Pa. Code § 177.11(h)(2)(b)
55 Pa. Code § 183.36(b)(2)
NOTE: The noncitizen must provide documentation from the agency's financial officer or certified accountant.
Who is admitted under Section 501(e) of the Refugee Education Assistance Act of 1980, relating to Cuban or Haitian refugees; or
Who is admitted under one of the following USCIS provisions:
Section 203(a)(7) - Noncitizens Admitted as Conditional Entrant Refugees
Section 207 - Noncitizens admitted as Refugees
Section 208 - Noncitizens granted Political Asylum by the Attorney General
Section 212(d)(5) - Noncitizens granted Temporary Parole as a Refugee Status by the Attorney General
See Supplemental Handbook Chapter 730 for information on providing Cash Assistance to eligible refugees.
For three years from the date of entry, the sponsored noncitizen must do the following:
Have the sponsor provide a copy of the affidavit of support and the required documentation for the form under which the noncitizen was admitted (Form I-134 or Form I-864). See Section 122.4, Sponsored Non-citizens , for a list of required documentation for each form.
Identify other noncitizens whom the sponsor has agreed to support.
Report any change in sponsorship or in the sponsor’s income and resources.
NOTE: The responsibilities listed above do not apply to sponsored noncitizens who:
Signed the Affidavit of Support Form I-134 and continue to live in the U.S., or
Signed the Affidavit of Support Form I-864 and worked 40 qualifying quarters.
8 USC § 1183a
Deeming of a sponsor’s income ends when the noncitizen gains citizenship.
55 Pa. Code § 183.93
If the sponsor lives with their spouse, the CAO must count the resources of both the sponsor and the spouse.
If the deemed resources of the sponsor plus the net countable resources of the noncitizen exceed the appropriate resource limit, the noncitizen is ineligible because of excess resources.
The CAO must determine the countable resources of the sponsor and the sponsor’s spouse as follows:
Add up the countable resources of the sponsor and sponsor's spouse.
NOTE: Resident property is exempt, and an acknowledgement of liability is not required. Equity value of resources is computed the same as for a budget group member. See Chapter 140 .
Subtract $1,500.
Assume that the remainder is available to the noncitizen. If the resources are deemed to more than one noncitizen, they must be divided equally. Resources over the limit are not considered available to unsponsored members of the noncitizen's family, unless the sponsor agrees to make them available.
NOTE: The noncitizen, their sponsor, and the sponsor's spouse are not required to acknowledge liability for reimbursement of assistance from the sponsor's deemed resources.
Examples:
Mr. Albert, a sponsored noncitizen, his spouse , a U.S. citizen, and their child apply for TANF. Their sponsors, The Clarks , are liable for Mr. Albert's support and have reported total equity value of nonexempt personal and nonresident property resources of $4,000. After the $1,500 deduction, $2,500 is deemed available to Mr. Albert. Mr. Albert also owns $100 of available nonexempt personal property. Mr. Clark agrees to make the resources available to Mr. Albert's family. Mr. and Mrs. Albert and their child have deemed resources above the $1,000 resource limit. They are ineligible for Cash Assistance.
Mr. and Mrs. Clark's countable resources $4,000 Less allowable deduction -1,500 Deemed resource available to the Albert family $2,500 Mr. Albert's available nonexempt resources +100 Total resources $2,600
If Mr. Albert's sponsor does not agree to deem the resources to Mr. Albert's family, then Mr. Albert is ineligible for Cash Assistance, because the resource limit of $1,000 is exceeded.
Mr. Albert's spouse and the child are eligible. His spouse and the child do not own countable resources. The value of Mr. Albert's LRR resources, $100, is less than the resource limit for TANF. Although Mr. Albert is a registered noncitizen and his sponsor is providing for his support, Mr. Albert is an LRR and only his personally owned resources are deemed to his spouse and child.
If the sponsor lives with their spouse, the CAO must count the income of the sponsor and the spouse.
If the deemed income of the sponsor plus the countable net income of the noncitizen are more than the noncitizen’s share of the monthly assistance payment, the noncitizen is ineligible.
The CAO must compute the income deemed to the noncitizen’s budget group as follows:
Determine the gross monthly earned income of the sponsor and the sponsor's spouse if they live together.
Deduct 20%, up to a maximum of $175, from the total gross monthly earned income.
Add the monthly unearned income less allowable deductions. See Chapter 160 .
Deduct the standard of need for the sponsor and those dependents in the sponsor's household who are claimed by the sponsor on their federal income tax. See Chapter 168 for the applicable standard of need.
Deduct the amount verified as actually paid by the sponsor to persons not living in the common residence whom the sponsor claims or could claim as dependents on their federal income tax.
Deduct verified payments of alimony or child support paid to persons not living in the common residence.
Deem the remaining income, even if the payment is not actually made.
Example: Mr. Adams and his spouse sponsored a noncitizen a year ago. They have two dependent children. Mr. Adams receives $650 a month in Social Security benefits. Mrs. Adams has earned income of $650 a month. Mr. Adams verified giving $200 a month to their dependent child, who is attending college.
Sponsor's earned income $ 650 20% disregard -130 $ 520 Sponsor's unearned income +650 Total $1,170 Standard of Need for 4 -749 Dependent payment -200 Deemed available to noncitizen $ 221
If the amount deemed from the sponsor is over the noncitizen’s share of the allowance, the CAO must determine whether the sponsor will contribute to the other unsponsored family members.
If the sponsor agrees to contribute an amount over the noncitizen’s needs, the noncitizen remains eligible and is included in the budget group. The amount contributed must be counted as unearned income for the budget group.
If the amount deemed is shared by more than one noncitizen, the amount must be divided equally among the noncitizens.
The noncitizen, the sponsor, or both may be held liable for any overpayments of assistance. See Supplemental Handbook Chapter 910 .
Updated September 27, 2024, replacing September 18, 2012
Qualified Non c itizens USCIS Document Five Year Bar Non c itizens lawfully admitted for permanent residence under the Immigration and Nationality Act (INA), 8 USC 1101 et seq. I-551, Temporary I-551 stamp in a foreign passport or on I-94 Yes Refugees admitted under Section 207 of the Immigration and Nationality Act , ( additional information may be found in Supplemental Handbook Chapter 730) Form I-94 Arrival/Departure Record or passport stamped "...admitted under section 207 of the INA..." or any of the following class of admission codes: RE1, RE2, RE3, RE4, RE5, Visa 93 or V93; Form I-688B or I-766 Employment Authorization Document (EAD) coded 274a.12(a)(3) or A03; Refugee Travel Document (USCIS Form I-571 ); Form I-551 with category codes RE6, RE7, RE8 or RE9; Foreign passport stamped to show unexpired, temporary evidence of LPR or "I-551" status and codes RE6, RE7, RE8 or RE9 No Non c itizens granted Asylum under section 208 of the Immigration and Nationality Act Form I-94 or passport referencing "...section 208 of the INA..." or class of admission codes AS1, AS2, AS3, Visa 92 or V92; Order granting asylum under section 208 of the INA issued by the USCIS Asylum Office, an Immigration Judge, the Board of Immigration Appeals (BIA), or a Federal court; Form I-688B or I-766 EAD coded 274a.12(a)(5) or A05; Refugee Travel Document (USCIS Form I-571 ); I-730 Approval Letter from the USCIS Asylum Office; Form I-551 with c lass of admission codes AS6, AS7, AS8, GA6, GA7, or GA8; Foreign passport stamped to show unexpired, temporary evidence of the LPR or "I-551" status and class of admission codes AS6, AS7, or AS8 No Cuban / Haitian Entrants as defined in Section 501 (e) of the Refugee Education Assistance Act of 1980 I-94 or I-551 annotated Humanitarian Parole , Paroled in the Public Interest, Parolee, Paroled as a Refugee, Cuban/Haitian Entrant status pending, Form I-589 Filed, Parole, Paroled, Asylee , Asylum or CH-6 , I-220A (whether expire or current) No Non c itizens granted Parole for at least one year under Section 212(d)(5) of the INA I-94 annotated grant of parole under 212(d)(5) of INA and a date showing grant of parole for at least one year Yes Non c itizens whose deportation is being withheld under Section 243 (h) or Section 241 (b)(3) of the INA Order from Immigration Judge showing deportation withheld under Section 243(h) and date of the grant, I-688B annotated 274a.12(a)(10), I-766 annotated A10 No Non c itizens granted conditional entry under Section 203 (a)(7) of the INA in effect before April 1, 1980 I-94 annotated admission under 203(a)(7) of the INA (refugee-conditional entry, I-688B annotated 274a.12(a)(3), I-766 annotated A3 No Battered noncitizens who meet the conditions in PRWORA added by the Illegal Immigration Reform and Immigrant Responsibility Act of 1996 and amended by the Balanced Budget Act of 1997 and the Violence Against Women Act of 2000 USCIS reviews a petition and supporting evidence. If basic requirements are met, USCIS will issue an I-797 Yes Victims of severe form of trafficking under Section 107(b)(1) of the Trafficking Victims Protection Act of 2000 N otarized letter from ACF/Office on Trafficking in Persons (OTIP) certifying victim of severe form of trafficking status; If the victim is a child, a letter from ACF/Division of Anti-trafficking in Persons (ATIP) stating that the child is a victim of a severe form of trafficking; or Derivative T Visa marked T-2, T-3, T-4, or T-5. No Amerasian Immigrants admitted to the U.S. under Section 584 of the Foreign Operation, Export Financing, and Related Programs Appropriation Act of 198 9 Form I-94 with any of the following admission codes: AM1, AM2, or AM3; Form I-551 (Permanent Resident Card) with adjustment code: AM6, AM7, or AM8; Vietnamese Exit Visa with codes AM1, AM2, or AM3 and/or "temporary I-551" stamp; Vietnamese passport with codes AM1, AM2, or AM3 and/or "temporary I-551" stamp; U.S. passport with codes AM1, AM2, or AM3 No Iraqi and Afghan Special Immigrants See Appendix D No COFA migrants For eign Passport from RMI, FSM or Republic of Palau ; I- 94; I- 766 ; I-551 No
Any USCIS document that identifies the noncitizen as being admitted under one of the above provisions or contains the term refugee or asylum is acceptable evidence of noncitizen status.
NOTE: The CAO must ask all noncitizen applicants whose date of entry to the U.S .is less than three years from their date of application if they are sponsored. For noncitizens who are not refugees, see Section 122.4 . For refugees, see Supplemental Handbook Chapter 730 .
55 Pa. Code 149.23
Updated September 27, 2024, replacing March 25, 2009
Appendix B: Reserved
Persons born in the U.S., naturalized through court proceedings, or born abroad to U.S. citizens are citizens. A citizen is not required to carry proof of citizenship.
Noncitizens
Immigrants
Immigrants, also known as "permanent resident aliens," usually intend to remain in the U.S., are authorized to work, and have basically the same rights and responsibilities as U.S. citizens except for the right to vote and to hold a U.S. passport.
Non-immigrants
Some non-immigrants are noncitizens who seek entry to the U.S. for a specific purpose to be accomplished during a temporary stay (for example, students, businesspersons, tourists, and exchange visitors). Some may have written employment authorization. The nonimmigrant is granted a specific time period to remain in the U.S.
Refugees
A refugee is a person granted entry to the U.S. because of persecution or well-founded fear of persecution in their home country because of race, religion, nationality, membership in a particular social group, or political opinion.
Asylees
An asylee is a person already present in the U.S. (or at a land border or port of entry) who claims to be a refugee.
Parolees
A parolee is a noncitizen not otherwise admissible whom the government nevertheless permits to enter for humanitarian reasons or because they are of special interest to the U.S. government. Employment is permitted in most cases. Parolee status is covered by Section 212 of the Immigration and Naturalization Act (INA).
Cuban/Haitian Entrant
This is the status given to Cubans who entered the U.S. illegally between April 15, 1980, and October 10, 1980, and to Haitians who entered the U.S. illegally before January 1, 1981. This status is covered by Section 502(e) of the Immigration and Naturalization Act (INA).
Special Agricultural Worker (SAW)
A SAW is a noncitizen who has lived in the U.S. and performed agricultural labor for at least 90 person-days during the one-year period prior to May 1, 1986. This noncitizen may be granted temporary lawful resident noncitizen status. The SAW status is limited to the first 350,000 noncitizens who apply. This status is covered by Section 210(b)(6) of IRCA.
Eligible Legalized Alien (ELA)
An ELA is a noncitizen who has been granted lawful temporary resident status by INS for a limited period of time . This status is covered by Sections 210, 210A, and 245A of INA. It was granted to noncitizens residing illegally in the US since before January 1, 1972, as an act of amnesty. After 18 months of temporary resident status, an ELA has 24 months to apply for permanent resident status or face reverting to illegal noncitizen status. An ELA may remain in temporary resident status for a total of only 42 months. The ELA reverts to unlawful noncitizen status in the 43rd month.
ELAs are barred by IRCA from receiving TANF and other federally funded benefits for a five-year period beginning on their date of adjustment to temporary resident status, except for the aged, blind, or disabled, as defined by SSA.
Illegal Entrants
An illegal entrant is a person who has neither temporary nor permanent stay documents that have not expired.
Document Type: Alien Registration Receipt Card Document Number: I-551 Residency Status: Permanent Employment: Allowed Cash Benefit Status: Eligible Notes: Laminated. This form replaced older issues of the I-151. The photo is part of the form and has no raised edges. Document Type: Alien Registration Receipt Card Document Number: I-551 Residency Status: Permanent Employment: Allowed Cash Benefit Status: Eligible Notes: Laminated. This form replaced older issues of the I-151. The photo is part of the form and has no raised edges. Document Type: Alien Registration Receipt Card Document Number: I-151 Residency Status: Permanent Employment: Allowed Cash Benefit Status: Eligible Notes: Laminated. This form is no longer issued but is still in circulation and still valid. The photo may be either color or black and white. Document Type: Alien Registration Receipt Card Document Number: I-151 Residency Status: Permanent Employment: Allowed Cash Benefit Status: Eligible Notes: Laminated. This form is no longer issued but is still in circulation and still valid. The form is bluish green. Document Type: Alien Registration Receipt Card Document Number: I-151 Residency Status: Permanent Employment: Allowed Cash Benefit Status: Eligible Notes: Laminated. This form is no longer issued but is still in circulation and still valid. The form is bluish green. The photo may be either color or black and white. Document Type: Employment Authorization Document Number: I-688A Residency Status: Holder has applied for temporary residency Employment: Allowed Cash Benefit Status: Not eligible Notes: Illegal noncitizens who apply and go through a preliminary interview for residency under the Immigration Reform and Control Act (legalization program) are first issued the I-688A. The card gives them the right to work in the U.S. When they are granted temporary residency, they are issued the I-688. Laminated. The photo is part of the form and has no raised edges. The gold Department of Justice seal in the laminate is superimposed over the middle of the card front. Document Type: Employment Authorization Document Number: I-688 Residency Status: Temporary Employment: Allowed Cash Benefit Status: Not eligible, except for eligible legalized aliens (ELAs) Notes: Laminated. The photo is part of the form and has no raised edges. The gold Department of Justice seal in the laminate is superimposed over the middle of the card front. Document Type: Employment Authorization Document Number: I-688B Residency Status: Temporary Employment: Allowed Cash Benefit Status: Varies (see Appendix A) Notes: Laminated. The photo is part of the form and has no raised edges. The gold Department of Justice seal in the laminate is superimposed over the middle of the card front. Document Type: Cuban/Haitian Entrant Documentation Document Number: Electronic I-94 Cash Benefit Status Eligible Refugee Status: Notes: All Cuban and Haitian immigrants have been granted extended employment authorization by an act of Congress. Electronic I-94 available online at https://i94.cbp.dhs.gov/i94/#/home Document Type: Refugee Documentation Document Number: I-94 Cash Benefit Status: Eligible Refugee Notes: This version was issued from January 1, 1983, through September 30, 1985. Document Type: Cuban/Haitian EntrantDocumentation Document Number: I-94 Cash Benefit Status: Eligible Refugee Notes: All Cuban and Haitian immigrants have been granted extended employment authorization by an act of Congress. Document Type: Refugee Documentation Document Number: I-94 Cash Benefit Status: Eligible Refugee Notes: This version was issued after October 1, 1985. Document Type: Departure Record Document Number: I-94 Cash Benefit Status: Eligible if stamped "refugee," "paroled as a refugee," or "parolee" Notes: This form is issued to visitors to the U.S. It shows the date of issue and the date by which the visitor must depart. Employment is not allowed unless specifically noted on the form. The form is carried in conjunction with a passport. INS section number should also be verified. Refugees may be parolees, but not all parolees are refugees. Document Type: Passport Cash Benefit Status: Eligible permanent resident Notes: This is an example of a passport that has been stamped inside by the INS. Document Type: U.S. Citizen Identification Card Document Number: I-197 Residency status: U.S. Citizen Employment: Allowed Notes: Laminated. Form I-197 has not been issued since April 1983, and there is no replacement card. The card was issued to naturalized U.S. citizens. The cards are still in circulation and still valid. Document Type: Certification of Birth issued by the Department of State Document Number: FS-545 Notes: Issued by U.S. embassies and consulates overseas to U.S. citizens born abroad. Document Type: Certification of Birth issued by the Department of State Document Number DS-1350 Notes: Issued to U.S. citizens born abroad.
Updated September 27, 2024, replacing March 25, 2009
Section 101(a)(27) of the Immigration and Nationality Act (INA) granted Iraqi and Afghan noncitizens special immigration status. Persons and family members granted these special statuses are legal, permanent residents and qualified noncitizens. Section 525 of Title V of Division G of the Consolidated Appropriations Act of 2008 (Public Law 110-161), signed into law December 26, 2007, and Section 1244 (g) of the National Defense Authorization Act for Fiscal Year 2008 (NDAA 2008) (Public Law 110-181), signed into law on January 28, 2008, granted these individuals assistance and entitlement programs the same as refugees admitted under Section 207 of the INA, except that these benefits are time limited. The eligibility time limit for Afghans was extended from six months to eight months through the Omnibus Appropriations Act of 2009, Division F, Title VI, Afghan Allies Protection Act of 2009, signed into law February 25, 2009. On December 19, 2009, Iraqi and Afghan immigrants granted special immigration status became eligible to receive benefits and services to the same extent as refugees. This change was enacted according to Section 8120 of Public Law Number 111-118, in the Department of Defense Appropriations Act of 2010. The special immigration status exempts these individuals from the five-year ban on receipt of TANF outlined in OPS000901 .
Effective December 26, 2007, Iraqis and Afghans granted this special immigration status may be eligible for cash benefits. In addition, the person's spouse and unmarried children under 21 years of age who are granted this special immigration status and who accompany the person or follow later to join the person may be eligible for cash benefits.
Once it is determined that the applicant or their family meets the special immigrant status, eligibility for the benefit is determined on nonfinancial, income , and resource criteria. For instance, a family applying for Cash Assistance is reviewed for TANF if the family includes a TANF child and meets the applicable income and resource limits.
Iraqi and Afghan immigrants are eligible for Cash Assistance under this special status starting with the date of entry under special immigration status or the date their immigration status was changed to the special immigration status.
Both Iraqi and Afghan special immigrants will either enter the U.S. as lawful permanent residents with the special immigrant visa or will adjust to special immigrant status after entering the U.S. under another immigration status, such as an asylee or parolee.
The following documents will confirm both status and date of entry for Iraqi and Afghan special immigrants for all programs:
Applicant Documentation Principal applicant Iraqi or Afghan special immigrant Iraqi or Afghan passport with an immigrant visa stamp noting that the person has been admitted under IV (Immigrant Visa) Category SQ1 for Iraqis and Afghans or SI1 for Afghans only and for Iraqis, Department of Homeland Security (DHS) stamp or notation on passport or I-94 showing date of entry. Spouse of principal applicant Iraqi or Afghan special immigrant Iraqi or Afghan passport with an immigrant visa stamp noting that the person has been admitted under IV Category SQ2 for Iraqis and Afghans or SI2 for Afghans only and for Iraqis, DHS stamp or notation on passport or I-94 showing date of entry Unmarried child under 21 years of age of principal applicant Iraqi or Afghan special immigrant Iraqi or Afghan passport with an immigrant visa stamp noting that the person has been admitted under IV Category SQ3 for Iraqis and Afghans or SI3 for Afghans only and for Iraqis, DHS stamp or notation on passport or I-94 showing date of entry Principal applicant Iraqi or Afghan special immigrant adjusting status in the U.S. DHS Form I-551 (green card) showing Iraqi or Afghan nationality (or Iraqi or Afghan passport), with an IV code of SQ6 for Iraqis and Afghans or SI6 for Afghans only Spouse of principal applicant of Iraqi or Afghan special immigrant DHS Form I-551 (green card) showing Iraqi or Afghan nationality (or Iraqi or Afghan passport), with an IV code of SQ7 for Iraqis and Afghans or SI7 for Afghans only Unmarried child under 21 years of age of principal applicant Iraqi or Afghan special immigrant DHS Form I-551 (green card) showing Iraqi or Afghan nationality (or Iraqi or Afghan passport), with an IV code of SQ9 for Iraqis and Afghans or SI9 for Afghans only
The CAO must authorize TANF if the family meets all program requirements using program status code (PSC) 00.
The CAO must determine eligibility under this special status for TANF.
Examples:
An Afghan individual, their spouse , and two minor children are admitted to the U.S. as special immigrants on February 14, 2011. The family applies for Cash Assistance in April 2011. The family meets all program requirements. TANF with PSC 00 is authorized beginning April 2011.
An Iraqi family enters the U.S. as noncitizens paroled into the country in December 2010. On January 15, 2011, their status is adjusted to special immigrant. The family applies for Cash Assistance on January 28, 2011. They meet program requirements and TANF is authorized with PSC 00.
For Afghan immigrants, eligibility for benefits remains in effect until the Food and Nutrition Service advises that the provision of the appropriation expires. For Iraqi immigrants, the policy is effective for five Federal Fiscal Years (FFY), (FFY 2008 through FFY 2012, which ends September 30, 2012
Updated September 27, 2024, replacing February 21, 2014
Cash Assistance Handbook
Chapter 122: Citizen/Noncitizen
To be eligible for benefits, individual must verify that they are a current resident of Pennsylvania. The individual can have more than one residence address.
Exception: Under some conditions, nonresidents may receive temporary Cash Assistance. See Section 123.9.
55 Pa. Code § 147.23(e)
NOTE : A victim of domestic violence may receive mail at an alternate address, such as the CAO address or at a legal substitute mailing address from the Address Confidentiality Program (ACP). See Chapter 108.102 1 .
Updated January 14, 2025, replacing October 29, 2024
A resident is a n individual who:
55 Pa. Code § 147.23(a)
Lives in Pennsylvania voluntarily with the intention of making their home here, and
Is not here for a temporary purpose.
A child is a resident of the state where the caretaker is a resident.
A n individual meets the residence requirements for TANF if they meet the following conditions:
55 Pa. Code § 147.41(a)(2)
The individual is living in Pennsylvania.
The applicant entered Pennsylvania with a job commitment or is looking for a job in Pennsylvania, but is not required to be employed currently .
The individual is not getting Cash Assistance from another state.
NOTE : If an applicant was getting assistance from another state before entering Pennsylvania, the applicant is considered a resident of Pennsylvania if they took the necessary steps to end their assistance in the other state.
NOTE : A n individual is not required to have a permanent or fixed address to be a resident. See Section 123.4 .
If a n applicant moving into Pennsylvania received Cash Assistance in another state, the District of Columbia, Puerto Rico, the Virgin Islands or Guam, the CAO must consider the grant amount from the other state in the eligibility determination. See Chapter 138 ; Chapter 150 , and Chapter 168 .
The CAO worker must alert the applicant’s former state of residence to end assistance if the applicant does not provide verification that the assistance has ended.
Updated October 29, 2024, replacing September 24, 2012
A n individual is not a resident if they live in Pennsylvania for a temporary purpose, such as a visit or to attend school, and plans to leave when the purpose ends. See Section 123.9, Temporary Assistance for Nonresidents .
55 Pa. Code § 147.41(b)
Updated October 29, 2024, replacing September 24, 2012
Homeless individuals must verify that they are living in Pennsylvania if it is questionable . See Section 123.6, Verification . Homeless individuals are not required to have a permanent address or fixed residence. They are required to provide a mailing address where the budget group can receive benefits and CAO correspondence. The mailing address should be one where mail will not be lost or stolen. It can be any of the following:
·A friend or relative’s address;
A post office box;
A cooperating social service agency's address;
T he CAO's address if no other appropriate address is available .
55 Pa. Code § 147.23(a)
Updated October 29, 2024, replacing September 21, 2012
Applications must be made in the county of residence.
55 Pa. Code § 147.23(b)
Exception: A n individual may apply in a county where they are living temporarily. The CAO must determine eligibility and need based on the individual's situation in the county where they applied. When the individual reports that they are going back to the county of residence, the CAO must make an intercounty transfer . See Section 123.72, Permanent Move to another County in Pennsylvania-Intercounty Transfer .
A spouse, parent, or unemancipated minor who leaves home temporarily to attend school or training for any period is considered to be living with their family for eligibility purposes. There is no time limit for the absence when attending school or training. The individual remains in or is added to the budget group .
Updated October 29, 2024; replacing September 21, 2012
The CAO must verify residence before authorizing cash benefits if residence is questionable . Residence verification is proof that the applicant is living in Pennsylvania.
55 Pa. Code § 147.23(f)
NOTE : A domestic violence victim may use an alternate address to receive mail, such as the CAO address or a legal substitute mailing address through the Address Confidentiality Program (ACP). See Section 108.1021 Address Confidentiality Program (ACP).
Proof of residence that may be used includes but is not limited to the following:
55 Pa. Code § 147.23(f)
Rent receipt;
Statement from a third party.
Statement from an agency working with the individual.
Receipts for mortgage or utility payments;
Deed;
Voter registration card ;
Collateral contact ;
Driver's license or state issued ID ;
Statement that a motel or hotel room is available once rental payment is made;
Statement that a room is available at a mission, Salvation Army, homeless shelter , or similar place.
NOTE : A voter registration card by itself is acceptable proof of residence only when:
Other verification is not possible;
The individual has cooperated with attempts to get other proof; and
The individual has given consistent information about their situation.
Updated January 14, 2025; replacing October 29, 2024
When the recipient reports an absence from the county of residence, the CAO must take action depending on the type of absence. The CAO must determine the following:
55 Pa. Code § 147.24(a)
The type of absence (out-of-county, out-of-commonwealth or out-of- country );
The purpose of the absence;
The length of the absence;
The recipient's temporary address.
A recipient is eligible during a temporary absence from their county of residence if they :
55 Pa. Code § 147.23(d)(1)
Are staying in another Pennsylvania county
Plans to return within three months or after finishing an Act 152 Drug and Alcohol Service Program; and
Continues to meet other eligibility requirements.
When a recipient reports a temporary change of address to another Pennsylvania county and meets all eligibility requirements, the former county of residence continues benefits at the new address.
Except for Act 152 placements, if the recipient has not returned to the residence county after the sixth semimonthly (twice-a-month) benefit payment date following the move, the absence is considered permanent. See Section 123.72, Permanent Move to Another County in Pennsylvania-Intercounty Transfer.
The original county or district continues benefits at the recipient’s new address for the length of any treatment stay in an Act 152 Drug and Alcohol Service Program facility outside the county where the recipient lived originally.
NOTE: An Act 152 residential treatment facility placement is considered a temporary absence. The CAO must never change a county or district of origin residence only because the recipient is temporarily absent from the county or district of origin for an Act 152 Drug and Alcohol Service Program treatment.
During a temporary absence, the CAO must use normal procedures to renew eligibility. See Chapter 176.2 Complete Renewal . The client may give information for the renewal by mail and by personal interview with the CAO in the temporary county of residence or the original county of residence .
A recipient’s move to another Pennsylvania county is considered permanent if they :
Are not expected to return within three months or
Remains more than three months in the county of temporary residence.
55 Pa. Code § 147.22
If a recipient moves permanently to another county in Pennsylvania and continues to meet all eligibility requirements, benefits must continue from the old county at the new address for two semimonthly payments.
55 Pa. Code § 147.23(d)(2)
The CAO in the original county must do the following:
Make the address change and, if necessary, adjust the monthly assistance payment to show change in income or household composition.
Base the payment on the family size allowance (FSA) in the county of origin.
Discontinue benefits effective the day before the third semimonthly benefit after the move is reported. Use reason code 099 on the Household Summary Screen in the Case Action panel .
Review the record for action needed for Medical Assistance or SNAP.
Update the record so that the last narrative entry gives the reason for the transfer.
Provide a Confirming Notice that includes the following:
Confirmation of the change of address
Date assistance will be discontinued;
The address and phone number of the new CAO;
A statement advising the client to contact the CAO in the new county of residence within three work days to establish eligibility in that county.
NOTE : Any appeal must be heard in the new county of residence.
Process any required changes before the effective date of closure. This includes the replacement of benefits authorized by the CAO of origin but not received. See Chapter 180 .
The new CAO must do the following:
If the recipient contacts the new CAO before the effective date of closure, schedule a renewal interview immediately. The recipient is not required to complete a new application. The appointment should be at least 15 days before the closure date to allow for an Advance Notice , if one is needed.
Complete a determination of eligibility and give appropriate notice of any changes in eligibility or payment amount.
NOTE : The client must receive an Advance Notice for any adverse actions, even if this requires opening the budget to meet the required ten-day time frame.
If the recipient household is found eligible, authorize an opening effective the day after the closure date.
If the recipient household has not contacted the CAO, send an Advance Notice advising that assistance will not be continued in the new county.
If the individual contacts the new CAO after the effective date of closing, provide a PA 600 , and process it as a new application.
NOTE: A new application is not necessarily required if the individual contacts the CAO within 60 days of the closure. See Chapter 179.2 Reconsidering Closed Benefits . See Chapter 179.3, Reconsidering Benefits that were Closed at Renewal if a renewal was due during the reconsideration period. A new application is required if adding a new mandatory or voluntary budget group member to the household.
NOTE: If the gaining CAO discovers an issue with an ICT once it’s been transferred, the gaining CAO should resolve the issue with the ICT before forwarding the issue to the ICT liaison of the losing CAO. (Example: SNAP semi-annual report (SAR) is due and is received prior to ICT being sent. Losing CAO did not run the SAR. SAR form is in imaging (Gaining CAO should run SAR.).
55 Pa. Code § 147.24(a)(4)(ii)
A recipient who continues to meet the eligibility requirements stays eligible during a period of temporary absence from Pennsylvania. The CAO must consider any of the following to be a temporary absence:
An absence of less than 30 days;
An absence of 30 days or more if the recipient verifies that they are prevented by illness or other good cause from returning and that they have not acted to establish residence elsewhere;
An absence of 30 days or more if the recipient provides proof that they intend to remain a resident of Pennsylvania and will return to Pennsylvania when the purpose of the absence is accomplished.
55 Pa. Code § 147.23(c)
When a recipient notifies the CAO of a plan to reside temporarily out of Pennsylvania, the CAO must send a Confirming Notice to confirm the address change. The notice reminds the recipient that an absence of 30 days or more will be considered permanent unless they can verify that the absence is temporary.
55 Pa. Code § 147.24(a)(1)
The worker must set an alert for 30 days. On the 30th day, if the recipient has not returned or has not verified continued Pennsylvania residence, the CAO must send an Advance Notice to stop benefits on the next payment date for which advance notice can be met.
If the recipient reports that the temporary absence will continue beyond 29 days and provides proof of continued Pennsylvania residence, the CAO must do the following:
Review the case at least once every 30 days to make sure the recipient continues to meet the temporary absence requirements.
If the recipient does not meet the requirements for temporary absence, close the budget and send an Advance Notice and end benefits. Benefits end on the day before first payment date allowing Advance Notice .
The recipient must report a permanent move from Pennsylvania by the tenth day of the month that follows the month the permanent move was made. When the recipient reports the move, the CAO must send an Advance Notice advising the client that their case will be closed. The CAO closes the budget the day before the first payment date for which advance notice can be given. See Chapter 177.3, Advance Notice .
55 Pa. Code § 147.24(a)(2)
If the recipient does not report the move by the tenth day of the month following the month of the move, the CAO must review for an overpayment and complete an overpayment referral, if necessary.
If a recipient is absent from the United States (the fifty states, the District of Columbia, Puerto Rico, the Virgin Islands, or Guam), the CAO must follow the procedures in Section 123.73, Temporary Absence from Pennsylvania or Section 123.74, Permanent Move from Pennsylvania .
55 Pa. Code § 147.24(a)(5)
The CAO must do the following if the recipient is temporarily absent from the United States :
Continue benefits for no more than two semimonthly payments following the move, unless the individual has good cause for not returning within 30 days and states they are returning to Pennsylvania as soon as their good cause situation ends .
S uspend assistance effective the third semimonthly payment date until the recipient returns to Pennsylvania if good cause cannot be verified .
After an absence of 60 days, close the case if good cause cannot be verified .
Updated October 29, 2024; replacing September 21, 2012
If a recipient’s whereabouts are unknown and the post office has returned agency mail, the CAO must do the following:
Review the record including Case Comments and Imaging for a new address.
If nothing in the record indicates a new address, the CAO will attempt to contact the household by phone to confirm the address and update the address and complete all appropriate actions if confirmation is made.
If the CAO could not confirm the address by phone, the CAO will send a PA 253 Pending Verification letter to the address on file. The CAO will also send a CACLET letter through the Correspondence Notice module to the forwarding address if available on the returned mail to request the recipient contact the CAO to confirm the address.
If the individual confirms or provides an updated address, the CAO will update the case and complete appropriate actions.
If the recipient does not confirm or provide an updated address by the due date on the pending letter, the CAO should close the budget with an 042 advance notice to discontinue.
55 Pa. Code § 133.4(c)(2)(vi)
Updated October 29, 2024; replacing September 21, 2012
A nonresident who meets all other eligibility conditions may be eligible for temporary assistance if they :
Plans to return to their home state or travel to another state to establish residence.
Have a definite plan for self-support in that state.
NOTE : The CAO must not authorize a payment for a person to return to Pennsylvania from another state.
Meet the requirements for Temporary Assistance for Needy Families (TANF) other than state residence.
55 Pa. Code § 147.23(e)
55 Pa. Code § 147.24(6)
The CAO must determine the details of the plan. Self-support includes any resource the individual has to meet their needs, such as income from employment, assistance from agencies in the other state, or income from friends or relatives.
To help process applications from homeless individuals efficiently, the CAO must appoint a staff member to assist a homeless nonresident who wishes to return to their home state or another state meeting the self-support plan requirement .
If the individual can provide enough information about their plan for self-support, the CAO must authorize an OTI to enable the person to reach their destination. The grant includes the minimum cost of transportation for private auto, or the minimum cost of public transportation.
The grant also includes $2 per person per day for food for the travel days plus one day after arrival. If overnight travel is necessary, lodging costs may be authorized. See Chapter 138.3 Special Items Allowances for maximum allowances for lodging. The following OTI codes are used for data entry:
232 —Private Auto 233 —Public Transit 234 —Taxi 235 —Paratransit 236 —Lodging 237 —Meals
If further verification of the self-support plan is needed, the CAO must do the following:
Promptly contact the appropriate parties in the other state for verification.
If all other eligibility requirements are met, authorize an OTI for seven days or less, as was requested, to meet the budget group 's needs while the details are being verified.
NOTE: The budget group must receive a prorated payment based on the county’s monthly allowance for the budget group.
Example: The Murphy family was referred to the Dauphin CAO by the Salvation Army. The family left their home state of Oklahoma to find work in New York. Work was not available. Mrs. Murphy became ill, and they decided to return home. Their car broke down as they were traveling through Pennsylvania. On July 10, Mr. Murphy, his wife and his two children ask for assistance from the Dauphin CAO to return home. He reports no income and no resources remaining after repair of the car. The CAO will not be able to get necessary proof from Oklahoma and New York for several days.
The CAO authorizes an OTI for seven days in the amount of $114.30 ( FSA for four = $248.50 semimonthly, prorated for seven days). On July 15, the CAO verifies that the Murphy family received no benefits from either New York or Oklahoma and that Mrs. Murphy's family will provide support until her husband finds employment . The CAO authorizes a grant to cover the cost of mileage, one night's lodging, and food for three days.
Updated October 29, 2024; replacing September 21, 2012
Cash Assistance Handbook
Chapter 123: Residence
To be eligible for TANF , a child who meets TANF eligibility requirements must be living with a caretaker or relative who qualifies as a specified relative .
An eligible specified relative may also get TANF. See Section 127.2 for requirements.
55 Pa. Code § 151.41
NOTE : TANF eligibility includes the specified relative of an SSI child who meets age and deprivation requirements.
Reserved.
Reviewed October 23, 2024
A specified relative must meet all of the following requirements:
They are related to the TANF child, as described in Section 127.21 .
55 Pa. Code § 151.42(iii)
They are an adult or a minor parent who is not required to live in the home of an adult specified relative or in an adult-supervised supportive living arrangement.
55 Pa. Code § 141.21(p)
55 Pa. Code § 141.21(q)
They exercise responsibility for the care and control of the child; that is, the person participates in:
55 Pa. Code § 151.42(i)
Planning for the child’s support, education, and maintenance.
Carrying out those plans.
Requesting benefits on behalf of the child.
They maintain a home where the child lives with the caretaker or relative or is in the process of setting up such a home within 30 days after getting the first TANF payment.
55 Pa. Code § 151.42(ii)
NOTE : The child may not receive two payments for the same period. Therefore, the specified relative requirements do not apply if the child is receiving TANF Placement Maintenance as a foster child (Title IV-E).
To qualify as a specified relative, a person must be related to the TANF child or eligible SSI or Title IV-E foster care child. Unless the CAO has different information, self-attestation of blood relation is acceptable except by a putative father. A putative father does not have legal status of being a father and is not considered a legally responsible relative (LRR). The following are valid relationships:
55 Pa. Code § 151.42(iii)
Blood relatives, including half-blood
55 Pa. Code § 151.42(iii)(A)
Examples:
Parents, grandparents, and other direct ancestors all the way back to a great-great-great grandparent
Other relationships that begin with the prefix “great,” “great-great,” “grand,” or “great-grand”
Aunt or uncle
Nephew or niece
Brother or sister
First cousin
First cousin once removed (the child of one’s first cousin, or the first cousin of one’s parent)
NOTE : The CAO must not consider second, third or other cousins as specified relatives. See Appendix A for a chart showing different ways people are related to one another.
An adoptive parent and their blood or adoptive relatives as listed above
55 Pa. Code § 151.42(iii)(B)
NOTE : Adoption ends the legal relationship between parent and child. However, it does not end the biological (blood) relationship. A biological parent may be a specified relative of an adopted child if the child returns to the biological parent’s care and control. The biological parent must pursue child support against the absent adoptive parent(s).
A stepparent , stepbrother, stepsister, or stepgrandparent
55 Pa. Code § 151.42(iii)(C)
NOTE : To qualify as a specified relative, a stepgrandparent must be the spouse of a grandparent. A parent of a stepparent does not qualify as a specified relative.
Examples:
Jane applies for Cash Assistance for Tommy, who is Jane's husband’s grandson. Jane's husband, Martin, is the father of Mary, who is Tommy’s mother. Jane may be designated a specified relative, as Jane is the spouse of Tommy’s grandparent.
Anna applies for Cash Assistance for Peter. Peter’s stepfather is Anna’s son. Anna does not qualify as a specified relative.
The spouse of any relative named above, even after the marriage ends by death, separation, or divorce.
55 Pa. Code § 151.42(iii)(D)
Example: Twelve-year-old Tommy Bennett continues to live with Tommy's stepmother, Mrs. Bennett, after the death of Tommy's father. Since Mrs. Bennett is exercising care and control of Tommy and providing a home for Tommy , Mrs. Bennett is considered to be a specified relative. Because Tommy’s natural parents are no longer in the home, Mrs. Bennett’s income is not deemed for stepchild, Tommy . See Chapter 155, Deeming Income and Resources .
A relati v e of a putative father .
NOTE : The CAO determination is made only to identify a specified relative. It does not establish paternity .
NOTE : The putative father is the alleged father of a child. Until paternity is legally established, they are not considered a parent or a legally responsible relative (LRR) . Their verbal statement alone does not establish paternity. See Chapter 129, Deprivation .
A legal guardian living with the child, only if they are related to the child as described above.
A pregnant woman with no children, or no children receiving TANF, and exempt from the minor parent requirements may receive TANF benefits for herself only if the child would qualify for TANF if it were born. See Section 127.5 and Chapter 110.211, Budget Groups, Pregnant Women .
55 Pa. Code § 151.43(f)
When the TANF child lives with the specified relative, the child's TANF eligibility is not affected if:
55 Pa. Code § 151.43(a)
The child is under court jurisdiction and is receiving services such as probation or protective supervision.
55 Pa. Code § 151.43(a)(1)
The child is in the legal custody of someone other than the specified relative, such as another person or a public or voluntary agency.
55 Pa. Code § 151.43(a)(2)
In a joint or shared custody situation, the parent who applies on behalf of the child is designated as the specified relative. The other parent is the absent parent . If both parents apply for a cash benefit, only one parent is designated as the specified relative and payment name for the child's TANF budget.
55 Pa. Code § 153.45(a)
NOTE : The TANF benefit is to meet the child's need during the entire period, not just when in the physical custody of the parent designated as the specified relative. It is not the CAO’s responsibility to mediate disagreements between parents about use of benefits.
Special arrangements for physical custody of the TANF child on holidays, birthdays, vacations, and special occasions are considered as regular visits to the absent parent.
Example: Mr. and Mrs. Greene, who are divorced, are under a joint-custody court order for the custody of their two children. The children live with each parent every other week. Mrs. Greene applies for cash benefits for herself and the two children because her unemployment compensation benefits ended and she has no other income. Mrs. Greene is designated as the specified relative and payment name for the TANF budget.
To be designated as a specified relative, a TANF minor parent (including a pregnant teen) must be exempt from the requirement to live in the home of the minor parent's parent, legal guardian, or other adult relative or in an adult-supervised supportive living arrangement. The minor parent must be exercising care and control over a dependent child.
55 Pa. Code § 141.21(p)
55 Pa. Code § 141.21(q)
Updated January 20, 2026, Replacing July 18, 2025
There must be one specified relative for each budget group , with the following exceptions.
55 Pa. Code § 151.44(a)
When both parents of a TANF child, including adoptive parents, are included in the budget group, both parents are designated as specified relatives.
If the child lives with more than one relative who could be designated the specified relative, and the relatives claim equal responsibility for the child’s care and control, the CAO may designate two persons as specified relatives.
Example 1: Mary, age 3, lives with both parents. One parent is incapacitated by a chronic illness. Both parents are designated as specified relatives.
Example 2: Dave, age 2, lives with his mother and stepfather. As Dave does not live with both parents, the mother is designated as a specified relative. If the mother is unable to take care of and be in charge of the child , the stepfather may be designated a specified relative. The parent would be included in the budget group as a parent.
Example 3: Johnny, age 5, lives with John and Mary Fulton, Johnny's maternal grandparents. They apply for Cash Assistance. Mr. and Mrs. Fulton say they are each responsible for Johnny’s care and control. The CAO determines that both of the grandparents are specified relatives.
