104.42 Responsibilities of the County Assistance Office

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)