NOTE : Mr. and Mrs. Fulton meet the relationship criteria. They may be included in the TANF grant as eligible specified (ES) relatives if they also meet income , resource , and other TANF eligibility criteria.
Updated October 23, 2024, Replacing July 30, 2013
The specified relative does not have to be included in the budget group if both of the following apply :
55 Pa. Code § 171.21(b)(1)(ii)
The specified relative is not required to be a member of the budget group (see Chapter 110, Budget Groups ).
The specified relative chooses not to be included in the budget group.
One person who meets the specified relative definition for all dependent children in one or more TANF budget groups may be designated as the specified relative for each budget group, even though they are not a member of the budget group, if:
They are not required to be a member of the budget group; and
They choose not to be included in the budget group; or
They are included in another TANF budget group.
Two or more specified relatives may be exercising responsibility for the care and control of dependent children in different budget groups who live in the same residence. A different specified relative may be designated for each TANF budget group.
Updated October 23, 2024, Replacing July 30, 2013
When there is no TANF child in the budget group , a person who qualifies as a specified relative may receive TANF benefits if at least one of the following apply:
The person is a specified relative of a child receiving SSI or in the Subsidized Permanent Legal Custodianship (SPLC) program who meets TANF age and deprivation requirements.
55 Pa. Code § 151.41
The person is a pregnant woman with no children, or with children who are not receiving TANF, and exempt from the minor parent requirements.
The pregnancy and the expected delivery date are verified by a physician, clinic, or other medical source.
55 Pa. Code § 151.43(f)
The fetus, if born, would be eligible for TANF.
The person is a specified relative of a child in a separate special budget with a program status code .
NOTE : The budget containing the specified relative without the EC is also eligible for TANF.
The person is a specified relative of the only dependent child who would be in the budget group, but the child is not eligible because of a RESET sanction.
55 Pa. Code § 165.61(b)
Reviewed October 23, 2024
The TANF child will remain eligible for TANF benefits when an emergency situation deprives them of the care of the designated specified relative . The specified relative must agree to, or the situation must require, a transfer of care and control to someone who does not qualify as a specified relative.
55 Pa. Code § 151.43(d) & 55 Pa. Code § 151.43(e)
Because of an emergency situation, a person who is not a specified relative may receive TANF for the TANF child when the specified relative is absent and parental control has not been legally ended.
55 Pa. Code § 151.43(e)
TANF will continue if the TANF child and the specified relative are separated because of both of the following situations:
The child is in a period of crisis or change. This includes any emergency situation in which the child lives with, or will live with, a non–specified relative who has assumed care and control of the child; and 55 Pa. Code § 151.43(e)(1)
The child is living with a non–specified relative because plans for the future care and protection of the child cannot be made immediately.
NOTE : The child will be eligible only if:
The person they are living with is acting on behalf of the child; and
The child was receiving TANF when the emergency situation took place; and
Active planning for the child’s continued care is ongoing.
The CAO will note in the record the reason why a non–specified relative is exercising care and control over the TANF child.
The CAO will question the non–specified relative about the circumstances to determine whether there is an emergency situation.
A period of crisis or emergency may be due to a specified relative’s hospitalization, incarceration, death or abandonment of the child.
An emergency may also be related to the child’s circumstances, including, but not limited to, the following:
Problems in school;
Problems with neighbors or other family members;
Problems with the family’s living arrangements.
The caseworker may need to make a judgment about whether the situation can be considered an emergency. However, an interpretation of what constitutes an emergency must be reasonable. The case narrative must include an explanation of the CAO's decision.
The child remains eligible for TANF during this period, so that plans for continued care can be made and carried out.
55 Pa. Code § 151.43(e)(2)
If a non–specified relative is exercising care and control of the child because the specified relative has virtually abandoned the child, the CAO will notify the County Children and Youth Agency (CCYA). The CAO will send a letter within 30 calendar days of the time it becomes aware that the child is not living with a specified relative.
The letter refers the case to the CCYA for evaluation and appropriate action. The CAO will note the referral date in the record and keep a copy of the referral letter. The letter should ask the CCYA to contact the CAO when final plans for the care and control of the child are arranged.
Example 1: Clarence lives with his great-aunt Martha. Martha receives TANF benefits for Clarence only. Martha becomes ill and must be permanently placed in a nursing home. Mr. Washington, a friend of the family, takes Clarence into his home until CCYA can arrange for Clarence’s care. Clarence stays eligible for TANF benefits while these arrangements are being made.
Example 2: John's parent , Mary, receives TANF for John. Mary drops John off to be watched by Mary's friend, Mrs. Smith, while Mary goes shopping. Mary does not return after several days. Mrs. Smith notifies the CAO that Mrs. Smith will care for John but needs financial assistance to do so. John remains eligible for TANF while CCYA evaluates the emergency situation, and they and Mrs. Smith make plans for John's future care.
While a non–specified relative is exercising care and control of the child, the CAO will review the child's status with CCYA and the non–specified relative at each renewal. The review contacts do not have to be made together. The CCYA review may be by telephone. The CAO will note the contact in the record.
The temporary TANF payment ends when the plans for the child have been made and carried out.
Updated October 23, 2024, Replacing July 30, 2013
A TANF child continues to be eligible for TANF during temporary separation of the child and the specified relative when:
The TANF child is temporarily absent from the specified relative's home; or
55 Pa. Code § 151.43(d)
The specified relative is temporarily absent from the home.
55 Pa. Code § 151.43(e)
Temporary absence of the child or specified relative does not affect the specified relative’s continuing responsibility for the care and control of the child during the separation. The child must continue to meet TANF requirements. A TANF child who lives at a school they are attending remains eligible for TANF as long as parental control is not given to school authorities.
A specified relative may receive TANF for a minor child who is absent or expected to be temporarily absent from the home for not more than 180 consecutive days. The child’s absence will not affect the child’s TANF eligibility if one of the following applies:
55 Pa. Code § 151.43(d)(1)
The absence does not affect the relative’s basic responsibility for care and control of the child.
The specified relative retains legal custody and control of the TANF child while they are attending a school.
NOTE : If the child is living in a school and the specified relative has turned over control of the child to the school, the child is not eligible.
The specified relative is responsible for care and control of the child when the temporary separation ends.
55 Pa. Code § 151.43(d)(2)
NOTE : During the separation, the CAO will decide whether or not the child is in need. The monthly assistance payment is computed as though the child were living in the specified relative’s home.
Examples:
A child is temporarily living away from home under terms of the best plan for his or her education through the first 12 grades, undergraduate college or vocational training.
A family is temporarily separated because of a fire, a flood, the sudden illness of a parent or a similar reason.
The child is making a court-ordered parental visit in another county or state.
The specified relative is not eligible for TANF if they do not report within five days (but not later than the 180th day) of the time it becomes clear that the child will be absent beyond the consecutive 180-day period.
NOTE : Failure to report this change results in:
Assistance ineligibility for the specified relative for 30 days.
Overpayment of the child’s portion of the grant for the entire 180 days if the family consists of other eligible dependent children.
Overpayment of the entire grant for the 180-day period if the family consists of only the specified relative and the child who was temporarily living away from home.
NOTE : The 180-day criteria does not count as consecutive if the child comes home for the holidays.
The temporary absence of the specified relative will not affect TANF eligibility if both of the following apply:
55 Pa. Code § 151.43(d)
The absence does not affect the relative’s basic responsibility for care and control of the child.
55 Pa. Code § 151.43(d)(2)
Example: Mrs. Martin is in the hospital for childbirth. She retains care and control of her other children. She gets her benefit, continues responsibility for the children’s needs and is in contact with them while her sister is temporarily watching them.
The specified relative will exercise responsibility for care and control when the reason for the temporary separation no longer exists.
55 Pa. Code § 151.43(d)(3)
If the specified relative transfers care and control of the child to another person, the TANF child will remain eligible under Section 127.6 .
Updated October 23, 2024, Replacing July 30, 2013
The caretaker or relative’s statement that they are related to the TANF child is enough proof, unless the CAO has different information.
If the CAO has information that is different from the caretaker or relative’s statement, the caretaker or relative must cooperate in providing the necessary documentation that proves their relationship to each child in the budget group .
The following are examples of types of documents that can verify a relationship:
Marriage licenses;
School records;
Separation papers;
Census records;
Birth certificates;
Divorce papers;
Family Bible records;
Adoption papers or records;
Indian census records;
Juvenile court records;
Bureau of Vital Statistics records;
Court support order or paternity records from DRS ;
Social service agency records;
Baptismal records established before age 5;
Church records of birth and parentage;
Hospital records of birth and parentage;
Any legal documents that trace the child’s relationship to the caretaker or relative.
If the CAO has different information and none of the above proof is available, the caretaker or relative may get a written statement from a third party that the caretaker or relative is related to the parent over whose child they are exercising care and control.
Updated October 23, 2024, Repplacing July 30, 2013
*A 1st cousin once removed is the child of a 1st cousin or the 1st cousin of one’s parent.
**A 2nd cousin once removed is the child of a 2nd cousin or the 2nd cousin of one’s parent.
Reviewed October 23, 2024
Cash Assistance Handbook
Chapter 127: Specified Relatives
To qualify for Temporary Assistance for Needy Families ( TANF ), a child must:
Meet age requirements
Live with a specified relative
Be deprived of the support, physical care, or guidance of one or both parents
55 Pa. Code § 153.43
Deprived means that there is a lack of, or interruption in, the maintenance, physical care, or parental guidance a child ordinarily receives from one or both parents.
55 Pa. Code § 153.42
Parent refers to either the biological or adoptive parent of the child. For an adopted child, deprivation is based on the lack of support, care, or guidance of the adoptive parent, not the absence or circumstances of the child’s biological parent.
The CAO must determine whether a dependent child who lives with a specified relative is deprived. A child is considered deprived only for the following reasons:
55 Pa. Code § 153.43(a)
Continued absence of one or both parents.
55 Pa. Code § 153.43(b)
Incapacity or impairment of one or both parent s .
55 Pa. Code § 153.43(c)
Unemployment.
55 Pa. Code § 153.43(d)
Members with an ES eligibility status code will have a deprivation code assigned in these three situations:
When a n individual is pregnant and eligibility for the unborn must be determined and there are no other TANF children. Use code 12 or 13.
When a child is receiving Supplemental Security Income ( SSI ) benefits in a J budget and there are no other eligible children (EC) in the TANF budget, the specified relative is eligible for TANF. Use code 01.
When a TANF budget group has multiple grant groups due to program status codes and the budget that has the specified relative without the EC is also eligible for TANF. Use code 01.
Updated September 27, 2024, replacing September 21, 2012
The County Assistance Office ( CAO ) must consider a child deprived if a parent is continually absent from the home and the continued absence interrupts or deprives the child of support, care, or parental guidance.
Continued absence interrupts or deprives the child of support, care, or parental guidance when one of the following circumstances exists:
55 Pa. Code § 153.43(a)
Death
NOTE: A child is considered deprived when an adoptive parent has died, even if both biological parents are living.
55 Pa. Code § 153.43(a)
Divorce, pending divorce, desertion, or marital separation
NOTE: If the separated parents continue living in the same residence, the child is not considered deprived for Temporary Assistance for Needy Families ( TANF ) eligibility. Verification of marital separation must prove that the spouses live at different addresses because of marital conflict.
Paternity is not established
Hospitalization (not temporary) in a medical hospital or nursing care facility
Institutionalization
Imprisonment (This includes a convicted offender who lives at home and performs unpaid public or community work during the day. This person is excluded from the budget group and is ineligible for benefits.)
NOTE: A parent is not considered absent if they are incarcerated but live at home on work-release.
55 Pa. Code § 153.44(a)(5)
Single parent adoption or artificial insemination of an unmarried woman
A child whose paternity has not been established is considered deprived even when living with the putative father. The specified relative must take action to establish paternity and support. The putative father of a child born out-of-wedlock is not considered a parent until paternity has been established. See Chapter 131, Support .
55 Pa. Code § 153.43(b)
Paternity is established when one of the following occurs:
55 Pa. Code § 187.22
The biological parents marry after the child is born
A court order legally establishes paternity
23 Pa.C.S.A. § 5102
The putative father and mother sign an Acknowledgement of Paternity Form ( PA/CS 611 ) which is submitted to Bureau of Child Support Enforcement ( BCSE ) See CAH 131.222 Acknowledgement of Paternity.
The father’s name is recorded on the birth certificate of a child born on or after January 1, 1998
23 Pa. C.S. A.§ 5103(c)
23 Pa. C.S. A.§ 5103(i)
NOTE: A birth certificate provided by a state’s vital records department is an official birth certificate.
NOTE: A verbal admission of paternity does not establish paternity.
The CAO must not consider a child deprived if the only reason for the parent's absence is due to:
1. Employment away from home; or
2. Active duty in a uniformed service including:
Army
Air Force
Navy
Marines
Coast Guard
U.S. Public Health Service
National Oceanic and Atmospheric Administration (National Weather Service)
NOTE: There must be evidence that the parent is absent due to desertion, marital separation, divorce, hospitalization, or institutionalization. The absence must be unrelated to employment away from home or active duty in a uniformed service. It must interrupt the parent's ability to provide physical care, maintenance, or guidance.
55 Pa. Code § 153.44(a)(7)
Treatment of a joint or shared custody situation is no different from that of a regular custody situation. The parent who requests assistance for their self, and their children is designated as the caretaker relative, and the other parent is considered the absent parent.
In joint or shared custody situations, when both parents request assistance for cash, one parent will be designated as the Specified Relative to receive TANF as the payment name for the children’s benefit and be included on the TANF grant. The other parent will be designated as the absent parent. The TANF grant is to meet the children’s needs for the entire period not just when in the physical custody of the parent designated as the payment name. Determinations on child support payments will be managed by the Domestic Relations. It is not the responsibility of the CAO to mediate disputes between the parents as to the use of the grant or as to who is designated as the caretaker relative. If the parents disagree about who the caretaker/relative will be, explain that TANF eligibility cannot be determined. Instruct them to return to court for a decision giving primary physical custody to one of them. When one parent is already receiving assistance, they continue to receive the benefits and instruct them to return to court for a decision giving primary physical custody to one of them.
55 Pa. Code § 153.45(a)
The caretaker/relative must meet all eligibility requirements, including support action.
Examples:
Mr. and Mrs. Smith are divorced and have joint legal custody of their two children. The children live with Mrs. Smith from Monday through Friday and spend each weekend with Mr. Smith. Mrs. Smith applies for cash benefits for self and the two children when Mrs. Smith job ends. Mrs. Smith is designated the caretaker/relative. Mr. Smith is the absent parent. Deprivation exists because Mr. Smith's absence interrupts Mr Smith providing physical care and guidance. Mr Smith is not involved in the daily decisions about the children's health care, education, etc. Mrs. Smith must pursue support.
Mr. and Mrs. Clark are separated and have joint legal custody of their two children. Mr. Clark has physical custody from January through June. Mr. Clark is the specified relative and may apply for the children during those months. Mrs. Clark is considered an absent parent from January through June. Mrs. Clark's absence interrupts Mrs. Clark's ability to provide physical care, maintenance, and guidance to the children. Mr. Clark must seek support from Mrs. Clark at that time. Mrs. Clark has physical custody from July through December. Mrs. Clark may receive TANF for the children while they are in Mrs. Clark's physical custody during those months. Mrs. Clark must seek support from Mr. Clark (the absent parent) at that time.
Special arrangements for physical custody of a child on holidays, birthdays, vacations, and special occasions are considered regular visits to the absent parent. The caretaker/relative is not entitled to any special allowance to pay for the arrangements.
55 Pa. Code § 153.45(a)(2)
Examples:
Mr. and Mrs. Greene, who are divorced, have joint 50/50 custody of their two children under a court order. Each parent has primary physical custody of the children every other week. Mrs. Greene applies for cash assistance for self and the children because Mrs. Greene's unemployment benefits ended. Mrs. Greene has no other income. Mrs. Greene is designated the caretaker/relative and Mr. Greene the absent parent. Mr. Greene agrees to this action.
Mr. Greene becomes dissatisfied with the arrangement above. Mr. Greene decides to apply for TANF for self and the children. Mrs. Greene rejects the idea. Mr. Greene must petition the court for primary physical custody of the children. Mrs. Greene's case remains active until the court decision.
A n applicant must cooperate to get necessary information and verification establishing deprivation. The CAO must not deny assistance if there is cooperation.
55 Pa. Code § 153.44(b)
The applicant or recipient must prove that:
A parent is absent from the home and
The absence of the parent interrupts or deprives the child of support, care, or parental guidance
The applicant or recipient's statement that the child's parent is dead is enough verification. If the CAO has reason to question the individual's statement, the following verification can be used:
A death certificate
Proof of receipt of a widow's or survivor's benefit on the deceased parent's social security number
VA or military service records
A signed statement from a funeral director
Hospital records
A newspaper death notice
Insurance company records
Police records
The statement of a minister or member of the clergy
NOTE: If deprivation is due to death, the applicant or recipient must apply for Federal benefits, such as Retirement, Survivor's, and Disability Insurance ( RSDI ) benefits, for which the child may be eligible. See Chapter 150, Income , if the deceased is a parent. See Chapter 131, Support , if the deceased is a putative father.
55 Pa. Code § 183.13
Acceptable proof of absence includes the following:
55 Pa. Code § 153.44(a)(3 )
Divorce, pending divorce, desertion and marital separation may be verified by:
Divorce papers
Annulment papers
Military records
Court records
Post office record of address
Motor vehicle registration records
Driver's license
Voter registration records
Employment/employer records
Telephone directory
School records
Unemployment Compensation records
Union records
Social Security Administration, Department of Veterans Affairs, or other government agency records
Insurance company records
City directory
Written statements from a landlord who is not related to the child
A statement from a member of the clergy
A statement from knowledgeable non-relatives
A signed statement from the absent parent
Hospitalization may be verified by:
Employment/employer records
Doctor’s statement
Hospital records
Imprisonment may be verified by:
Institution records
Court records
Law enforcement records
Probation office records
Institutionalization may be verified by:
Institution records
Statement from a reputable source in the community
Law enforcement records
That paternity is not established may be verified by:
Contact with the absent parent
Statement from a reputable source in the community
Court records
Single parent adoption may be verified by:
Institution records
Court records
Doctor’s records
Adoption records
Hospital records
Children and youth agency records
Artificial insemination may be verified by:
Doctor’s statement
Hospital or laboratory records
Support requirements as a condition of eligibility apply to applicant/recipients of cash assistance if there is:
The reported absence of a parent due to desertion, separation, or divorce, from the home of an un-emancipated minor child for whom cash/Medicaid is claimed
The existence of a putative father for an un-emancipated child
The absence of a spouse from the home due to desertion or separation
Applicants/recipients must cooperate in determining paternity and establishing/enforcing a support order. Failure to cooperate without good cause will result in:
55 Pa. Code § 153.44(b)(2)(i)(B)
55 Pa. Code § 187.23(b)
55 Pa. Code § 187.23(d)
The reduction of the FSA in an amount of 25 percent or more; and
The imposition of a protective payment for cash assistance
See Chapter 131, Support , for specific support requirements and procedures.
NOTE: In situations where a marriage is intact, but one parent cannot return to the home for an undetermined amount of time, absence could be considered the deprivation criterion for the child. Because of one parent’s inability to return home, they would not be considered a mandatory household member because they do not reside with the child. The parent residing with the child would be required to apply for child support from the absent parent or be subjected to the 25% reduction to the TANF grant.
Example: A parent visiting a foreign nation and unable to return due to pandemic health concerns.
55 Pa. Code § 153.44(b)(2)(i)(C)
Updated January 20, 2026, replacing September 27, 2024
The County Assistance Office ( CAO ) must consider a child deprived if either parent living with the child has a physical or mental incapacity which:
Substantially reduces or eliminates the parent's ability to support or care for the child
Is expected to last at least 30 days
55 Pa. Code § 153.44(c)(1)
55 Pa. Code § 153.44(c)(2)
Incapacity is a physical or mental defect, illness, or impairment that limits or prevents a person from working at a job or caring for the child's needs. For example, a person with a documented back problem that prevents lifting is considered incapacitated because many jobs require physical labor. Someone with asthma may not be around dust, fumes, smoke, or perfume – limiting employment opportunities.
The incapacitated parent must apply for Federal benefits such as Social Security Disability Insurance ( RSDI ) if they are potentially eligible. A person can be incapacitated for Temporary Assistance for Needy Families ( TANF ) purposes and not meet the stricter tests for SSDI . Individuals receiving SSDI or Supplemental Security Income ( SSI ) disability benefits automatically meet TANF incapacity requirements.
55 Pa. Code § 183.13
Incapacity substantially reduces or eliminates a parent's ability to support or care for a child if the incapacity is directly related to and has a major effect on the parent's ability to support or care for the child.
55 Pa. Code § 153.44(c)(2) (i)
A parent who suffers from a chronic illness that reduces or eliminates their ability to support or care for their child is considered incapacitated and meets the deprivation requirements even if the illness is controlled by medicine. Chronic illnesses include, but are not limited to:
Hypothyroidism
Epilepsy
Hyperthyroidism
Narcolepsy
Hypertension
Psychosis
Cancer
Sickle cell anemia
Diabetes
Heart disease
NOTE: Incapacity may substantially reduce a parent’s ability to support a child by limiting the parent’s job possibilities. Deprivation due to incapacity can still exist even if a parent works part-time or full-time.
The CAO must not consider a child deprived if the parent’s incapacity is expected to last less than 30 days.
Incapacity must be verified. Proof must show that the incapacity:
55 Pa. Code § 153.44(c)(1)
Substantially reduces or eliminates the parent's ability to support or care for the child and
Is expected to last at least 30 days
Proof of incapacity includes:
Documentation of eligibility for disability benefits, such as Workers' Compensation, SSI, or SSDI , due to blindness or disability
VA records
Doctor's statements
Hospital or clinic records
Psychiatric evaluation
Psychometric test results or
Other documentation from a health care professional
When the parent submits a Report of Physical/Mental Examination ( PA 586 ), incapacity is verified if one of the following is true:
Block #3 or #5 is checked
Block #4 is checked and the incapacity is expected to last 30 days or more
Block #2 is checked and the condition will substantially reduce or eliminate the ability of the parent to support or care for the child
When the parent turns in a Medical Assessment Form ( PA 635 ), incapacity is verified if:
Block #1 is checked showing that accommodations are needed for work or training and the condition will reduce or eliminate the ability of the parent to support or care for the child
Block #2 is checked showing limited ability to find and work at a job
Block #3 is checked and the incapacity is expected to last 30 days or more
Block #4 is checked
NOTE: The CAO may not require the PA 635 or PA 586 for proof of incapacity for TANF if other reputable proof is available. This statement pertains to both incapacity and Road to Economic Self-Sufficiency through Employment and Training (RESET) requirements.
At application, authorization of benefits may not be delayed beyond 30 days if the applicant cooperates to get the information. The CAO must authorize TANF for 30 days while waiting for proof of incapacity.
55 Pa. Code § 125.21(b)
The CAO must create an alert to review the deprivation before the expected end date if the verification shows that the incapacity is expected to end.
The CAO must not require additional verification when the case record already has proof of an incapacity that would not normally be expected to improve, such as emphysema or sickle cell anemia.
If verification is not available, the CAO must help the parent get proof by:
Helping the parent identify a source of verification
Requesting verification directly from a possible source, with the parent's consent
The CAO must authorize a medical examination if the parent chooses to be examined by a health care professional and a reliable free exam is unavailable.
At redetermination, the parent must give proof of the incapacity unless the record has verification that the parent's condition is not likely to improve or is not expected to improve until a later date.
Updated September 27, 2024; replacing September 21, 2012
The CAO must consider a child deprived based on unemployment if:
The child lives with both parents
Neither parent is exempt from participating in work or work-related activity
One or both parents meet the requirements to be considered unemployed
Note: A non-eligible parent can be the parent who meets the criteria to be considered unemployed. Only one eligible parent is required.
A child is considered deprived based on unemployment regardless of the work history of either parent. A child is considered deprived based on unemployment if:
Both parents have no work or
One or both parents:
Have work in which the net earned income of the budget group, after allowable deductions, is less than the Family Size Allowance ( FSA ) for the budget group
Have “on the job training” in a project that is approved or recommended by the Job Service or the RESET program
NOTE: There is no deprivation due to unemployment in joint custody situations since Federal regulations require that both parents must live in the same home as the child.
Examples:
Bill and Amy are the unmarried, biological parents of 4-year-old Matt. Paternity has been established for Matt. Amy also has a 6-year-old daughter, Susie, from a prior relationship. Amy has never worked. Bill works a full-time job for 40 hours per week at $9.50 per hour. Bill grosses $1,520 per month. No member of the household is incapacitated. Amy applies for TANF for Susie and herself.
Susie is 6 years old, and resides in mother 's household , and the other parent is absent. Susie is considered a TANF child. Matt must also be evaluated for TANF because Susie and Matt are half-siblings. Matt is not considered deprived since both of Matt's parents are in the household, neither is incapacitated, and Matt's father’s earned income (after allowable deductions) is greater than the FSA for a 4-person budget group. Amy and Susie are eligible for TANF in the C category. Bill and Matt are ineligible for TANF.
NOTE: If Bill received $325 per week in Unemployment Compensation (UC), Bill would be considered unemployed and Matt would be considered a TANF child. Since the monthly income of $1,300 is greater than the FSA for 4 people, the family is ineligible for TANF. If the net income of the family, including UC, is less than the FSA for the family size, the family would be eligible for TANF.
Kevin and Jan are the unmarried biological parents of Morgan, age 3. Paternity has been established. Jan also has a child , Toby, age 7 from a prior relationship. No support is paid. Jan and Kevin have no disabilities and Jan has no income. Kevin was working full time but Kevin’s hours were reduced due to lack of work. Kevin now works part time 10 hours per week at $8.50 per hour and collects partial UC of $215 per week. Jan applies for cash benefits for Toby and self.
Toby is a TANF child because Toby is 7 years old, lives with a parent , and the other parent is absent. Morgan is Toby’s half- sibling and must be included in the cash application if Morgan is a TANF child. For Morgan to be considered deprived based on unemployment, the net earned income of the family must be less than the FSA for four people. The net earned income of this family is $340. Since the family’s net earned income is less than the FSA for a family of four, Morgan is considered deprived and a TANF child. The total net income for the family is $340 earned income plus $860 unearned income totaling $1,200. The family is ineligible for cash assistance. Jan and Toby may be eligible for TANF due to the absence of Toby’s other parent .
Jim and Kim are the unmarried, biological parents of 3-three-old John. Paternity has been established for John. Kim also has a 7-year-old child , Julie, from a previous relationship. Kim has never worked. Jim just started a job 3 weeks ago. Jim works part-time on an irregular schedule and earns an average of $200 a month. Neither adult is incapacitated. Kim applies for TANF for self and Julie and.
Julie meets the non-financial eligibility requirements because Julie is a minor dependent child with an absent parent . Julie's half- sibling , John, must also be evaluated for TANF. John meets the non-financial requirements for TANF because John is a minor dependent child who lives with both parents and is deprived due to the underemployment of one parent. Net earned income is under the FSA for four persons. The family is a TANF U case with Jim and Kim coded ES. Julie and John are coded EC. Julie has a deprivation code of 02 (absent parent) and John has a deprivation code of 25 (unemployment).
Jason and Beth are the parents of Lisa, age 3, and Kenny, age 2. Neither Jason nor Beth has ever been employed. Jason applies for TANF for the entire 4-person family.
The entire family meets the non-financial requirements for TANF because both children are under 18 years of age, live with their biological parents and are deprived based on the unemployment of their parents. The family is a TANF U case with Jason and Beth coded ES. Lisa and Kenny are coded EC.
NOTE: If one or both parents had a physical or mental disability, the category for the budget group would be C.
Once the U category has been assigned, the budget group must continue to meet all the unemployment requirements.
Updated September 27, 2024; Replacing January 31, 2012
When deprivation is established due to incapacity of either parent or due to unemployment, a C budget will be authorized if the incapacity exempts the parent from participating in work or work-related activities. A U budget will be authorized if the parent’s incapacity does not prevent participation in work or work-related activities. See Appendix B, Desk Guide for Determining Category - Two-Parent Families .
Examples:
Mr. and Mrs. Topper, who are both unemployed, apply for cash assistance for themselves and their two minor children. Mr. Topper has no health problems. Mrs. Topper is asthmatic, limiting employment opportunities and establishing deprivation based on incapacity. The incapacity does not exempt Mrs. Topper or give good cause from participating in work or work-related activities. A U budget will be authorized .
Mr. and Mrs. Williams live with their twin s . They request cash benefits for all family members. Mr. and Mrs. Williams are both unemployed. Mr. Williams is temporarily disabled with a broken leg. The twins may be considered deprived either due to Mr. William's incapacity or due to the unemployment of their parents. The category for the entire budget group is TANF-C due to Mr. William’s incapacity .
NOTE: U takes precedence over C as the budget group category when a budget group has two or more TANF dependent children who qualify under different factors unless one of the factors is an incapacity in the household . A TANF-C budget will always be authorized when there an incapacity deprivation in the household.
Mr. and Mrs. Hill, their common child , Sue and Mrs. Hill's child Tom from a previous marriage live together. The Hills ask for a cash benefit for all family members. Mr. and Mrs. Hill are unemployed. Tom qualifies as a TANF dependent child based on the absence of a parent . Sue is included in the budget group because Sue is a half sibling of Tom and meets TANF dependent child conditions based on unemployment. The category of the entire budget group is TANF-U.
Ms. Haynes, who is unemployed, lives with their partner , Mr. Sampson, Ms. Haynes’ child from a previous relationship and a common child (paternity established) Mr. Sampson works. Mr. Sampson’s income, with allowable deductions, is greater than the FSA for four people. No deprivation exists for the common child. The common child is not considered a TANF child. Ms. Haynes and the child from a previous relationship are eligible for TANF-C, if otherwise eligible. If Mr. Sampson was not working but receiving UC, their common child would be deprived and a TANF child.
When the disability deprivation of a C budget group is resolved, the budget group would change from C to U if the budget group was eligible for U at application or would now be eligible for U.
55 Pa. Code § 153.44(d)(3)
When the absence deprivation of a C budget group is resolved, the budget group would change from C to U if the budget group met the requirements for U as of the date when the absent parent who has returned is added.
Updated September 27, 2024; replacing September 21, 2012
129.6 Reserved Reserved
Code Type Description Type Code 1 Absence ES Cd – EC Receives TANF or SSI/Sanctioned/FosterCare, Title IV-E N 2 Absence Separation/Divorce/Paternity Not Established/Hospitalization//Nursing /Imprisoned/Joint Custody A 4 Absence All absent parents are deceased A 9 Absence Single Adopting Parent N 10 Absence Artificial Insemination N 12 Absence Pregnan cy/Disabled/Unemployed P 16 Absence Newborn N 22 Incapacity Incapacity – At Least 30 Days I 24 Incapacity Incapacity – Permanent Greater than 12 Months I 25 Unemployment Unemployment C
Updated September 27, 2024; Replacing January 31, 2012
Case Situation Category Description Two-parent budget group. Some or all children in common. One or both parents have a health condition that is not serious enough to exempt them from participating in work or work-related activities. Both unemployed or have income less than the Family Size Allowance (FSA). U Deprivation for a child is based on unemployment of both parents, or underemployment, if one or both parents: · Have work in which the net earned income of the budget group, after allowable deductions, is less than the FSA for the budget group. · Have "on the job training" in a project that is approved or recommended by the Job Service or the RESET program. Two-parent budget group. Some or all children in common. Both parents are incapacitated to the extent that they are exempt from participating in work or work-related activities. C Deprivation for a child is based on the incapacity both parents that exempts them from participating in work or work-related activities . Two-parent budget group. Some or all children in common. One parent has an incapacity that exempts them from participating in work or work-related activities. C When deprivation can be established either due to an incapacity that exempts participation in work or work-related activities, the CAO will authorize C. Two-parent budget group at least one child in common and at least one with an absent parent. Both unemployed or have income less than the FSA. U The children are half-siblings and both meet TANF deprivation. One is deprived due to absence and the other is deprived based on the unemployment or underemployment of both parents. If a budget group consists of two or more TANF dependent children who qualify under different deprivation factors, i.e., certain members qualify for TANF-C while others qualify only for TANF-U, the U category takes precedence over the C category when designating the category of the budget group. Two-parent budget group, with at least one child in common and at least one child with an absent parent. One parent is employed with net income greater than the FSA C No deprivation exists for the child in common and that child is not a TANF child. Only one parent and the child whose parent is absent could receive TANF-C if otherwise eligible. Two-parent budget group, with at least one child in common and at least one child with an absent parent. One parent is employed with net income less than the FSA U One child qualifies for TANF based on absence. The children in common are included because they are half-siblings and meet TANF deprivation due to underemployment. Net income is less than the FSA.
Updated September 27 2024; Replacing January 31, 2012
Cash Assistance Handbook
Chapter 129: Deprivation
Support Requirements and Responsibilities, PCA-21581-131 (Published December 27, 2023)
Regulations and procedures for getting support from a legally responsible relative (LRR) are different, depending on the relationship and where the LRR lives.
If the LRR is living in the same residence, the CAO must:
Consider the LRR as an actual resource
Determine the income available to the client from the LRR to the applicant or recipient. See Section 150.31, Support Payment s and Section 155.22, LRR Residing Elsewhere .
5 5 Pa. Code § 187.21
T he courts can order the LRR to give public assistance applicants/recipients financial and medical support. The applicant/recipient or the Department of Human Services (DHS) may petition for support.
23 Pa. C.S § 4301
23 Pa. C.S § 5104
23 Pa. C.S § 7101.1
23 Pa. C.S § 8415
Support requirements for eligibility apply to cash assistance applicants/recipients , including eligibility for a Non-Continuous Eligibility (NCE) benefit, if there is:
55 Pa. Code § 141.21
5 5 Pa. Code § 187.23
The reported absence of a parent due to desertion, separation, or divorce from the home of an unemancipated minor child who has received cash assistance or is trying to receive cash assistance
5 5 Pa. Code § 187.23
NOTE: Use Chapter 129.21, Shared/Joint Custody to determine the custodial parent in joint or shared custody cases.
55 Pa. Code § 151.44(a)(1)
NOTE: This includes budgets in which only the specified relative is in the budget group and the child is an SSI child or is ineligible for TANF. The specified relative’s eligibility is based on deprivation due to an absent parent. Child support payments for an SSI child do not affect the specified relative’s TANF benefits. The Social Security Administration considers support as the child’s income and adjusts for SSI.
A putative father for an unemancipated child
A spouse who is absent from the home because of desertion or separation.
55 Pa. Code § 153.44(a)(3)
A minor parent applicant/recipient who is also the payment name for the child must comply with support requirements.
If a minor parent is in the budget group, the applicant/recipient who is the payment name must comply with the support requirements for the entire budget group.
The minor parent must also comply with support requirements for his/her child.
55 Pa. Code § 141.21(c)(1) and (2)
5 5 Pa. Code § 187.23
Updated May 3, 2024, replacing March 25, 2020
Pennsylvania statutes limit LRR to spouse or parents of an unemancipated minor child.
5 5 Pa. Code § 187.22
23 Pa. C.S. § 4371
A spouse is a husband or wife, whether they got married during a legal ceremony or by common law.
It may be considered a c ommon law marriage if a man and woman:
Lived together and were free to marry (single, divorced , or widowed)
Declared that they had a common law marriage and
Made it appear to the community that they were married.
Acts 144 of 2004 states that common law marriages contracted after Jan. 1, 2005, are not valid unless they lived in a state in which common law marriage was legal at the time they met the common law marriage requirements of that state. Common law marriages contracted before Jan. 1, 2005, are valid.
23 Pa. C.S . § 1103
The CAO must review the case record to determine the marital status of the applicant or recipient . When an applicant says a marriage exists, the CAO should ask the applicant to verify the marriage or how long the common law marriage has existed.
If an applicant says that they are a common law spouse, the CAO must get proof that the couple was presenting themselves to the community as a married couple before Jan. 1, 2005. Proof includes, but is not limited to:
The deed to their home
Income tax records
Bank records
Leases
Utility bills
Statements from knowledgeable persons.
NOTE: Verification of marriage through a legal ceremony may also be requested if evidence of this marriage is not already presented. In addition to the acceptable verifications listed above, a marriage certificate is also an acceptable document for marriage through a legal ceremony.
The CAO should recognize the common law marriage if the record shows the couple presented themselves as married under common law before January 1, 2005. If so, they are still married under common law. The marriage can be dissolved only through the legal process. A common law marriage does not exist if it was established after January 1, 2005.
A person may be a biological parent, an adoptive parent, through a different court proceeding, or a man may become the legal father of a child through the acknowledgment of parentage process. When a child is born to a woman is married, the spouse is legally a parent of the child even if the spouse is not a biological parent unless a court order legally designates other individuals as parents .
A parent is the biological or adoptive father or mother of a child.
A putative father does not have legal status of being a father and is not an LRR. An alleged father of a child born when the couple is not married is considered a putative father until paternity is legally determined.
23 Pa. C.S. §§ 5102
23 Pa. C.S. §§ 5103
55 Pa. Code § 183.901(a)
Paternity is established by one of the following:
Paternity is legally established by court order.
The spouse of the birth mother at the time of the birth of a child is presumed to be the parent.
The putative father and mother sign an Acknowledgment of Paternity (AOP) Form PA/CS 611 that is submitted to and recorded as valid by the Bureau of Child Support Enforcement (BCSE).
5 5 Pa. Code § 187.22
23 Pa. C.S. § 5103(c)
The paternity of a child must be determined if the mother is unmarried at the time the child is born.
The paternity of a child does not need to be determined if:
The mother is not married when the child is born because the marriage ended by death or divorce between conception and birth or a court declared the marriage legally void.
The mother of the child or children states that her husband is not the biological father. The woman’s husband is the legal father and has responsibility to support the child or children financially and medically. The husband may challenge responsibility only in court.
For children born on or after Jan. 1, 1998, the Acknowledgment of Paternity (AOP) f orm PA/CS 611 is used by birthing hospitals and the CAO to allow an unmarried birth mother and birth father to acknowledge the paternity of a child born outside marriage.
23 Pa. C.S. § 5103
For voluntary acknowledgment of paternity:
CAO staff must sign the PA/CS 611 as the required witness when the form is completed in their presence.
CCCAO C CAO CAO staff must give written and oral notice to the birth mother and putative father about the legal consequences of and the rights and responsibilities that they are taking on by signing the PA/CS 611 , as well as about the other choices that the parents have such as requesting genetic testing. The PA/CS 611 is the written notification. The CAO staff must explain the form orally to the birth mother and the putative father before they fill out and sign the form.
A completed PA/CS 611 with parents and witness signatures is a conclusive legal finding of paternity, but either the birth mother or the birth father who signed the form may rescind acknowledgment of paternity.
55 Pa. Code § 153.44(e)
23 Pa. C.S. § 5103
Either the birth mother or father signing the PA/CS 611 may send a signed statement asking that acknowledgment be rescinded. The signed statement must be sent to BCSE AOP Program at the address below . The BCSE address is also on the form. The request to rescind the PA/CS 611 must be sent to BCSE no later than 60 days after the form is signed or on the date of a court proceeding about the child, whichever date is sooner.
After the 60-day period or after a court proceeding about the child, whichever date is earlier, a PA/CS 611 may only be challenged in court based on fraud, duress, or material mistake of fact established with clear and convincing proof.
The CAO must mail the completed PA/CS 611 to:
COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF HUMAN SERVICES BUREAU OF CHILD SUPPORT ENFORCEMENT AOP PROGRAM PO BOX 8018 HARRISBURG, PA 17105-8018
Hospitals and birthing centers are required by law to give unmarried parents of newborns the chance to acknowledge paternity at the time of birth. Hospitals and birthing centers use the PA/CS 611 and send the completed form to BCSE.
23 Pa. C.S. § 5103(c)
NOTE: The father’s name may be included on the record of birth (birth certificate) of the child of unmarried parents only if:
The father and mother have signed a PA/CS 611 or
A court or administrative agency of competent jurisdiction has issued an adjudication of paternity.
TTThe T The BCSE reviews each submitted PA/CS 611 to ensure it is fully and accurately completed before recording the information into the Paternity Tracking System (PTS). It takes three to five weeks from the day the form is submitted to BCSE to certify it in the PTS. The CAO can call, write or fax a request to BCSE for a certified copy of the AOP. See Appendix C, Acknowledgement of Paternity for procedures to access the PTS.
W When a person presents a completed and signed copy of an AOP, the CAO must access the PTS to determine if the AOP is certified. If the PA/CS 611 is not on the PTS and the signature date is less than five weeks, the CAO may assume that paternity is established for determining benefits. Assume paternity was not established if the PA/CS 611 was signed more than five weeks ago and is not in the PTS or if the form does not have:
The first and last names of the mother, the father and the child
Dated signatures of the mother, father and witness
Date of birth of the mother, father and child
Social Security Number for the mother and father
Address of the mother and father
Birthplace of the child.
TT The CAO should always check the PTS to be sure there is no duplicate PA/CS 611 .
TTThe The CAO must follow Section 131.3, Cooperation with Support Requirements support procedures when:
A putative father is not willing to acknowledge paternity voluntarily
The mother denies the putative father’s paternity claim and refuses to sign the PA/CS 611 .
NOTE: The putative father may establish a claim of paternity by signing and having his signature witnessed on an AOP form. An action to establish paternity must be started before the child’s 18th birthday. By signing the form without the mother’s consent, the putative father has the right to receive notice of any proceedings to terminate his parental rights involving the child .
55 Pa. Code § 187.22
23 Pa. C.S. § 5103(b)
Updated August 4, 2025, replacing March 25, 2025
Each applicant/recipient must cooperate in the absent parent determination and the establishment/enforcement of a child support obligation. The CAO must require the applicant/recipient to give proof and must enter supporting evidence in the case notes.
55 Pa. Code § 141.21
23 Pa. C.S § 4380
The CAO must not require cooperation when:
An LRR is deceased
A putative father is deceased
A child for whom assistance is sought or received is 18 years old or older and paternity was never established
NOTE: Action to establish paternity must begin before the child’s 18th birthday.
The applicant/recipient claims good cause (using PA 1747 ) and the CAO determines that good cause exists. See Section 131.63, CAO Determination and Notice of Good Cause
5 5 Pa. Code § 187.27
55 Pa. Code § 141.21(d)(1)
A court or the DHS Bureau of Hearings and Appeals finds that there is good cause for not cooperating with child support enforcement requirements
A child is adopted by a single parent or born to a single woman as a result of artificial insemination.
When Temporary Assistance for Needy Families (TANF) cash benefits applicants/recipients do not cooperate with support requirements without good cause, the CAO must reduce their cash grants by 25%. See Appendix D, Eligibility Status for Non-Cooperation with Support Requirements and Mandatory Participation in Road to Economic Self-Sufficiency Through Employment and Training (RESET).
NOTE: If more than one grant group is receiving TANF in the same record, cooperation with Support Requirements is determined by grant group.
Example: An applicant or recipient is cooperating with establishing support for a child in grant group one and not cooperating with establishing support for a child in grant group two, only the benefit amount for grant group two is reduced by 25%. The applicant/recipient receives the full FSA for grant group 1.
A TANF household whose cash grant is reduced for failure to comply with support requirements is entitled to removal of the 25% reduction effective the first payment date that can be met after the compliance has been verified. As individuals not cooperating with support requirements continue to be coded with an ES status, the compliance is not an eligibility factor for the individual. A supplemental OTI is not issued.
55 Pa. Code § 153.44(b)(2)(i)(c)
55 Pa. Code § 187.26 (c)(1)
Before requiring cooperation, the CAO must give oral and written notice of the following to the applicant/recipient claiming assistance for a child who has a non-custodial parent or putative father:
55 Pa. Code § 141.21(d)(1)(ii)(A)
5 5 Pa. Code § 187.25
23 Pa. C.S § 4380(b)
The cooperation requirements
The right to claim good cause
The provisions of the family violence option. S ee Section 108.71, Guidance on Good Cause Waivers of Specific Program Requirements.
The fact that the CAO must reduce TANF cash grants by 25 percent for not cooperating with support requirements without good cause. See Appendix D, Eligibility Status for Non-Cooperation with Support Requirements and Mandatory Participation in Road to Economic Self-Sufficiency Through Employment and Training (RESET) .
55 Pa. Code § 153.44(b)(2)(i)(c)
55 Pa. Code § 187.26 (c)
NOTE: The CAO must reduce the FSA by 25 percent for a grant group with an SSI parent or a sanctioned specified relative who does not cooperate with child support requirements.
Example 1 : A parent applying for cash assistance for themselves and one child and the parent does not cooperate with support requirements without good cause. The CAO must reduce the two-person Family Size Allowance (FSA) of $316 by 25 percent for a $79 reduction. The family will receive $237 per month in TANF benefits.
Example 2 : A parent applying for cash assistance for themselves and her their children , and the parent does not cooperate with support requirements without good cause. The CAO must reduce the five-person FSA of $589 by 25 percent for a $147.25 reduction. The family will receive $441.75 per month in TANF benefits.
Example 3 : A parent was sanctioned for not complying with employment requirements. The case was closed. If they reapply , the employment sanction is still in effect unless she agrees to comply. If she also does not cooperate with child support requirements, the grant for her children is reduced by 25 percent.
Example 4 : The applicant household is made up of an unemancipated minor child (child-only budget). The CAO must lower the FSA by 25 percent if the non-eligible specified relative does not cooperate with child support requirements .
Example 5 : If the applicant household is made up of a single adult who does not cooperate in getting support from an absent spouse, the CAO must lower the cash grant by 25 percent.
FSA Group 2 is used for all examples.
The CAO must use the PA/CS 647 Child Support Information Sheet and the PA/CS 173-WP Support and Good Cause form to give information about child support requirements and good cause exceptions. The applicant/recipient signs the PA/CS 173-WP to show receipt of the information. The CAO worker signs the form, gives the original to the applicant/recipient, and keeps the copy in the case record for six years.
The CAO must change cooperation procedures when:
The CAO receives notice that a child has been born to an applicant/recipient. See Section 168.812, Determining Eligibility and Payment Amount . The CAO must complete the required application for support services manually when adding a newborn child to the assistance group. See Section 131.36, Application for Support Services .
The Secretary of Human Services approves a waiver from the Domestic Relations Section (DRS) and/or court of common pleas to do away with the requirement to appear personally at the DRS before the CAO authorizes assistance.
23 Pa. C.S. 4378(a)
To be eligible for the full assistance amount, the applicant/recipient must cooperate with DHS, the DRS, and/or court of common pleas in determining parentage and establishing support obligations.
55 Pa. Code §187.23(b)
Cooperation means that the applicant/recipient must:
Give truthful and correct information to DHS, the DRS and/or court of common pleas in person or in documents that they request
55 Pa. Code §125.24(c)(3)
Identify the non-custodial parent(s) or putative father of each child for whom assistance is sought or received
55 Pa. Code §141.21(d)(1)
Keep scheduled appointments with the DHS and DRS
Sign and return forms requested by the DHS and DRS
Appear for scheduled genetic testing with the child or children
Appear as a witness and testify at judicial and other hearings as requested by the DRS and/or court of common pleas
Pay to the DHS any support payment received directly from a non-custodial parent or a DRS after an assignment of support is in place
23 Pa. C.S. 4379
Report any changes or new information that relates to support enforcement to the CAO or DRS within the first 10 days of the month after the month of the change.
23 Pa. C.S 4353
NOTE : The CAO must evaluate the applicant/recipient’s efforts to cooperate case-by-case, specific to the facts and circumstances the applicant/recipient gives. The applicant/recipient must give the name and enough information to identify the non- custodial parent except when the applicant/recipient claims good cause or can not be reasonably expected to know or get information about the putative father or non-custodial parent. By Pennsylvania law, non-cooperation is presumed if a single biological mother does not identify the putative father by name, second genetic exclusion of the putative father(s) named by the applicant/recipient , or a court order does not establish parentage . This may be rebutted only by clear and convincing evidence. Non-cooperation is also assumed if any applicant/recipient does not cooperate with establishing support obligations. See Section 131.35 , Cooperation Prior to Authorization .
If there is an absent spouse, the applicant/recipient must cooperate with the DHS, DRS, and/or court of common pleas in establishing a support obligation.
55 Pa. Code §141.21
55 Pa. Code § 187.23(c)
Legally responsible relatives of the cash assistance applicant/recipients are:
The spouse
The spouse in a common-law marriage contracted before Jan. 1, 2005 or a common-law marriage recognized in another state legal at the time it was established
The biological or adoptive parent of an un-emancipated minor child for whom cash assistance is sought or received.
Individuals named as parents in a court order for unemancipated minor child for whom cash assistance is sought or received.
55 Pa. Code §187.22
23 Pa. C.S. §4371
Use PA/CS 643A , Certificate of Cooperation to document cooperation for support . See Section 131.35, Cooperation Prior to Authorization .
NOTE: Spousal support is gender neutral and reciprocal in all fifty states.
Cooperation means that the applicant/recipient must:
Give truthful and correct information and documents requested by DHS or DRS
55 Pa. Code §125.24(c)(3)
Name the absent spouse
55 Pa. Code §141.21(d)(1)
Keep scheduled appointments with the DHS and DRS
Sign and return forms that DHS and DRS requests
Appear as a witness and testify at judicial and other hearings requested by the DRS and/or court of common pleas
Pay to the DHS any support payment received directly from an absent spouse or a DRS after an assignment of support is in place
23 Pa. C.S. 4378
Report any changes or new information relevant to support enforcement to the DHS or DRS within the first 10 days of the month after the month of the change.
23 Pa. C.S 4353
The CAO must provide an allowance if the recipient is in need of transportation to:
Report for a support interview at the request of the DHS or the DRS
Appear in court in another county or state to establish paternity and to petition for establishment of a court order
Appear for a jury trial where a cross-examination is required.
See Chapter 138 .41, Transportation Allowances .
The CAO must:
Explain the support enforcement process
Explain that cash assistance will not be authorized or an existing grant will not be increased to add a person except a newborn until the applicant/recipient gets certification of cooperation with child support requirements from the DRS.
Explain that cooperation must be verified within 30 days of the date the application is completed and signed. The PA/CS 643A , Certification of Cooperation (available on Docu S hare), is used to get DRS certification.
55 Pa. Code 141.21(c)
55 Pa. Code 187.23 (d)
55 Pa. Code §187.26
23 Pa. C.S. 4378
NOTE: When adding a newborn child to the assistance group, the recipient must cooperate with the child support enforcement requirements before the end of the grace period. See Section 168.812, Addition of Newborn Children to the Budget Group . The CAO provides a Certification of Cooperation , PA/CS 643A at the interview to establish continuing eligibility for the newborn.
Complete Section A of the PA/CS 643A , using the instructions on the back
NOTE: Use one PA/CS 643A for each non-custodial parent or putative father. Children with the same parent or putative father are listed on the same PA/CS 643A .
Give the form to the applicant/recipient with the instruction to appear before the DRS and return the form with Section B completed and authenticated by the DRS.
NOTE: If the applicant/recipient does not return the PA/CS 643A , authenticated by the DRS, the CAO must determine eligibility and, if eligible, authorize assistance within 30 days of the date the application is completed and signed. The CAO must lower the cash grant by 25 percent. See Appendix D, Eligibility Status for Non-Cooperation with Support Requirements and Mandatory Participation in Road to Economic Self-Sufficiency Through Employment and Training (RESET) .
NOTE: The Secretary of Human Services may waive the pre-authorization personal appearance at the DRS requirement if the DRS can show that another procedure would be as efficient and effective. The CAO must not complete the PA/CS 643A if the personal appearance requirement was waived. The DRS must receive the notice of application for support services by automated transfer of information from eCIS.
55 Pa. Code §1 87.23(d)(3)
Exception : Noncooperation is presumed if the mother does not provide the name of the putative father of a child for whom cash assistance is sought or received if she was not married at the time of birth or a court order naming absent parent is not provided . This may be challenged only by clear and convincing evidence. When the mother is unable to cooperate, that is considered by the CAO to be clear and convincing evidence.
55 Pa. Code §141.21(d)(1)
55 Pa. Code §187.23(b)(1)
23 Pa. C.S. 4379
If there is no clear and convincing evidence that a single individual giving birth cannot provide the putative father's name and a court order is not verified , the CAO must:
Lower the cash grant by 25 percent
Enter the letter Y in the “Unknown Indicator” field for the absent relative in the electronic Client Information System (eCIS)
Not complete the PA/CS 643A
Authorize the generation of the PA/CS 643, Application for Support Services, in eCIS.
NOTE: Noncooperation with support requirements by an applicant or recipient, unless there is good cause, does not affect the duty of the LRR to pay support.
If the applicant/recipient reports that the DRS did not complete the PA/CS 643A , the CAO must verify with the DRS that the applicant appeared and that the delay in returning the form is beyond the applicant’s control. The CAO must consider the requirement met if the delay was caused by the DRS.
55 Pa. Code §§153.44 (b)(2)(i)(C)
55 Pa. Code §187.26(c)(1)
A new PA/CS 643A is not required for cash assistance for:
Waived counties
Inter-county transfers
Requests for cash within 60 days of previous cash closing. See Section 104.54, Application Processing for Households and Families Recently Discontinued or Denied Benefits and Chapter 104, Appendix D Desk Guide to Application Processing for Households and Families Recently Discontinued or Denied Benefits .
The CAO must system generate an electronic referral to the DRS to include any new information or changes the person gives to re-establish the support assignment. The client must cooperate with all other support requirements unless good cause for non-cooperation is established.
Scan the PA/CS 643A into imaging.
On the cash assistance authorization date, in addition to the Certificate of Cooperation, PA/CS 643A paper referral, the CAO authorizes the PA/CS 643 Application for Support Services electronically through eCIS. The electronic application is sent from eCIS to the DRS through the Pennsylvania Child Support Enforcement System (PACSES) for each absent LRR and each putative father. The electronic application is not sent by the CAO if the CAO determines the applicant/recipient has good cause not to cooperate with support requirements. See Section 131.3 Cooperation With Support Requirements .
The DRS must notify the CAO when genetic testing excludes a named putative father. If the excluded person is the first named putative father, the CAO must interview the recipient to get the name and information for another putative father. The CAO must authorize generation of another electronic Application for Support Services through eCIS to PACSES.
55 Pa. Code §187.23(b)
Updated May 3, 2024, replacing October 22, 2013
Support may be court-ordered or voluntary. It may be paid directly to the client or paid to DHS . Support paid by an LRR for a child or spouse or by a putative father for a child is included in the income calculations to determine eligibility. See Section 150.31, Support Payments .
If a recipient agrees to accept cash assistance, then DHS legally is required to collect support for the recipient and for any family member in the household also receiving cash assistance. The assignment is effective up to the amount of cash assistance received. The assignment does not include pre-assistance arrears owed to the family when they were not receiving cash assistance. Pre-assistance arrears are paid directly to the family by the Pennsylvania State Collection and Disbursement Unit (SCDU) .
NOTE: It is the noncustodial parent’s responsibility to remit support payments to Pennsylvania SCDU as indicated on the court order for support and required by law to receive credit for the payment.
55 Pa. Code §187.23(e)
23 Pa. C.S. 4378
Treat these support arrears payments as lump sum unearned income for:
Cash Assistance
Supplemental Nutritional Assistance Program (SNAP)
Medical Assistance
Low-Income Heating Energy Assistance Program (LIHEAP)
See :
Section 157.5, Determining the Effect of a Lump Sum Payment on Eligibility
SNAP Handbook Section 550.5, Income Excluded in Computing Eligibility
Medical Assistance Eligibility Handbook Section 357.1, General Policy
LIHEAP Handbook Section 650.7, Income Exclusions
The assignment:
Includes medical support to reimburse expenses paid under the DHS/Medicaid program
Is effective when the recipient is found eligible and until eligibility ends.
Upon termination of cash assistance:
The assignment of financial support rights ends, but support that was owed to DHS during the time cash assistance was being paid continues to be owed until it is paid to DHS per Federal law.
The assignment of medical support rights ends, but medical support that was owed for expenses paid under the DHS/Medicaid program continue to be owed to DHS until paid.
42 USC Section 608 (a) (3)
When the individual directly receives support after assignment, the CAO must:
Tell the applicant/recipient that, by law, support received directly by the recipient from an LRR or the DRS after assignment must be returned/repaid to DHS.
NOTE : It is possible to waive the collection of voluntary support paid directly to the recipient in some instances where domestic violence may exist. See Section 108.75, Verification of Eligibility Factors .
Not c ollect any voluntary or court-ordered support paid directly to the recipient. Give the individual Support Payment Instructions PA 1967.
NOTE: Issue a Receipt of Payment, PA/CS 175-M if the CAO receives voluntary support in error and the individual is not present . See Supplemental Handbook Chapter 915.7, Payment on a Reimbursement Claim . Send the household a PA 1967. Send the payment to:
Bureau of Child Support Enforcement
Division of Field Operations
P.O. Box 8018
Harrisburg, PA 17105
Process an overpayment referral for collection by the Office of Inspector General for any support payments received by a recipient after assignment and not returned to DHS.
Updated May 3, 2024, replacing January 31, 2-012
N oncooperation is presumed if a mother who was not married at the time of the child's birth and does not have an exception does not cooperate, without good cause, to identify her child’s putative father by name , does not provides the names of two putative fathers subsequently excluded from parentage by genetic testing, and does not provide verification of a court order establishing parentage . Noncooperation may be rebutted only by clear and convincing evidence.
55 Pa. Code §141.21(d)(1)
Clear and convincing evidence means that the proof that the mother presents supporting her inability to cooperate is so clear and direct that the CAO is convinced without doubt that the facts are true. Without clear and convincing evidence, the CAO must determine the mother non-cooperative.
55 Pa. Code § 187.23(b)
23 Pa. C.S. § 4379
23 Pa. C.S. § 4380
After a referral to the DRS for support action, the DRS or court of common pleas determines whether the applicant/recipient has not cooperated without good cause. The DRS or court notifies the CAO through a n e CIS alert of their decision, and the reason for their decision. The court issues an order only after giving the applicant/recipient notice and the opportunity for a court hearing.
NOTE: A finding of noncooperation of an applicant/recipient does not affect the duty of the LRR to pay the assigned support obligation. The CAO should enter absent relative information in e CIS to generate an electronic support referral to the DRS.
55 Pa. Code §187.25(a)(6)
23 Pa. C.S. 4380(b)(3)
NOTE: Identification of potential good cause circumstances may take place when an applicant/recipient is cooperating with requirements or has not cooperated. If a DRS or court of common pleas identifies that there may be good cause, they must:
Give the information to the CAO by an eCIS alert Tell the applicant/recipient to contact the CAO to file a good cause claim Suspend support action until the CAO makes a determination on the good cause claim
If the applicant/recipient does not want to claim good cause, the DRS or court of common pleas must continue the child support enforcement process.
If the applicant or recipient does not cooperate with DHS according to Section 131.32, Cooperation Criteria for Child Support or Section 131.33, Cooperation Criteria for Spousal Support without good cause according to Section 131.6 , Good Cause or if the CAO receives an eCIS alert from the DRS or BCSE that the recipient did not cooperate without good cause, or if the CAO determines noncooperation, the CAO must:
55 Pa. Code §187.26
· Authorize cash assistance for all members of the applicant /recipient group, if all other eligibility criteria are satisfied code the non-cooperating parent with eligibility status “E S ” if all other eligibility criteria are met, and lower the cash assistance grant by 25 percent.
NOTE: The CAO must lower the grant by 25 percent for the applicant/recipient group with the non- cooperating Specified Relative even if the non-cooperating Specified Relative is sanctioned or ineligible for another reason.
NOTE: Only the grant group(s) including a child for whom the specified relative is non-cooperative receives a 25 percent reduction if there is more than one grant group.
Send an Advance Notice to lower the cash assistance grant by 25 percent. See Appendix D, Eligibility Status for Noncooperation with Support Requirements and Mandatory Participation in Road to Economic Self-Sufficiency Through Employment and Training (RESET) .
55 Pa. Code §187.25
Count support collections that an ineligible person receives and keeps as income available to the budget group receiving cash assistance.
NOTE : The CAO must give written notice to the DRS before a scheduled hearing on noncooperation. The DRS staff responsible for the noncooperation determination must testify at the DHS fair hearing.
55 Pa. Code §187.23(c) 55 Pa. Code §187.25
55 Pa. Code §187.26
55 Pa. Code §187.26 (c)(1)
55 Pa. Code §153.44(b)(2)(i)(C)
Upon receipt of a noncooperation court order issued by a court of common pleas, the CAO must:
Implement the order within 10 days of receipt by sending a n Advance Notice to lower the cash assistance grant of an applicant/recipient by an amount of 25 percent.
NOTE: Only the grant group(s) including a child for whom the specified relative is non-cooperative receives a 25 percent reduction if there is more than one grant group.
NOTE : A ll eligible mandatory budget group members including those in a TANF budget group whose grant has been reduced by 25 percent must cooperate with RESET requirements. They will be required to work or participate in work-related activities. See Appendix D, Eligibility Status for Noncooperation with Support Requirements and Mandatory Participation in Road to Economic Self-Sufficiency Through Employment and Training (RESET) .
Tell the applicant/recipient that the right of appeal to the DHS Bureau of Hearings and Appeals does not include the right to appeal a court order where the court determined noncooperation. The right of appeal to the Bureau of Hearings and Appeals is limited to the amount of the net assistance grant calculation.
Remove 25 percent penalty only when receiving another court order, on the first payment day after the effective date of the order.
NOTE: DRS must let the CAO know if the court receives an appeal and decides to hear the appeal. The 25 percent reduction in cash assistance is in effect until the first payment date after the effective date of a new court order . A One Time Issuance (OTI) is not initiated.
55 Pa. Code §153.44(b)(2)(i)(C)
55 Pa. Code §187.26(c)(1) 23 Pa. C.S. 4380
Updated May 3, 2024, replacing February 8, 2013
T he cooperation requirements are excused if good cause is established. Good cause includes, but is not limited to when:
55 Pa. Code § 187.27(c)
The child was conceived as a result of incest or rape
Legal proceedings for the adoption of the child are pending before a court
The applicant/recipient is currently being helped by a public or licensed private social agency to decide whether to keep or give up the child for adoption, and the discussions have continued for less than 3 months
Action to establish paternity or get child or spousal support would make it harder for the person or family member to escape domestic violence, or would unfairly penalize the violence victim or increase the risk of further violence.
Domestic violence is defined as a pattern of behavior when there is one or more of the following:
Physical acts that resulted in, or threatened to result in, physical injury
Sexual abuse
Sexual activity involving a dependent child
Being forced as the caretaker of a dependent child to engage in non-consensual sexual acts or activities
Threats of, or attempts at, physical or sexual abuse
Mental abuse
Neglect or depriving of medical care.
An applicant or recipient must give proof of the good cause claim within 30 days from the date the claim is made except when the applicant or recipient states that domestic violence is the reason for the good cause claim.
Use the Domestic Violence Verification Form PA 1747 for good cause requests based on domestic violence.
For a good cause request based on rape, incest, pending adoption, or discussion to consider adoption, complete the Good Cause Determination Based on Factors Other than Domestic Violence for Child Support or Paternity PA/CS 173GC .
Types of verification include, but are not limited to:
55 Pa. Code § 187.27(b)
Birth certificates or medical or law enforcement records showing that the child was conceived as the result of incest or rape
Court documents or other records showing that legal adoption proceedings are pending or that an agency is actively working with a parent considering giving up the child for adoption, and discussions have gone on less than three months
Official records such as medical, criminal, child protective services, social services, psychological, or law enforcement verifying domestic violence
Medical records showing the applicant/recipient’s emotional health history and present emotional health status or those of the child whose support is sought or received, or written statements from a mental health professional showing a diagnosis or prognosis of the applicant/recipient or child’s emotional health
Statements from other people who are aware of the circumstances for the good cause claim. For example, a medical, psychological or social service provider, law enforcement professional, friend, relative, neighbor or other person who is aware of the circumstances may sign the statement.
The CAO and applicant or recipient must fill out the Domestic Violence Verification F orm PA 1747 available on Docu S hare for all good cause claims based on domestic violence in these circumstances:
To accompany the above acceptable verification given by an applicant or recipient (Block 2)
To grant good cause on the applicant/recipient’s written consent based on proof of the good cause claim given by a third party on the form (Block 3)
To grant good cause for up to six months when an applicant or recipient says he or she is at risk of domestic violence and cannot get other proof of domestic violence safely within the established time frame (Block 4).
NOTE : The CAO may not contact the putative father or non-custodial parent to verify good cause based on a claim of domestic violence .
When an applicant/recipient begins a good cause claim, the CAO must tell the applicant/recipient how to get necessary documents. The CAO must assist the applicant/recipient in obtaining documents the individual cannot reasonably obtain themselves , if the applicant/recipient requests assistance or if circumstances show that the applicant/recipient may not be able to obtain them .
EXAMPLE: An individual may not be able to obtain necessary documents when their safety may be in question if they return home to get their documents or if they reside in a shelter.
55 Pa. Code § 187.27(b)(2)
The CAO must determine whether there is good cause within 45 days from the date the applicant/recipient began the claim. The CAO may approve an extension for completing the determination if the CAO needs more time to investigate the verification provided or if the CAO grants the applicant/recipient an extension to obtain documents .
55 Pa. Code § 187.27(c)
For an applicant, the CAO must authorize assistance no later than 30 days after application when the applicant is claiming good cause and verification is not easily available or is waiting to be received from a third party.
For a recipient, the CAO must continue assistance if verification is not given within 30 days and the delay is due to a third party.
After making the determination, the CAO must:
Give the applicant or recipient oral notice of the determination
Give written notice using the PA 162, Notice to Applicant/Recipient
Record the decision and supporting verification in the case record.
If the claim is denied, the notice must include:
The right to appeal and request a fair hearing;
What further evidence or information is needed to support the good cause claim
The dates when information can and needs to be provided
The choice to withdraw the application for assistance
The choice to ask that assistance be closed
The choice to cooperate in establishing paternity and getting support.
If the claim is approved, the DRS must not try to establish paternity or get support.
If the claim is denied, neither the Department nor the BCSE must try to establish paternity or get support for at least 30 days after the client has been told orally and in writing that the good cause claim was denied.
Give the BCSE a copy of the completed Good Cause Determination Based on Factors Other than Domestic Violence for Child Support or Paternity PA/CS 173-GC if good cause is not based on domestic violence . If good cause is based on domestic violence, forward a copy of the Domestic Violence Verification Form PA 1747 . See Appendix E, Bureau of Child Support Enforcement Area Offices .
The CAO must review good cause waivers at least every six months. This review may be face-to-face or by telephone. No other proof is needed if the good cause waiver was granted based on verification other than the client’s affirmation of domestic violence, unless the client’s circumstances have changed since the waiver was approved.
55 Pa. Code § 187.27(c)
If the good cause waiver based on domestic violence was verified by affirmation, and the client is still unable to give proof besides the affirmation, the CAO must determine good cause based on an assessment of the client’s circumstances. If domestic violence continues to be a barrier, verification of the continued good cause waiver must be documented on the Domestic Violence Verification Form PA 1747. An individual who requests the good cause waiver to continue but who is unable provide verification under Sections 2 or 3 may re-affirm under Section 4 for an additional six months, and the CAO should refer the individual to legal services or a domestic violence agency for help in getting verification. See Section 108.84 Six Month Review/Redeterminations for verification at subsequent reviews.
Updated May 3, 2024, replacing October 22, 2013
An automated interface provides information to the Pennsylvania Child Support Enforcement System ( PACSES ) for:
Case closure
Transferring a case to another county
NOTE: The receiving CAO must authorize an Electronic Verification for Support Services PA/CS 643 to be generated when an inter-county transfer case is received.
Suspending a case for one month due to increased income that is expected to last for only one month
Removing a child for whom support is being paid and/or owed by the LRR from a budget group/case record, or transferred to another budget group/case record TTT T.
The Child Support Action Notice PA/CS 293 is system generated when any of the above actions are completed.
Updated May 3, 2024, replacing January 31, 2012
The CAO responsibilities are:
1. Tell cash assistance applicants/recipients about:
The support enforcement process
Cooperation requirements
Good cause provisions
What happens when a person does not cooperate without good cause
55 Pa. Code §153.44(b)(2)(i)(C)
Appeal rights and procedures.
2. Complete a Certificate of Cooperation PA/CS 643A , and give it to the applicant to take to DRS to comply with support requirements to establish parentage and a support order if the DRS personal appearance requirement has not been waived in the household's county of residence by the Secretary of Human Services . Advise individuals who must make a personal appearance that most DRS do not see individuals without an appointment.
3. Authorize electronic image generation of the Application for Support Services, PA/CS 643 in eCIS if one of the following is true :
The Secretary of Human Services approved the court personal appearance waiver or
The CAO receives the Certificate of Cooperation PA/CS 643A from the DRS showing that the applicant cooperated with support requirements.
4. Follow the good cause determination process. See Section 131.6 Good Cause .
55 Pa. Code § 187.26(c)(1)
5. Apply sanctions when a noncooperation notice or court order is received from the DRS or BCSE :
Lower the grant by 25 percent when cash assistance (TANF) recipients do not cooperate with support requirements.
Authorize cash benefits and lower the grant by 25 percent when eligible cash assistance applicants do not cooperate with support requirements. This means that all mandatory budget group members in a TANF budget group must be eligible and must cooperate with RESET requirements. They must work or participate in work-related activities. See Appendix D, Eligibility Status for Noncooperation with Support Requirements and Mandatory Participation in Road to Economic Self-Sufficiency Through Employment and Training (RESET) .
6. Enter information about medical resources into eCIS and the Third- Party Liability (TPL) screens.
7. Use the automated interface between eCIS and PACSES to let the DRS know the date and reason cash assistance is discontinued, and demographic information changes.
8. Complete a PA 189 Overpayment Referral form upon discovery that a recipient has received and kept support payments assigned to the State. See Section 150.31 Support Payments for treatment of support payments paid to and kept by a sanctioned or ineligible person
At each redetermination, the CAO must:
System generate an Application for Support Services PA/CS 643 , if necessary.
Include a discussion of support and third-party resources.
Review the recipient’s responsibilities and the progress of support activities.
Check the case record to be sure that all required forms and actions were completed and processed.
Review the circumstances where there is a waiver of cooperation due to good cause. Determine if the household remains eligible for good cause if circumstances have changed. Child support cooperation may be required.
The DRS provides child support and spousal support services required by federal and state law and regulations. The Title IV-D Cooperative Agreement between the DHS, the DRS of the court of common pleas and the county commissioners specifies the DRS responsibilities. The DRS is the local Title IV-D agency in each county. The DRS responsibilities are:
Receive Application for Support Services PA/CS 643 or Certificate of Cooperation PA/CS 643A for self - referrals and individuals referred by DHS or other agencies or jurisdictions.
Complete the PA/CS 643A to certify the applicant/recipient’s cooperation with support requirements.
Locate non-custodial parents and absent spouses and their income sources and assets, whenever possible.
Help people file and process support complaints according to Pennsylvania Rules of Civil Procedure, for reasons including:
Trying to establish paternity by agreement
Asking for a court order for genetic testing
Referring the matter for further judicial proceeding.
23 Pa. C.S § 4305
23 Pa. C.S § 4321
23 Pa. C.S § 4322
23 Pa. C.S § 4378
23 Pa. C.S § 4379
23 Pa. C.S § 4380
23 Pa. C.S § 5103
Establish medical support orders requiring health care coverage required by federal and state statutes
Assess the child’s or spouse’s financial needs and the legally responsible relative’s ability to provide medical and financial support and establish a medical and financial support order according to the Support Guidelines in the Pennsylvania Rules of Civil Procedure, Rule 1910.16-1.
23 Pa. C.S. § 4324
23 Pa. C.S. § 4326
Enforce financial and medical support orders against non-custodial parents.
Refer cases to other states or other county DRS for services.
Provide services for cases from other states and county DRSs.
Provide legal services to help plaintiffs receive support.
Return the PA/CS 643 to the CAO with court order information.
Notify the CAO and the BCSE if a client does not cooperate without good cause in establishing paternity or securing financial and medical support.
Notify the CAO when a named putative father is excluded by genetic testing.
Notify the CAO when it is found that a recipient has received and kept financial or medical support payments assigned to the state
The Bureau of Child Support Enforcement ( BCSE ) is the State Title IV-D agency responsible for supervising the Title IV-D Child Support Enforcement Program. The BCSE responsibilities are:
Conduct training sessions for DRS staff about changes in Federal and State statutes that change DRS procedures
Conduct compliance audits of the DRS to make sure that DRS operations comply with Federal and State Title IV-D child support enforcement statutes and regulations according to Title IV-D Cooperative Agreement requirements.
The BCSE Division of Field Operations (DFO) is the primary contact for CAOs for support issues. There are three BCSE DFO Area Offices, with an assigned Child Support Enforcement Specialist for each CAO. See Appendix E, Bureau of Child Support Enforcement Area Offices .
The BCSE DFO responsibilities are:
Coordinate communications between the CAO and DRS.
Develop and provide training for the CAOs and DRSs.
Resolve CIS/PACSES interface issues.
Represent DHS at hearings where assignment of support is an issue.
Updated May 3, 2024, replacing February 8, 2013
The electronic Client Information System (eCIS) will generate support pass-through (SPT) payments based on support payments collected and posted on the Pennsylvania Child Support Enforcement System (PACSES). Cash assistance recipients will receive an SPT payment whenever current support is received for a member of the grant group. Each month, the amount of current support collected is passed through to the family, with the following limits:
Up to $100 if there is one child in the family
Up to $200 if there is more than one child in the family
Up to $50 for spousal support.
SPT is limited to one payment per grant group per month, except for payment of a late SPT that is owed for a prior month.
SPT income is used to calculate the amount of SNAP benefits . See SNAP Handbook, Chapter 550 . The income maintenance caseworker (IMCW) is responsible for explaining SPT to clients. If the worker needs assistance with SPT issues, they should contact the SPT coordinator or the coordinator's alternate.
After the application month , the caretaker or relative is eligible for an SPT payment for each month that a current support payment and a Cash Assistance payment is made. Payments made on support arrears are not eligible for SPT payments.
When current support is collected for a family receiving Cash Assistance, an SPT payment will be paid to the family the following month. The amount of SPT will match the amount of current support collected, up to the limits listed above. This applies regardless of the number of noncustodial parents who pay support for the children in the grant group that month.
When no current support is collected, an SPT payment will not be issued.
When there is more than one budget group in a common residence , an SPT payment may be issued for each budget group. If there is one budget group containing two grant groups, an SPT payment may be issued to each grant group.
eCIS will issue SPT payments by the 15th of each calendar month based on information received from PACSES . A separate SPT payment will be issued for each period that a client is eligible to receive an SPT payment. The following codes will display on the SNAP, Cash and Medical Assistance Benefit History Screen in eCIS :
510 indicates an SPT payment issued within 15 days of the end of the support month. This is a timely issuance and is considered income for SNAP purposes.
511 indicates an SPT payment issued more than 15 days from the end of the support month. This delayed issuance is considered a resource for SNAP purposes.
Type 7 indicates an original support pass through payment made through e CIS and is used for financial reporting.
The PA/CS 763 Monthly Support Notice (MSN) and the PA/CS 19 Support Appeal Form are mailed to Cash Assistance recipients when support has been collected for a child in the previous month. Households will continue to receive the MSN for each month support is collected after their Cash Assistance case closes, until all arrears owed to D HS are paid. The MSN contains information about current support collected, arrears collected, Cash Assistance benefits paid, SPT payments, unreimbursed assistance (URA), and excess over unreimbursed assistance (EOURA) payments. The MSN provides contact information for questions or legal assistance. The notice includes the PA/CS 19 Support Appeal Form that informs clients of their right to appeal and right to a fair hearing . A Spanish version of the MSN and the Support Appeal Form are issued when PACSES indicates Spanish as the preferred language. The CAO must refer clients to the Domestic Relations Section (DRS) if the client would like to change the language code to English or Spanish. CAOs and DRSs do not receive copies of the MSN; but the data on the MSN is available in e CIS and PACSES.
The CAO must manually issue an SPT payment using OTI reason code 101 after BCSE initiates the payment : if an individual has not received the correct SPT and BCSE received the necessary support payments or an individual did not receive and should have received a SPT in the first or second month after the support month.
SPT payments issued by the CAO as a result of a hearing are replaced by using reason code 104.
When the BCSE field office verifies that support payments were paid and no SPT payment was posted to the SNAP, Cash, and Medical Assistance Benefit History screen, the CAO can manually issue an SPT for that support month to the recipient . The CAO must not process an SPT until confirming that the system did not issue an SPT in the first or second month.
The system will not allow more than $200 per SPT month per grant group.
SPT information transmitted to a CAO will be in the form of alerts, reject reports and updates, case or budget assistance transcripts, and benefit and budget histories.
Alerts are provided to CAOs only for SPT payments that may require CAO action.
Alert No. Meaning Example 0 36 The SPT resource amount for a calendar month is greater than $99 (reason code 511). Alert 36 in September means that more than $99 of the SPT in September is considered as a resource. 0 38 The support collected in the previous support month exceeds the monthly grant; further inquiry available on detail screen. Alert 38 in July indicates that the support collected in June exceeded the PA grant issued in July. 0 39 The SPT income for the calendar month is different than the previous month (reason code 510). Alert 39 in October indicates the SPT check issued in October is different from the SPT check issued in September.
NOTE : Alerts are generated on the same day the SPT payments are generated by CIS. SPT client notices are also generated at the same time.
Updates to reflect SPT payments will show on the eCIS SNAP, Cash, and Medical Assistance Benefit Transcript screen. SPT issuance and replacement information will display through the eCIS SNAP, Cash, and Medical Assistance Benefit History screen. SPT will not show up in payment totals.
The following are functions of the SPT coordinator:
To provide assistance to income maintenance caseworkers (IMCWs) in resolving SPT issues
To act as the liaison between the CAO and the BCSE field offices
To ensure that CAO staff is familiar with the identity of the SPT coordinator and their alternate (who is responsible when the SPT Coordinator is absent)
To ensure that appropriate CAO staff is trained in and knowledgeable about the SPT program.
The following are specific responsibilities of the SPT coordinator:
Serve as the key resource person for the SPT Program and as the liaison between the CAO and the BCSE field office
Review all SPT systems issues that cannot be resolved by the IMCW or the first-line supervisor
Ensure that all appropriate systems are inquired and reviewed before contacting the BCSE field office
Review all PA 364 and PA 207 SPT requests
Update eCIS with new addresses on closed cases to ensure that reissuance and replacement checks are sent to appropriate locations
Assist appropriate staff to ensure that SPT replacement payments are issued timely . (Treasury cannot assist clients or provide information about replacement s )
Develop familiarity with all SPT systems reports, including the CSP040 Reject Report
Provide answers to IMCWs' and first-line supervisors' questions on SPT issues
Assist CAO staff at SPT hearings as required.
The BCSE receives the request for fair hearings and notifies the CAO if the issue is SPT. The CAO is responsible for SPT prehearing conferences and hearings. The CAO must notify the BCSE area office if the support agent must attend either the conference or the hearing. The CAO is copied on the scheduling letters from the Bureau of Hearings and Appeals (BHA). The CAO must copy the BCSE area office on any briefs or file notes from the conference or hearing.
Before attending the prehearing conference, the SPT coordinator must do the following:
Review PACSES payment history , and e CIS S NAP, Cash, and Medical Assistance Benefit History and SNAP, Cash, and Medical Assistance Transcript screens for the months affected by the appeal to verify if any SPTs were issued .
Make a printout of the screens to take to the prehearing conference.
Before attending the SPT hearing, the SPT coordinator must do the following
Review PACSES payment history .
If information comes up during a hearing that requires input from a BSCE agent and the Agent is not required to attend, request that the hearing be rescheduled so that the agent can participate.
Updated May 3, 2024, replacing February 8, 2013
Updated May 3, 2024, replacing January 31, 2012
Acknowledgment of Paternity (AOP) records are confidential. Federal and state laws and Bureau of Child Support Enforcement (BCSE) policies and procedures restrict the access, use, and release of these records. Violation of these laws could result in civil penalties, criminal prosecution, or both.
23 Pa. C.S. §4304.1(d)
Information regarding administrative voluntary acknowledgments and claims of paternity on file with BCSE can be found in the Paternity Tracking System (PTS) by following these steps.
Access the PTS from the PACSES Homepage by selecting "Auxiliary Sites" and clicking on the "Paternity Tracking" link. The PTS may also be accessed at the following Web address: https://www.humanservices.state.pa.us/PTS (available on the OIM Intranet only).
Enter CWOPA ID and Password. The PTS Home Page will be displayed.
Move the cursor to the "Paternity Tracking System" menu and click on the "Search AOP – Inquiry" link to open the "Acknowledgment of Paternity – Search" page. The "Search By" drop down menu is used to choose either "Search By Mother/Father Information" or "Search By "Mother/Child Information."
Enter the required search criteria in at least one of the blank fields and select the "Search" link.
The Search screen displays all records found that match the search criteria. It is important to note the "Transaction Type" for each record. Select the "Record Number" to view details of the record. Records that exist for children who are later adopted are required by law to be impounded to protect the confidentiality of the parties involved. Impounded records are displayed with just the record number and transaction type with no further details. ( A message, "Sealed Confidential Record," is displayed in the grid.)
There are five transaction types in the PTS. The transactions types use the following codes, which are displayed on the PTS in the "Transaction Type (TT)" field:
A An AOP form is certified and registered with BCSE. C Claim of Paternity. The birth mother rescinded the AOP, or the putative father filed a claim of parentage. I Impounded record due to adoption. R Rescinded. The putative father or the court rescinded the AOP form. V Voided for one of the following reasons: The birth mother was married at the time of birth. The AOP was processed in error. The AOP was voided by a court order prior to August 2005. NOTE: AOPs are no longer voided by court order but are rescinded.
NOTE : Only records with an "A" transaction type are legal acknowledgments of paternity.
Certified copies of PA/CS 611 forms can be obtained by mailing or faxing a written request with a print of the applicable PA/CS 611 record data to:
Bureau of Child Support Enforcement Division of Central Operations AOP Program P.O. Box 8018 Harrisburg, PA. 17105
Fax # (717) 787-9706
AOP records are confidential. Certified PA/CS 611 copies will be issued to DHS , the court, or DRS for Title IV-A and IV-D purposes only.
23 Pa. C.S. §4304.1(d)
Updated May 3, 2024, replacing October 9, 2014
Federal law requires states to reduce TANF Cash Assistance grants by at least 25 percent for failure to cooperate with support requirements. State law requires DHS to reduce the Cash Assistance allowance by 25 percent when a person fails, without good cause , to cooperate with support requirements.
T he enactment of the Deficit Reduction Act of 2005 reclassified parents who are not on the Cash Assistance grant as “work-eligible” and must be considered when determining the state’s work participation rate. DHS has decided to implement the 25-percent-reduction policy in a manner that does not result in child-only cases.
Noncooperation with support requirements as described in Section 131.3 will result in a monthly cash benefit reduced by 25 percent. All mandatory budget group members will be eligible and must cooperate with RESET requirements.
The CAO should p rocess a reduction in a cash assistance grant by 25% for failure to cooperate with support requirements in eCIS . When the CAO is accessing the case in eCIS they can impose the 25% cash reduction due to non-compliance with support requirements through the "Absent Relative" screen. Select "No" from the "Cooperating to seek support payment" drop-down menu. Click "Next" and continue to run eligibility.
Note: The 25% reduction is only applied to grant groups that have noncooperation with child support requirements if more than one grant group is in the case record.
The CAO should r emove the 25% cash assistance reduction when the CAO receives the alert from BCSE indicating cooperation with child support requirements. To remove the 25% reduction when the client regains compliance with support cooperation requirements select "Yes" from the "Cooperating to seek support payment" drop down menu on the absent relative screen . M ake sure the Referral date is the current system date. Click "Next" and continue to run eligibility.
Updated May 3, 2024, replacing February 8, 2013
BCSE can assist the CAO with questions regarding the following topics:
General support information
Alert information
Support referrals
Good cause
Support pass-through
Client compliance or non-cooperation
Acknowledgement of Paternity and the Paternity Tracking System (PTS)
Assignment of support and payments to the Department
If the CAO need s assistance, they should contact the appropriate Area Office using the email addresses listed below.
Danielle Shifflett , Area Manager Email: PW, BCSE-DFO-HBG RA-PWBCSEDFOHBG@pa.gov
01 Adams 05 Bedford 06 Berks 07 Blair 08 Bradford 11 Cambria 13 Carbon 14 Centre 17 Clearfield 18 Clinton 19 Columbia 21 Cumberland 22 Dauphin 28 Franklin 29 Fulton 31 Huntingdon 34 Juniata 35 Lackawanna 36 Lancaster 38 Lebanon 39 Lehigh 40 Luzerne 41 Lycoming 44 Mifflin 45 Monroe 47 Montour 48 Northampton 49 Northumberland 50 Perry 52 Pike 54 Schuylkill 55 Snyder 57 Sullivan 58 Susquehanna 59 Tioga 60 Union 64 Wayne 66 Wyoming 67 York
Kirsten Houghton, Area Manager
Email: PW, DFO-PHILA RA-PWDFOPHILACAO@pa.gov
51 Philadelphia
Email: PW, DFO-PHILA-AREA-CAOS RA-PWDFOPHILAAREACAO@pa.gov
09 Bucks 15 Chester 23 Delaware 46 Montgomery
Maureen Lightner, Area Manager
Email: PW, BCSE-DFO-PITTS RA-PWBCSEDFOPITTS@pa.gov
02 Allegheny 03 Armstrong 04 Beaver 10 Butler 12 Cameron 16 Clarion 20 Crawford 24 Elk 25 Erie 26 Fayette 27 Forest 30 Greene 32 Indiana 33 Jefferson 37 Lawrence 42 McKean 43 Mercer 53 Potter 56 Somerset 61 Venango 62 Warren 63 Washington 65 Westmoreland
NOTE: BCSE field offices are not secured facilities. To protect employees, most DRS do not take walk-in appointments .
For general questions, individuals can be referred to the PA Child Support website at https://www.humanservices.state.pa.us/csws/ .
The CAO can access recent history through the Child Support History screen in eCIS under the History tab. Income Maintenance Caseworker Supervisors (IMCWS) can access older child support information via ePortal via WebTS.
Updated December 3, 2024, replacing May 3, 2024
Cash Assistance Handbook
Chapter 131: Support
Discounts and Special Allowances (SPALs), PCT-22582-135 (Published August 27, 2026)
Employment and Training (E&T) Special Allowances (SPALs): Equipment for Remote Educational Activities, ESA-22476-135 (Published April 23, 2026)
Issuing Special Allowances (SPALs) for Grooming Items, ESA-22197-135 (Published June 24, 2025)
Agreement of Mutual Responsibility (AMR) Signatures at Renewal, PCA-21906-107, EPP-21906-135 (Published September 5, 2024)
Revised G uidance for Electronically mailing (E-mailing) the Agreement of Mutual Responsibility (AMR) (PA 1661) for Signature , PCA-21619-107, EPP-21619-135 (Revised February 28, 2024)
Employment and Training (E&T) Special Allowances: School Supplies, Clothing, and Mileage , ESA-21598-135 (Published January 8, 2024)
Can the County Assistance Office (CAO) refer an individual to KEYS if individual is enrolled in or has an interest in enrolling at the community college that is not located in that CAO’s county? , EPP-20908-135 (Published May 26, 2022)
The Road to Economic Self-Sufficiency through Employment and Training (RESET) is designed to engage individuals in activities that prepare them for employment.
55 Pa. Code § 165.2
R EMINDER: Diversion should be offered to all applicants who meet TANF and Diversion criteria before authorization of ongoing TANF cash assistance. This discussion and outcome should be narrated. See Section 137.5, Diversion .
RESET includes , but is not limited to :
Employment (unsubsidized and subsidized)
Work Experience (unpaid)
Job Search and Job Readiness Assistance
Community Service Programs
Vocational Education
Other job-related activities
For more in-depth information on Employment and Training Activities see Section 135.2, Employment and Training Activities
The goal of RESET is to enable individuals to receive education and/or work-related services to ultimately obtain economic independence for themselves and their families . Eligibility for RESET is only available to cash assistance recipients.
Under federal regulations, each state is required to meet a n all family Work Participation Rate (WPR) of 50% and a two-parent WPR of 90% . Individuals participating in RESET are required to engage in specific core and non-core activity requirements along with hourly participation requirements that assist the state in meeting the WPR. See Section 135.2, Employment and Training Activities .
NOTE: An individual who receives only Supplemental Nutrition Assistance Program (SNAP) benefits may participate in SNAP Employment and Training activities. See SNAP Handbook Chapter 535, Employment and Training Requirements .
The CAO and the individual will complete a job readiness assessment and Agreement of Mutual Responsibility (AMR), discuss ing the individual’s skills, prior work experience, goals, interests, potential barriers, plans to address those barriers, and employability during the interview process to determine if they are:
Mandatory to participate in RESET. See Section 135.2, Employment and Training Activities ; or
M andatory to participate in RESET with Good Cause . See Section 135.4, Good Cause ; or
Exempt from participation in RESET. See Section 135.3, Exemptions from RESET enrollment.
NOTE : An informational flyer, Applying for Cash ( PA 1909 ), has been developed to provide an applicant with information on the requirements they can expect when applying for cash assistance. PA 1909 is available on Docushare as a handout for the applicant at interviews , and can also be sent systematically with a PA 253 from eCIS.
The CAO should enter the RESET enrollment status into the electronic Client Information System ( e CIS) as an Employment and Training Program (ETP) status code. See ETP Codes Desk Reference for appropriate codes.
Individuals are required to notify the CAO of changes that affect their enrollment and eligibility status by the 10th day of the month following the month of the change. The CAO may also utilize contracted employment and training (E&T) providers and the Commonwealth Workforce Development System (CWDS) to obtain information regarding the enrollment status and progression of individuals.
NOTE: Any changes that affect referrals and enrollments should be discussed between the CAO and providers at least at local Direct Service Team (DST) meetings.
As a best practice, the CAO should inform individuals that they may register with the local CareerLink through the PACareerLink®
The CAO will complete a job readiness assessment , in conjunction with the AMR, to identify criteria to determine the RESET participation requirement and E&T program referral. The completion of the job readiness assessment should be a discussion between the participant and the CAO. Details of the discussion must be entered into case comments. The job readiness assessment should include the questions listed below and will be an aid to guide the discussion . Responses will be used to aid the CAO to determine enrollment status, participation requirements, and deciding what program referral is necessary.
The Job Readiness Assessment includes initial questions and potential follow-up questions (italicized) the CAO may wish to ask based on how the initial question is answered.
A fillable version of the Job Readiness Assessment desk guide is available in both English and Spanish .
Based on the information provided to the CAO during the job readiness assessment, the following referral policy should apply:
Program Referral Chart IF THEN Individual has (regardless of TANF day count): • enrolled in a post-secondary education or high school equivalency program at one of Pennsylvania’s 14 community colleges; or • expressed an interest to enroll in a post-secondary education or high school equivalency (HSE) program at one of Pennsylvania’s 14 colleges within 60 days of the next available semester KEYS Individual has: • less than 1830 TANF days; or • 1830 TANF days or more if there is no Work Ready in the county Additional referral circumstances may include, the individual: • has a PA 635 indicating “limited employability” for the number of hours the individual can participate; • enrolled in an approved self-initiated education or career training other than one of Pennsylvania’s 14 community colleges at the time of referral; • is under age 22 pursuing or interested in pursuing a high school diploma or HSE and the individual is not enrolled in a high school or HSE program served by the Education Leading to Employment and Career Training (ELECT) program; • is in the third trimester of pregnancy when the PA 635 indicates employable; • is Extended TANF (ETANF) Track 2 eligible if there is no Work Ready in the County EARN The individual: • has reached 1830 or more TANF Days Additional referral circumstances may include, the individual: • has a PA 635 indicating “limited employability” for the number of hours the individual can participate; • enrolled in an approved self-initiated education or career training other than one of Pennsylvania’s 14 community colleges at the time of referral; • is pregnant or parenting, under age 22 pursuing or interested in pursuing a high school diploma or HSE and the individual is not enrolled in a high school or HSE program served by the Education Leading to Employment and Career Training (ELECT) program; • is in the third trimester of pregnancy when the PA 635 indicates employable; • Extended TANF (ETANF) Track 2 eligible WORK READY Individual is (regardless of TANF day count): • pregnant or parenting, under age 22 pursuing a high school diploma or HSE and the individual is enrolled in a high school or HSE program served by the Education Leading to Employment and Career Training (ELECT) program ELECT Individual is determined mandatory (ETP Code 60) and: • is pregnant or parenting, under age 22 pursuing a high school diploma HSE and the individual is not enrolled in a high school or HSE program served by the Education Leading to Employment and Career Training (ELECT) provider IF they opt out of an EARN and/or Work Ready referral; • is meeting all hourly requirements in unsubsidized employment and are not interested in case management services; or • if there is no core activity available (this activity requires BEP approval. See Section 135.2, Employment and Training Activities) CAO-DIRECTED Individual is determined mandatory (ETP Code 60), they are a refugee TANF household recently resettled, and the individual has extreme barriers that require remediation before entering a mainstream program. Extreme barriers include: • illiterate in their own language • severe trauma survivor (victim of torture, human trafficking victim, prisoner of war) • has no functional English Learner level; or • in the first year of resettlement 45 CFR §400.146 45 CFR §400.147 A refugee TANF recipient may volunteer to participate in EARN, Work Ready, ELECT, and/or KEYS if they meet other referral criteria in lieu of a referral to a refugee contracted employment program. If a refugee is exempt but volunteers, they may not be referred to a refugee employment provider at present, even if they have the barriers listed above. CONTRACTED REFUGEE EMPLOYMENT PROVIDER *See Supplemental Handbook, Chapter 730: Refugee Assistance Program *If no refugee program exists in the county, please utilize the “Refugee Contractor Stop Gap” procedure. This procedure involves opening the refugee in a CAO-directed Activity and manually referring them to the local EARN until the refugee receives a Social Security Number. Once the SSN is received, an electronic referral to EARN may be processed. The CAO must contact the Pennsylvania Refugee Resettlement Program and advise them of the situation so that they may contact the nearest contracted refugee employment program and they will provide job development and refugee-related case management services for the client while they physically attend the EARN.
CAOs and contractors will continue to provide equal access to all E&T programs and services to individuals with Limited English Proficiency (LEP), including providing information on non-core ESL services that may be available in the community. All RESET rules apply to LEP individuals.
Updated September 21, 2021, replacing May 11, 2018
To become self-sufficient, an individual must seek and accept employment. An individual must accept referrals to employment, seek and accept any bona fide offer of employment, maintain employment and participate in employment activities specified on the AMR. The federal government defines the types of activities that count toward the Work Participation Rate ( WPR ) . There are two types of activities; core activities and non - core activities .
55 Pa. Code § 165.31(a)(1) & (2)
Core activities are required for all individuals who are mandatory to participate in RESET.
Noncore activities are available if additional hours are needed to meet the minimum work requirement after the required core activity hours are met , when the individual has been granted good cause or an exemption for core hourly requirements, or when all opportunities to participate in a countable core activity have been exhausted or are not available.
N OTE: If the CAO and/or E&T program assert there is no core activity available, prior to engaging individuals in noncore or other activities listed on the AMR, approval must be secured by contacting the Bureau of Employment Programs (BEP) via e-mail at RA-PWBEP.TANF@pa.gov .
The CAO must narrate the intention to seek approval and how they intend to engage the individual. This does not pertain to individuals 22 and older participating in High School Equivalency (HSE), Adult Basic Education (ABE), or English-as-a-Second Language (ESL) programming or individuals participating in post-secondary education past 12 months in a lifetime with granted good cause (GC 74). The CAO must narrate when all opportunities to participate in a countable core activity have been exhausted or are not available.
Individuals, who are mandatory to participate, must engage in non-core or other activities listed on the AMR, even when no core activity is available. This includes accepting referrals from the CAO to companies that may be hiring and conducting an independent job search from home.
Individuals must be referred to a contracted E&T program prior to considering a CAO-directed activity; CAO-directed activities are restricted to specific instances. See Section 135.11, RESET Enrollment Status, Program Referral Chart .
An individual can participate in more than one core activity to meet the minimum work requirement. Once the required number of core hours is met, an individual may choose to participate in any additional core or noncore activity to fulfill hourly requirements .
Example: A parent is required to participate for a minimum of 30 hours weekly in work activities. At least 20 of the 30 hours must be in a core activities.
A parent is working at the movie theater for 10 hours per week and participating in community service for 10 hours per week. As these are both core activities, the parent is participating for 20 of the 30 weekly hours in core activities, as required.
To meet or exceed the required 30 weekly hours, the parent may participate in any core or non-core activity for the remaining 10 hours.
For example, the parent could:
Increase the hours in current activities by at least 10 hours weekly;
Participate in an additional core activity for at least 10 hours weekly; or
Participate in a non-core activity for at least 10 hours weekly.
Core Activities
Unsubsidized Employment (AC 33)
Full or part-time employment. This includes self-employment .
Income-in-Kind or in-kind employment is also considered unsubsidized employment (AC 30)
Subsidized Public or Private Sector Employment (AC 23)
Full or part-time employment in which the employer receives a time limited wage subsidy paid by the E & T contractor. The amount of the subsidy is negotiated by the E & T contractor and the employer.
This includes Paid Work Experience (PWE) . (AC 26)
NOTE: Work study is counted as subsidized employment. (AC 31) Work study income is excluded for eligibility calculation purposes. See Chapter 150.5 Income Excluded in Computing Eligibility .
On-the-Job Training (OJT) (AC 22)
Full or part-time employment that combines a period of subsidized employment with training.
Job Search and Job Readiness Assistance
CAO-directed (AC 44)
Contractor-directed (AC 42)
Activity of seeking employment combined with instruction for finding, accepting and keeping employment. Consists of workshops and time the individual spends looking for employment on their own including registering with CareerLink, attending workshops, job fairs and computer labs.
Substance abuse treatment, mental health treatment, and other rehabilitative treatments are included with job search and job readiness when the necessity of treatment is documented by a qualified medical, substance abuse, or mental health professional. (AC 49)
NOTE: This does not include individuals participating in physical health rehabilitative activities.
T here is a combined time limit of 12 weeks in a rolling 12-month period for participation in job search/job readiness and rehabilitative service activities to count as a core activity for TANF recipients in Pennsylvania.
Guidance from the Administration of Children and Families indicates that the amount of time spent in job search or rehabilitative activities that count toward the 12-week limit can be calculated using actual hours engaged in the activity rather than in weeks. Participation for one or several hours per week does not constitute a full week.
For example: A single custodial parent , a single custodial parent of a two-year old child, participates in mental health treatment for five hours a week. Four weeks of the mental health treatment (4 weeks x 5 hours/week = 20 hours) would use only one week of the 12-week time limit for the 12-month period.
One week of job search is defined as:
20 hours for a single parent with a child less than six years of age. (for a total of 240 hours for the 12-week limit in a 12-month time frame)
30 hours for other individuals who have a 30 hour per week requirement (for a total of 360 hours for the 12-week limit in a 12-month time frame)
To determine the 12-month period, begin with the activity start date and count the number of hours used during the previous 12 months. As this is a rolling 12 months, the 12-month period changes as the months proceed.
There must be a break of one week (seven consecutive days) after four consecutive calendar weeks of job search activities regardless of the number of hours the client participates during those four weeks. The individual must engage in a different core activity during the one week break. The individual may continue participation in this new activity and is not required to immediately return to job search.
I f an individual chooses to continue in job search activities during the one-week break, participation hours from that week must be excluded when adding the number of hours used toward the 12-week limit. After the one-week break concludes, the CAO may resume counting job search activities as a core activity for up to another four consecutive calendar weeks followed by a one-week break, until the 12-week time limit is exhausted.
Community Service (AC 20)
Unpaid work for the federal, state or local government, or a non-profit organization to increase skills and attain an employment history including AmeriCorp Vista Volunteer Community Service. For information on calculating allowable Community Service hours, see Section 135.213
Vocational Educational Training (AC 14,16, 24)
Specific training provided by a contracted employment and training vendor, accredited educational provider or accredited Internet- based educational institution intended to prepare an individual for a specific occupation. For information on time limits , see Section 135.212 .
Providing Child Care for an Individual in Community Service (AC 6)
Caring for the child(ren) of another TANF individual, without payment, while the TANF individual is participating in community service. Individuals providing the child care must have child abuse and FBI clearances.
Satisfactory attendance in secondary school or GED Program (AC 18)
Education activity for those up to the age of 22 providing a high school diploma or its equivalent when it is generally required as a minimum requirement in the individual’s anticipated field of employment.
Non-Core Activities
Job skills training directly related to employment (AC 38)
Formal training specifically designed to improve an individual’s skill on the job.
Education directly related to employment (AC 35)
Supplementary educational activity specifically designed to improve an individual’s employability.
English as a second language (ESL) (AC 11)
E ducation activity specifically designed to improve an individual’s proficiency in English or increase literacy to levels consistent with employment goals.
NOTE: When l iteracy activities such as High School Equivalency (HSE), English-as-a-Second Language (ESL) , and Adult Basic Education (ABE) are embedded in a core work activity they may also be counted as core hours within the career pathway .
On - going job search and job search preparation training (AC 28) -
Identifies the activity of job search and job preparation training when AC 42 and AC 44 have been exhausted but job search and preparation is required or requested by the individual continue to seek or prepare for employment. Use this noncore activity only after core hours have been satisfied .
Family composition determines the hourly requirement for an individual who is mandatory to participate in RESET. An individual who is mandatory to participate in RESET must begin participation in an approved employment and training activity as soon as possible, but no later than seven (7) calendar days from the date of TANF opening and contractor referral entered into the eCIS . The following is a summary of the required hours of participation. A Participation Requirements Desk Guide is also available in the Desk Guides section of the OIM Homepage.
A Single Parent /Single Specified Relative
Single Parent/Specified Relative with a child under age six 20 hours in a core activity. all children age six or older 30 hours with at least 20 hours in a core activity. Pregnant/No other children 30 hours with at least 20 hours in a core activity. under age 22, head of household Meeting participation requirement if satisfactory attendance at a secondary school or GED program. Participating in education or training directly related to employment for an average of 20 hours per week.
A Two-Parent Family
Two-Parent Family both parents under age 22, heads of household Meeting participation requirement if maintaining satisfactory attendance at a secondary school or GED program. Participating in education or training directly related to employment for an average of 20 hours per week. not receiving federally funded childcare 35 hours combined. One parent must do at least 30 in a core activity. receiving federally funded childcare 55 hours combined at least 50 hours in a core activity. One parent must do at least 30 hours in a core activity. *Either parent may participate for any remaining activity hours in non-core activity. one parent DS, NS, or DF not receiving federally funded childcare One parent must do 35 at least 30 hours in a core activity. one parent DS, NS, or DF receiving federally funded childcare One parent must do 55 at least 50 hours in a core activity. one parent disabled receiving SSI – (J, A, or M) and youngest child is age six or older 30 hours depending on the age of the youngest child. One parent must participate for 20 hours in core activities and childcare does not affect the number of participation hours. one parent disabled receiving SSI – (J, A, or M) and youngest child is under age six 20 hours depending on the age of the youngest child. One parent must participate for 20 hours in core activities and childcare does not affect the number of participation hours. one parent is ETP code 53 ( PA 635 completed denoting a temporary or permanent disability ) 30 hours. One parent must participate for 20 hours in core activities and childcare and age of youngest child does not affect the number of participation hours.
NOTE: In a family where one parent receives TANF and the other parent is not legally responsible for any TANF recipients, the parent receiving TANF must meet the single parent participation requirement based on the age of the TANF child.
Example: A household consists of two unmarried parents. The mother is receiving TANF with her 9 year old child. Her boyfriend and their common child are not receiving TANF. She is required to participate for 30 hours per week with at least 20 hours in a core activity.
The case worker and /or employment and training provider, with the individual , determine the appropriate project, referral, and/or activity based on the Job Readiness Assessment (JRA) and create the Agreement of Mutual Responsibility (AMR) that details the hourly requirements once the required hours of participation are determined. See Chapter 107 , The Agreement of Mutual Responsibility . Employed individuals who are working fewer than the required number of hours are required to participate with a contracted program to:
Increase hours from the current employment;
Seek other or additional employment; or
Increase participation in another core activity.
These individuals should be referred to the appropriate program/provider for wraparound employment and training services . See Section 135.11 , Reset Enrollment Status .
If eligible for special allowances (SPALs) supportive services, an individual may receive a special allowance for the supportive services if required to enable participation in employment, education or job skills training. This may include payment for child care. See Section 135.6 , Special Allowances for Supportive Services .
Participants must be referred to a contracted E&T program prior to considering a CAO-directed project. See Section 135.11 , RESET Enrollment Status, Program Referral Chart .
Available contracted programs include:
Employment Advancement and Retention Network (EARN) (see Appendix D )
Keystone Education Yields Success (KEYS) (see Appendix F )
Work Ready (WR) (see Appendix C )
Maximizing Participation Project (MPP) (see Appendix H )
Education Leading to Employment and Career Training (ELECT) Program (See Appendix E )
Pennsylvania Refugee Resettlement Program (PA RRP) Employment Services (see Supplemental Handbook Chapter 730, Appendix B )
Vocational Educational Training is defined as a specific curriculum of training provided by a contracted employment and training vendor, an accredited educational provider, or an accredited Internet-based educational institution that is intended to prepare the participant for a specific occupation.
Vocational education training is limited by the federal government to 12 countable months in a lifetime with respect to any individual. Pennsylvania chooses to allow individuals to claim good cause to participate in approved vocational educational training that are not federally counted such as noncore activities or activities that last beyond the 12-month limit. See Section 135.41, Good Cause Circumstances and Section 135.212 , Vocational Educational Training and Postsecondary Education , Six-month Extension Criteria .
A lack of general education, English proficiency, adult basic education, and postsecondary training/education have been identified as major barriers to recipient employability and ability to obtain jobs with family-sustaining wages. Pennsylvania aims to improve client access to education and training to improve employability. All cash assistance recipients, regardless of TANF/ETANF status, without a high school diploma or GED, regardless of age, may pursue HSE, (which includes GED exam, or High School Equivalency Test (HiSET)). Likewise, all cash assistance recipients in need of ESL or ABE may pursue English language training or adult basic education. In all instances, recipients will receive good cause to waive the requirement to fulfill additional core or noncore hours and activities. See Section 135.41, Good Cause Circumstances .
If the CAO indicates an individual’s interest in education or educational barriers on the individual’s AMR , a referral should be made to the appropriate contracted program . The provider may then enroll the participant in vocational education activities , including postsecondary education if it facilitates the short- and long-term goals indicated on the AMR The E&T provider will complete a service plan for the participant that indicates the anticipated start and end date of the vocational educational activity.
Vocational educational training and postsecondary education may only be counted in the federal Work Participation Rate (WPR) for 12 months in a lifetime. Any amount of education time used in a month counts as one month used.
When a TANF student is meeting their participation hours in core activity other than vocational educational , the educational time does not need to be counted against their 12-month federal limit. The educational activity in this instance should be coded Activity 38 on the ETP Project Enrollment screen. TANF clients who meet their hourly core RESET requirement in another approved activity may continue to receive SPALs to support their education activity.
For an individual who is choosing a post-secondary vocational education activity that is expected to last more than 12 months, they must utilize good cause (GC 87) to continue that activity to improve employability and facilitate the short- and long-term goals outlined on the AMR. The CAO and the individual will complete and attach the Vocational Education Extension Addendum to the AMR for any individual participating in a vocational educational activity past 12 months.
NOTE: The CAO may approve education plans for individuals regardless of how many months of TANF they have received.
V erification of participation is required. The contracted program will request and verify hours for each student prior to entering them into CWDS. In limited situations where the student is unable to participate in an accredited educational institution via a contracted program, the CAO will verify hours.
Due to changes in technology, a client participating in vocational educational activities on campus or online may have their hours of participation verified utilizing several different methods. Methods include:
The completion of the Employment and Training Activity Verification Form (PA 1895) when no other method of verification is available; OR
An approved contractor attendance sheet that contains the same data captured in the PA 1895; OR
Progress reports/grades from college; OR
Documentation of expected assignments and confirmation of completion and submission of assignments on a weekly basis; OR
Electronic communication with the instructor or college personnel to verify the student is attending class or completing required assignments and progressing satisfactorily; AND
· Documentation of the class schedule and accredited educational institution’s study policy if applicable.
The student may have hours verified by:
1. An instructor, or other college personnel, such as, but not limited to, a staff member in the registrar’s office, financial aid office, or academic department, may sign the PA 1895 to verify hours of participation on a weekly basis at minimum.
NOTE: Please contact the Bureau of Employment Programs if the job title of the college personnel who has verified hours of participation is questionable. Signatures may be physical or electronic.
2. An E&T program case manager when the E&T provider is facilitating the vocational educational activity.
3. Electronic time sheets, time clocks, swipe cards, or telephone time and attendance sheets to verify the hours of participation via the accredited educational institution or the E&T program.
The accredited educational institution’s study policy must be obtained and retained. This document identifies the number of study hours expected by the school.
In the rare instance where an individual is not enrolled with a contracted program, if adequate verification cannot be obtained, the CAO will schedule a compliance review appointment to secure verification of participation in the self-initiated vocational education/training activity.
The CAO will continue to follow the compliance review process when:
the individual has not provided the required attendance verification or the form verifies the individual is not participating in the self-initiated activity for the required number of hours
the CAO has information that the individual is no longer attending the educational/training activity
the contractor terminates the enrollment from the activity
If the individual responds to the compliance review, determine the appropriate next step based on the discussion with the individual. If the interview and case review reveals no good cause for the non-compliance, begin the sanction process.
Vocational educational training includes:
Attendance at a school offering a license, certificate, credential, or non-transferable associate’s degree designed to give the participant skills and knowledge necessary to perform the duties of a specific job or occupation.
Upgrades of an individual’s job-related skills including instructional certificate and credentialing programs that are awarded based upon completion or accumulated credits.
A ctivities including ESL intended to improve an individual’s proficiency in English and Adult Basic Education/Literacy (ABE) to increase literacy levels consistent with employment goals are counted toward participation in vocational educational training when integrated with the career-specific curriculum and embedded within a program that prepares the individual for employment. Standardized test scores from TABE (Test for Adult Basic Education), BEST (Basic English Skills Test) CASAS, and Work Keys are used to determine if ESL, ABE, or remedial education are necessary for the individual to prepare for employment.
Postsecondary education includes:
Attendance at a community college program that offers an associate’s degree or bachelor’s degree program intended to prepare the participant for a specific occupation.
NOTE: All TANF applicants or recipients who self-initiate into one of Pennsylvania’s 14 community colleges are required to be referred to KEYS if available.
Attendance at a four year college which offers an associate’s degree intended to prepare the participant for a specific occupation if a community college is not located within a reasonable distance.
Attendance at a four year college which offers a Baccalaureate degree intended to prepare the participant for a specific occupation.
NOTE: Nonspecific degree programs like liberal arts , general studies , and graduate degree programs cannot be approved or supported on the AMR. Exceptions exist when the school recommends the individual enroll as non-declared or general studies with the intent to enroll or transfer into a High Priority Occupation (HPO) program.
Cash assistance recipients, regardless of TANF/ETANF status, participating or interested in participating in post-secondary education at any college, university, or trade and technical school may now receive good cause to extend vocational education activities to 24 months in a lifetime, with the possibility of six-month extensions thereafter if they meet all extension criteria. The CAO must input code 87 into the good cause/tracking code field in eCIS for individuals that have exhausted the federal 12-month limit of vocational education to receive good cause to extend vocational education activities time-limits to 24 months in a lifetime with the possibility of six-month extensions thereafter if they meet all extension criteria. The CAO and E&T contractor must ensure the AMR is kept up to date to capture correct information.
Six-Month Education Extension Criteria
To qualify for six-month extensions, after 24 months of participation in a
vocational education activity, students must meet ALL conditions at the time of
extension eligibility determination:
Must be engaged in a degree or certificate program that will likely lead to
employment in a High Priority Occupation as defined by the Department of
Labor and Industry;
Must not be enrolled in any remedial courses;
Must have a cumulative Grade Point Average (GPA) of 2.0 or above*; and
Must have completed an average of at least eight credit hours per
semester.
NOTE: Post-graduate (for example, a master’s degree) vocational education
activities are not allowable activities for TANF/ETANF or SNAP E&T participants.
*For post-secondary educational programs that do not assign credits or GPAs, the
educational institution will be required to confirm that the individual is meeting satisfactory progress toward completion as defined by the institution.
All six-month extensions MUST be approved by the Bureau of Employment Programs (BEP). The CAO will send six-month extension requests for Cash E&T participants to RA-PWBEP.TANF@pa.gov and for SNAP E&T participants to RA- PWBEP.SNAP@pa.gov . The CAO must send the request with the individual’s most recent transcripts. BEP will take no longer than two business days to provide a response once all required information is received. The CAO must narrate the outcome and update the AMR/EDP if necessary.
NOTE: Individuals who do not meet all six-month extension criteria will be reviewed by BEP for good cause prior to making any extension denials.
Individuals participating in an educational activity can meet the core participation hours through a combination of course and study time hours.
If the individual does not meet the core participation hours the individual must participate in additional core activities unless they qualify for good cause . For a list of core activities see Section 135.2 , Employment and Training Activities .
During breaks that occur between semesters the student’s work participation requirement must continue to be met. Students who do not enroll in classes during the summer session must meet their hours of participation in other core work activities.
Defining Study Time Hours
Study time is the time that a student spends preparing for or completing course work assignments. A student may receive one hour of unsupervised study time for each one hour of class time with no additional verification needed other than the school’s study policy. Study time that is documented and monitored by the employment and training contractor or accredited educational provider can also be counted. Total study time hours , unsupervised and supervised, may not exceed the number of study time hours expected for the course as determined by the school ’s study policy . Count the combination of monitored and unmonitored study time toward participation hours.
Example: A TANF parent attends community college and participates in KEYS. The TANF parent is enrolled in 4 classes and has 12 hours of class time scheduled weekly.
The TANF parent is eligible for 12 hours of unsupervised study time per week. The TANF parent also meets with a tutor at the KEYS facilitator’s office 2 hours weekly for supervised study time.
The 12 hours of unsupervised and 2 hours of supervised study time equal 14 hours of countable study time; however, the institution The TANF parent attends has determined that 2 hours of study time weekly per class is expected.
The maximum study time for which The TANF parent can be credited is 8 hours weekly.
Distance Learning and Remote Participation
The options of remote E&T participation and distance learning are available for consideration by the E&T program upon request by a participant or when an individual’s circumstances make it the best fit. This includes any external factors that may preclude in-person participation such as, but not limited to, exhaustion of annual transportation SPALs, limited participation options in rural locations, and/or health risks/conditions for the individual or other household members.
Distance learning, including blended learning (hybrid of online and in-person classes), is remote participation in a vocational educational activity via an accredited educational institution or DHS contracted provider. The availability of local, in-person vocational education opportunities does not prevent an individual from participating in distance learning.
Remote E&T participation can be defined as using technology such as a telephone, computer, or other electronic device to engage in unpaid work-related activities. Remote participation also includes the provision of paper packets, workbooks, and assignments when internet access or a digital device is not an option or participant’s preference. This also refers to a blended approach of remote and in-person activities.
For both remote E&T and distance learning individuals may provide their own Internet access, OR Internet access may be provided by the accredited educational institution, E&T program, or other community resource.
All E&T providers in the commonwealth are expected to offer approved remote E&T activities, services, and case management to individuals. Remote participation as defined above, does not necessarily mean the individual will be participating online. The E&T program may provide workbooks, services, and case management in a variety of approved ways to ensure that participation is maximized. Lack of internet or digital device must not prevent an E&T referral. The E&T program is responsible to find alternative methods of providing and maintaining individuals in remote participation.
Verification of actual hours of participation is the responsibility of the E&T contractor. When an individual is engaged in remote E&T participation or distance learning, supervision is required to track and verify participation. Daily supervision is provided by the E&T program, the accredited educational provider, or an accredited educational institution on the days the individual is scheduled to participate. Daily supervision does not mean daily in-person contact. The supervision may be by telephone or electronic contact and ensures that the individual participates and progresses in assigned activities.
The CAO does not need to seek approval from the Bureau of Employment Programs (BEP) to allow students to take online classes or distance learning to meet their required hours of participation.
Remote Referrals and Enrollments
The CAO will refer a mandatory TANF or volunteer individual to an E&T program if that individual is not currently enrolled in a program. When referring a TANF individual to a program to participate remotely or via distance learning, the CAO will follow the referral policy outlined. See Section 135.11, RESET Enrollment Status, Program Referral Chart .
The process for data entry on an AMR will be the same whether the individual is participating in-person or remotely. The AMR will include all information to ensure the participant is able to contact the E&T program including program name, case manager (if known), phone number, address, and email address (if available). All E&T programs are required to conduct outreach prior to an individual’s enrollment date to ensure their needs are addressed for the purposes of participation.
Childcare and other SPALs are available for individuals participating remotely who have a verified need and are eligible for the SPAL type. If an individual requires a SPAL to support remote participation or distance learning activities and need is verified, process the SPAL per policy. This includes, but is not limited to, transportation SPALs to and from childcare locations even when the parent is participating remotely.
The E&T program will assess the individual’s needs and find local solutions to assist mandatory individuals to participate remotely when possible. In instances where they are unable, and the individual is engaged in an allowable activity (per ESA-20048-135) that requires a device. See Section 135.6 , Special Allowances for Supportive Services .
Second and Subsequent Training s
For the purposes of second and subsequent training policy, the CAO will not consider the following to be countable past trainings:
past trainings that were not supported under Pennsylvania’s TANF or SNAP E&T programs;
completion of high school, a high school equivalency program, or an adult basic education program;
completion of an English as a second language program;
completion of a career readiness program that provides only general work skills training, including but not limited to, WorkKeys®; or
any occupation skills program where all requisite coursework was not completed; or
any occupation skills program where all requisite coursework was completed but individual was unable to obtain the required certificate, licensure, or industry credential
Requests for training do not need to be submitted to the Bureau of Employment Programs (BEP) when the individual’s training history is limited to the above scenarios.
The CAO will consider a request to pursue a progressively higher credential in the individual’s field (e.g., CNA to LPN) to be a continuation of the prior countable training, rather than a new countable training. Requests for continuation do not need to be submitted to BEP for approval.
Obtaining BEP Approval
Requests for second and subsequent countable trainings must be submitted to BEP for approval. BEP will approve the request when the individual is pursuing an occupation listed on the local Workforce Development Area’s High Priority Occupation (HPO) list, as published by the Department of Labor and Industry ; AND
An individual is unable to become employed in their chosen field due to changes in physical or mental health status; OR
An individual no longer has the skill level or aptitude necessary to find employment in their chosen field; OR
An individual has a background that now prohibits employment in that field; OR
An individual is unlikely to find employment in that occupation in the area in which they reside that will end the individual’s dependency on TANF and SNAP benefits.
Example 1: A TANF recipient who received a cosmetology license prior to the receipt of TANF benefits requests to start schooling to become a CNA. This is an initial training request and does not require BEP approval. The individual is able to participate in the training.
Example 2: An individual who received their CNA license while a TANF recipient and is now receiving SNAP only wishes to continue education to become an LPN which will increase wage potential significantly. This is not a second training because the individual is continuing to pursue a progressively higher credential in the same field; this is considered a continuation of the first training and does not require BEP approval.
Example 3: An individual graduated from college in 2007 with an associate degree in Performing Arts while receiving TANF benefits. They cannot find work in their field of study. They are now receiving SNAP benefits and wish to seek further education to improve employability. The individual wishes to pursue a non-specific Liberal Arts degree. This second training request must be submitted to BEP.
Example 4: A TANF recipient receives a cosmetology license and obtains a job paying $10 per hour, which is enough to close the TANF budget, but not the SNAP budget. They use five months of vocational education time obtaining this credential. The recipient then requests to pursue a CNA. The CAO submits the second training request to BEP. BEP approves the request, because the individual was unable to find employment in the field paying a high enough wage to close the SNAP budget.
Example 5: The individual described in Example 4 is later charged with an offense that causes them to no longer be able to work in the medical field, reapplies for SNAP only, and now wishes to pursue a CDL. This subsequent training request must be submitted to BEP.
Example 6: An individual, receiving ETANF benefits, obtains their certificate for cosmetology while originally a TANF recipient. The only hairstylist in town shutters their doors and the individual cannot find employment. The recipient wishes to open their own shop and wants to take business class at the local community college. This subsequent training request must be submitted to BEP.
NOTE: Post-graduate (for example, a master’s degree) vocational education activities are not allowable activities for TANF or SNAP E&T participants regardless of DHS support in past trainings.
Submitting Second and Subsequent Training Requests
All second and subsequent training requests should be submitted to the BEP.
For Cash recipients contact: RA-PWBEP.TANF@pa.gov
For SNAP recipients contact: RA-PWBEP.SNAP@pa.gov
Please include case record information and pertinent details regarding the individual and their previous education. Please allow two business days for a response.
If BEP advises the second or subsequent training is not approved, t he citation for denying a second training is 55 PA Code 165.31(d) (1-6) .
Calculating the Number of Hours for Self-Employment
Self-employment is considered unsubsidized employment. This is a core activity. See Cash Assistance Handbook Chapter 152, Self Employment Income.
To calculate the hours of self employment for work participation :
1. Use the gross earned income
2. Subtract allowable business expenses
3. Divide the number by the applicable state or Federal minimum wage whichever is higher in accordance with the Fair Labor Standards Act (FLSA).
The resulting number will count towards meeting the work requirements. Round to the nearest whole hour when the result is a fraction of an hour. If the fraction is less than .5 hour, round down. Round up to the next whole hour if the fraction is .5 or above.
Example: An eligible specified relative applies for TANF for themself and 2 children, ages 3 and 5. The eligible specified relative has a work requirement of 20 hours per week. The eligible specified relative is a self-employed artist. The eligible specified relative provides the CAO with the most recent tax return indicating gross earnings of $7,540 after deducting allowable business expenses.
1. $7,540 divided by $7.25 equals 1,040 hours of annual participation.
2. This result divided by 52 weeks is 20 hours per week.
3. The case worker records Jane’s hours of participation as 20 hours per week in eCIS on the Employment and Wages screen.
135.214 Calculating the Number of Hours for In-Kind Employment
Work compensated with in-kind services or goods is also considered employment. The number of hours of work that is compensated by in-kind goods or services and counted toward participation is determined by the individual providing the in-kind compensation. The Commonwealth does not count income-in-kind or other benefits received at a reduced rate or at no charge when determining eligibility for TANF assistance.
The value of the in-kind goods or services should be totaled and divided by the applicable federal or state minimum wage in accordance with FLSA to determine the number of countable, verified hours of participation in AC 33.
As a reminder, when the CAO receives verification of employment, if the verification is representative of ongoing, unsubsidized employment at initial entry, the corresponding activity hours are input into the activity and prospectively for a six-month period. A copy of at least one pay stub that was current at the time is used to project hours for no more than six months. Hours of participation will be adjusted if the individual reports and verifies a change in employment status such as increased or decreased hours, loss of job, or new employment. Upon expiration of the six-month period or at the semi-annual review, whichever comes first, the individual must again provide verification that will be used to project the hourly participation for the subsequent six-month period.
Example 1: A parent completes odd jobs for their landlord in exchange for rent (valued at $800 per month). Divide by four weeks. $200, the result, is divided by minimum wage. The result is 27.6, which equals the number of hours per week the adult is considered working.
Example 2: An eligible specified relative cleans their mother’s house weekly in exchange for their mother paying their cell phone bill. The mobile plan is $100 per month. Divide by four weeks. $25, the result, is divided by minimum wage. The result is 3.5, which equals the number of hours per week the adult is considered working.
Calculating the Number of Hours for Community Service
The CAO will indicate on the AMR the number of allowable hours in accordance with the Fair Labor Standards Act (FLSA) calculation. The FLSA calculation takes into consideration the cash assistance grant along with Supplemental Nutrition Assistance Program (SNAP) benefits in addition to other applicable deductions and adjustments.
Individuals cannot be permitted to participate for more community service hours than the determined amount indicated on the AMR. O nly the CAO is permitted to perform this calculation.
The Fair Labor Standards Act (FLSA) limits the number of hours an individual may participate in community service. To determine the maximum number of hours an individual may participate for the purpose of counting toward the work requirement, use the following calculation:
1. Determine which monthly benefits will be used:
TANF ONLY household - use only the monthly cash assistance grant
TANF/SNAP household - add the monthly cash assistance grant to the monthly SNAP grant .
2. Subtract any child support paid to DHS on behalf of a child in the budget group, including the child support pass-through up to the maximum allowed.
3. Divide the result by the current minimum wage( this can be the state minimum wage or the federal minimum wage whichever is greater) to determine the number of hours an individual may participate in community service during the entire month; then
4. Divide the monthly figure by 4.0 to determine the number of weekly hours an individual may participate in community service. When the calculation results in a fraction of an hour, round the result down to the nearest whole hour .
Additional earned or unearned income is already adjusted to the cash grant so it is not used to calculate the hours of community service.
If an individual is issued a special allowance, do not include the amount of the allowance when calculating the maximum allowable community service hours.
Example: An eligible specified relative and children receive a monthly cash assistance grant only of $403 per month. The calculation is:
Total monthly cash assistance grant $403 Divided by state minimum wage ÷ $7.25 Maximum hours per month =55 Divided by ÷ 4.0 Maximum hours per week =(13.75) 13
Example: A parent and 10-year-old son receive a cash assistance grant of $316 per month. The monthly SNAP grant is $298. The calculation is:
Total monthly cash assistance and SNAP grants $614 Divided by state minimum wage ÷ $7.25 Maximum hours per month =84 Divided by ÷ 4.0 Maximum hours per week =21
Example: An eligible specified relative and children receive a monthly cash assistance grant of $497 per month. The monthly SNAP grant is $542. Child support in the amount of $350, including the support pass through is collected by DHS monthly. The calculation is:
Total monthly cash assistance and SNAP grants $1039 Minus child support -$350 Net monthly cash assistance grant =$689 Divided by state minimum wage ÷$7.25 Maximum hours per month =95 Divided by ÷4.0 Maximum hours per week =(23.75) 23
Single-Parent
Example : In a single-parent household, regardless of the age of the youngest child, the parent can deem their community service hours to equal 20 hours per week. Therefore, if the parent has an FLSA maximum of 14 hours of community service per week, and participate for all 14 hours in any given week, the participant is deemed to have met their core participation requirement and 20 hours is entered into eCIS.
Two-Parent Family
Example 1 : In a two-parent household which does not receive federally-funded child care, the two-parent family can deem their community service hours to equal 30 hours per week. Therefore, if that two-parent household has an FLSA maximum of 28 hours of community service per week, and one parent participates in at least 28 hours in each week, they are deemed to have met their core participation requirement and 30 hours is entered in eCIS.
Example 2 : When a two-parent household does receive federally-funded child care, and both parents participate, the hours can be deemed to 50 hours per week if one or both parents participate in community service for the total maximum number of community service hours for the household. Therefore, if that two-parent household has an FLSA maximum of 42 hours of community service per week, and one parent participates in at least 30 hours and either parent participates for any remaining hours of the 42 hours in a given week, they are deemed to have met their core participation requirement and 50 hours is entered into eCIS.
Individuals engaged in unpaid work activities, including community service, may get participation credit for excused absences. An individual may get excused absence credit for up to 80 hours in the preceding 12-month period, but no more than 16 hours per month. This does not include the 10 countable holidays.
Individuals can be excused from participation for:
Medical appointments for the individual or dependents;
CAO appointments;
WIC appointments;
Legal appointments;
School appointments including school events;
Counseling appointments;
Housing appointments;
Obtaining child care;
Obtaining birth certificates;
Obtaining documents needed for eligibility for DHS programs;
Obtaining transportation; and
Other appointments as deemed necessary by the Department or its contractor in order to keep the individual in the program.
NOTE: To count an excused absence as actual hours of participation, the individual must have been scheduled to participate in a countable work activity for the period of the absence.
If the activity is closed on holidays observed by the Department, individuals will get participation credit based on the number of hours they would have attended an employment and training activity.
Holidays observed by the Department include:
New Year’s Day
Birthday of Martin Luther King, Jr.
Washington’s Birthday (a.k.a. Presidents’ Day)
Memorial Day
Independence Day
Labor Day
Columbus Day
Veterans Day
Thanksgiving Day
Christmas Day
NOTE: Individuals who are participating in paid work activities must continue to participate in that activity as scheduled by the employer.
For absences not covered above, including holidays not observed by the Department, the contractor and/or CAO should allow participants to “bank” hours in the month the absence is to occur and/or makeup hours within the same month of the absence.
The participant must notify the contractor/CAO of their intentions in advance and together they must develop a plan to make sure hourly requirements are still met within the month of the absence.
NOTE: For participants that do not meet their required number of hours in any week, the contractor/CAO is required to develop a plan for the client to make-up the hours within that month in which the hours were missed. If the participants are unable to make-up hours within the month, they should still be encouraged to make up missed hours, but they are not required to do so once the month has passed.
Makeup plans should be developed between the participant and caseworker within a week of the absence. The plan should be narrated in the case record. Hours in a previous month are not expected or required be made up once the month has passed.
Updated September 21, 2021, Replacing May 25, 2017
An individual may be exempt from participation in RESET if they are:
55 Pa. Code § 165.21
An individual with a verified physical or mental disability, which temporarily or permanently prevents employment or participation in a work activity.
A single custodial parent, in a one-parent household, caring for a child under the age of 12 months. The months do not need to be consecutive and the child is not required to be on TANF. This exemption is limited to a maximum of 12 months during the parent’s lifetime.
An individual under 18 years of age and pursuing a high school diploma or GED , unless the individual is married or is the single head of household.
A TANF parent who cares for a disabled family member living in the home.
NOTE: T he need for the disabled family member to have a care giver must be verified on the Caregiver Review Form ( PA 1820 ). The family member must be living in the home.
An individual is required to cooperate in providing needed information and verification regarding exempt status.
55 Pa. Code § 165.22
There are both state and federal level exemptions for work participation requirements. State exemptions impact the Work Participation Rate (WPR). Federal exemptions have no impact on WPR. For more information about the WPR see Section 135.1 The Road to Economic Self-Sufficiency Through Employment and Training .
ETP Code Exemption Verification Required Duration State or Federal 51 Under Age 18 and enrolled full-time in school Individual statement unless questionable. School may be contacted to verify child participation if necessary. Until individual turns 18 Federal 52 Newborn Exemption Review accrued time spent as ETP 52 in eCIS history screens. For 12 months in a lifetime Federal 53 Physical or Mental Disability PA 635 Temporary or Permanent State 54 TANF Parent Caregiver to Disabled Family Member living in the home PA 1820 Must be reviewed by the CAO every 12 months at renewal Federal
The CAO will:
Assist an individual in obtaining verification when help is needed.
The CAO will not:
Require verification of information that has already been verified and is not subject to change.
This exemption continues unless medical documentation supports a change from exempt to mandatory status. See Section 135.312 When to Review Medical Exemption.
55 Pa. Code § 165.21(c)
Individuals with 12 continuous months of medical exemption will be referred to the Disability Advocacy Program (DAP) for assistance in pursuing Social Security Administration (SSA) or Supplemental Security Income (SSI) benefits. See Supplemental Handbook Section 820.5, The DAP Process the Eligibility Worker. Individuals who are cooperating with the SSA eligibility process do not require additional disability verification and are considered exempt until such time as they:
S top cooperating with SSA
S top cooperating with the DAP or MRT process
P rovide medical documentation that states they are no longer disabled
A physician, licensed psychologist, psychiatrist , physician assistant , or certified registered nurse practitioner must verify a physical or mental disability and employment and training status using the PA 635 , Medical Assessment Form. The PA 635 must be used for TANF for disability verification. See Section Chapter 129.31, Verification of Incapacity for TANF.
55 Pa. Code § 165.22
NOTE: The PA 635 may also be used to verify incapacity to determine deprivation due to incapacity in a two-parent household See Section Chapter 129.31, Verification of Incapacity .
When the CAO is waiting for the return of the PA 635 , or if the PA 635 indicates an individual is able to participat e in employment and training activities for some hours, the individual’s enrollment status is mandatory with good cause. See Section 135.4, Good Cause .
The CAO will:
1. Complete the CAO address, case record identification information and the individual’s contact information on the top of page one of the PA 635 .
2. Indicate a return date of no more than 30 days from the date indicated on the form.
NOTE: If the individual has not yet established a medical exemption, and you have granted good cause 53 to have the PA 635 completed, ensure the return date on the form coincides with the good cause review date entered in eCIS. See Section 135.4, Good Cause .
3 . Indicate the required participation hours for this individual in Section II.
4 . Instruct the individual to take the PA 635 to their medical provider.
5 . Have the individual sign an Authorization for Use or Disclosure of Personal Information ( HS 1815 ) to accompany the PA 635 .
6. Provide a stamped envelope addressed to the CAO for the physician’s office to return the completed form within 30 days from the date indicated on the form.
NOTE: The medical provider may return the completed form to the CAO via mail, secure email, or secure fax. The PA 635 may only be emailed to the CAO if the sender has a DHS-secured CWOPA email account.
An individual is considered mandatory for RESET if they fail to verify exempt status within 30 days of the date indicated on the form, unless the individual has cooperated and verification is pending from a third party.
If the medical provider indicates on the PA 635 that the individual is/has: Then the individual is: The CAO will: Employable (Section II Block #1) Mandatory to participate in Employment and Training (E&T) if no other good cause reason or exemption is indicated or demonstrated by the individual. Explain RESET requirements to the individual. Complete or update a job readiness assessment and Agreement of Mutual Responsibility (AMR). See Chapter 107.6 Completing the AMR. Use ETP Code 60. Refer to the appropriate E&T program. See Section 135.1 The Road to Economic Self-Sufficiency Through Employment and Training Limited Employability (Section II Block #2) Mandatory to participate in E&T with good cause for the hours the individual is unable to participate each week as indicated on the PA 635. Explain RESET requirements to the individual. Complete or update a job readiness assessment and AMR. See Chapter 107.6 Completing the AMR . Use ETP Code 60 with Good Cause code 53. See Section 135.4 Good Cause Refer to the appropriate E&T program. In some cases, a DAP referral may be appropriate. See Supplemental Handbook Section 820.5, The DAP Process the Eligibility Worker. Temporary Incapacity (Section II Block #3) Exempt for the period indicated on the PA 635. Discuss the benefits and ability of volunteering to participate in E&T while exempt. See Section 135.5 Volunteering to Participate in RESET . Complete or update a job readiness assessment and AMR. Chapter 107.6 Completing the AMR . Enter a review date on the eCIS Disability screen. Use ETP Code 53. If the individual is expected to be incapacitated for a period of more than 12 consecutive months, a DAP referral may be appropriate. See Supplemental Handbook Section 820.5, The DAP Process the Eligibility Worker. Permanent Incapacity (Section II Block #4) Exempt Discuss the benefits and ability of volunteering to participate in E&T while exempt. See Section 135.5 Volunteering to Participate in RESET . Complete or update a job readiness assessment and AMR. See Chapter 107.6 Completing the AMR . Enter a review date on the eCIS Disability screen. Use ETP Code 53. Must refer to DAP. See Supplemental Handbook Section 820.5, The DAP Process the Eligibility Worker.
The CAO will review a medical exemption:
55 Pa. Code § 165.21
When a change is reported that would affect the individual’s exemption status. The CAO may request an updated PA 635 .
At reapplication if the medical exemption will expire within the next 30 days.
When a Temporary Incapacity is ending. The system will automatically send the PA 253 with the PA 635 45 days prior to the temporary incapacity end date as entered on the disability screen. An 062 “Pending Verification Alert” will be generated on the caseworker’s dashboard. Upon receipt of the 062 alert, the CAO will attempt to contact the individual to review changes via telephone and narrate outcome. No negative action will be taken if the individual is unable to be reached. CAO will allow 30 days to return the form.
If the PA 635 is not returned because the individual is unable to get an appointment with the health care provider within the 30-day window or there is some administrative delay causing the PA 635 to be sent late while clearing the 062 alert, the CAO should recode the individual to ETP 60 with good cause code 53, input a good cause review date, and allow for up to 30 days good cause to have the PA 635 completed with potential extensions thereafter once the appointment date is verified.
If the PA 635 is returned refer to Reviewing the Completed PA 635.
If the PA 635 is not returned and no explanation provided, schedule the applicant/recipient for partial redetermination to complete or update the job readiness assessment and AMR. Review all potential barriers, refer to the appropriate program, and update the ETP code to 60 if no other good cause or exemption is indicated or demonstrated by the individual.
The CAO may also require the individual to submit to an independent examination as a condition of receiving assistance if:
55 Pa. Code § 165.21(c)(1)(iv)
The disability is not obvious.
The individual is eligible in Extended TANF (ETANF) Hardship Track 2 (TE 31). See Section 135.821 Extended TANF Hardship Tracks .
If an individual is exempt and enrolls in an approved education or training program, including but not limited to, the Office of Vocational Rehabilitation (OVR) or other rehabilitation agency, the individual may volunteer for RESET, and may receive special allowances. See Section 135.5 Volunteering to Participate in RESET and Section 135.6 Special Allowances for Supportive Services .
Participating in employment or an E&T program does not automatically mean the individual is no longer disabled. If the CAO has reason to believe the individual’s medical status is questionable the CAO may request verification of the status of the disability. See Section 129.31, Verification of Incapacity .
Individuals referred to and cooperating with the DAP process are considered exempt until a final eligibility determination for Retirement, Survivors, Disability Insurance (RSDI) or Supplemental Security Income (SSI) is made. If the individual is denied RSDI or SSI, the individual’s exempt status must be reviewed. See Section 135.31 The Medical Exemption and Section 129.31, Verification of Incapacity
Additional disability verification is not required while the RSDI/SSI application process is pending. The individual must continue to appeal any unfavorable Social Security Administration (SSA) decision at all levels until denied at the final appeal level.
NOTE: If an individual is denied for SSA benefits at the final appeal level, this does not mean the disability is automatically ended. A new PA 635 should be requested, and the DAP worker must refer the individual to the Medical Review Team (MRT) to review for an ongoing disability. While the MRT decision is pending, the individual continues to be coded as ETP 53 for RESET.
A single custodial parent, in a one-parent household, caring for a child under the age of 12 months may be exempt. This exemption is limited to a maximum of 12 months in the parent’s lifetime. The months do not need to be consecutive and the child is not required to be on TANF.
55 Pa. Code § 165.21(c)(4)
The 12- month count begins the date the individual tells the caseworker that they want to take the exemption and ends when:
The parent has used their 12-month lifetime limit;
No later than the last day on the month prior to the child's first birthday; or
The parent chooses to stop taking the exemption.
Any newborn exemption time used during a month counts as a whole month used.
EXAMPLE: A single TANF parent informs the CAO that their child was born on January 15th and they wish to take the newborn exemption. The ETP status code 52 is entered into eCIS. January counts as one month toward the 12-month lifetime limit. The 12-month time-limit for the newborn exemption ends on December 31st because the child turns one in the month of January.
An individual with a child under one may choose not to take some or all of this exemption due to the lifetime 12-month time limit.
If the individual has not used the full 12-month exemption, the remaining months of the lifetime limit may be used for subsequent births or adoptions.
EXAMPLE: A single TANF parent informs the CAO that their child was born on January 15 th and they wish to take the newborn exemption. On April 25 th they inform the CAO that they want to stop taking the newborn exemption and look for employment. January counts as one month and April also counts as one month used toward the 12-month life-time limit. The single TANF parent has eight months of the newborn exemption available to use for subsequent births or adoptions.
Once this 12-month limit has been fully used, even if it was used in another state, an individual may not receive it again. The CAO must review the individual’s history including:
The current case record;
Previous case records;
The eCIS narrative;
The individual's history in eCIS;
The individual's ETP history in eCIS to look for good cause given to the parent in a two-parent household who is caring for a child under 12 months of age; and
If applicable, contact the other state for information about any newborn exemption time already used.
Individuals who chose to take the exemption may volunteer to pursue education, job skills training, or work activities.
NOTE: The newborn exemption is only for a single, custodial parent. If consideration is requested for a newborn in a two-parent household good cause should be reviewed. See Section 135.4, Good Cause .
An individual under 18 years of age pursuing a high school diploma or General Equivalency Degree/High School Equivalency (GED/HSE ) is exempt unless the individual is married or the single minor head of household.
Any program that will grant a high school diploma or equivalent is considered an appropriate school. This includes cyber charter schools and special education for students who have an Individualized Education Program (IEP) with supervised education or vocational training approved by the authorities of the school district or by the Pennsylvania Department of Education (PDE) .
A parent or caretaker’s statement that a child under 18 is attending school is acceptable verification to establish a child’s exemption from RESET program requirements unless there is contradictory or conflicting evidence. Statements from school officials about school attendance can serve as verification of enrollment if enrollment status is questionable .
Individuals not enrolled in school at application or renewal will have 30 days to verify participation in high school or a program leading to a certificate of high school equivalency.
If an individual enrolls in high school or a program leading to a certificate of high school equivalency during the summer recess or any other scheduled break, the enrollment is acceptable until the educational program begins. The parent or caretaker must give verification of participation when the program begins.
NOTE: High school students will not have their activity hours tracked. For high school students who are 18 years old that have an active Project Enrollment screen please enter the Indicator Tracking Code 74. This tracking code will be used to identify TANF eligible children aged 18 and currently enrolled in high school, to include students on summer vacation who expect to re-enroll in high school for the next regular term. Using this code will properly remove these students from the Zero Hour Alert that is issued on the 11th of the month.
Individuals who are under 18 years of age and pass the GED/HSE exam will be required to participate in other work or work-related activities after they pass the exam even if they have not yet received the actual certificate of high school equivalency. Individuals under age 18 who cease to participate in a program leading to a certificate of high school equivalency lose their exemption and must be enrolled in RESET. In these cases:
An AMR must be completed with the individual and signed by the parent/caretaker when the individual does not meet the criteria for signing their own AMR See Chapter 107.2, The Agreement of Mutual Responsibility .
The AMR must list the individual’s responsibility to participate in one or more of the following:
Education leading to a high school diploma or certificate of high school equivalency;
An approved work activity; or
30 hours per week of work.
If the individual under 18 years of age willfully and without good cause fails to participate in one of the above, they may be subject to sanction. In this instance, only the individual under 18 years of age is subject to sanction. See Section 135.7, Non-Compliance with RESET Requirements .
O nce the child becomes enrolled in RESET, the child remains enrolled but may again become exempt from participation if the child returns to school or enrolls in a GED program.
If a student is expelled or suspended from school and plans to return after the expulsion or suspension period, educational alternatives may be used to satisfy compulsory attendance requirements during the expulsion or suspension period.
Educational alternatives include:
Enrollment in a non-public school licensed or registered by the Department of Education;
Tutoring approved by the district superintendent and conducted by a properly qualified private tutor;
Home education by the parent which meets Pennsylvania’s Home Education law;
Enrollment of a 15 or 16 year old in an approved, accredited private trade or business school; or
Enrollment of a senior high school student prior to graduation in an approved college.
A TANF parent providing care for a disabled family member living in the phoe is exempt from work participation requirements when documentation to support the need for the disabled family member to have a caregiver is provided.
To meet the medical documentation requirement, the Caregiver Review Form (PA 1820) must be used.
A TANF parent may also be exempt if their child with disabilities receives full-time instruction in the home AND a parent is required to be present.
NOTE: A TANF parent may qualify for caregiver exemption regardless of whether the disabled family member attends school on a full-time basis.
A TANF non-parent who is the specified relative of a disabled child living in the home does not qualify for this exemption, but may be granted good cause. See Section 135.4, Good Cause .
Review ETP 54 at each renewal.
Individuals who are no longer eligible for ETP 54 should be encouraged to begin participation as soon as arrangements can be made for the disabled family member, but no later than four weeks from the date of the renewal interview.
Update the AMR and refer the individual to an appropriate program .
An exempt caregiver may volunteer to participate in an approved E&T activity and receive subsidized childcare , if they are employed or has an activity indicated on an open ETP Project Enrollment screen. See Section 135.5 Volunteering to Participate in RESET .
COMPLETING THE CAREGIVER REVIEW FORM (PA 1820):
The CAO will complete the first section of the form including caregiver's name, address and record number.
The caregiver must complete the second section of the form.
The third section of the form must be completed by a licensed medical provider familiar with the medical or psychological needs of the individual with the disability.
The completed form must be maintained in the case record for a period of six years from the date it is created or from the date it was last in effect, whichever is later.
REVIEWING THE CAREGIVER REVIEW FORM (PA 1820) FOR FEDERAL EXEMPTION:
The CAO will ensure the fields of the PA 1820 have been completed appropriately. The caregiver must describe in detail what they do to care for the disabled family member living in their home.
The third section must be completed by a licensed medical provider.
The CAO must ensure the disabled family member lives in the same home as the TANF parent requesting the caregiver exemption.
The continued need for the caregiver exemption should be reviewed every 12 months at renewal; this does not mean a new PA 1820 is required if the diagnosis is not likely to change or improve. Review the most recent PA 1820 in the record, and if necessary, consult a DAP worker, if you are uncertain if a new PA 1820 is required.
NOTE: Only TANF parents are eligible to request and receive a caregiver exemption. If the specified relative is not a TANF parent, good cause should be explored if they are needed in the home to provide care for a disabled child or adult living in their home. See Section 135.4, Good Cause .
Updated January 20, 2026, replacing September 21, 2021,
An individual mandatory to participate in RESET may be unable to participate for some of the required hours even if the individual is not exempt as listed in Section 135.3 Exemptions from RESET Enrollment .
55 Pa. Code § 165.52
An individual who is mandatory to participate in RESET may be granted good cause to not participate for some or all of the required hours.
Good cause can also apply when an individual has not complied with an employment and training requirement because of an unexpected situation beyond the individual’s control. In this circumstance, good cause gives an individual an opportunity to quickly resolve a situation and to begin or resume participation in E&T. Good Cause codes and review periods can be found in Appendix B .
In cases when the individual’s good cause situation cannot be quickly resolved, the CAO will:
Open an ETP Project Enrollment screen on eCIS with an “A” project code;
Indicate the good cause code;
Enter a review date of not more than 6 months; and
Update the AMR, including steps the individual will take to address the good cause situation.
Good cause includes, but is not limited to these circumstances:
55 Pa. Code § 165.52(a)
1. The individual is unable, mentally or physically, to do the work;
2. The working conditions at the job could result in death or serious injury;
3. The wages paid by the employer are below minimum wage or below the wage normally paid in the community for the same type of work;
4. The individual makes a claim of discrimination by an employer or fellow employees;
5. The individual engaged in an education or training activity that was too difficult to complete, and the individual is willing to participate in another activity better suited to the individual’s ability;
6. A required employment and training activity conflicts with scheduled hours of employment or a job interview;
7. The individual cannot get or maintain childcare as verified by Early Learning Resource Center (ELRC) PA 1697 )
8. A non-parent specified relative, who is caring for a disabled child or incapacitated adult living in the home for whom alternate care cannot be obtained. This good cause is verified via the following:
Caregiver Good Cause Review Form ( PA 1981 ) along with
Collateral contact with ELRC
Verification of Child Care Availability ( PA 1697 )
9. A personal illness or the illness of a family or household member.
10. A personal Emergency
11. Homelessness;
12. Domestic Violence;
NOTE: More information regarding Family Violence Policy and procedures can be found in Chapter 108.7 Guidance On Good Cause Waivers Of Specific TANF Program Requirements.
13. Pending PA 635 Medical Assessment Form;
NOTE: Good cause is granted to allow 30 days for return of the Medical Assessment Form.
14. Limited Employability as indicated on a Medical Assessment Form ( PA 635 ).
NOTE: An individual with limited employability is capable of participating for some but not all of the required hours. The individual is considered mandatory and given good cause for the number of hours they are unable to participate.
15. Six weeks following the birth of a child;
NOTE: Good cause is used for the 6 week post-partum period following the birth of a child. Good cause is not granted for being in the last trimester of pregnancy. If an individual has medical complications related to a pregnancy, a licensed medical provider must complete a PA 635 to verify that the individual should be exempted from participation.
16. The individual has been non-compliant with RESET and is in the Compliance Review Process;
17. The individual is involved in the Hearings and Appeals Process and awaiting the results of the hearing;
18. In a two-parent household when both parents are mandatory, one parent may be given good cause to care for the child for a maximum of 12 months in the parent’s lifetime or until the child reaches the age of 12 months. The Newborn exemption is not available to two-parent families. To determine when the good cause ends use the same policy outlined in Section 135.32 , Newborn exemption.
19. In a two-parent household where one parent is a non-eligible adult, sanctioned, or medically exempt the other parent can be given good cause if it is verified that the non-participating parent cannot care for the child.
20. In a two-parent household, if one parent is meeting the two-parent work participation requirement of 40 hours/week without receiving childcare, the other parent may receive good cause.
21. The location of a contracted vendor site or job is more than two hours round-trip from the individual’s home;
22. The individual leaves a job that is seasonal for another seasonal job, such as migrant farm labor, construction, or temporary work though an agency;
23. The individual failed to receive notice at least two days prior to the date of a scheduled employment and training activity and was unable to make arrangements for childcare or transportation.
NOTE: Good cause criteria for SNAP Employment and Training Program participants are available in SNAP Handbook Chapter 535 .
When reviewing an individual’s situation to decide if there is good cause for non-compliance:
55 Pa. Code § 165.52(b)
Consider all the facts including circumstances beyond an individual’s control;
Allow an individual to offer evidence of good cause to avoid sanction, even if the sanction process has begun and the CAO has made a preliminary determination that the individual did not have good cause for non-cooperation; and
Review the case record and narrative to ensure that barriers were discussed and accommodations were offered to the individual. If the case record or case narrative does not reflect that barriers were discussed and accommodations were offered, then good cause may exist for non-compliance.
EXAMPLE: If an individual needs childcare while participating, the AMR should state that childcare was discussed and a referral for childcare assistance through the Early Learning Resource Center (ELRC) was offered. If not, the individual would have good cause for non-compliance if the reason for non-compliance is due to childcare .
Schedule a compliance review if a mandatory RESET participant is non-compliant with E&T requirements. This is a meeting between a caseworker and participant to discuss participation requirements, the consequences of not participating and any good cause that the individual may have for not participating. At the compliance review, the CAO determines:
Willful non-compliance if the individual had the opportunity and ability to participate, but chose not to participate.
Good cause if the circumstances causing non-compliance were beyond the control of the individual. See Section 135.7 .
The CAO may require verification of the good cause reason . For example , i n a two-parent household where one parent is a non-eligible adult, sanctioned, or medically exempt the other parent can be given good cause if it is verified that the non-participating parent cannot care for the child.
Even after the CAO has made a determination of willful non-compliance, an individual may offer verification of good cause to avoid sanction.
55 Pa. Code § 165.52(b)
At the review date, the CAO will determine if:
Good cause should continue; or
The individual can participate for some or all of the required hours.
If it is determined that an individual can participate, the CAO will:
Refer the individual to the most appropriate E&T activity;
Update the AMR;
Update eCIS to close the A project and remove the good cause code; and
Narrate the circumstances why the good cause was no longer needed.
Updated January 20, 2026, replacing April 11, 2013
Individuals not subject to RESET requirements may volunteer at any time to participate in RESET, including education and job skills training. The federal vocational educational 12-month lifetime limit applies with allowable state exceptions (See Section 135.2, Employment and Training Activities ) .
Exempt Individuals may enroll in employment and training (E&T) activities that will develop skills leading to employment but at a pace that is consistent with their abilities. Individuals who are exempt are not required to have a doctor’s statement verifying that they can volunteer.
Volunteers may be eligible for supportive services on the same basis as mandatory RESET participants.
The CAO should engage in a discussion about the benefits of volunteering to participate with an E&T program if the individual:
· Has an exemption (See Section 135.3, Exemptions from RESET Enrollment ); or
The CAO may refer participants who wish to volunteer for participation to the appropriate E&T program after completing a job readiness assessment and corresponding Agreement of Mutual Responsibility. See Section 135.11 Job Readiness Assessment and Program Referral Chart and Section 107.6 Completing the AMR .
55 Pa. Code § 165.21(b)
NOTE: The ETP Code 61 should be used when a TANF client has a documented exemption and chooses to volunteer in RESET programming.
When individuals volunteer to participate in employment and training activities they:
May volunteer to participate without becoming a mandatory participant.
NOTE: Cash recipients may volunteer in RESET. SNAP recipients may volunteer for SNAP E&T program ming . S ee SNAP Handbook Section 535.1.
Are not subject to RESET hourly requirements. However, they must participate for the number of hours specified on the AMR, or the Extended TANF (ETANF) Hardship Track 2 – Maximizing Participation Project ( MPP ) Service Plan;
NOTE: If the individual is not able to participate in the number of hours indicated on the Agreement of Mutual Responsibility (AMR) or Maximizing Participation Project (MPP) Service Plan, the CAO and the individual should work together to update the document with the number of hours they believe they can participate. The CAO may never sanction an individual who volunteers to participate in RESET.
May receive special allowances for supportive services , when need is verified, to support the individual’s approved plan. See Section 135.6 .
Are subject to the federal 12-month vocational education lifetime limit unless the individual is in an approved vocational education activity and/or granted good cause to continue an approved vocational education activity for up to 24 months in a lifetime with the potential of six-month extensions thereafter if extension criteria are met. See Section 135.2, Employment and Training Activities
Are not subject to sanction for instances of non-compliance with work requirements .
Volunteer Examples
Example 1: A parent receives TANF benefits for themself and their two children. They are verified permanently disabled via a PA 635, coded ETP 53, and working with the CAO to seek Social Security benefits. The parent contacts the CAO and states they would like to participate in online classes at a community college to work towards their associate’s degree in medical billing. The parent should have a job readiness assessment and AMR updated/completed with the number of hours believed that they will be able to participate, and a referral made to the appropriate KEYS program. The E&T program is responsible to verify school enrollment and verify participation. The parent must be coded ETP 61. All actions should be narrated. SPALs may be provided based on verification of need.
Example 2: A parent receives SSI for themself, TANF benefits for their two children, and SNAP benefits for the entire family. The parent wants to go back to finish college now that their children are in school. The parent reaches out to the CAO and asks about assistance with childcare and help purchasing schoolbooks. When an individual is a specified relative/caretaker of a TANF child(ren), but does not receive TANF for themselves, this is considered a TANF child-only case. The CAO may support the SSI parent via SNAP E&T and SNAP SPALs, but the individual is not eligible to receive childcare assistance through TANF or SNAP. See SNAP Handbook Chapter 353: Employment and Training Requirements .
NOTE: The CAO must explain ineligibility for TANF and SNAP childcare. The CAO will also need to suppress the 715 notice Letter of Potential Child Care Eligibility by de-selecting the check mark in the box titled ‘Issue’, when entering the SNAP E&T Activity and ETP Project Enrollment Screens in CIS. Prepare a manual PA162 notice.
55 Pa Code 168.1(a) 7 CFR 273.7(d)(4)(1)
updated September 21, 2021, replacing April 11, 2013
An individual may receive special allowances for supportive services (SPALs) if needed to enable participation in employment or an approved RESET or Maximizing Participation Program (MPP) activity as for specified on the Agreement of Mutual Responsibility (AMR). A SPAL is the payment for needed items or services and is issued and tracked by recipient number.
55 Pa. Code § 165.41
7 CFR 273.7
NOTE: Special Allowances for special items differ from special allowances for supportive services that support approved activities. See Section 138.3, Special Items Allowances
A SPAL is made only to the extent that the item or service is not available from another source at no cost to the individual. A review of any potential resources should be conducted, and a record of the discussion should be entered into the case comments.
If another free or no cost source exists, the individual should be referred for services. If the participant is unable to have their needs met by those resources, a verbal statement by the participant is allowable and a SPAL issuance should be explored.
55 Pa. Code § 165.41(b)
Consideration should always be given for the least costly, most practical item or service to meet the need. There may be times where the least costly item is not the most practical way to support an individual. The CAO must explore all options to determine how to best support the individual’s participation. In instances when a needed item is more costly but most practical to support participation, the CAO should document the discussion and decision in the case narrative. See Desk Guide for Special Allowances for Supportive Services .
The CAO must inform applicants and recipients, orally and in writing, of the availability of SPALs, including information about the annual and lifetime limits, at application, renewal and whenever the AMR is developed or revised. The CAO will also assist the participant in getting supportive services and issue SPALs required to participate in approved activities.
55 Pa. Code § 165.41(c)
Eligibility for SPALs is based on the timeframe that the SPAL is intended to cover and if it is required to support an allowable activity on the AMR.
Individuals should be encouraged to develop some abilities and resources to help them overcome obstacles in their daily lives. The CAO will help individuals explore whether these resources can be used to participate in employment or an approved work activity without the need for SPALs from the CAO. Other alternatives and all options that may be available at no cost to the individual must also be discussed.
55 Pa. Code § 165.41(b)
The Department will not pay for or provide a special allowance for items and services already paid for or obtained unless required under federal law .
Exception: If the CAO failed to make a timely decision or issuance and the client was determined eligible to receive the SPAL, it may be issued as a reimbursement to the client based on CAO error. The decision and actions must be clearly entered into case comments. See Cash Assistance Handbook 181.2, Delayed and Corrective Payments.
55 Pa. Code § 227.24(d)(1)(ii)(A)(I)
NOTE: When an individual is receiving both TANF and SNAP benefits a SPAL, must be issued under the TANF program, the individual is not eligible to receive a SPAL under the SNAP program.
The Special Allowance Verification Form, PA 1883 is used to confirm that the item or service requested is needed and required to enable participation in RESET or SNAP E&T activities. This form is also used to discuss the availability of an individual’s existing supports and to determine what supportive services are required to enable participation in employment, education, training or an activity noted on the AMR or EDP. Consideration is given to whether participation would not be possible without the item or service requested; and whether the item or service is provided by the employer, activity, school or training provider.
Consideration should always be given for the least costly, most practical item or service to meet the need. A discussion should be held and documented in case comments regarding how the SPAL allowance was determined.
A SPAL verification form must be completed for any SPAL issuance type being requested. The exception is when a subsequent SPAL request is made for the same SPAL type and reason.
Example: A mileage request was submitted to the CAO to attend an E&T program. The request included the PA 1883 along with the monthly mileage request. Any subsequent requests for mileage for will not need another PA 1883 while the individual remains enrolled in the same E&T program.
The CAO will c onfirm the need for the allowance by using the Special Allowance Verification Form in one of several ways:
Review the documentation provided by the individual that confirms the need for the requested item or service, complete the SPAL Verification Form, in its entirety and attach a copy of the reviewed information; or
Make collateral contact to confirm that the item or service is needed and complete the SPAL Verification Form. In order to protect the confidentiality of the individual and to avoid disruption of the employer/employee relationship, the CAO will avoid contacting employers for verification of need.
When the allowance is requested to support employment or training , the CAO will determine the need for the allowance based on a conversation with the individual and the CAO will complete the Special Allowance Verification Form. If the individual was placed through a contracted provider, the CAO may also contact the provider to verify the placement .
Provide the individual with the form which can be completed by a training provider to confirm the need for the allowance; or
Have the E & T contractor confirm that the item or service requested is required to enable participation in the activity by completing the SPAL Verification Form. The form will be transmitted to the CAO as part of the request and will be used by the CAO to help determine eligibility .
NOTE : Advise the individual of the time frame for returning the SPAL Verification Form. Also offer a Business Reply Envelope for returning the form, although it can also be submitted via email, fax, drop off or submitted via an E&T contracted provider.
Estimates
The CAO will request an estimate of the cost of the required items. The estimate may be hand-written by the individual, produced by the retailer, or can be obtained online and will be retained in the record. If more than one estimate is required, the CAO should work with the individual to seek out the least costly and most practical item to address the need.
NOTE: A participant that will be referred to a PAWORKWEAR (PAWW) contractor for clothing and grooming items are not required to provide estimates.
S hipping and handling costs may be added as part of the total costs for the SPAL for the supportive service; i.e. books , clothing, or tools. The costs for shipping and handling may not be authorized as a separate fee.
I t is important for the CAO to consider the total costs including shipping and handling when determining whether the purchase of the supportive service is the least costly, most practical item.
Estimates for bus or other mass transit fares can be confirmed using collateral contact, transit authority websites or other publications. Narrate the fare amount and how that estimate was obtained, including a reference to the actual transit agency .
E xample : Zone 1 bus passes $30. Estimate obtained through transit authority website .
The CAO may:
Research and develop a list of community and faith based organizations that offer free or low cost items and services in the area.
Research and develop a list with a range of prices for commonly requested items at stores in the area. When appropriate narrate that the SPAL amount was determined from the CAO’s list of commonly requested items.
Negotiate cost with local retailers for common items and advise individuals of the availability of these items.
The CAO may not:
Require individuals to make purchases at any specific store.
Cause an undue hardship by delaying the purchase of items needed for participation
Require an individual to travel outside of their community to purchase needed items.
CAOs should use their best judgment to ensure that individuals are able to obtain the items that are required to participate in employment and training activities.
Mileage
Estimates are not required for SPALs for mileage. The CAO will use a website that provides mileage to a given location and the return trip. The mileage rate for participation in E&T activities is $.20/mile. Enter a detailed narrative to explain the calculation used and indicate any online mapping website used to determine the mileage. Exact figures are required; rounding is not permitted.
NOTE: Transportation to medical appointments is not ETP-related and has a different mileage rate. Transportation to medical appointments is $.12/ mile and is issued with reason code 200.
The individual must provide verification of car ownership, such as but not limited to proof of current registration or vehicle title, prior to the issuance of a mileage SPAL. If verification already exists in the record, the individual does not have to re-verify.
If the individual is using a car they do not own to participate, the CAO will require a letter from the owner of the car stating the individual has permission to use the car to participate in the E&T activity.
The individual can request a SPAL of $. 20/mile to pay a volunteer driver to offset the driver’s fuel cost and wear on the car when being transported to program activities.
NOTE: Proof of a valid driver's license or vehicle insurance is not required.
Receipts
An original receipt verifies the item or service was purchased with the SPAL and that the SPAL was used for its intended purpose. The original receipt must be provided by the individual within 14 days of receiving the benefit. N arrate that the individual was advised of the receipt verification policy.
NOTE: A participant referred to a PAWW contractor for clothing and grooming items is not required to provide receipts.
It is important to stress to the individual that he or she write his or her name or case record number on the receipt so it can be identified.
The CAO will provide a business reply envelope to the individual in which to return the receipt. The CAO is also encouraged to establish verification collections points with their local E&T contracted providers.
Receipts should be date stamped when received by the CAO.
Restricted Endorsement Checks that have been cashed will not be considered a receipt. An original sales receipt showing the vehicle purchase or repair must be provided by the individual.
Money Orders will not be considered a receipt. If the individual purchases a service or item using a money order, the individual must also provide an original sales receipt to validate the purchase.
Example: When a money order is mailed in for vehicle registration fees, a receipt will not be available; however, the actual registration card received can be used to verify the SPAL expenditure.
If the individual must retain the original receipt for warranty purposes, it is acceptable for the CAO to make a copy to keep in the case record.
If a receipt is not available through the transportation provider, individuals can provide the CAO with a copy of the transit pass as documentation of how the special allowance was used.
If the individual has an OTI for a single bus ride and receipts are not provided by the bus driver, the CAO can confirm through collateral contact, transit authority websites or other publications the amount for daily fares and narrate this information in lieu of a receipt.
Receipts are not required for a mileage SPAL; however, the CAO should confirm that the individual is still participating in an allowable activity before authorizing ongoing SPALs. Prior month’s E&T attendance is not a factor in determining ongoing eligibility for a transportation SPAL.
Overpayments
Indicate on the AMR or EDP that an overpayment will be filed if:
A receipt is not provided within 14 days;
The amount issued for the SPAL was $10 or more than the actual cost shown on the receipt.
The SPAL was not used for its intended purpose.
NOTE: The CAO will process an overpayment referral to recover a SPAL to the extent of the misuse. Overpayments will be calculated based on a prorated period of participation to reflect the time the client complied with the activity; based on a daily, weekly, monthly proration. See the Overpayment Calculator .
EXAMPLE : A monthly bus pass was issued to Mrs. C to attend a four-week training program. Mrs. C. went to class for the first two weeks, but then terminated her participation without good cause. Mrs. C does not meet an exemption. The cost of the bus pass was $40.00. An overpayment for $20.00 for the remaining two weeks should be processed by the CAO.
NOTE: A participant referred to a PAWW contractor for clothing and grooming items is not required to provide receipts.
The CAO must set an alert for the date that the verification must be returned and ensure that it is provided. eCIS Alert 238 can be used to track SPAL issuances and sets a 20-day deadline to review for verification.
If the individual provides the receipt at any time, the CAO should end the overpayment. If the reimbursement process has already begun, repayment will be stopped.
See Supplemental Handbook Section 910.2, When Does An Overpayment Exist .
The CAO is correct in processing an overpayment when the individual does not provide a receipt within 14 days after the issuance of the SPAL. However, there are no provisions that allow the CAO to deny additional SPAL requests for services or items that are determined to be needed and required for participation in the approved activity.
NOTE: Recoupment does apply to an overpayment of a special allowance for cash assistance supportive services .
55 Pa. Code § 165.91
Special allowances for all supportive services will be paid by the CAO in advance of the date that payment is required by the provider.
55 Pa. Code § 165.42
If Then Example The verification is obtained or received within five calendar days following the date of the request. The CAO will authorize payment no later than 10 calendar days following the date of request. A TANF parent requests a SPAL for transportation on January 3. They provides the necessary verification on January 5. The CAO must authorize the transportation allowance no later than January 13. The verification is obtained or received beyond five calendar days following the request. The CAO will authorize payment no later than five calendar days after receipt of the verification. A TANF specified relative requests a SPAL for books on January 3. They provide the necessary verification on January 10. The CAO must authorize the allowance for books no later than January 15.
The CAO may not require an individual to purchase, using installment payments, layaway or any form of charge or credit purchase, and then seek reimbursement for an item or service to participate in an approved E&T activity when an individual is specifically eligible and payment is available via special allowance.
The following individuals may be considered for SPALs:
An individual eligible for cash benefits.
NOTE: This includes an individual who is not receiving a payment because of the $10 minimum payment provisions.
An eligible member of a SNAP household.
An eligible member of an applicant SNAP household which has been determined to be eligible for ongoing SNAP benefits.
When an individual is receiving both SNAP and TANF benefits, a SPAL MUST be issued under the TANF program; the individual is not eligible to receive a SPAL under the SNAP program. An individual with a RESET sanction under TANF cannot be opened in a SNAP E&T component or receive SPALs.
NOTE: An individual who has received an NCE payment for Expedited SNAP benefits, and has not been determined eligible for ongoing SNAP benefits, is not eligible to receive special allowances for supportive services.
SPALs are authorized to support the approved E&T activities of individuals who:
Are mandatory participants in the Road to Economic Self-sufficiency through Employment and Training (RESET) or participants through SNAP Employment and Training Program (FSETP).
Are exempt but volunteer to participate in RESET or SNAP only recipients may volunteer for SNAP activities. See Section 135.5 and SNAP Handbook Section 535.23 .
Mandatory participants and exempt volunteers must meet the following conditions to be considered for special allowances for supportive services:
Have an approved Agreement of Mutual Responsibility (AMR) or Employment Development Plan (EDP), or program Individual Employment Plan (IEP)/Service Plan that supports the need for the SPAL.
Agree to participate or be actively participating in an approved activity as written on the AMR, EDP, or program IEP.
SPALs can be issued for participants to support participation for both in-person or remote participation.
NOTE: The activity cannot be secondary education or an equivalent level of vocational or technical training, unless the individual is pregnant or a custodial parent.
Before authorizing payment for a supportive service, the CAO will determine:
55 Pa. Code § 165.44
If the item or service is needed and required to help the individual to participate in employment or an approved work-related activity.
55 Pa. Code § 165.44(a)(2)
The actual or estimated charge for the service or item requested.
The date the service or item is needed by the participant.
The date that payment for the service or item is required under the provider’s usual payment policy or practice.
The SPAL is needed to enable participation in an approved employment and training activities.
Acceptable verification includes, but is not limited to:
55 Pa. Code § 165.44(a)(3)
Collateral contacts;
Written statements;
Completed departmental forms, obtained from such sources as employers, prospective employers, school officials, training providers, and providers of child care and other supportive services.
The CAO may use a collateral contact whenever necessary to ensure that payment is made in advance of the date that payment is required by the provider. The source of the collateral contact must be clearly explained in the case comments.
55 Pa. Code § 165.44(a)(4)
An individual’s continued eligibility for an ongoing SPAL should be reviewed monthly or more frequently if costs are likely to change, also at each renewal, whenever a change in employment or training is reported by the participant or the training provider, and when the AMR is revised.
The term ongoing refers to an ongoing need to support the same activity – not automatic eligibility for continuing SPALS. Before issuing a subsequent SPAL to support the same activity, the CAO must ensure that the activity and the need for the SPAL continue. To review the participant’s eligibility for an ongoing special allowance for supportive services, the CAO must determine if the participant is still engaged in the education or training activity or employment. A SPAL is issued in advance to support participation in an approved E&T activity. Prior month’s E&T attendance is not a factor in determining ongoing eligibility for a transportation SPAL. As long as the participant is engaging in an approved activity, a SPAL can be issued in advance to meet the need.
The CAO will inform the individual in a continuing E&T activity that ongoing SPALs must be requested timely to ensure that the SPAL can be issued in advance of the need and therefore does not disrupt the individual’s education or training activity or employment. The CAO will inform the individual of the date each month that the request for the ongoing SPAL should be requested with consideration of processing time , to ensure continued issuance of the SPAL.
The CAO will continue to make advance payments to support the ongoing need for supportive services as they are requested by the participant with consideration of the date of request. To the extent possible the CAO should work with their E&T community providers to develop a system for SPAL requests between agencies. E&T contractors may now submit SPAL requests for participants through CWDS. SPAL requests will be processed by the CAO regardless of the submission method.
Ongoing SPALs can only be authorized for a one month period and must b e reviewed before each r eauthorization to ensure that :
The individual remains eligible.
The individual is participating in an approved, allowable activity.
For ongoing allowances, like mileage or bus passes, the CAO will complete the SPAL Verification Form initially and then review these points with the individual periodically or when circumstances change (like a change in activity, or if the client moves). A subsequent SPAL Verification Form is not required unless circumstances have changed.
135.64 Ineligibility for Special Allowances
Ineligibility for SPALs exists when:
The SPAL Verification Form is not returned to the CAO for the initial SPAL type request; or
The SPAL Verification Form indicates that the requested item or service is not needed/required; or
NOTE: A SPAL should not be denied if a SPAL Verification Form is already on file for the same type and reason that indicates the item/service is needed/required.
The participant has not signed the AMR or EDP; or
The participant has not agreed to participate or is not actively participating in an approved activity; or
The verification required to issue the SPAL is not obtained; or
The participant has exhausted their annual or lifetime limit; or
The item requested is not an allowable SPAL; or
The individual is ineligible for any other reason.
Then the CAO will:
Deny the request within required timeframes. See Section 135.65 .
Send a notice informing the individual of the denial.
Narrate why the request was denied, the timeframes, and that a notice was sent.
When a request for a special allowance for supportive services is made, the CAO will:
Enter the date an oral request (including those made in person or by phone) for a special allowance was made or the date a written request was received in the case record narrative;
55 Pa. Code § 165.43
Set a control to ensure that the request is acted on within the required time-frame;
Promptly inform the individual of the verification needed to determine eligibility for the SPAL and assist the individual, including making collateral contacts, to obtain necessary verification;
Issue a written decision approving or denying the request, on an Eligible/Not Eligible Notice, no later than 15 calendar days following the request. For specific requirements related to issuing special allowances see Section 135.65 .Time-Frames For Approving Or Denying A Request For Special Allowance For Supportive Services.
When verification of these factors indicates a change in eligibility, the CAO will reduce, terminate, or increase the special allowance as appropriate, upon issuance of a Confirming Notice to the participant.
A notice approving the request must contain:
The amount of the payment.
The time frame covered by the payment.
An explanation of how the payment was determined, including the specific regulation used by the CAO to determine the amount.
The remaining SPAL balance.
The type of SPAL being issued.
A notice denying the request must contain:
Type of SPAL being denied
A statement of the reason for denial.
The facts on which the denial was based.
The specific regulation on which the denial was based.
A brief explanation of the regulation.
The individual has the right to appeal a decision by the CAO concerning a request for a special allowance for supportive services. See Supplemental Handbook Chapter 870, Appeal and Fair Hearing .
The following documentation must be made in the case record narrative when a SPAL is issued:
The type of allowance requested.
The reason code used.
The activity supported by the special allowance and if a current ETP plan reflects that activity.
The number of hours the individual is expected to participate and/or the number of hours that are required.
The amount of the special allowance and the calculations used to determine the amount, including the source of any collateral contact or third-party verification.
The remaining SPAL balance.
The dates the SPAL is intended to cover.
The following documentation must be made in the case record narrative when a SPAL is denied:
Type of SPAL being denied.
A statement of the reason for denial.
The facts on which the denial was based.
The specific regulation on which the denial was based.
Case comments are part of the case record narrative and must reflect case specific actions taken and the supporting details that led to taking the action.
Special allowances for all supportive services will be paid by the CAO in advance of the date that payment is required by the service provider, consistent with the requirements and time frames discussed in this section.
55 Pa. Code § 165.42(a)
NOTE: If the CAO failed to make a timely decision or issuance and the client was determined eligible to receive the SPAL, it may be issued as a reimbursement to the client based on CAO error. The decision and actions must be clearly entered into case comments. See Cash Assistance Handbook 181.2 .
When the CAO obtains or receives verification within five (5) calendar days after the request for a special allowance for supportive services, the CAO will authorize payment no later than ten (10) days after the date of request.
55 Pa. Code § 165.45
When the CAO obtains or receives verification more than five (5) calendar days following the request for a special allowance, the CAO will authorize payment no later than five (5) calendar days after the receipt of verification.
NOTE: In some circumstances it might not be possible to issue a payment via EBT, local issuance check or restricted endorsement check before the date payment is required by an item or service provider. This might occur because of the timing of the individual’s request or because of a delay in obtaining verification necessary to evaluate the special allowance request. Under these circumstances as with all others, the payment for an approved special allowance request must be authorized within the required time frame, regardless of the length of time needed by the CAO to issue the payment.
When the last day or authorization of payment falls on a weekend or holiday, the CAO will authorize payment on or before the working day immediately preceding the weekend or holiday.
Authorization of payment includes actually processing all the data needed to issue a check, including completing all required forms, and performing data entry.
The CAO will issue the written decision approving a SPAL within the time frame for authorization in this section.
Determine the method of payment, such as EBT, local issuance check or central issuance check that provides payment of the SPAL on or before the date payment is required by the item or service provider.
NOTE: Special allowance payments for automobile purchases, down payments and repairs, when approved and upon authorization, must be issued to the individual via the restricted endorsement check process. Restricted endorsement checks are made payable to both the individual and the item or service provider. The restricted endorsement check is then mailed directly to the service provider. Signatures of both the individual and the provider are required.
62 P.S. § 403(g)
Annual and lifetime limits apply to SPAL issuance. The CAO will use a program year to track annual limits. A program year runs from July 1 through June 30.
See the SPAL Desk Guide for SPALs that may be issued by the CAO.
55 Pa. Code § 165.46
NOTE : When an individual is receiving both SNAP and TANF benefits, a SPAL MUST be issued under the TANF program; the individual is not eligible to receive a SPAL under the SNAP program.
The following SPALs may not be authorized for individuals who receive both TANF and SNAP benefits.
Air and Long Distance Rail
Lodging and Food
Incapacitated Care
SPALs are grouped into four categories which include sub-categories (Transportation, Clothing, Vehicle Purchase and Work/Education/Training) and SPAL reason codes. When authorizing a SPAL for E & T activities, the reason code to enter on eCIS is selected from either the 200 or 800 series. Reason codes numbered in the 200s are used for SNAP or non-working TANF recipients. Reason codes numbered in the 800s are used for working TANF recipients. An 800 series reason code should not be used for SNAP-only recipients.
TRANSPORTATION:
55 Pa. Code § 165.46(a)(1) & (2)
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance for all transportation SPALs is the actual cost of up to $1,500 annually. The CAO will use a program year to track annual limits. A program year runs from July 1 through June 30.
Bus, includes Subway, Commuter Rail, Paratransit , or Ridesharing (such as Uber/Lyft) (Reason Code 268/868) and Taxi (Reason Code 272/872)
As required for approved activities or for employment and training. May be authorized for the period up to the date the TANF benefit closes .
Includes, but is not limited to, completing a written application, test taking, interviewing, etc.
Not provided if the activity is secondary education or equivalent level of vocational or technical training unless the individual is pregnant or a custodial parent.
Includes private automobile, car or van pool, public transit, taxi and paratransit.
Limited to actual mileage not to exceed $.20 per mile for personal auto, including volunteer driver. If transportation is provided by a car pool or van pool, the individual receives a proportionate share of the cost up to the maximum amount.
Non-recurring only.
Pre-expenditure approval is not required, but verification must be provided within 14 days of the date the service was received and the cost incurred.
Individuals will provide an estimate for ridesharing by using their rideshare application and using the date and time they are expecting to utilize the services.
Mileage, includes parking and tolls if required (Reason Code 250/850)
As required for job interviews or approved activities, or for employment and training. May be authorized for the period up to the date the TANF benefit closes .
The mileage rate for participation in E & T activities is $.20/mile.
An estimate or a receipt is not required.
The CAO may use a website that provides the mileage to a given location and the return trip.
Narrate the calculation used to determine the amount of the SPAL.
Volunteer Driver: The E&T participant can request a SPAL of $.20/mile to pay a volunteer driver to offset the driver’s fuel cost and wear on the car when being transported to program activities. The SPAL must be issued to the participant via EBT. The participant is then responsible to pay the volunteer driver.
Car/Van Pool (Reason Code 267/867)
As required for job interviews or approved activities, or for employment and training. May be authorized for the period up to the date the TANF benefit closes .
Motor Vehicle Repair (Reason Code 262/862)
55 Pa. Code § 165.46(a)(3)
As required for work or approved activities , or for employment and training. May be authorized for a period up to the date the TANF benefit closes .
Required repairs include those needed to pass state safety or emissions inspection or to return the vehicle to safe or legal operating condition. An automobile mechanic authorized to perform Pennsylvania state inspection will indicate by written estimate if the repair is necessary to pass state inspection. Requirements to pass the Pennsylvania state automobile safety inspection are on the internet at: https://www.pa.gov/services/dmv/submit-proof-of-vehicle-insurance Documentation of verification received from the mechanic shall be maintained with the case record.
Routine and general maintenance items and service, including battery, tires, fluid inspection and replacement, filters and lube that are not repairs needed to pass inspection or return the vehicle to safe or legal operating condition are not allowable motor vehicle repairs.
Any towing costs should be included in the invoice for repair
Vehicle must be required to enable the individual to:
Accept a bona fide employment offer that resulted from participation in an approved ETP planned activity,
Participate in an ETP planned activity or
Transport a child to day care while participating in an ETP planned activity for in-person and remote participation.
Non-recurring only.
May not be combined with motor vehicle purchase or down payment allowance at time of authorization for repair.
Payment for motor vehicle repair must be issued via the restricted endorsement check process.
Pre-expenditure approval by at management level is required.
NOTE : The Kelley Blue Book value of a car has no impact as to whether a repair can be approved. The CAO should review the most practical option with the client such a vehicle purchase SPAL instead of a repair if the repairs are excessive.
Volunteer Driver : The CAO may approve a SPAL for a car repair for a volunteer driver who is part of the TANF household.
The CAO may not approve a SPAL for a car repair for a volunteer driver who is not part of the household. The volunteer driver who is not part of the household assumes the maintenance of the car and, as the owner, is responsible for the cost of repairs, inspections, insurance and operator’s fees so a SPAL should not be issued.
Motor Vehicle Expenses (Reason Code 260/860)
55 Pa. Code § 165.46(a)(4)
As required for work or approved activities , or for employment and training. May be authorized for a period up to the date the TANF benefit closes .
Includes:
Driver’s license
State inspection fee
Emission control
Inspection fee
License plates
Vehicle registration
The CAO may issue a motor vehicle operator fee for a valid PA driver’s license when an individual has a license from another state.
The item or fee is required for legal operation of the motor vehicle.
Operation of the vehicle must be required to participate in employment or approved work-related activities, including transporting a child to day care while participating in an ETP planned activity.
A Restoration Fee is not an allowable SPAL as this is part of costs and fines.
Moving/Relocation (Reason Code 244/844)
Issued to accept a verified offer of gainful, permanent employment.
The amount is limited to the actual cost of the item/service up to $200 maximum annually. The actual amount issued for this expense counts against the $1,500 annual limit for transportation SPALs.
The 12-month period begins at the authorization date
Includes licensed moving company, rental, labor and other necessary costs
Individual must provide written verification of a bona fide offer of employment and that the move is necessary to accept the employment.
Pre-expenditure approval at management level is required
CLOTHING:
55 Pa. Code § 165.46(b)(1)
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance for clothing SPALs is the actual cost of up to $150 annually. The CAO will use a program year to track annual limits. A program year runs from July 1 through June 30.
Clothing for Employment/Training (Reason Code 256/856)
As required for work or approved employment and training activities. May be authorized for a period up to the date the TANF benefit closes . For specific clothing and grooming items and services to support participation in work and work-related activities, such as job interviews, training programs, and accepting or maintaining employment This includes such items as suits, dresses, scrubs , safety clothing and shoes, and uniforms or appropriate attire required by an employer or a training provider.
NOTE: A referral to the local PA WORKWEAR (PAWW) provider is the first resource for clothing SPALs. All TANF employment and training participants are eligible for a referral to PAWW if they have a verified need for clothing to support work or a work-related activity approved on their AMR.
A referral to PAWW must still be used in lieu of a clothing SPAL from the CAO or contractor. A clothing SPAL should only be authorized in non-PA WORKWEAR areas or when PA WORKWEAR cannot provide the required item. See PA WORKWEAR (PAWW) Desk Guide .
Verification is required from the employer or training provider that the items are required.
If the individual already has the clothing items being requested, they are not eligible to receive the allowance.
A written estimate of the requested items must be provided by the individual at the time of request.
Narrate all actions and scan documentation into imagining.
NOTE: Commonly requested items with costs known to the CAO do not require a written estimate; however the narrative must explain the item or service costs have been determined by the CAO to be the least costly and most practical available. Estimates are not required if a participant is being referred to PAWW.
Non-recurring only.
Pre-expenditure approval at management level is required.
In counties with a PAWW Contractor , a referral to the local PAWW provider must be completed instead of issuing a clothing SPAL OTI on the participant’s EBT card. All referrals to PAWW must come from the CAO. Therefore, contracted E&T providers cannot make referrals to PAWW. All TANF employment and training participants are eligible for a referral to PAWW if they have a verified need for clothing to support work or a work-related activity approved on their AMR and have a remaining balance in their $150 annual clothing SPAL limit.
A clothing SPAL OTI should only be authorized in non-PAWW areas or when the:
PAWW contractor cannot provide the required item(s), such as when a participant needs clothing with employer or training provider logo.
PAWW contractor is unable to meet with the participant timely.
Participant needs reasonable accommodations for supportive services and the history of domestic violence, transportation and childcare issues, or medical related concerns.
NOTE: In counties with a PAWW contractor, the CAO must case note the reason a clothing SPAL OTI was issued rather than completing a referral to PAWW.
When a TANF RESET participant is determined eligible for a clothing SPAL and PAWW is both the least costly and most practical method to fulfill the participant’s need, a referral to PAWW must be made within the SPAL timeframes. When referring a TANF RESET participant to PAWW, the CAO will:
Complete all fields in the CAO section of the PAWW Client Referral Form (PA 1836) .
Provide the participant with a copy of the Client Referral Form and submit the form through secure email to the PAWW contractor.
Inform the participant of the PAWW referral and service delivery process.
Create a manual alert to be due 15 business days after sending the referral form to the PAWW contractor to complete the PAWW Reconciliation Process.
Narrate the request and action taken.
The CAO will inform the participant that the PAWW contractor will:
Contact them upon receiving the referral form to schedule the appointment.
Strive to serve the participant within 5 business days but must serve them in 10 business days or a new referral is needed.
Identify and provide the clothing and grooming items necessary to fulfill the participant’s interview, employment, and/or training needs.
Meet the participant’s actual clothing and grooming needs in the least costly and most practical way. The CAO may use the PAWW Suiting Examples to discuss items and general costs of a PAWW service.
NOTE: PAWW will provide clothing and grooming items based on the need and remaining annual clothing SPAL limit. Depending on the need, the value of the items issued may be less than the available SPAL balance.
Report the actual items provided and the value of those items to the CAO to deduct the value from the balance of their $150 annual clothing SPAL allowance
The TANF RESET participant must also be informed to bring verification of identity to the PAWW appointment and arrive on-time and alone. Transportation SPALs can be issued to support the participant’s attendance at the PAWW appointment.
The participant is not required to provide receipts from their PAWW service. The PAWW provider will provide an Appointment Summary to the CAO, via secure email, for each participant that is successfully served no later than 5 business days after the RESET participant was served containing the specific items provided to the participant and their value. If the PAWW program does not provide the CAO with an Appointment Summary or communicate a no-show by the date for which the manual alert was set, the CAO or designated CAO liaison will contact the PAWW provider to obtain the Appointment Summary or confirm that the participant was not able to be served before disposing of the alert.
The CAO will deduct the total donation value/ purchase price of items received from the participant’s $150 clothing SPAL balance by case noting the value of the items given and the participant’s remaining clothing balance. As there are no SPAL tracking screens for PAWW referrals, the CAO will utilize the imaged and case noted value of any PAWW services and clothing SPAL OTIs issued when making the initial PAWW referral and any subsequent PAWW referral within the same fiscal year.
If a participant received a PAWW referral and requests a subsequent clothing SPAL prior to the Appointment Summary being submitted to the CAO, the CAO or designated CAO liaison will reach out to PAWW to identify if the participant was served and request the total donation value/purchase price of all items the participant received to determine the remaining clothing SPAL balance to complete a second PAWW referral or issue an OTI clothing SPAL.
If a participant does not show up for their PAWW appointment and no PAWW services were provided, a notice is not required but the CAO will narrate that the participant did not show up for their appointment.
If a participant receives PAWW services, the CAO will:
Scan the Appointment Summary into imaging
Dispose of the manual alert
Narrate explanation and requirements given to the client and all actions taken
Send a manual PA/FS 162C notice to inform the participant of their remaining clothing SPAL balance:
You were determined eligible for a clothing allowance and received item(s) through the PA WORKWEAR program.
The total value of the items provided by PA WORKWEAR was (total donation value/purchase price of PA WORKWEAR service as indicated on the Appointment Summary).
The maximum amount you are eligible to receive is $150. Your remaining balance is (amount remaining toward annual limit). 55 Pa. Code 165.41, 55 Pa. Code 165.44(b)(1)(i), 55 Pa. Code 165.46
VEHICLE PURCHASE -TANF recipients only (Reason Code 261/861)
55 Pa. Code § 165.46(a)(3)
As required for work or approved activities , or for employment and training. May be authorized for a period up to the date the TANF benefit closes .
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance is up to $1,500 for the purchase of one vehicle in a lifetime.
Vehicle must be required to enable the individual to participate in employment or approved work-related activities including transporting a child to day care while participating in an ETP planned activity.
Other types of transportation must be evaluated in comparison to a motor vehicle down payment or purchase to determine the most practical and least costly type of transportation available to the meet the individual’s employment, education, or training need. This review should be clearly narrated in the case comments.
The allowance may be issued only if other less costly types of transportation are not available and practical.
May not be combined with motor vehicle repair allowance at time of authorization or purchase.
Verification must be provided that the vehicle is in safe operating condition at time of authorization and purchase, including valid inspections, or can be expected to pass inspection without repair.
May include sales tax, or may be used as a down payment toward the actual cost of the vehicle.
When used as a down payment, the individual must verify a plan to pay the difference between the down payment and actual purchase price, including sales tax.
Payment for motor vehicle down payment or purchase must be issued via the restricted endorsement check process.
Pre-expenditure approval at management level is required.
Before a SPAL for a car purchase can be authorized the CAO must take the following steps:
Review all other forms of available transportation to determine the least costly, most practical transportation available.
Require the individual to obtain and provide the following information:
A valid Pennsylvania driver’s license;
Proof of current car insurance or a viable plan to obtain and pay for car insurance;
NOTE: Validation of car insurance is made by The Department of Transportation (PennDOT) who requires proof of car insurance for individuals who Buy a Car in Pennsylvania .
Verification that the car has a current inspection sticker or can pass inspection without additional repairs;
A viable plan to pay the remaining balance if the cost of the purchase is greater than the maximum allowance;
Proof of the insurance claim information if the individual states that their previous car was in an accident;
Verification that their name has been removed from the title of a previous car if they have owned a vehicle in the past.
The E & T participant requesting the car purchase allowance must become the registered owner of the car being purchased.
A SPAL can be issued for a car with a current inspection from another state. In order to qualify for the SPAL, the individual must provide written verification from an auto mechanic certified to perform Pennsylvania state inspections that the car can pass Pennsylvania inspection, without the cost of additional repairs. If the car is determined to need repairs to pass inspection, the CAO may not authorize the special allowance.
NOTE: The out of state vehicle will be subject to a Pennsylvania state inspection within ten days of purchase.
A SPAL may not be issued to purchase a car that cannot pass required Pennsylvania state inspection criteria.
Volunteer Driver
The CAO may not approve a car purchase for a volunteer driver.
WORK, EDUCATION AND TRAINING
Annual and lifetime limits apply to SPAL issuance. The amount of the maximum allowance for all work, education , and training SPALs is the actual cost of up to $1,000 in a lifetime.
Tools/Equipment (Reason Code 257/857)
55 Pa. Code § 165.46(b)(2)
Equipment or tools for employment, education or training
As required for work or approved activities , or for employment and training. May be authorized for a period up to the date the TANF benefit closes . Limited to actual minimum cost up to $1,000 in a lifetime.
Verification that the tools and/or equipment are needed for employment or to participate in the approved activity is required.
Payment or lending programs for equipment and tools must not be available from the employer or training provider, federal, state , or other educational grants or public sources.
Non-recurring only; fee cannot be paid each semester.
Pre-expenditure approval at management level is required.
Example: Mr. C is offered a position with a catering service after conducting a job search. The catering service requires its employees to obtain their own restaurant-grade knives and serving utensils. Mr. C requests a special allowance for equipment and tools to purchase the knives and utensils. Mr. C verifies the requirement and is eligible to receive up to $1,000 for the actual cost of the required knives and utensils to begin employment.
NOTE : Computer, laptop, Chromebooks are all allowable SPALs if needed to support remote participation for participants engaged in DHS approved credentialing programs, GED, ABE and HSE programming. See Section 135.2 Employment and Training Activities.
Books/Supplies (Reason Code 278/878)
55 Pa. Code § 165.46(b)(3)
As required for work or approved activities , or for employment and training. May be authorized for a period up to the date the TANF benefit closes . Limited to actual minimum cost up to $1,000 in a lifetime.
Must verify items are required for enrollment or participation. An itemized estimate of costs is required.
A class schedule must be provided to verify the need for the requested books.
School supplies such as pens, notebooks and paper can also be supported and can be confirmed by the educational institution and/or the E&T provider.
Direct payment for books and supplies must not be available from federal, state or other educational grants or public sources.
Non-recurring only.
Pre-expenditure approval at management level is required.
Fees (Reason Code 264/864)
55 Pa. Code § 165.46(b)(4)
Registration or enrollment fee for a training course or child care registration .
As required for work or approved activities , or for employment and training. May be authorized for a period up to the date the TANF benefit closes . Limited to actual minimum cost up to $1,000 per lifetime.
Must verify acceptance into the training program or that acceptance is contingent upon payment of the required fee.
May include liability insurance cost such as malpractice insurance if required for participation.
Tuition is not a fee.
Non-recurring only.
Pre-expenditure approval at management level is required.
NOTE: Fees for birth certificates are not an allowable SPAL.
Union Dues/Professional Fees (Reason Code 258/858)
55 Pa. Code § 165.46(b)(5)
May be authorized once per job, limited to the initial fee and/or for the period up to the date of the participants first pay . Limited to actual minimum cost up to $1,000 in a lifetime.
Payment of the fee must be required to accept a bona fide offer of employment.
Includes fees for assessing qualification requirements, bonding, certification, licensure and occupational insurance.
Non-recurring only.
Pre-expenditure approval at management level is required
Initially a discussion about the availability of SPALs needs to occur with the individual when the RESET plan is developed at application and reinforced at renewal, partial renewal or compliance review. This discussion needs to include the SPAL categories, the limits and the expectation of continued participation if the limits are reached.
W hen individuals deplete their SPAL limit for transportation they must implement an alternative plan. Alternatives may include, but are not limited to, community service near their home, independent job search from home , networking with friends and family or relocating to an area where transportation is convenient
NOTE: The CAO may not issue good cause for failure to participate in employment or a work related activity because the maximum amount for a category of a SPAL has been issued.
The CAO will place an indicator code related to transportation issues on ETP Project Enrollment. See CAH 135 Appendix B .
Two-Parent Households
Special Allowances for two-parent households need to be evaluated based on SPAL policy related to verified need of each parent for participation. SPAL s are issued and tracked by recipient number therefore each parent in a two-parent household is potentially eligible for the same category of SPAL related to their individual participation requirement. Special Allowances have specific, individual limits so under no circumstances should a SPAL be issued to one parent in the household for the intended purpose of the other parent.
Examples:
1. If both parent s in a two-parent home attend the same EARN; and use their own vehicle, only one SPAL for mileage should be issued. If the SPAL limit is reached for one parent then the other parent may request SPALs which then count toward that parent’s SPAL limit. In the same case, if a car repair is requested, the vehicle repair should be authorized for the same parent that received the mileage SPAL.
2 . If both parents attend EARN and travel by bus, each parent would be eligible for their own bus pass under public transportation SPAL and the cost of the bus pass would count against each parents SPAL limit independently .
Paid and Unpaid Activities
I f a paid work activity results in earnings which are treated as earned income, transportation SPALs associated with paid activities may be authorized up to the date the TANF benefit closes , with consideration of the least costly and most practical item or service.
SPALs associated with unpaid activities may be issued as needed and required up to the established limits to help an individual participate.
When an individual is participating in both paid and unpaid activities approved on the IEP, the specific costs related to one or both activities must be distinguished in the case narrative before SPALs may be authorized. It should include the program and activity as well as the number of hours of participation in each activity the SPAL will support.
Updated October 23, 2025, Replacing February 22, 2024
When an individual who is mandatory for RESET is not meeting the requirements that are specified on the AMR the individual is considered to be in non-compliance.
55 Pa. Code § 165.51(a)
Non-compliance has occurred when an individual who is required to participate in RESET:
Fails to accept a bona fide offer of employment in which the individual is able to engage.
Voluntarily quits or otherwise fails to maintain bona fide employment.
Fails or refuses to accept referral to, participate in or continue to participate in an activity as specified on the AMR.
Fails to accept referral to, work in, or retain employment in which the individual is able to engage as specified on the AMR.
Fails to seek and apply for employment.
Voluntarily reduces earnings.
The CAO will follow the compliance review process to see if the individual has good cause for not complying with participation requirements.
Sanction Desk Guide
A compliance review is held to determine whether the non-compliance was within the individual’s control (willful) or if an exemption or good cause exists (non-willful).
Willful non-compliance is defined as an instance where an individual had the opportunity and capacity to participate and did not.
An exemption from RESET participation may apply as defined in Section 135.3 .
55 Pa. Code § 165.21
Good Cause is defined as a reason an individual was unable to comply that was not within the individual’s control. See Section 135.4 for detailed definitions and examples of good cause.
Step 1
Scheduling the Interview
W hen t he non-compliance becomes known to the CAO and the individual is participating in a CAO-directed activity the individual must be contacted within three (3) days to discuss the non-compliance. Attempts to reach the individual by telephone must be narrated in the case record
The CAO has three (3) work days from the date the contractor terminates the referral in CWDS for non-compliance to contact the individual and discuss the reason for the non-compliance.
If the CAO is able to reach the individual by telephone, the caseworker must conduct a compliance review to determine whether or not the non-compliance was willful and without good cause.
If the CAO cannot reach the individual by telephone, the caseworker will send the Compliance Review Appointment Notice ( PA 1706 ) . The compliance review appointment must be scheduled within ten (10) work days of the date the non-compliance becomes known to the CAO.
The Compliance Review Appointment Notice must include the following information:
Where the compliance review will take place.
The date and time of the appointment.
The option to complete the review by telephone.
The county assistance office's telephone number.
Before sending the Compliance Review Appointment Notice ( PA 1706 ) , the case file must be reviewed for domestic violence. When domestic violence has been disclosed and if an alternate address is being used, the CAO will send the Family Safety Notice ( PA 1747 ), with the Compliance Review Appointment Notice.
If the individual responds to the Compliance Review Appointment Notice ( PA 1706 ) by the 10th work day after the mailing date, the CAO will conduct an interview to discuss the reason for the non-compliance. The interview can be held in person or over the telephone.
Step 2
Reviewing the Case
The case file information, including all previous narratives, is reviewed along with the Client Information System (CIS), Commonwealth Workforce Development System (CWDS) and MAPPER in preparation for the compliance review. If information is located regarding the non-compliance, ensure that assistance was offered for any of the following circumstances:
Mental health treatment.
Drug and Alcohol counseling.
Child Welfare Agency services.
Domestic Violence.
Homeless, including facing eviction or utility shutoff.
Disabled or caring for household member with a disability.
Language barriers.
Previous or current MPP involvement.
NOTE: If upon review of the record the caseworker discovers that the individual had one of the above circumstances and there is no narration that assistance was offered, the caseworker should discuss the circumstances with the individual at the compliance review to determine if the barrier is still an issue and offer assistance if needed. This discussion must be narrated.
When reviewing an individual’s situation to decide if there is good cause for non-compliance:
Look at the degree of failure, and review past practice for a pattern.
Review the case record and narrative to ensure that barriers were discussed and accommodations were offered to the individual. If barriers were not discussed and accommodations were not offered, then good cause may exist for non-compliance.
Allow an individual to offer evidence of good cause or exemption to avoid sanction, even if the sanction process has begun and the County Assistance Office has made a preliminary determination that there was no good cause for non-cooperation.
Step 3
Results of the Compliance Review
1. If it is determined that good cause exists:
The CAO must notify the contractor in writing that a good cause determination has been made and that the client will be returning to the program. Written notification may include a secure e-mail message; a form developed by the CAO , or other written communication. The message MUST be received by the contractor prior to the client’s new report date.
Entry of a new ETP Project Enrollment referral will need to occur after the contractor has been notified in writing. This will be considered the same enrollment within the program year.
When the referral is made, update the AMR, send a copy to the contractor and narrate the steps taken.
NOTE: If the individual did not comply with RESET requirements due to a verified exemption, no sanction is imposed. A new AMR will be developed to address the exemption and any other obstacle to compliance. The ETP code will be updated as required on eCIS to reflect the exemption.
55 Pa. Code § 165.51(e)
2. If it is determined that no good cause exists and the non-compliance was willful, proceed with the next level sanction. A PA 162A with the appropriate A.1, A.2, or A.3 attachment to the Advance Notice will be sent.
The individual will not be eligible for referral to a contracted program until the next program year or after the sanction has ended .
It is critical that the CAO enters a clear narrative supporting the good cause r eview and determination .
If an individual does not attend or participate in the Compliance Review by telephone, the worker will complete the case review (Step 2). After reviewing the case, if it is determined that no good cause exists, proceed with the sanction process.
NOTE: If domestic violence has been disclosed and the individual fails to attend the compliance review, no sanction occurs.
Step 4
Approving a Sanction
Proposed sanctions are reviewed by CAO management staff. Based on the circumstances documented by the caseworker, the sanction will either be approved or denied. If the proposed sanction is approved, a PA162A with the appropriate A.1, A.2, A.3 or A.4 attachment to the Advance Notice will be sent notifying the individual of the sanction.
CAOs must submit all proposed third level permanent sanctions to Headquarters through their Area Manager’s staff assistant for review. Headquarters will complete a review of the proposed sanction and a final decision will be sent to the Executive Director indicating how the CAO is to proceed.
When the proposed sanction is approved, a PA 162A with the appropriate A.1, A.2, A.3 or A.4 attachment to the Advance Notice will be sent notifying the individual of the sanction.
The caseworker will:
Narrate all actions and reasons for the actions.
Update eCIS to reflect the sanction.
Sanction continues until individual has demonstrated and maintained compliance for at least one week and thereafter or established good cause or exemption.
Keep sanction information in the case record and not purge any of the information.
NOTE: If the individual responds to the client notice prior to the effective date, then any new information provided must be considered before imposing the sanction unless:
The individual appeals.
The county was in error in sending the notice.
The individual establishes good cause or exemption.
Sanctions are appropriate when it has been determined that a mandatory participant is willfully non- compliant and good cause does not exist. A sanction is a change in eligibility status which results in a reduction of cash benefits received by the individual or family .
55 Pa. Code § 165.61
If the sanction occurs within the first 24 months (less than 732 Act 35 days) of receipt of cash assistance, whether consecutive or interrupted, the sanction applies only to the willfully non-compliant individual.
55 Pa. Code § 165.61 (c) (1)
If the sanction occurs after 24 (equal to or greater than 732 Act 35 days) months of receipt of cash assistance, whether consecutive or interrupted, the sanction applies to the entire family.
55 Pa. Code § 165.61 (c) (2)
ESA16542135 Sanctions and SPAL Overpayments (Linked February 25, 2013)
EPP-16563-135 Effect of Noncompliance for Fines and Costs on a Currently Sanctioned Client (Linked March 11, 2013)
The Sanction period duration shall be:
First Occurrence : A person is disqualified for a minimum of 30 days or until the individual states a willingness to participate in RESET or establishes an exemption or good cause, whichever is longer. See 135.74 Ending a Sanction and Regaining Eligibility .
55 Pa. Code § 165.61(b)(1)
62 P.S. 405.1
62 P.S. 432.3
Second Occurrence : A person is disqualified for a minimum of 60 days or until the individual states a willingness to participate in RESET or establishes an exemption or good cause , whichever is longer. See 135.74 Ending a Sanction and Regaining Eligibility .
55 Pa. Code § 165.61(b)(2)
Third Occurrence : A person or budget group is permanently disqualified .
55 Pa. Code § 165.61(b)(3)
A ll third level (pre and post 24 month) sanction requests must be submitted to Headquarters via their Area Manager’s staff assistant for review after local management review and approval recommendation. Do not create ServiceNow tickets. Staff assistants should submit third sanction packets to the Bureau of Employment Programs (BEP) via email: RA-PWBEP.TANF@pa.gov
NOTE: When determining whether the period of the sanction is for the first, second or third occurrence, the CAO will disregard any sanction that began prior to the implementation of TANF in March, 1997.
A sanction does not affect Medicaid or SNAP benefits for cash assistance recipients, or Medicaid for a pregnant woman, or a child under age 21 in a household with a GA-related NMP sanctioned individual.
Sanction Modification:
Sanction negation or modification requests should also be submitted to Headquarters. Do not create ServiceNow tickets. Staff assistants should submit sanction packets to the Bureau of Employment Programs (BEP) via email:
RA-PWBEP.TANF@pa.gov
When a sanction requires a system modification to delete a previously imposed sanction entered in error for any reason, the CAO will submit the case record information and explanation for the proposed sanction modification to the Executive Director. If, after reviewing the case, the Executive Director approves the modification, the information should be emailed to BEP for approval, with a cc: to the Area Manager.
BEP will complete a review of the case and forward any approved sanction modification to ServiceNow along with an explanation for the system modification or request to negate the sanction(s). The CAO is notified about the system update via email from BEP resource account.
NOTE: CAOs are able to negate a sanction that was entered in error prior to the actual start of the sanction, by entering the end date one day prior to the begin date to negate the sanction.
If an employed individual voluntarily and without good cause reduces earnings by not working an average of at least 20 hours, rather than sanctioning the individual or family, the cash grant is reduced by the dollar value of the income that would have been earned if the individual had fulfilled the requirement. This reduction will continue until:
The requirement is met.
The individual becomes exempt or demonstrates good cause.
The individual shows that he or she has made a good faith attempt to regain his or her former hours of employment.
If a sanction is approved, the CAO will advise the individual of a proposed sanction or grant reduction by sending a manual PA 162A with the appropriate attachments (A.1.1, A.2.1, A.3.1, A.1.2, A.2.2, and A.3.2. See table below) .
55 Pa. Code § 165.71(a)
The manual PA 162A and attachments will identify:
The begin date of the sanction (the next payment date that can be reached with the advance notice).
The level of the sanction
The sanction appeal date.
The duration of the sanction.
The activity and how the individual was willfully noncompliant.
The date of non-compliance.
The date of the AMR in which the individual agreed to comply with this activity.
The amount to which the cash grant will be reduced.
Sanctions Codes Sanction Days Attachment Needed Pre-24 Months (less than 732 Act 35 days) 1st Sanction – Individual DS 21 30 Days Minimum Attachment A.1.1 2nd Sanction – Individual DS 22 60 Days Minimum Attachment A.2.1 3rd Sanction – Individual DS 23 Permanent Attachment A.3.1 Post 24 Months (equal to or greater than 732 Act 35 days) 1st Sanction – Full Family DS 27 30 Days Minimum Attachment A.1.2 2nd Sanction – Full Family DS 28 60 Days Minimum Attachment A.2.2 3rd Sanction – Full Family DS 29 Permanent Attachment A.3.2
The CAO must send a PA 1712 to inform the client 15 calendar days prior to their minimum durational sanction period that they may come back to cash if they have a willingness to participate, are currently participating, or if they have a good cause or exemption.
55 Pa. Code § 165.71(b)
If the client contacts the CAO, the caseworker will determine if a sanction may be ended after the minimum durational sanction is served and the non-compliant individual either:
Establishes an exemption or good cause from RESET participation and completes and signs an Agreement of Mutual Responsibility (AMR); OR
Provides verification that he/she is working and completes and signs an Agreement of Mutual Responsibility (AMR); OR
Indicates a willingness to participate in work or work-related requirements including accepting a referral to a contracted program and completes and signs an Agreement of Mutual Responsibility (AMR).
The CAO must narrate why the sanction was lifted and scan all documentation into Imaging.
Once the individual has established a willingness to comply after the minimum duration period, the CAO will complete a job readiness assessment (See OPS190101 ), complete and sign an Agreement of Mutual Responsibility (AMR) (See CAH 107 ) with the client and make a new referral to the appropriate program based on the client’s goals and barriers (See OPS190101 ). For every barrier the client has, an appropriate plan to address the barrier should be narrated and indicated on the AMR. A job readiness assessment and AMR update must be completed via the telephone or in person, depending on the needs of the client. An updated AMR can be sent to the client for signature and initials via mail or to the contracted program.
A face to face appointment is not required to complete an AMR. The CAO may complete the job readiness assessment via the telephone, complete the AMR with the client, and send the updated AMR to the client for their initials and signature.
NOTE: If the client indicates a willingness to participate in work or work-related requirements and states they will come to the CAO to complete the AMR, the CAO must not close cash for a failure to come to an interview (047) . The case and the sanction will remain open.
The sanction end date will be the date the CAO has a completed, signed AMR for the client with the client agreeing to accept a referral to a contracted program or verifying they have an exemption or being granted good cause. Ending the sanction will not affect the cash grant until the first regular payment date, therefore if the individual regains eligibility between payment dates, a one-time issuance (OTI) is completed to ensure the individual receives the correct benefit amounts.
NOTE: SPALs may be issued once the sanction is ended, the individual is referred to, or participating in an allowable activity or program, and need is verified. See Cash Assistance Handbook 135.6.
Individuals must fulfill the minimum durational sanction. Cash assistance must be reinstated immediately when one of the following happens:
The sanctioned individual states a willingness to participate in work or a work-related activity.
The CAO determines that a good cause or exemption exists.
Revised January 10, 2020, replacing November 26, 2019
Receiving Extended TANF (ETANF) is contingent upon the adult’s participation in employment and training (E&T) or other services designed to move the family towards self-sufficiency and economic independence.
55 Pa. Code § 141.51
All contracted programs (KEYS, EARN, WORK READY, ELECT) are trained to serve ETANF participants with the same supports and services as TANF participants, with some additional services depending on the requirements of the participants hardship.
For families with member(s) that have exhausted their 60-month TANF limit, services must be intensive, intentional, and supportive.
Extended TANF (ETANF) individuals who have received more than 60 months or 1830 days of TANF benefits should be referred to the Work Ready Program in counties where it is available. In counties where there is no Work Ready, EARN is the contracted service provider for Extended TANF individuals. Extended TANF individuals also may be eligible for services from the KEYS and ELECT program for education. See 135.83 ETANF Education Policy.
NOTE: An individual enrolled in EARN when they reach ETANF, may opt to continue enrollment in EARN, even when Work Ready is available, to avoid interruption of services. Continuity of care and the participant’s established relationship with a program should be considered in determining the most appropriate program placement.
ETANF adults must comply with the RESET requirements associated with their hardship criteria as agreed to on their AMR and participate in taking steps to overcome the barriers that contribute to their hardship.
55 Pa. Code 141.51
Services for ETANF Domestic Violence Hardship
Track 1: Domestic Violence (Supportive Services) (TE-38)
An individual who has qualified for ETANF with Domestic Violence hardship criteria is enrolled in Track 1 for Supportive Services. When listing this track on the AMR, it should be labeled Supportive Services. See CAH 107.601 Extended TANF
55 Pa. Code § 141.53(a)
Individuals who qualify for ETANF based on domestic violence are mandatory to participate in RESET work requirements. However, individuals who are experiencing, have experienced or are at risk of further domestic violence may request and receive a good cause waiver for RESET requirements.
Individuals who have established a good cause waiver for RESET requirements may:
Elect to participate in an education, training or other RESET activity and receive childcare, transportation, and other supportive services, or
Elect to participate in the Maximizing Participation Project (MPP) should they wish to receive help in addressing any barriers to employment they may have.
If the adult in the DV hardship track establishes good cause waiving the mandatory RESET requirements and elects to participate at a reduced hourly participation rate in any employment and training program as appropriate, they will remain enrolled in track 1, Supportive Services.
Example: Individuals in this track who opt to enroll in MPP services will remain under Track 1 Supportive Services Hardship (TE-38) in eCIS. They should not be enrolled in MPP Hardship Track (TE-31). The CAO will work with the individual to develop a Service Plan (See CAH 107 and CAH 108 ). The AMR will reflect that the individual is enrolled in Track 1, receiving MPP services, and the MPP requirements.
ETANF individuals meeting Supportive Services Hardship criteria and granted Good Cause for reduced RESET participation must have their good cause reviewed every six (6) months to determine if the good cause circumstances have changed.
If an individual does not request a waiver from RESET participation, they are considered mandatory. They should remain enrolled in Track 1, Supportive Services and follow all guidelines listed in Track 4, Mandatory RESET Participants.
NOTE: Domestic violence agency and provider referrals should be noted as “referred for local county supportive services”. The local county domestic violence agency referral including address and phone number should be documented in the case record comments. The AMR should reflect activities the individual is participating in to resolve domestic violence like safety planning, counseling, therapy, and other related programs. Individuals can participate in activities with the Local DV agency that we referred them to and receive RESET participation credit and supportive services. CAO’s and contracted programs should avoid duplicating activities provided by the DV agency.
Services for Maximizing Participation Project Hardship Criteria
Track 2: Maximizing Participation Project (MPP) (TE 31)
ETANF adults who qualify for the MPP hardship track (See CAH 105.261 ) must be enrolled in Track 2 (TE 31) and cooperate with all MPP requirements if they want to receive ETANF for themselves and their family. The MPP requirements include:
Participate in Work Capacity Assessment (WCA) at a contracted provider
Sign and comply with the MPP Service Plan
Cooperate with the Multi-Disciplinary Team (MDT)
55 Pa. Code § 141.54(a)
The individual must comply with all MPP requirements, including their individualized MPP plan that involves a step-by-step process which may or may not have set hourly requirements.
If a post-60-month TANF client does not comply with MPP requirements, without good cause, the case is closed, and the entire family is ineligible for ETANF benefits. The ETANF adult must agree to cooperate with MPP to establish eligibility in the future.
Work Capacity Assessment (WCA)
The WCA is a series of assessments evaluating the factors that may preclude or limit the adult’s ability to comply with RESET requirements. The WCA includes a medical evaluation, job readiness assessment, literacy evaluation, and other assessments as deemed necessary. It also includes a thorough review of existing documentation received from the CAO and the adult’s treating physician(s).
These assessments will be available in all counties and will be facilitated by a DHS contracted provider in-person, through remote participation, or a combination based on the participants needs.
55 Pa. Code § 141.54(b)
The goal of the WCA is to evaluate the adult’s circumstances, including:
Their health condition and/or
The current family situation
The evaluation will be used to determine:
The degree of existing barrier(s)
The adult’s employment potential
Recommended services or activities that will assist the adult and their family to move toward economic independence.
Reviewing the completed WCA assessments:
If the results of the WCA indicate the individual has: The CAO and Contracted Program will: A personal or family medical condition, functional limitation or good cause situation that precludes the individual from complying with RESET Share the findings and recommendations with the MPP MDT Work with the MDT and the individual to finalize the MPP service plan Keep the individual enrolled in MPP until the MDT determines the individual: Is connected to all necessary services Have barriers resolved, or appropriately stabilized Does not need continued program supports and services Is only awaiting a decision from Social Security Or in the event the individual: Stops cooperating with MPP requirements No longer meet ETANF categorical eligibility e.g., over the income limit for cash assistance, non-compliance with fines and costs A personal or family medical condition, functional limitation or good cause situation that limits but does not preclude the adult's ability to participate in RESET Enroll the individual to Track 4, Mandatory Reset (TE 35) Refer the individual to the appropriate contracted provider for 20 weekly hours of RESET activities (Mandatory RESET Participants, Special Good Cause Provision.) Complete a new or updated AMR No personal or family medical condition, functional limitation, or good cause situation that precludes the adult from complying with RESET requirements Enroll the individual to Track 4, Mandatory RESET (TE 35) Refer the individual to the appropriate contracted provider for 30 weekly hours of RESET activities Complete a new or updated AMR
If the adult disagrees with the findings or recommendations of the WCA, they may request a second opinion.
For additional guidance on MPP, please refer to CAH 135 Appendix H: MPP Program Overview.
Services for ETANF Deferred Referral Hardship
TRACK 3: Deferred Referral (TE-34)
The Deferred Referral track is designed for families in which the adult has a temporary good cause situation or certain exemptions from RESET that make immediate referral to MPP or a contracted Employment and Training program inappropriate.
55 Pa. Code § 141.56
Good Cause
The AMR must be detailed and specific to the adult’s circumstances and will include a plan and specific steps to resolve the good cause situation or circumstances within 90 days.
Individuals with temporary good cause situations should be reviewed at their Good Cause review date, but no later than 90 days. If circumstances have not changed at the time of review, the individual should be referred to MPP. If circumstances have changed, the CAO will determine if the family is otherwise eligible for Extended TANF under another hardship.
A CAO-Directed (A Project) must be created on the ETP Enrollment Screen with the appropriate good cause code along with a good cause review date (Not to exceed 90 days).
Examples include but are not limited to:
55 Pa. Code § 165.52
Established good cause for not complying with RESET requirements of a minimum of 20 hours per week (For individuals who have Good Cause, but are able to complete 20 hours of weekly RESET activity, see Special Good Cause Provision under Track 4, Mandatory RESET Participants)
See Section 135.4 for examples. (ETP Code 60, appropriate good cause code)
Individuals who need time to establish medical exemption, pending the result of the Medical Assessment Form ( PA 635 ). (ETP Code 60, Good Cause Code 53.) If the PA 635 is received indicating temporary incapacity longer than 90 days, permanent incapacity, or limited employability below 20 hours, the individual is referred to MPP; if not, they become Mandatory.
Parent/caretaker who needs time to establish childcare (ETP Code 60, Good Cause Code 56)
Parent/caretaker of a child age six or older if no alternate childcare is available within a reasonable distance from home. Must be verified by ELRC (PA1697). (ETP Code 60, Good Cause Code 57)
Receiving TANF pending the outcome of timely appeal and fair hearing (ETP Code 60, Good Cause Code 46)
Non-parent specified relative caring for a disabled child or adult for whom appropriate care is unavailable or not within a reasonable distance from home. Must be verified with PA 1981 . (ETP Code 60, Good Cause Code 54)
An ETANF parent who discloses a need for caregiver exemption, pending a current PA 1820 will be placed in Deferred Referral. If the PA 1820 is received, the individual is referred to MPP; if not, they become Mandatory. (ETP Code 60, Good Cause Code 55)
In the process of a compliance review (ETP Code 60, Good Cause Code 45)
Exception
Newborn Exemption (ETP Status Code 52)
A parent in a one-parent household who is caring for a child under 12 months of age who chooses to use Newborn Exemption (see Section 135.32, Newborn Exemption ). The adult may remain in this deferred referral until the child reaches 12 months of age, when the lifetime limit is exhausted, or when the adult decides to no longer receive ETANF based on Newborn Exemption (ETP Code 52). The CAO will redetermine eligibility every six months, or the date the adult no longer qualifies for Newborn Exemption, whichever comes first.
55 Pa. Code § 165.21(c)(4)
Services for ETANF Mandatory Participants Hardship
TRACK 4: Mandatory RESET (TE 35)
Mandatory individuals must participate for 30 hours per week in RESET activities.
At the time of ETANF eligibility determination or redetermination:
A mandatory individual who is employed an average of at least 30 hours per week must maintain their employment and continue working a minimum of 30 hours weekly. Individuals working 30 or more hours per week may opt to be enrolled with a contracted program for a potential job upgrade, job skilling/reskilling opportunities, and job retention services.
If the adult employed 30 or more hours per week declines the opportunity for contracted program services, the CAO will enroll them in an A-project.
Mandatory individuals working 29 or less hours per week must maintain employment and enroll with a contractor to complete 30 hours of RESET activities and cooperate in obtaining a vocational assessment, performed by an employment and training contractor.
Mandatory with Good Cause
Mandatory individuals granted good cause who do not meet eligibility for DV, MPP or the Deferred Referral tracks must enroll with a contracted provider and complete the following:
Maintain a minimum of 20 hours per week of RESET activity
Cooperate with a contracted program to resolve their good cause situation
Complete a vocational assessment
Special good cause provision.
If the individual establishes good cause for not participating in at least 30 hours per week of combined work and work-related activities but is required to comply with RESET, the following rules apply:
If the individual is employed 20-29 hours per week in unsubsidized employment, the individual shall maintain employment.
If the individual is employed less than 20 hours per week in unsubsidized employment, the individual shall maintain employment. The individual shall also agree on an AMR to comply with RESET by participating in an Employment and Training program for a combined total of at least 20 hours per week.
If the individual is not employed in unsubsidized employment, the individual shall agree on an AMR to comply with RESET by participating in an Employment and Training program for at least 20 hours per week.
The individual who establishes good cause for not participating in at least 30 hours per week of combined work and work-related activities shall also agree on an AMR to address the good cause situation. The AMR will set forth the steps the individual shall undertake to address the good cause situation including cooperation with a contractor.
The adult who fails to cooperate in addressing the good cause situation is ineligible until they comply. The family is also ineligible. CAH 135.84.
55 Pa. Code § 141.55(a)(6)
A lack of general education, English proficiency, adult basic education, and post-secondary training/education have been identified as major barriers to recipient employability and ability to obtain jobs with family-sustaining wages. This ETANF education policy exists to improve client access to education and training to improve employability.
An ETANF adult actively participating or interested in pursuing HSE, ABE, ESL, or post-secondary education on or after reaching 1,830 TANF days may continue to or initiate participation in vocational education activities, as well as receive special allowances to support their educational activity, for up to 24 months.
ETANF individuals may also qualify for 6-month extensions if they meet all extension criteria. As with a TANF individual, if the extension criteria are not met at the time a participant exhausts their initial 24 months, or upon continued extension eligibility determination, they must meet required hours in another core activity but can be reviewed for extension eligibility after each semester.
To qualify for six-month extensions, after 24 months of participation in a vocational education activity, students must meet ALL conditions at the time of extension eligibility determination:
Must be engaged in a degree or certificate program that will likely lead to employment in a High Priority Occupation as defined by the Department of Labor and Industry;
Must not be enrolled in any remedial courses;
Must have a cumulative Grade Point Average (GPA) of 2.0 or above*; and
Must have completed an average of at least eight credit hours per semester.
NOTE: Post-graduate (for example, a master’s degree) vocational education activities are not allowable activities for TANF/ETANF or SNAP E&T participants.
*For post-secondary educational programs that do not assign credits or GPAs, the educational institution will be required to confirm that the individual is meeting satisfactory progress toward completion as defined by the institution.
A mandatory ETANF recipient that does not meet all extension criteria can remain in the post-secondary educational activity but would be required to meet the 30 hours in another core activity, other than vocational education, in order to be eligible to receive special allowances to support the educational activity.
An AMR for an ETANF individual must include:
Denote ETANF Status and ETANF hardship track eligibility information explaining how the individual is eligible for ETANF
Individual’s goals and how education will support the ability to achieve those goals
Good cause when it is granted for additional core or noncore hours and activities to remediate educational barriers due to their circumstance to improve employability
Completed Vocational Education AMR Addendum
The same good cause policy and codes for HSE, ESL, ABE, and vocational education past the 12-month lifetime limit shall be utilized for ETANF participants.
135.84 Non-Compliance with ETANF RESET Requirements
Track 1: Supportive Services (TE-38)
ETANF individuals meeting Supportive Services Hardship Criteria who have obtained a good cause waiver of the RESET requirements are not subject to sanction. However, when a participant is non-compliant with their AMR, they are subject to ineligibility.
Individuals meeting Supportive Services Hardship Criteria who do not request a good cause waiver for RESET, are mandatory for RESET and should remain enrolled in Track 1, Supportive Services while following all guidelines listed in Track 4, Mandatory RESET Participants. If the ETANF individual fails to cooperate with and participate in work or work-related activities, the CAO will explore whether the individual has good cause based on domestic violence or other factors. If good cause cannot be established, the family is subject to a RESET sanction.
Track 2: Maximizing Participation Project (MPP) (TE 31)
Individuals eligible in this hardship track are not subject to RESET sanction. An individual who is terminated from MPP due to non-cooperation is ineligible for ETANF. Their family is also ineligible for ETANF. When this occurs, the ETANF case is closed due to failure to cooperate with MPP requirements. The ETANF adult must agree to cooperate with MPP to establish eligibility in the future.
The family may reapply for ETANF at any time. The family is determined eligible if the adult is now willing to cooperate with MPP and the WCA process which includes the following:
Agree to comply with an MPP Service Plan (PA 1726) . The Service Plan is intended to be a strategy that will help eliminate barriers and move the family toward self-sufficiency. This may include, but is not limited to: Seek and apply for any federal benefit for which they may qualify (such as Social Security benefits) Follow medical/behavioral health treatment plans. Ensure all doctors’ appointments are kept for the family.
NOTE: The DHS contracted provider may refer to the MPP Service Plan as the Individualized Employment Plan (IEP) as this is the corresponding field in CWDS
TRACK 3: Deferred Referral (TE-34)
Individuals in Track 3 that are exempt are not subject to RESET Sanction. When the CAO becomes aware of a change of circumstance, or the exemption ends, the adult will be reviewed to determine if they meet other ETANF hardship criteria.
Individuals in Track 3 that have been granted good cause from RESET requirements are not enrolled with an E&T contracted provider and are not subject to RESET Sanctions. However, non-compliance with the AMR may result in cash benefits closing for the entire household.
Good Cause
Individuals in the Deferred Referral track do not have hourly requirements. However, they must comply with their personalized AMR and make reasonable attempts to address the barriers that are within their control to be eligible for ETANF.
Prior to the Good Cause review date, or 90 days, if the CAO becomes aware that the individual the individual did not take the appropriate steps or make reasonable attempts to address their good cause situation, a compliance review should take place.
The review will consist of the CAO:
Assessing their current situation
Progress made towards RESET goals, and
Steps taken to address the barriers as outlined in the AMR.
If this review indicates that circumstances have changed, the CAO will determine if the family is otherwise eligible for Extended TANF under another hardship.
If it is determined that the individual is willfully non-compliant with their AMR, their cash benefits must be closed. The CAO must thoroughly narrate the outcome of the review and mail the individual the appropriate notice if the review results in case closure.
The family has the right to appeal the closure, request a fair hearing, and or may reapply at any time.
TRACK 4: Mandatory RESET Participants (TE 35)
The ETANF individual who without good cause, fails to cooperate with and participate in work or work-related activities, cooperate with assessments, and/or maintain current employment is subject to a RESET sanction.
The RESET sanction imposed is cumulative and durational based on RESET sanction(s) previously imposed. Prior to imposing a new sanction, the IMCW will conduct a compliance review. The review will establish if the adult willfully and without good cause failed to comply with RESET.
The family has the right to appeal the sanction and to request a fair hearing and may reapply at any time.
The CAO must follow the policy outlined in CAH 135.7 Non-Compliance with RESET Requirements .
55 Pa. Code § 141.55(c)
The ETANF recipient who does not comply with the AMR activities related to working with the DHS contractor to resolve their good cause situation will be ineligible until they comply and will have their ETANF case closed for themselves and their family. The family has the right to appeal the closure and to request a fair hearing and may reapply at any time.
Updated January 20, 2026, replacing September 9, 2025
Reserved
Reserved.
Reserved.
135.861 Reserved
Reserved.
135.862 Reserved
Reserved.
Updated April 11, 2013, replacing May 11, 2012
These codes are entered on the ETP Project Enrollment screen in eCIS, and the review dates include:
Indicator Tracking Codes : Review date: 86- Transportation is a barrier No less than every 6 months 87- No activity is available No less than every 6 months 74- Enrollment in a self-initiated educational activity Every 6 months or the next renewal date; whichever comes first Compliance Review Code : Review date: 45 - Compliance Review Process Not more than 30 days Appeal Code: Review date: 46 - Pending appeal hearing 60 days Good Cause Codes: Review date: 53 Pending PA 635 or Not more than 30 days Reduction in hours of participation due to a medical reason or As indicated on the PA 635 , but not later than the next renewal During the postpartum period Not more than 6 weeks 54 - Caregiver good cause, does not meet exemption criteria Every 6 months or the next renewal date, whichever comes first 55 - Miscellaneous short-term good cause not related to childcare , domestic violence , or caregiver services Not more than 60 days 56 - Child care arrangements pending, 30-day maximum Not more than 30 days 57 - Child care is not available (documented with PA 1697 ) After good cause 56 is used, no less than every 6 months 58 - Domestic violence Every 6 months 73 - One parent in a two-parent household who is caring for a child for less than 12 months Last day of the month prior to the child’s first birthday or the next renewal date, whichever comes first 90 - In a two-parent household, if the second parent is already meeting the 40-hour weekly RESET requirement for the entire household without receiving childcare, the other parent may receive good cause from RESET. Every 6 months or the next renewal date, whichever comes first
Updated January 20, 2026, replacing April 11, 2013
Extended TANF (ETANF) individuals who have received more than 60 months or 1830 days of TANF benefits may be referred to the Work Ready Program.
NOTE: In counties where there is no Work Ready, EARN is the contracted service provider for Extended TANF individuals. An individual enrolled in EARN when they reach ETANF may opt to continue enrollment in EARN, even when Work Ready is available to avoid interruption of services.
Work Ready (WR) is designed to provide a range of services to meet an individual’s needs including access to educational and training opportunities to move participants toward self-sufficiency. The program, based on human-centered design, includes a combination of case management, coaching, licensed counseling, and peer-to-peer experiences to develop a career pathway through job placement and job retention goals for the ETANF participants.
Individuals who are eligible to enroll with Work Ready are:
Receiving E TANF at time of enrollment and
Not interested in or already enrolled in a vocational education activity through another contractor (such as KEYS or ELECT);
Exempt but volunteer to participate; or
Mandatory to participate in the Maximizing Participation Project (MPP). See Appendix H .
Complete or update the AMR including the correct Hardship Track outlined in 135.822 Extended TANF Hardship tracks.
Change good cause or exempt codes in the Electronic Client Information System (eCIS).
Complete a referral in eCIS to the Work Ready Program by entering the WR project code.
Provide a copy of the medical assessment form to the contractor to determine the extent of activities the individual can participate in, if applicable.
AMR ( PA 1661 )
Medical Assessment Form ( PA 635 )
Report of Physical/Behavioral Health Examination ( PA 586 ) (for MPP participants only)
Individual Attributes screen
Enter cash ETP code 60 for mandatory individuals .
Enter c ash ETP code 61 for exempt volunteers.
For MPP:
Enter cash ETP code 53 if the individual is disabled.
Enter cash ETP code 60 with the appropriate good cause code if the individual is being referred due to not being able to remediate barriers in the Deferral period.
ETP Project Enrollment screen
Open Project WR.
Enter the appointment date.
Update as necessary or required.
Eligibility Result Summary screen
Verify one of the following program status codes :
08/58 for Extended TANF recipients
09/59 if Extended TANF eligibility is based on domestic violence.
See Section 135.8, Extended TANF .
Individuals who have received more than 1,830 days of TANF are eligible to enroll in Work Ready. However, the expected hours of participation are 30 hours per week, unless the individual is exempt, has good cause , or is enrolled in MPP .
See Section 135.7, Non-compliance with RESET Requirements .
Updated January 20, 2026, replacing September 21, 2021
Individuals eligible for TANF who are ineligible for Diversion and mandatory to participate in work or work related activities may be referred to the Employment Advancement and Retention Network (EARN) contractor. The hours of participation are determined by the household composition for TANF. SNAP-only recipients must participate for the hours of the program as indicated on their EDP .
EARN offers assessments that are combined with a system of work activities. An important element of EARN is the development of individualized plans that combine education, training, and work activity programs for individuals needing barrier remediation. These programs are designed to enable individuals to obtain skills that enhance employability.
EARN programs work with participants to develop an Individualized Employment Plan (IEP). The IEP is a n individual -led plan developed by using information gathered from a full family assessment that identifies the barriers and goals of the participant. The IEP is a living document that the EARN will use to follow a participant through to successful completion of the program. EARN programs use to IEP to engage the participant in allowable activities that support the goals of the IEP. Participants will engage in barrier remediation, job search and job skill activities, case management, educational activities including credentialing and placement and retention services for up to 12 months.
NOTE: In counties where there is no Work Ready, EARN is the contracted service provider for Extended TANF adults , including Maximizing Participation Project (MPP) participants. See Section 135.8 Extended TANF and Appendix H: MPP Program Overview for ETANF .
Individual applies for TANF , Extended TANF, or a recipient’s good cause, exemption or sanction ends.
Complete or update the AMR.
Complete a referral in eCIS by entering "D" or "NC" on the ETP Project Enrollment screen.
AMR ( PA 1661 ).
Jobs Readiness Assessment.
Individual Attributes screen.
Enter Cash ETP code 60 if participant is mandatory.
Enter Cash ETP code 61 if participant is exempt volunteer.
For MPP:
Enter cash ETP code 53 if the individual is disabled.
Enter cash ETP code 60 with the appropriate good cause code if the individual is being referred due to not being able to remediate barriers in the Deferral period.
ETP Project Enrollment screen.
Open Project D or NC.
Enter the referral date.
Enter the appointment date.
Update as necessary or required.
See Section 135.8, Extended TANF .
The expected hours of participation are 30 hours per week, unless the individual is exempt, has good cause, or is enrolled in MPP. An individual enrolled in EARN when they reach ETANF may opt to continue enrollment in EARN, even when Work Ready is available to avoid interruption of services.
See Section 135.7, Non-compliance with RESET Requirements .
Updated January 20, 2026, replacing September 21, 2021
What is ELECT?
Expectant, custodial, and noncustodial parents of all genders who meet the age requirements , attending a K-12 educational entity sanctioned by the Pennsylvania Department of Education (PDE), and receiving TANF may be referred to and have their work activity requirements met by the ELECT program. Individuals not receiving benefits with personal earned income under 235 percent of the Federal Poverty Income Guideline (FPIG) may also be eligible for the ELECT program through the Family Works (FW) initiative.
Who is eligible for ELECT?
Individuals eligible for ELECT:
Under the age of 24
Students that turn 22 while attending their senior year of high school may remain in the ELECT program until the end of their senior year. High School Equivalency (HSE) students less than 24 years of age may be referred to ELECT. Individuals who turn 24 while enrolled in ELECT may continue their education but are not eligible to remain in ELECT upon turning 25 years of age. These individuals must be referred to the appropriate E&T program.
Attending an approved educational entity
Pregnant, parenting, or a partner to a pregnant individual; AND
Receiving TANF benefits, or
Personal monthly earned income that does not exceed 235% of FPIG; AND
Enrolled in elementary or secondary education at an approved entity within the service area of an ELECT service providers.
What is the principal goal of ELECT?
The principal goal of the ELECT program is to assist the eligible expectant, custodial, and noncustodial parenting youth break the cycle of welfare dependence by remaining in school, maintaining regular attendance, obtaining a high school diploma or HSE credential, and securing post-graduation employment, education, or training that will move them toward becoming successful parents and self-sufficient adults.
Does ELECT provide other services and assistance?
In addition to promoting self-sufficiency programs, ELECT will provide participants with pregnancy prevention information, guidance, and services to reduce the incidence of secondary youth pregnancies. ELECT provides services such as intensive case management, parenting and child development education, vocational and career planning, information and referral on domestic violence issues, budgeting and family planning, and summer programming. ELECT provides services to promote the importance of healthy parental relationships and encourage the significance of parents in their children’s lives.
Can ELECT participants receive Special Allowances (SPALs)?
ELECT participants who receive TANF may be eligible for special allowances. A TANF recipient’s eligibility for SPALs is not determined based on their participation with ELECT, it is based on their verified need to support an allowable TANF RESET activity. See 135.6 Special Allowances for Supportive Services .
ELECT participants enrolled via the Family Works (FW) initative are not eligible for SPALs regardless of age because they do not receive TANF. FW ELECT students who receive SNAP are not eligible for SNAP SPALs because high school is not an approved SNAP Employment and Training component and cannot be supported with SNAP SPALs.
1. Referral Process.
For TANF Participants:
CAO will discuss ELECT with applicants/recipients who meet eligibility criteria and are either currently attending or interested in completing secondary education.
The CAO will update or complete the Agreement of Mutual Responsibility (AMR) with the applicant/recipient who will be referred to an ELECT provider. All ELECT enrollees participate for 20-hours per week.
AMRs must be completed for students who are:
18 years of age or older, or
a pregnant or parenting student under the age of 18 who is a minor head of household on their own TANF budget , or
under 18 years of age and:
exempt from RESET due to full-time enrollment in school pursuing a high school diploma or equivalent (ETP 51) and volunteers to participate in ELECT (USE ETP 61). See 135.5 Volunteering to Participate in RESET .
Complete a referral in eCIS by entering “Y” project on the ETP Project Enrollment screen.
The AMR will be securely transmitted to the ELECT provider.
For Family Works Participants:
CAO will discuss the Family Works (FW) program with potentially eligible Supplemental Nutrition Assistance Program (SNAP) and Medical Assistance (MA) recipients at application or renewal. SNAP and MA recipients who could benefit from the services ELECT provides will be informed of their ability to volunteer to participate.
ELECT providers will complete the Preliminary Screening process in CWDS and will submit an Application for Family Works Services ( PA17 20 ) to the CAO.
NOTE: CAO must not register other benefits with the Family Works application.
CAO will process the Family Works application including only:
The applicant requesting ELECT services
Applicant’s children (if applicable)
Applicant’s legal spouse (if applicable)
Applicant’s co-parent (only if they are residing in the household)
Family Works eligible individuals will be opened with an 'SC' category code, Cash ETP code 70, and a referral to ELECT will be completed by creating the 'Y' project. The 'SC' Category Code will be opened for all ELECT individuals not receiving TANF, even if they are receiving SNAP, MA or SNAP and MA. Attachment 3 Family Works Processing Instructions provides detailed directions on opening the 'SC' category.
2. Forms
AMR ( PA 1661 )
Family Works ( PA 1720 )
3. eCIS Data Entry Procedures
For TANF participants:
Individual Attributes screen.
Enter ETP code 60 if mandatory. Enter ETP code 61 if exempt but volunteers.
ETP Project Enrollment screen
Open Project Y.
Enter the project ID which identifies the ELECT provider
If the necessary project ID is not available in your county, a Service Now ticket must be submitted.
Enter the appointment date.
Update as necessary or required.
For FW participants:
Select Case Open mode to start process.
Program Request Screen.
Verify SC – Family Works is displaying
Select Case Open mode to start process
Non-Financial/Household screen.
Select student as the payment name.
Individual Attributes screens.
Complete demographics for the student
Complete tax information for the student
Select ETP code 70
Review pregnancy screen and complete if appropriate
Complete school attendance screen
Income screen.
Input only the student’s earned income and/or the earned income of a legal spouse or other parent of a shared child residing in the same household.
Enter the student’s income for the gross monthly earned income question. Include the student and their dependents in the people in the household question.
Run eligibility.
ETP Project Enrollment screen.
Open Project “Y”.
Enter the project ID.
Enter the appointment date.
Update as necessary or required.
The SC category is a time-limited budget. The End Date can be extended in 1-year increments until the student is no longer participating in the ELECT program. A new FW application is not required for renewal. The participant is responsible for reporting any changes to household composition and earned income that could impact a participant’s ongoing eligibility for FW.
NOTE: The IMCW must set a manual alert for 12 months after the authorization date for renewal. If the student is still participating in ELECT, the SC budget must be reopened, and a system referral must be completed through the ETP Project Enrollment screen.
Additional processing instructions can be found in the Family Works Procedures Desk Guide .
4. CODING
For TANF participants:
Individual Attributes.
Mandatory = ETP 60
Exempt but volunteers = ETP 61
ETP Project Enrollment screen.
Project Code = Y
For FW participants:
Individual Attributes.
ETP 70
ETP Project Enrollment screen.
Project Code = Y
5. ETANF Rules
If the TANF recipient is under 18, the individual will not accrue TANF days unless they are a minor head of household. If the ELECT participant is under 25 and an ETANF individual, they can participate in the program.
6. Sanction Procedures
Failure to comply with the ELECT program will not result in a participant sanction. A student’s compliance is based on their participation in the educational activity working towards their High School diploma or HSE credential.
See Section 135.7, Noncompliance with RESET Requirements .
Updated January 20, 2026, Replacing September 21, 2021.
Keystone Education Yields Success (KEYS) is a collaborative program between the Pennsylvania Department of Human Services (DHS) and the Pennsylvania Commission for Community Colleges. The program is designed to help TANF individuals and a limited number of SNAP individuals connect and pursue post-secondary education at one of the 14 community colleges.
KEYS was developed in response to growing research that shows that people who earn a career-specific credit or non-credit bearing certificate or an associate’s degree are better able to get jobs at family-sustaining wages with benefits and have greater opportunities for advancement. Educational studies show that individuals who earn a career-specific credit or non-credit bearing certificate or associate’s degree earn more money after graduation than those who have not attended.
Credit or non-credit bearing certificate or associate’s degree programs must be career specific and support the student in gaining employment after graduation in that particular field of study. Programs of general studies, such as liberal arts, will not be supported and cannot be approved for TANF on the AMR or for SNAP on the Employment Development Plan (EDP).
KEYS student facilitators at these colleges will provide services and support necessary to assist students in completing educational activities. The services are designed to help them remain connected to the community college with the intent of graduating with a career-specific credit or non-credit bearing certificate or associate’s degree.
All pre-60-month (1,830 days) applicants and TANF recipients who have an approved AMR stating they plan to attend or are presently enrolled at one of Pennsylvania’s fourteen community colleges are eligible to participate in the KEYS community college program. Once enrolled in community college, TANF students are required to participate in KEYS. SNAP applicants and recipients may participate in KEYS if there are slots available .
Special allowances for supportive services (SPALs) are available to students when needed and required to support student's participation in school.
For more information about KEYS refer to the KEYS Guidelines.
CAOs discuss the KEYS program with applicants who express an interest in attending a community college.
CAOs refer all TANF applicants or recipients who plan to attend or who are presently enrolled at one of Pennsylvania’s fourteen community colleges in a career-specific credit or non-credit bearing certificate or associate’s degree program to the KEYS program.
The CAO and the individual complete an AMR/EDP.
If the individual is not already enrolled at the community college, the KEYS student facilitator will help with the enrollment process, which may include filling out applications for financial aid, placement tests, orientation, and course selection at the community college.
The CAO completes a referral to KEYS.
NOTE: SNAP-only recipients who have an approved EDP may volunteer to enroll in KEYS. However, there are limited slots available for individuals who only receive SNAP benefits. The CAO will refer these individuals to KEYS using the same referral process.
EPP-17241-135 Appropriate KEYS Referrals (linked July 30, 2014)
AMR ( PA 1661 )
Employment Development Plan ( PA 1531 )
Individual Non-Fin Questions screen.
Enter ETP code 60 or 40.
ETP Project Enrollment screen.
Open project KY.
Enter the project ID which identifies the community college; refer to the TPOI table in CIS .
Enter the referral date.
Enter the appointment date.
Update as necessary or required.
Individual Non-Fin Questions —60 or 40
ETP Project Enrollment—KY
PROJECT ID—Located in TPOI table in CIS or in the KEYS guidelines.
Individuals who are participating in the KEYS program and are in good standing when they reach 1,830 days on TANF may continue attending community college as their approved Employment and Training (E & T) Program for any months remaining in the 12-month limit in accordance with the postsecondary education policy.
However, an individual who is receiving Extended TANF may not begin postsecondary education and have it count as an allowable work activity. To remain eligible for one of the ETANF tracks, the individual must continue to participate in a countable ETANF work activity.
Updated October 2, 2013, replacing April 11, 2013
Reserved May 22, 2012.
Maximizing Participation Project (MPP) is an Extended TANF eligibility track for certain ETANF adults who :
Are exempt from RESET due to a verified temporary (more than 90 days) or permanent physical or mental disability as determined by a Medical Assessment Form (MAF) ( PA 635 ); or
Previously received ETANF in Deferral Hardship Track 3 and was unable to resolve barriers to participation and have demonstrated a pattern of being terminated from E&T programs with good cause due to these barriers.
C ertain ETANF adults must agree to enroll with a DHS contractor who provides MPP services, cooperate with a Work Capacity Assessment (WCA), cooperate with MPP requirements, and cooperate with the MPP Service Plan if they want to receive ETANF for themselves and their family.
Cooperation with MPP requirements is mandatory for the ETANF adult who meets one of the criteria for this track. MPP focuses on the needs and barriers of the entire family. The primary goal of MPP is to help ETANF adults become economically independent and set goals by providing services and encouragement that will help the family remediate or stabilize barriers that may hinder them from achieving self-sufficiency. This is accomplished through appropriate assessments, evaluations, services, and activities.
There is no maximum number of months an ETANF adult may be eligible in MPP.
ETANF adults are required to meet ETANF requirements for their cash assistance to continue beyond the 60 - month limit . ETANF adults can meet the ETANF eligibility requirement for Hardship Track 2 by participating in MPP if:
1. They are an adult with a verified physical or mental disability as determined by a Medical Assessment Form ( PA 635 ) that temporarily (more than 90 days) or permanently precludes them from any form of employment or work-related activity (ETP Code 53). ; or
2. They are an adult who is mandatory RESET with good cause, if the reason for the good cause was not resolved after the deferral period (ETP Code 60 with an appropriate Good Cause Code). This adult may have multiple barriers to participation and have demonstrated a pattern of being terminated , with good cause, from E&T programs due to these barriers .
If a post-60 - month TANF client does not comply with MPP requirements, without good cause, the case is closed , and the entire family is ineligible for Extended TANF benefits. Extended TANF benefits may be reinstated as soon as the ETANF adult cooperates with MPP or is eligible in another appropriate Extended TANF track.
MPP is designed to provide individuals with the opportunity, tools and services needed to move toward economic independence through a variety of social and health-related services, intensive case management, education, training , assistance with receiving social services and federal benefits, and potentially employment opportunities.
W ork Capacity Assessment (WCA)
The WCA is a series of assessments including a medical evaluation, social indicators of health, job readiness, literacy, and other assessments as deemed necessary based on the adult’s and/or family’s circumstances. These assessments will be available in all counties and standardized statewide. They will be facilitated by a DHS Contractor (Work Ready or EARN in counties that have no Work Ready).
NOTE: For disabled individuals, this assessment takes place regardless of a current or past PA 635 denoting permanent disability.
The goal of the WCA is to fully evaluate the adult’s circumstances evaluating:
Their health condition(s) and/or
Their current family situation
This evaluation will be used to determine:
The degree of existing barrier(s)
The adult’s employment potential
Recommended services or activities that will assist the adult to move toward self-sufficiency
The WCA may include additional testing to acquire a diagnosis and appropriate treatment recommendations.
The findings and recommendations of the WCA will be provided to the MPP Multi-Disciplinary Team (MDT). The MDT along with the adult will incorporate the information obtained from the WCA into the development of the final MPP Service Plan.
The WCA Summary will be compiled in the adult’s IEP in CWDS.
The WCA Summary Results and narrative will:
Determine the adult’s capacity to work
Verify the barrier(s) that are hindering the adult’s ability to work
Specify services or accommodations that might improve the adult’s capacity to work
Determine if the adult is able to work without limitations
Determine if the adult is a potential candidate for SSI/RSDI
Discuss possible changes in the adult’s diagnosis and prognosis
The WCA Summary Results will be shared with the Extended TANF adult and the MPP Multi-Disciplinary Team and will be incorporated into the Final MPP Service Plan.
If the adult disagrees with the findings or recommendations of the WCA, they may request a second opinion.
The MPP Multi-Disciplinary Team (MDT)
M PP has a team-centered approach. A team of professionals, called the Multi-Disciplinary Team (MDT) will help the individual identify and resolve barriers. The MDT will consist of members from the CAO (such as TANF Income Maintenance Caseworker (IMCW), IMCW Supervisor, and DAP worker), DHS Contractor, the ETANF adult, and any other professionals such as members of the Local Management Committee (LMC) who are able to provide professional feedback and assistance in the development of the MPP Service Plan.
The MDT will meet with the adult to develop the MPP Service Plan and determine what activities they should pursue during the time they are awaiting the WCA results. The MPP Service Plan should include activities to support the needs and assist with the removal of barriers to economic independence. This could include, but is not limited to, doctors’ appointments, therapy sessions, life skills coaching, rehabilitation, ESL, ABE, HSE/GED, post-secondary education, and parenting classes.
The MPP MDT will coordinate with local social service agencies such as:
M ental Health (MH) Agencies.
D rug and Alcohol (D&A) Agencies.
Office of Vocational Rehabilitation (OVR).
Other social services or medical assistance agencies as appropriate, examples include:
Domestic Violence Agencies.
Housing Agencies.
Crisis Intervention Centers.
Children and Youth Agencies
T he MDT should determine if participants are ready or able to increase activity hours because they have resolved or stabilized their barriers sufficiently, or have minimal barriers, and do not require extensive interventions MPP participants who need the support of a ramp-up to employment can be referred to the appropriate DHS contractor for Employment and Training activities.
CAO IMCW will complete an ETANF eligibility interview with the ETANF adult as well as provide the standard MPP forms including:
Completed Agreement of Mutual Responsibility (AMR)
NOTE: For a disabled ETANF adult, there is NO hourly requirement on the AMR, the individual should be marked as exempt from RESET requirements.
Draft MPP Service Plan ( PA 1726 ) attached to the AMR
Job Readiness Assessment (see Section 135.1 , The Road to Economic Self-Sufficiency Through Employment and Training )
Authorization for Release of Information ( PA 1723 )
Report of Physical/Mental Examination ( PA 586 )
If the ETANF adult is permanently disabled, the CAO will review the case to ensure they have completed a PA 731 and the DAP referral is in place when referring the individual to the DHS contractor to participate in MPP.
The CAO will refer the ETANF adult to the appropriate DHS Contractor (Work Ready or EARN in Counties where there is no Work Ready) by entering the Project Code on the ETP Project enrollment screen.
To complete the MPP referral, the IMCW will send the AMR with any necessary forms and case details/documents via priority mail, fax, or secure email.
DHS Contractor has a required process that must be completed as defined in their contract. This includes enrolling the individual into intensive case management services, completing all necessary assessments, facilitating completion of assessments by medical professionals, seeking local human service supports and services the adult family may need, and to assist the individual with seeking any federal benefits for which they may be eligible. This could also include referrals to the Office of Vocational Rehabilitation (OVR) and other state programs not under DHS purview.
NOTE: This does not preclude the CAO from continuing to utilize DAP for the permanently disabled individual. The DAP worker should be a part of the MPP MDT.
Final MPP Service Plan
Upon development of the Final MPP Service Plan, the Extended TANF adult will continue in MPP until:
All barriers are stabilized, and they are terminated from MPP and cooperating with another Extended TANF Hardship Track
OR
SSI/RSDI is approved
OR
They are terminated from MPP for failure to comply
OR
They are working and referred to the appropriate Extended TANF Hardship track.
If the MPP participant has been connected with all necessary services, barriers are resolved , or appropriately stabilized, does not need continued program supports and services , and is only awaiting a decision from Social Security, the MDT may decide to terminate the participant from the contracted MPP provider using termination code J (Pending SSI Approval) . They must be enrolled in Project A with a Sub-project code 24 on the ETP Project Enrollment screen. These individuals must continue to be served by a Disability Advocacy Program (DAP) caseworker. Individuals who are eligible in the MPP Hardship Track and only awaiting a decision from Social Security must not be moved to a different ETANF Hardship Track unless they meet eligibility criteria in a different ETANF Hardship Track.
1. If not already completed, the contractor or the CAO will provide the individual with a Report of Physical/Mental Examination ( PA 586 ) to be completed by a physical/mental health provider .
NOTE: The contractor continues to serve the individual until the MPP referral is completed.
2 . The individual and the CAO IMCW complete the Job Readiness Assessment and submit it with the Agreement of Mutual Responsibility and the draft MPP Service Plan to the contracted program (Work Ready or EARN in counties where there is no WR)
3 . The individual returns the PA 586 , and it indicates the individual has a verified disability that prevents them from participating in work or work-related activities .
4. When the individual meets with the CAO IMCW :
The AMR is created or updated.
The appropriate Releases of Information are completed.
The MPP enrollment is completed via eCIS.
A draft MPP Service Plan ( PA 1726 ) is completed.
NOTE: The MPP individual is exempt from RESET, therefore there is no minimum number of hours the individual must participate, however they are responsible to follow the responsibilities outlined in their MPP Service Plan.
Complete the ETP Project Enrollment screen with the appropriate contracted program Project.
NOTE: The IMCW and individual can agree to complete this information during one meeting or during several meetings.
5. The individual and the IMCW meet with the MDT as necessary .
6. Once the MDT reaches a consensus based on all conducted assessments (including the PA 586) the finalized MPP Service Plan and attached to the AMR.
7. The contracted program ensures the individual is referred to appropriate social and health-related services while monitoring the individual's progress.
NOTE: Steps 5 through 7 can be repeated as necessary
Release of Information Forms ( PA 1723 )
MPP Service Plan ( PA 1726 )
Completed Job Readiness Assessment
Report of Physical/Mental Examination ( PA 586 )
The DAP Referral Form ( PA 731 )
Data entry will be considered timely if entered within five days of the start date of the activity.
Individual Attributes screen
Enter ETP code 53 if the individual is disabled .
Enter ETP code 60 with the appropriate good cause code if the individual is being referred due to not being able to remediate barriers in the Deferral period.
ETP Project Enrollment screen
Open Project WR or D based on program availability in the county .
Enter the appointment date.
Update as necessary or required.
Individual Attributes screen - ETP 53 or ETP 60 with the appropriate good cause code
ETP Project Enrollment screen—Project WR or D based on program availability in the county. .
Updated September 21, 2021, replacing April 11, 2013
Cash Assistance Handbook
Chapter 135: Employment and Training Requirements
Interim assistance for State Blind Pension (SBP) is granted to individuals:
Who have applied for Supplemental Security Income (SSI) until they receive their first SSI payment; or
Whose SSI is suspended pending a renewal.
These individuals must:
Meet all SBP eligibility requirements; and
Agree to repay the SBP they receive while the SSI payment is pending.
55 Pa. Code § 257.21(a)
55 Pa. Code § 183.13(b)
Certain SSI recipients may also qualify for interim assistance if their SSI or other income check is lost, stolen, or delayed, or if a change in circumstances would entitle them to a higher SSI payment.
NOTE: This chapter does not cover interim assistance pending a fair hearing. For that information, see Supplemental Handbook Chapter 870 Appeal and Fair Hearing .
Updated September 24, 2025, replacing August 23, 2021
Federal regulations do not allow DHS to recover TANF payments to SSI applicants. When the TANF individual becomes eligible for SSI, the SSA adjusts the amount of TANF received to the SSI payment as unearned income. The initial SSI check is sent to the individual.
NOTE: The SSA usually takes an application for RSDI benefits at the same time an SSI application is completed. Because reimbursement requirements apply to RSDI benefits, the CAO must obtain the individual's signature on an Agreement and Authorization to Pay Claim Form ( Firm 176-K ). See Supplemental Handbook Chapter 915 .
The CAO will receive an alert “115 SSI” to authorize the SSI with the appropriate begin date.
Send the individual an Advance Notice advising him or her about the closing or reduction of the TANF payment. Attach a copy of the "Notice to Client" (see Appendix A ). The "Notice to Client" must include the following:
The effective date of the first regular SSI check
The signature of CAO worker
The date
The name and address of the CAO
When a SBP recipient becomes eligible for SSI, the SSA will notify the Office of State Inspector General (OSIG) through the Government Service Online (GSO) system. The OSIG will provide the amount of the assistance the individual received to SSA. SSA will do the calculation and send the initial check to the individual minus the reimbursable amount calculated. SSA provides OSIG with their calculations and the amount of reimbursement owed to the Commonwealth. OSIG enters a claim in the OSIG Avoidance and Recovery System (OARS) so that the state can be reimbursed for the interim assistance. OSIG will send the Supplemental Security Income (SSI) Benefit Claim (OIG 128C) which will explain to the individual what was collected from their Social Security. The CAO will receive a copy of the OIG 128.The OSIG will determine if the SBP budget is open or has been automatically closed as a result of the State Data Exchange/Client Information System ( DX/eCIS ) electronic interface. If the SBP budget is open, the OSIG will determine the effective date of discontinuance.
OSIG will determine:
The amount of reimbursement owed to the Department; and
The amount due the individual.
To ensure that reimbursement occurs, the CAO must do the following:
Have the individual sign the following forms:
Authorization for Reimbursement of Assistance ( OIG 176-SSI )
The OIG 176-SSI is designed to authorize the SSA to pay the reimbursable portion of the individual's initial or reinstated SSI check to DHS (through OSIG).
NOTE: If the SSI applicant is receiving Refugee Cash Assistance (RCA), print the following notation in red on the upper right corner of the OIG 176-SSI before distributing it: “REFUGEE – Eligibility period for 100% federal reimbursement expires on (date of expiration).”
Discontinuance Authorization PA 162A
The PA 162A authorizes DHS to discontinue the individual’s SBP when SSI is authorized. File the original in the case record, and give a copy to the individual.
SSA usually takes an application for RSDI benefits at the same time the SSI application is completed. The CAO must get the individual’s signature on a FIRM 176-K for delayed RSDI benefits. See Supplemental Handbook Chapter 915 .
Complete a DAP Referral Form ( PA 731 ).
NOTE: CAOs are no longer required to send their local SSA offices the SSA copy of the signed OIG 176 SSI form. Under the IAR automated process, the state notifies SSA that it has received a signed reimbursement authorization through SDX/ e CIS, which establishes a grant reimbursement code on the individual's SSI record. The CAO must notify the SSA within 30 days of the date the individual signed the OIG 176 SSI by completing the “Date 176 SSI signed” field on the Individual Non-Financial | Disability screen in e CIS and completing the remaining case action screens in the session. The “Date 176 SSI signed” field displayed on Individual Non-Financial | Disability must have the actual date the individual signed the OIG 176 SSI form.
Full completion of the OIG 176 SSI , including the individual’s signature, is still required. The individual will continue to receive a copy of the signed OIG 176 SSI , and the remaining copies will be kept in the CAO case record.
CAOs must continue to send the Disability Advocate form ( PA 731 ) to the SSA along with any supporting medical documentation available.
After the SSA determines eligibility, the OSIG will provide the amount of assistance the individual received to SSA. SSA will do the calculation and send the initial check to the individual minus the reimbursable amount calculated. OSIG will send the Supplemental Security Income (SSI) Benefit Claim ( OIG 128C ) which will explain to the individual what was reported to SSA to do the calculation. The CAO will receive a copy of the OIG 128 .
The CAO may refer any questions about the claim or the refund to the OSIG representative handling the matter. The OSIG representative's phone number is listed on the OIG 128 .
Updated September 24, 2025, replacing August 23, 2021
Reserved November 14, 2013, replacing January 31, 2012
Reserved November 14, 2013, replacing January 31, 2012
The Social Security Administration has informed the Department of Human Services that effective ______________, your first regular Supplemental Security Income (SSI) benefit will be issued . Notification of your eligibility for SSI has not been forwarded to you by the Social Security Administration, but will be provided to you prior to the effective date of your first regular SSI payment . If you do not receive your first regular SSI payment by the above effective date, contact your local Social Security District Office to receive verification that your SSI payment has been delayed and provide this verification to the County Assistance Office. Thank you. ___________________________ Worker's Signature ___________________________ CAO/District ___________________________ Address
Updated September 24, 2025; Replacing November 14, 2013
Cash Assistance Handbook
Chapter 136: Interim Assistance
Pennsylvania is committed to assisting our Temporary Assistance to Needy Families (TANF) families reduce their dependency on welfare benefits.
The cash initiatives in this chapter are designed to meet one or more of the following goals:
To quickly engage adults in work or work activities
To divert families from the need for long-term Cash Assistance
To assist working families receiving TANF
To help Pennsylvania families reach the highest level of work participation possible
Updated April 14, 2023 replacing December 11, 2017
The following acronyms and terms are used in this chapter:
ELRC—Early Learning Resource Center
CDC— Career Development Component
CWDS— Commonwealth Workforce Development System
DRA— Deficit Reduction Act of 2005
EDBC— Eligibility Determination/Benefit Calculation
MEDA— Medical Eligibility Determination Automation
PSC— Program Status Code
TCA— Transitional Cash Assistance
WER— Work Expense Reimbursement
WED—Work Expense Deduction
WPR— Work Participation Rate
Reissued April 14, 2023; replacing December 11, 2017
TCA is a Department of Human Services (DHS) initiative that provides a transitional or supplemental cash benefit to families who are:
No longer eligible for Temporary Assistance for Needy Families (TANF) due to excess income;
Have earned income in the budget;
Are meeting the federal Work Participation Rate (WPR) for their circumstances; AND
Have a TANF child in the budget.
The TCA benefit is a temporary benefit designed as an incentive for TANF recipients to move from public assistance to employment while also allowing Pennsylvania to increase the number of family households meeting the WPR. B udget groups eligible to receive TCA will receive $100/month ($50 on each payment date) for up to three months (six payment dates).
Family budget groups and corresponding grant groups that would have been eligible for Transitional Medical Assistance (TMA) at the time of their TANF closing and meet all non-financial requirements for TCA, will be authorized Program Status Code (PSC) 71. The three months of TCA will count toward the twelve -month TMA time limit, meaning that at the end of TCA the budget group would have an additional nine months of TMA remaining.
The TCA benefit does not count towards the benefit calculation for Extended Supplemental Nutrition Assistance Program (SNAP), nor will it have any effect on Extended SNAP. If the budget group is not eligible for Extended SNAP at the TANF closing, the TCA benefit is to be counted as unearned income when calculating SNAP benefits .
The TANF time clock will not be counting days during any TCA eligible time period. TCA days will be tracked on the Act 35 clock.
The program has been designed so that as TANF is closed; the system will evaluate to ensure non-financial requirements for TANF are still being met, the budget group is meeting the WPR requirements for their circumstances and whether the budget group is eligible for TMA or not. TCA will open with the correct PSC with notices issued and a future close date. Any support being collected will be automatically reassigned to the family.
During the TCA period the budget group will be treated as TANF recipients for child care eligibility purposes. When TCA expires the budget group will be treated as former TANF recipients for child care.
TCA recipients are not eligible for special allowances for Employment and Training activities through TANF . SPALs may be authorized during the TCA period only if eligible under SNAP policy.
TANF State Plan
Caseworkers will not be able to open TCA. When a TANF case is closing the system will evaluate the case record and TCA will either be opened or not. To be eligible for TCA at TANF closure the following conditions must be met:
The budget group is still meeting all non-financial requirements for TANF e.g. resources, TANF child, deprivation;
A TANF cash budget that has an SSI child is system evaluated for TCA eligibility;
ES Parents/SSI Recipients;
One-parent household: A single parent must be an ES to qualify for TCA. A single parent who is an SSI recipient is not considered an ES and, therefore, the TANF budget will not be system evaluated for TCA.
Two-parent household : In a two-parent household with one parent who receives Supplemental Security Income (SSI), if the other parent is an ES, the TANF budget will be system evaluated for TCA.
Income exceeds the TANF limit;
There is earned income in the budget; and
The budget group is meeting the WPR for their circumstances.
TANF budgets that will be evaluated by eCIS for TCA will be coded C/U 00, 06, 07, 08, 09, 53, 57, 58 or 59. eCIS will also be looking for the following income codes: 1-13, 15-26, 29, 31-34. If these conditions are not met, TCA will not be opened.
NOTE : Currently eCIS logic will complete a systems evaluation of eligibility for TCA if a TANF recipient has an ETP Status Code 53 or 60. It will not automatically evaluate and determine TCA eligibility if a TANF recipient has an ETP Status Code 52 or 54. If the budget group will be meeting the WPR for their circumstances and the earned income exceeds the TANF limit, the CAO must change the TANF individuals ETP status code to 60 before entering the wage data into eCIS. This will allow eCIS to determine/evaluate that the TANF budget qualifies for three months of TCA.
If the budget group is not eligible for TCA, the system will continue thru the cascade to determine what benefits the budget group may be eligible for.
TANF budgets with sanctioned or disqualified individuals (eligibility status D*/N*) are not eligible for TCA.
To qualify for TCA, a Specified Relative must be included as an eligible member of the TANF cash budget group. Single parent households where the parent is an SSI recipient are ineligible for TCA .
When the system has opened a TCA budget the proper 685 notices will automatically be issued. For notice text, see 137.36 .
If the budget group is eligible for TMA , notice 685 Option A will be issued and a C/U 71 budget will be opened with a future close date.
Budget members are not required to report changes during TCA.
When a TCA budget is opened, eCIS will close all absent relative screens and assign all child support being collected back to the family.
TCA will have no effect on Extended SNAP. In cases with no Extended SNAP, TCA payments will be counted as unearned income when determining SNAP eligibility and payment amounts.
INDIVIDUAL ADD-
Only children coded as an Eligible Child (EC), or eligible minor parents ( EP) will be able to be added to a TCA budget. Changing of program status codes and/or eligibility status codes will not be allowed for the existing budget members. Additionally, the PSC of the child being added must match the PSC code of the other TCA budget members.
EXAMPLE : 16-year-old child is released by Children and Youth back into the custody of their parent . The parent is active in a TCA budget. The child would be added as an EC and evaluated for medical assistance. The amount of the TCA benefit and closing date for TCA will not change.
It is required to add a mandatory adult member (ES, NS, DS or DF) to the TCA household and to re evaluate the TCA b udget, produce a Fail result and evaluate all budget group members for MA.
Non-mandatory Individuals of any age may be added to an existing TCA household, if their eligibility status is NX (not applying) on the TCA budget.
INDIVIDUAL DELETE-
Deletion of any “E” adult member of the TCA budget, or the deletion of the only TANF eligible child will result in closure of the TCA budget. A notice will be sent indicating the closure of the TCA budget due to deletion of a budget member. TCA will not be closed if an individual with an “N” eligibility status is deleted.
ELIGIBILITY STATUS CHANGE-
Eligibility status changes are allowed for TCA budgets. Non-financial eligibility for TCA will be re-assessed during eligibility status change mode; however, WPR will not be re-evaluated during normal maintenance. To remain open for TCA the budget must:
Contain an eligible TANF child;
Deprivation must exist for the TANF child;
Budget must still have a n Eligible Specified Relative and
There can be no sanctioned or disqualified individuals.
Due to the limited time frame for this supplemental benefit, if the household reports a new address during the TCA period and it is in another county there will be no inter-county transfer of the TCA case. The TCA budget should remain open in the old county until it reaches the time limit. If there is a requirement for a new medical provider in the new county , then the TCA budget should be closed and existing procedures would be followed for budgets in TMA. Losing county would close MA, the gaining county would reopen MA and adjust the renewal date accordingly.
CWDS-
There are no changes to the Enrollment Activity Screen for Cash Budget closures determined eligible for TCA. Screens will remain open to allow the client to continue with RESET.
“ K” (for CWDS Projects) or “6” (for CAO directed projects) closings will be posted when TCA closes , and existing closure rules will be followed.
Data Warehouse- This new initiative and corresponding program status codes will be included in the CIS Data Warehouse and be available for reporting purposes.
Managed Care- These budgets will remain enrolled in Managed Care during the TCA period and if applicable during the remaining TMA period.
PACSES-
When the TANF Cash budget closes absent relative screens in eCIS will all be end dated following existing cash closure rules. All support amounts will be assigned back to the client when TCA is opened.
A bsent relative screens will not be scheduled for TCA budgets.
PELICAN-
C/U 71 budgets will follow existing Child Care rules in eCIS . No child care notice is issued at TCA opening.
When a C/U 71 budget closes , the system will follow logic for former TANF , and Child Care notices will be issued.
PROMISe- TCA recipients will fall under current health care benefit packages.
TCA is a supplemental benefit funded by state MOE funds and is limited to 6 consecutive pay periods. There is no limit to the number of times a budget group may be eligible for TCA. TCA time will not be counted in any calculations for TMA eligibility.
EXAMPLE: Household of parent and one child is receiving TANF. Parent finds a full-time job working 40 hours/week earning $10/hour. This makes their income ineligible for TANF. During the TANF closure the system determines the budget group is eligible for TCA and opens a C71 with a future close date. After 2 months the parent loses their job and contacts their caseworker requesting TANF be reopened. If eligibility factors are met, TANF would be reopened. At next TANF closure the system will again evaluate for TCA .
Due to the limited nature of the program, relative amount of money involved, and to reduce the burden on caseworkers, families are not required to report changes during the TCA period. There will be no overpayments associated with the TCA program. As with all programs, once a change is reported the caseworker must take the appropriate action.
The following notices will be used to open or close TCA budgets:
Eligible Notices :
SYSTEM GENERATED
You do not qualify for TANF cash assistance because your income is over the income limits for TANF cash assistance. See the back of this notice for the income used to determine that you do not qualify. Because you are working at least ____ hours per week, you do qualify for transitional cash benefits of $50 twice a month for 3 months, beginning ________. You will get your last $50 benefit on ________. Beginning ______, you qualify for medical assistance in the Transitional Medical Assistance Program (TMA) program. If you receive S NAP and there is any change, you will receive a separate notice regarding those benefits. L egal Authority: 62 P.S. §§ 403(b) and 432(1); 55 Pa. Code §§ 140.401, 140.421, 141.71 and 181.1
Your child, __________, has been added to your Transitional Cash Assistance budget and will begin to receive medical assistance effective ____________. If you are receiving SNAP benefits, you will receive a separate notice if there is a change to your current SNAP benefits. L egal Authority: 55 Pa. Code §§ 140.514, 141.71 and 181.23
Generic notice for CAO usage
On the date above, your Transitional Cash Assistance benefits are stopping because: ________________________________________________________________________________________________________________________________. You will receive a separate notice regarding your medical benefits. If you are receiving SNAP benefits, you will receive a separate notice if there is a change to your current SNAP benefits. L egal Authority: 62 P.S. §§ 403(b) and 432(1)
Reissued April 14, 2023 ; replacing December 11, 2017
The Work Expense Reimbursement (WER) project is designed to assist Temporary Assistance for Needy Families (TANF) and Extended TANF (ETANF) families with an adult who is working by authorizing $50 per month to help with work expenses. Eligible families receive d $25 each payment date in addition to their cash assistance grant. A family would only receive one $50 WER per month regardless of the number of employed persons. The $50 monthly payment was excluded as income when determining SNAP and Medical Assistance benefits.
TANF and ETANF families are no longer reviewed for WER eligibility. Households who received the WER were transitioned out of the program between September 28, 2020 and June 30, 2021 when an eligibility determination was processed on the case. If the household was eligible for the Earned Income Disregard (EID), the new Work Expense Deduction (WED) was applied. (see CAH 160 Income Deductions )
Reissued April 14, 2023 replacing December 11, 2017
I mplemented in August 2005, the TANF Diversion Initiative is an alternative to Temporary Assistance for Needy Families (TANF). Diversion covers a short-term financial gap when a household's earned income temporarily stops or reduces. The intention of Diversion is to “divert” the household from the immediate crisis and the need for ongoing TANF benefits reducing the accumulation of TANF time.
A Diversion payment is a lump sum of either one, two, or three months of the Family Size Allowance (FSA), depending on the amount and time span of the need. A Diversion period extends from the first day of the month that the County Assistance Office (CAO) authorizes Diversion until the last day of the final month of Diversion eligibility. Recipients can only receive Diversion once in 12 months.
NOTE: Diversion is not an annual entitlement to cover expected ongoing needs. The intent of Diversion is to fill a short-term, non-recurring financial gap until a household's income resumes. The CAO must base Diversion eligibility on this intent. Because Diversion is a cost-saving initiative, the CAO should evaluate each situation independently.
TANF State Plan
ELIGIBLE FOR TANF
The CAO must determine at application if the cash assistance applicant family is eligible for TANF and then also evaluate additional criteria for Diversion by using the Diversion Eligibility Desk Guide . If eligible for both programs, the CAO must explain the difference between the two cash programs using the Diversion and TANF Comparison Desk Guide . After considering the benefits offered by each cash program, the applicant determines whether Diversion or TANF best fits their needs. See Section 137.53 for screening process. TANF time limits are NOT a factor in determining eligibility for diversion.
Application: The applicant must complete the Common Application Form (PA 600). Every budget group member, age 18 or older, must sign the PA 600 and be requested to sign the Authorization for Release of Information (PA 4).
Eligibility in Month After Application Month: If a family is not eligible for Diversion in the month of application, the CAO will consider the following month. If the family is eligible for Diversion in the month following the application month then that month is considered the first month of the Diversion period.
N OTE: If the family qualifies for Diversion in the month of application, the NCE begin and end date is the application date. If the family is ineligible in the month of application but eligible for Diversion in the month following the application month , the NCE begin and end date is the first day of that month.
Financial/Non-Financial Requirements: An applicant family must meet—in either the application month or the following month—all TANF non-financial and income/resource requirements and all sanction/criminal history requirements.
Treatment of Income: When determining Diversion eligibility, the CAO uses TANF income eligibility criteria and counts both earned/unearned income. See Chapter 150 , Income . However, the CAO disregards family income to determine the Diversion payment amount, which is always a full FSA for one, two, or three months.
Sanction: The budget group and corresponding grant group is ineligible for Diversion if an Eligible Specified Relative parent is sanctioned (DS) . To receive Diversion, the sanctioned individual must meet all sanction requirements and re-establish ES status.
ES Parents/SSI Recipients:
One-parent household : A single parent must be an ES to receive Diversion. A single parent who is an SSI recipient is not an ES on the TANF budget and, therefore, is not eligible for Diversion. T wo-parent household : In a two-parent household with one parent who receives Supplemental Security Income (SSI), if the other parent is an ES, that parent can receive a Diversion payment for the TANF grant group.
NOTE: An SSI recipient is not part of the TANF grant group because an individual cannot receive both TANF and SSI benefits at the same time. The individual may choose which benefit to receive. See Section 105.1 .
Diversion Agreement Form: The applicant family who chooses Diversion will complete/sign a Diversion Agreement Form ( PA 1793 ) instead of an Agreement of Mutual Responsibility (AMR) (PA1661) . There are no work requirements associated with the receipt of Diversion.
No Overlapping Cash or Diversion Benefits: The CAO will not authorize Diversion to an applicant who received cash assistance any days in the Diversion application month or received a Diversion payment in the past 12 months (beginning with the NCE authorization date of the previous Diversion payment). For exceptions to authorizing cash assistance within a Diversion period, see Section 137.521 .
Child Support: There are no child support requirements associated with the receipt of Diversion.
Non-citizens: Refugees and Legal Permanent Residents (LPRs) who have met the five-year bar and meet the requirements for TANF may be eligible for Diversion.
NOTE: LPRs who have not met the five-year bar are not eligible for Diversion.
M ultiple Grant Groups: To be eligible for Diversion the TANF grant groups must include an ES adult member. TANF households with two or more grant groups may have one grant group eligible for Diversion while t he 2nd grant group, if child only, would not be eligible for Diversion and should be reviewed for on-going TANF.
EXAMPLE : TANF household consists of a parent, biological child , and nephew. Grant Group 1 – Parent and child, Eligible for TANF or Eligible for Diversion. Grant Group 2 – Nephew only, eligible for TANF not eligible for Diversion. Process the Diversion NCE for Grant Group 1 and pend the ongoing cash for Grant Group 2. Once Diversion is authorized, process the ongoing cash for Grant Group 2 and review for MA for Grant Group 1.
SHORT-TERM FINANCIAL NEED
Eliminating Need for Ongoing Cash Assistance: The intention of Diversion is to cover a family’s short-term financial gap and eliminate the need for ongoing TANF benefits. Diversion is not an annual stipend for a family’s anticipated, recurring needs.
V erifying Need: The CAO will verify the amount and duration of the need, up to a maximum three months. If verification exists in the case record, the CAO will not require more. Fi nancial needs include but are not limited to: Work expenses (such as uniforms and tools); transportation expenses (such as car repairs/inspections, car payments, car insurance premiums); child care costs; housing expenses (such as mortgage payments, rent, home repairs, or utilities); costs to relocate to secure employment.
N OTE: The CAO will not issue Diversion to cover court costs, fines, bail, restitution payments, and child support payments (either ongoing or arrearages).
Income Expected in Diversion Period: In general, when determining if Diversion can cover the family’s financial gap, the CAO should count income expected within the Diversion period only when the Diversion payment (combined with all available supplemental benefits) cannot cover the financial gap.
N OTE: The CAO has leeway to work case by case when considering income expected within a Diversion period -- but should be cautious when counting this income. For example, an expected tax refund may not arrive timely or in the amount needed to help cover the need. However, regular, dependable child support payments or income from an established part-time job can be a reliable source of income .
S SI Income: W hen determining TANF or Diversion eligibility, the CAO will not count SSI benefits. However, when determining if a Diversion payment will cover a family’s short-term needs, the CAO can count SSI benefits expected in a Diversion period if a Diversion payment cannot cover all the needs.
Other Benefits: The CAO should consider all available supplemental benefits to help a Diversion payment cover the financial gap.
NOTE: I f a combination of Diversion, anticipated income in the Diversion period, and supplemental benefits does not meet the family’s total short-term financial needs, the CAO cannot authorize Diversion. The CAO will consider other benefits, including ongoing TANF.
Income Expected After Diversion Period: The CAO will not require verification of recurring income the family expects to receive at the end of the Diversion period but the family should expect this income to arrive timely and in the amount to meet the family’s needs. In a two-parent household, only one ES parent needs to anticipate income. With a few exceptions , Diversion recipients are ineligible for cash assistance benefits until the end of the Diversion period. See exceptions in Section 137.521 .
N OTE: Although the CAO will not require verification of recurring income expected at the end of the Diversion period, a family’s voluntary verification of this income can help pinpoint the duration of the need. The CAO should consider explaining this advantage to applicants. Waiting for this verification should not delay the application process.
RECENT WORK HISTORY OR JOB SKILLS TRAINING
Specified Relative and Work History: The applicant budget group and corresponding grant group must contain an eligible Specified Relative (ES). Within 90 days of the application, the ES must have work history or job skills training. This time frame is within 180 days of application for geographical areas waived for time-limited Supplemental Nutrition Assistance Program (SNAP) benefit. See Appendix A in SNAP Handbook Chapter 536, Able-Bodied Adults Without Dependents, Appendix A .
NOTE: Income-in-kind counts as recent work history. For example, a family may live in a resort, receive no salary/wages, but take care of housekeeping and grounds in exchange for housing and meals.
Verification: C ertificates from trainings, pay stubs, and income tax returns indicate job skills training or work history.
Two-Parent Household: Only one ES parent must meet the work or job skills requirement.
SSI Recipients: An SSI adult recipient is an ES for SSI and not Diversion. An SSI child recipient is not included in the Diversion or TANF benefit amount.
Sanctions and Criminal History: A ll members of an applicant group must meet restrictions for sanctions and criminal history and must re-establish ES status before the budget group can receive Diversion. The sanctioned relative must fulfill the minimum sanction time period and comply with appropriate action required by the CAO.
N O OVERLAPPING CASH BENEFITS
To be eligible for a Diversion payment, an applicant budget group member cannot already have received cash assistance in any days during the Diversion authorization month – or have received a previous Diversion payment within the previous 12 months. The NCE authorization date of the Diversion payment is the begin date of the 12-month period, regardless of program status code or amount of Diversion. See exceptions below in Section 137.521 .
T he CAO can authorize an Emergency Shelter Allowance (ESA) to an individual/family who already received a Diversion payment to resolve a housing crisis within the 12-month period prior to the request for the ESA.
NOTE: The CAO can authorize Diversion for an applicant family who received Diversion in another state within the past 12 months.
I f the family’s situation falls under one of the three exceptions below -- and the Bureau of Policy (BOP), Division of Family Assistance (DFA) approves the exception – the CAO may authorize cash assistance within a Diversion Period.
When making an exception, the CAO must write a detailed case-record narrative explaining the reason for the exception; file a Diversion overpayment for full calendar months with Reason Code 59; and use the ARRC screen, "ARRC Diversion Action" , to enter a Diversion overpayment. See ARRC Data Entry Procedures in Using ARRC .
The CAO will explain to the Diversion recipient that when TANF cash assistance is authorized overlapping the Diversion period, an overpayment is required. This means the recipient must repay all or a portion of the Diversion benefit to the Department through a decrease of the ongoing monthly cash assistance benefit by up to five percent, as indicated on the AMR (PA 1661). If the individual agrees with these terms, the CAO must contact (BOP) to request an exception.
NOTE: Spending Diversion funds at will, for any purpose, is not a valid reason to make an exception.
EXAMPLE: A parent and two toddlers receive a Diversion payment to cover three months of needs until the parent's job begins. During the second month of the Diversion period, the parent applies for TANF because they spent the Diversion funds on vacation and decided not to start the new job. This is not a valid exception. The CAO will not authorize TANF during the Diversion period.
EXCEPTION 1: DOMESTIC VIOLENCE ISSUES
A domestic violence (DV) issue, under the Family Violence Option according to normal DV regulations, is an exception. See Chapter 108, Family Violence Policy and Procedures; Section 108.6 ; Section 108.75 . Rather than directly referring to DV issues on the AMR, the CAO should handwrite “family or household issues” or “referred for supportive services.” The CAO will inform the family of the overpayment and contact BOP for approval to authorize ongoing TANF. This exception may require verification, as per BOP .
EXAMPLE: A parent and three children receive a Diversion payment to cover August and September needs until the parent's job starts in October. In mid-August, the parent’s ex-spouse batters them and threatens the children. The parent temporarily moves their family to a friend’s house, spends Diversion funds on emergency needs, and applies for cash assistance. The CAO contacts BOP for approval of the exception.
EXCEPTION 2: CHILD WELFARE SERVICE AGENCY ISSUES
Ongoing TANF may help prevent a child welfare agency from removing a child from the home or speed the return of a child. If so, the CAO can consider this situation as an exception, upon receiving approval from (BOP) . This exception requires verification.
EXAMPLE: The CAO authorizes a Diversion payment to cover April, May, and June needs for a parent and family until the parent graduates from secretarial school and starts work in June. In early April, the child welfare agency informs the parent their infant can be returned home from foster care when the parent completes an infant-care class and verifies a recurring income. The parent applies for cash benefits and provides a child welfare agency statement for verification. The CAO contacts BOP for approval of the exception.
EXCEPTION 3: UNFORESEEN CIRCUMSTANCES
When it appears that an unexpected circumstance qualifies as an exception, the CAO should forward details to (BOP) for review and approval. This exception may require verification, as per (BOP).
Expected Job Falling Through : When the beginning of employment expected at the end of the Diversion Period does not materialize, the CAO can consider this as an exception. This exception likely will require verification before the CAO contacts BOP for approval.
EXAMPLE: A parent and family receive a Diversion payment to cover January and February needs until the parent's job starts on a construction crew. Two weeks later, the employer tells the parent the company will relocate to Nevada. The parent applies for cash benefits and provides an employer statement to verify the job loss. The CAO contacts BOP for approval of the exception.
Natural Disaster or Serious Crisis : Exceptions may include floods; tornados; earthquakes; fires; infestations; a budget group member’s serious illness or injury; utility shut offs; evictions or eviction notices; other emergencies threatening life or health and resulting in loss of an essential need. This exception may require verification, as per (BOP) . Examples of verification include news clippings; social service agencies such as Salvation Army or the Red Cross; third party contacts, such as landlords.
EXAMPLE: The CAO authorizes Diversion to meet September and October needs for a parent and family until the parent’s November job start. In mid-October, a fire severely damages their apartment. Re-locating to a motel, the family spend Diversion funds on immediate needs, apply for TANF, and provide a landlord statement for verification. The CAO contacts BOP for approval of the exception.
Every budget group member, age 18 or older, must sign the PA 600 and be requested to sign the Authorization for Release of Information (PA 4). As a first step, the CAO reviews the application for cash assistance eligibility.
REMINDER: To be eligible for Diversion, a budget group must be eligible for TANF.
NOTE: There are no child support requirements for Diversion therefore the 25% reduction to a TANF grant would never be applied to a Diversion payment.
Screening Process
Screening helps to determine eligibility for Diversion or TANF benefits. At the application interview (or screening interview), the CAO will:
1. Ask the applicant these questions:
Why are you applying for cash benefits?
What happened to create a need to apply for cash assistance?
2. Narrate the response.
3. Based on the response, determine if the budget group has a specific episode of need or crisis situation that can be resolved with the Diversion Initiative, including :
T hreat of homelessness, eviction, and/or utility shut-off.
NOTE: Evaluate for ESA first to eliminate or reduce the threat.
Employment, school, or training needs, such as tools or automobile repair.
Recent loss of a job.
4. If the budget group meets TANF non-financial eligibility requirements; is income and resource eligible for TANF; and, indicates a specific episode of need or crisis situation – take the following action:
Review Diversion eligibility requirements, including recent work history or job skill’s training.
Evaluate exceptions in Section 137.521 .
Narrate the episode of need or crisis situation.
NOTE: The CAO will consider all available supplemental benefits, which can cover part of the financial gap and make a Diversion payment possible. Only if supplemental benefits plus a Diversion payment do not meet the family’s needs during a Diversion period, should the CAO count income expected to arrive within the Diversion period.
5. If the applicant meets Diversion requirements:
Discuss with the applicant the option of a Diversion payment using the Diversion and TANF Comparison Desk Guide
Determine how many months of Diversion are necessary to meet the temporary episode of need. Diversion may be authorized for one, two or three months of the Family Size Allowance (FSA). The Diversion benefit is issued for calendar months and begins on the application date if found eligible in the month of application or the first day of the following month if found eligible in the month following the month of application.
Authorize Diversion, if appropriate.
EXAMPLE: The CAO narrates reasons that the Range family applies for cash assistance. After the couple exhausted unemployment compensation benefits, they started temporary part- time jobs, which have ended their plan to start work at a new factory opening in three months. The CAO determines the family eligible for TANF and Diversion. After the CAO explains Diversion, the couple chooses Diversion. The CAO authorizes a three-month Diversion payment and narrates.
6. If the applicant is not eligible for Diversion or opts not to receive Diversion: Authorize TANF.
EXAMPLE: Ms. Banks, with two children, applies for cash benefits. The CAO asks the reason/specific needs prompting the application; determines TANF eligibility; and, narrates. For the past eight months, the children’s other biological parent beat and stalked Ms. Banks, Ms. Banks has not worked. Ms. Banks moved the family to another town but is afraid to work because the stalking continues. Ms. Banks’ parents cannot continue providing funds. Ms. Banks meets Diversion criteria, but chooses to receive TANF benefits, the CAO authorizes TANF and narrates accordingly.
COLLECT VERIFICATION
Verification to determine Diversion eligibility should clearly define the short-term needs of each applicant family. For this reason, the CAO should provide the applicant a detailed verification checklist/due date -- and stress th at Diversion benefits cannot be authorized without these items. Acceptable verification includes, but is not limited to:
For Income or Current/Recent Work History: Check stubs for earned/ unearned income; checking/savings account statements; Domestic Relations child support statement; dated check stubs to show wages; employer statement to pinpoint recent/current employment or show date of end of maternity leave.
F or Financial Needs: Work expenses, such as uniforms or tools; transportation expenses, such as car repairs, inspection, car payment, insurance premiums; childcare costs; housing expenses, such as mortgage payments, rent, home repairs, utilities; costs to relocate to secure employment.
It is important for the CAO to require third-party statements from relatives or community organizations assisting the family during the Diversion period. This assistance, covering specific financial gaps, can pinpoint what remains to be covered with a Diversion payment.
NOTE: The CAO is not required to verify a family’s anticipated self-sustaining income expected at the end of the Diversion period. However, a family’s voluntary verification may help determine the length and nature of a short-term need. This verification can include employer statement with date of return/start of work; date/amount of first check or expected pay.
EXCEPTION: In rare situations, the CAO may count income expected to arrive after the maximum three-month Diversion period. For example, a family with a financial crisis spanning four months would not be eligible for Diversion because a maximum three-month Diversion payment cannot meet their entire need. However, if the family verifies that a third-party will cover the needs for the fourth month, a three-month Diversion payment may meet their needs.
EXAMPLE: The CAO interviews Ms. Stover, who requests Diversion for self and child. As Ms. Stover explains, their needs extend four months, from July through October, until employment starts in early November. The CAO tells Ms. Stover a maximum Diversion period, covering three months, can meet the household’s July, August, and September needs – but not the October needs. For this reason, the CAO cannot authorize Diversion unless Ms. Stover finds a way to cover the October expenses. Ms. Stover contacts the new employer, who provides a statement that, on October 1, Ms. Stover will receive a signing bonus, enough to meet October needs. The CAO can authorize Diversion.
OFFER PROGRAMS AND SERVICES
The CAO will review advantages of programs, supplemental benefits, and services available to Diversion applicants – plus employment and training requirements for all benefits. When a Diversion payment alone cannot cover the applicant family’s financial needs during the Diversion period, this additional help may fill the remaining financial gap and enable the CAO to authorize Diversion. See Chapter 138 , Allowances and Benefits; Chapter 183 , Child Care.
Before deciding if supplemental benefits from a community agency are viable, the CAO must receive verification of the date, exact nature, and quantity of benefits.
Special allowances for RESET are not available to a Diversion recipient; however, SNAP participants who receive a Diversion could be served in SNAP E&T and eligible for special allowances through SNAP ETP for the duration of the Diversion period.
EMERGENCY SHELTER ALLOWANCE (ESA) for rent or emergency shelter. See Section 138.8 .
NOTE: The CAO can authorize an ESA to an individual/family who already received a Diversion payment to resolve a housing crisis within the 12-month period prior to the request for ESA.
LOW-INCOME ENERGY ASSISTANCE PROGRAM (LIHEAP) for help with heating fuel and utility bills. See LIHEAP Handbook .
SNAP BENEFITS to assist with grocery bills. When a family applying for Diversion considers SNAP benefits, the CAO must explain that Diversion recipients would not be considered exempt from participation in SNAP Employment and Training since they are not subject to work requirements under TANF. Individuals participating in SNAP E&T may be eligible for special allowances under the SNAP employment and training program during the Diversion period.
Medical Assistance to help pay medical bills or prevent medical debt. See Medicaid Eligibility Handbook . Diversion can be opened without closing an MA budget. While processing a Diversion NCE payment, the CAO should not delay a medical assistance eligibility determination or disrupt medical coverage.
J OB SEARCH assistance is available at no cost and without referral to all residents of Pennsylvania by contacting the local PA CareerLink Office.
CHILD CARE SUBSIDY to help pay childcare, through the Early Learning Resource Center (ELRC) . See Letter of Potential Eligibility for Child Care Subsidy ( PA 1696 ) and Chapter 183 ,Child Care. Diversion recipients are treated as "Former TANF" for childcare.
NOTE: Adding other benefits can reduce a three-month FSA to a two-month FSA or a two-month FSA to a one-month FSA.
EXAMPLE: In mid-September, Ms. Landers and toddler twins apply for a Diversion payment for September and October needs until Ms. Lander's November 1 st job start. The family receives SNAP and already paid September rent, plus a few bills. A Diversion payment must meet remaining September needs and all October needs, including rent, due October 1.The landlord stressed that another late rent payment means eviction. The CAO authorizes an ESA for October rent, enabling a September Diversion payment to meet all needs until the November job start.
OFFER OTHER COMMUNITY RESOURCES
The CAO discusses community services with the applicant to assist with short-term needs and prevent another family financial crisis. Community referrals and CAO recommendations include but are not limited to: Consumer Counseling and Budgeting Services; Child Care Network; Domestic Relations; Homeowner’s Emergency Mortgage Assistance Program (HEMAP) at (800) 342-2397; Housing Authority; Legal Services; Women Infants and Children Program (WIC), etc. Services that will benefit the family should be noted on the Diversion Agreement Form ( PA 1793 ).
DIVERSION VS. TANF
With information from the CAO during the personal interview, an applicant family must make an informed decision about which benefit best covers specific needs during the financial gap. The Diversion and TANF Comparison Desk Guide lists and compares the differences between the two types of cash benefits.
The Diversion Agreement Form ( PA 1793 ) serves as the Agreement of Mutual Responsibility (AMR) for Diversion recipients. An applicant who only wants Diversion does not need to complete the TANF AMR ( PA 1661 ).
The following individuals must sign the Diversion Agreement Form: Anyone required to sign the Application for Benefits and required to sign the AMR to receive TANF. This includes ES budget group members who meet Diversion criteria; the payment name if different from the applicant; budget group members age 18 years or older; and those considered as emancipated minors.
NOTE: All Cash Assistance applicants who are required to complete a Diversion Agreement can opt to orally sign and initial appropriate sections telephonically. When the applicant chooses to orally sign the agreement form, the narrative must include the following statement: “[Applicant’s name] has orally signed the Diversion Agreement form and orally attested to: Understanding their responsibility and the acknowledgement statement.” If the applicant or other household members required to sign the agreement form opt out and choose to complete the Diversion Agreement form by mail, it must be returned within 30 days. If the applicant fails to return the signed Diversion Agreement form within 30 days, they must either reapply or request a reconsideration.
PURPOSE OF DIVERSION AGREEMENT
Document applicant’s informed decision regarding Diversion and TANF.
Document community services discussed with applicant .
CAO RESPONSIBILITIES
Explain eligibility requirements and objectives of Diversion Program.
Help applicant determine need for other services at the CAO.
Recommend community services beneficial to the applicant family.
APPLICANT RESPONSIBILITIES
Explain and verify short-term financial need and plans to support family without applying for TANF.
Use Diversion payment for specific financial need(s) presented in the application for Diversion.
Sign and date to acknowledge that the CAO explained the Diversion Program—and that the applicant understands, they are choosing a Diversion benefit not to exceed three months. This includes acknowledging that the applicant may not receive cash assistance during the Diversion period; may not receive another Diversion benefit for 12 months from the date the Diversion benefit authorization, as noted on the Notice of Eligibility; may keep any child support received during the Diversion period.
A Diversion overpayment will occur in the following situations:
It is later determined that the household was not eligible for benefits.
Receiv es TANF benefits within a Diversion period.
Receiv es a Diversion payment in a month containing any days when a recipient received cash assistance.
Receiv es more than one Diversion payment in a Diversion period (by same ES relative).
Receiv es more than one Diversion payment in 12 months.
NOTE: When TANF and Diversion benefits overlap, the CAO will calculate the resulting Diversion overpayment for full calendar months. To enter the overpayment for Diversion, the CAO will use Reason Code 59. See ARRC Data Entry Procedures in Using ARRC .
O VERPAYMENT BEGIN DATE
If Diversion and cash assistance benefits overlap in the same month, the overpayment begins on the first day of the Diversion month in which cash assistance is authorized -- through the last day of the Diversion perio d .
EXAMPLE: Ms . Hughes and infant son receive a Diversion payment for the Diversion period, April 1 through June 30. Ms . Hughes spends Diversion funds, moves to another county, and receives ongoing TANF benefits beginning May 15. This means the new CAO, in error, authorized TANF benefits in a Diversion period. Ms . Hughes’ situation does not qualify as an exception. See Section 137.521 . The new CAO files a Diversion overpayment from the first day of the Diversion month that overlaps the TANF benefits (May 1) through the end of the Diversion period (June 30).
NOTE: When a family moves to another county where the new CAO, in error, authorizes benefits resulting in a Diversion overpayment, the new CAO is responsible for handling the Diversion overpayment and contacting the first CAO for relevant details of the case.
PAYING DIVERSION OVERPAYMENT AND RE-APPLYING FOR DIVERSION
Although a recipient budget group has paid a Diversion overpayment in full, the CAO may not authorize Diversion again until the 12-month time frame from the original date of the Diversion application has expired.
EXAMPLE: The CAO files a Diversion overpayment because the Lyon family received both Diversion (April 17 application date) and TANF benefits in April. The Lyons pay the overpayment in full, and their TANF benefits end in June. Later that year, the Lyons apply for another Diversion payment and tell the CAO they are entitled because they paid back the April Diversion overpayment. The CAO cannot authorize Diversion for the Lyon family until April 17 of next year (application date of the original Diversion payment).
WHEN TO FILE AN OVERPAYMENT
RECEIVING DIVERSION, THEN CASH ASSISTANCE DURING SAME MONTH(S)
The CAO may authorize cash assistance benefits in a Diversion period in error – or may make a valid exception. See 137.521 . In either case, the CAO must file an overpayment.
EXAMPLE: The CAO authorizes a Diversion payment for Ms. Burns and two children to cover February, March, and April needs. On March 10, the budget group applies for TANF and verifies their home flooded the previous day. With BOP approval, the CAO determines the budget group's situation is an exception, authorizes TANF and informs Ms. Burns of an overpayment for March 1 through April 30 (two full months of Diversion).
RECEIVING TANF, THEN DIVERSION IN SAME MONTH
To be eligible for Diversion, an applicant family cannot have received cash assistance any days in the Diversion application month. The budget group may be eligible for Diversion the following month.
EXAMPLE: When Ms. Web and child move to another county, Ms. Web requests TANF benefits be closed. Ms. Web’s last semi-monthly TANF check covers five days in July. In the new county, Ms. Web receives a Diversion payment to cover July needs until a new job start. Because the family already received TANF benefits for five days in July, the new CAO should not have authorized a Diversion payment for July. The new CAO files an overpayment from July 1 through 31 (1 full month of Diversion).
RECEIVING OVERLAPPING DIVERSION BENEFITS
An overpayment occurs when a budget group receives a second Diversion payment within 12 months – or receives two Diversion payments in any given month.
EXAMPLE: With a January 11 th application, Mr. Willis receives a Diversion payment for January, February, and March needs. The same year, the family moves to another county, and the new CAO authorizes another Diversion payment for September needs. Discovering the family received two Diversion payments in 12 months, the new CAO files an overpayment for September 1 through September 30 (1 full month of Diversion). The family cannot receive a TANF Diversion payment until January 11 of next year.
W HEN NOT TO FILE AN OVERPAYMENT
NOT SPENDING DIVERSION FOR INTENDED PURPOSE
Although an applicant does not spend a Diversion payment on the specific needs indicated at application, the CAO will not file an overpayment. If the family returns to the CAO for help with original needs that Diversion should have covered, the CAO will assist the family in the best possible way.
EXAMPLE: On June 4, Mr. Nickels receives a June Diversion payment to cover the $500 June rent. On June 15, Mr. Nickels applies for and receives an ESA to pay the June rent to prevent eviction. Mr. Nickels tells the CAO that the Diversion funds were used for other expenses. The CAO can authorize ESA with no need for a Diversion overpayment.
RECEIVING UNEXPECTED INCOME IN DIVERSION PERIOD
If a budget group receives a Diversion payment, and unexpected income arrives during the Diversion period, the CAO will not file an overpayment. The CAO will consider this income as meeting the family’s unspoken needs.
EXAMPLE: The CAO authorizes a Diversion payment for Mr. Angus, and family to cover February, March, and April expenses. On February 20, earlier than expected, Mr. Angus receives a $3,000 income tax refund. The CAO does not file a Diversion overpayment.
STARTING NEW JOB EARLIER THAN EXPECTED
If a new job starts earlier than expected, to give the Diversion recipient earned income during the Diversion period, the CAO does not file a Diversion overpayment.
EXAMPLE: The CAO authorizes a Diversion payment for Ms. Matthews and child to cover September, October, and November expenses until work begins at a new candy factory on December 1. When the factory opens ahead of schedule, Ms. Matthews starts work on October 2. The CAO does not file a Diversion overpayment.
EXPERIENCING CERTAIN HOUSEHOLD COMPOSITION CHANGES
If a single-parent family receives a Diversion payment, and the spouse, who was not part of the Diversion household, moves back into the household -- the CAO will not file an overpayment, even if the spouse has substantial income.
EXAMPLE: Mrs. Sims and children receive a Diversion payment to cover April, May, and June needs until employment begins in July. A year ago, Mrs. Sims separated from spouse , whose whereabouts were unknown. On May 10, Mr. Sims unexpectedly shows up, moves in the household, and supports the family with income from a high-salaried job. The CAO does not file a Diversion overpayment.
If a parent who is an ES for a Diversion payment moves from the household during the Diversion period, the children may move into another household with an adult who was not an ES as part of the original Diversion budget group. The CAO can authorize a Diversion payment for the household with the new caretaker as the ES (if meeting all ES criteria). An overpayment will not apply.
EXAMPLE: Mr. Blank is an ES for his family’s Diversion payment covering January, February, and March needs until self-employment as an exterior house painter resumes April 1. In late January, Mr. Blank relocates to a warmer climate to paint year-round. Until Mr. Blank can move the children at the school year’s end, they live with their Aunt Jane. To meet February and March family needs until a new job start, Jane becomes the ES for a new Diversion payment. The CAO does not file an overpayment because Jane was not part of Mr. Blank’s Diversion budget group.
RECEIVING OVERLAPPING DIVERSION PAYMENTS IN ANOTHER STATE
The CAO does not file an overpayment when a budget group has overlapping Diversion benefits in another state.
EXAMPLE: Ms. Ritter and child receive a Diversion payment to cover needs for October and November in another state. In late October, the Ritter's move to Pennsylvania and apply for Diversion to cover November needs until Ms Ritter’s new job start. The CAO can authorize this November Diversion payment although it overlaps a Diversion period in another state.
CALCULATING OVERPAYMENTS
Because a Diversion overpayment occurs when a budget group receives cash assistance during a Diversion period -- a Diversion overpayment extends from the first day of the Diversion month in which TANF is authorized, through the last day of the Diversion period. This means that the recipient is responsible to pay back a full month of Diversion for each Diversion overpayment month. A Diversion overpayment is deducted from the cash assistance benefit, to be reduced by up to 5 percent, as specified in the Agreement of Mutual Responsibility (AMR) (PA 1661) .
NOTE: Diversion overpayments cannot exceed a three-month period and will not overlap any other cash overpayments associated with the recipient.
DATA ENTRY OF DIVERSION OVERPAYMENTS
The CAO will file the overpayment in the ARRC system with Reason Code 59 via ARCAPA.
On ARCAFA, the client error field = N. The category = C or U. All Diversion overpayments are coded as administrative error, so the overpayment can be recouped from the TANF grant at a rate of five percent.
The automated screen progression will pass the claim of to a new screen, ARCADV CAO must enter the begin date of the overpayment, which is the first day of the month that TANF is authorized within the Diversion period. The CAO must enter the end date of the overpayment, which is the last day of the Diversion period.
Updated January 31, 2025; replacing April 14, 2023
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