10 12 Monthly Updates - Minnesota Department of Human

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10 12 Monthly Updates - Minnesota Department of Human
COMBINED MANUAL
DESCRIPTION OF CHANGES ATTACHMENT
REVISED SECTIONS – ISSUED 10/2012
All sections update Food Support and FS to Supplemental Nutrition Assistance
Program (SNAP) throughout.
0002.03 (Glossary: Agent Orange...) adds a new definition for APPLYMN.
0002.49 (Glossary: Permanent...) in the definition for PERSONAL RESPONSIBILITY
AND WORK OPPORTUNITY AND RECONCILIATION ACT (PRWORA) changes Food
Support to Food Stamp to accurately reflect the program PRWORA affected.
0002.61 (Glossary: Self...) in the definition for SIGNIFICANT CHANGE in MFIP
provisions updates the significant change amount to 40%.
0005.06.03 (Who Can/Cannot Be Authorized Representatives) in SNAP moves the
former 1st paragraph to the now 2nd paragraph position. It also in the 3rd paragraph deletes
and adds language about who can/cannot be an authorized representative for clarity.
0005.09.06 (When Not to Require Completion of a CAF) in SNAP adds 3 new last
paragraphs about when and how to use the Supplemental Nutrition Assistance Program
Addendum to the Minnesota Health Care Programs Application (DHS-3417D).
0005.12.09 (Date of Application) in SNAP adds a new last paragraph that for units using the
Supplemental Nutrition Assistance Program Addendum to the Minnesota Health Care
Programs Application (DHS-3417D), the date of application is the date the form is received
at the county office.
0005.12.12 (Application Interviews) in SNAP in the 4th paragraph in the 1st and 2nd
bullets adds the Supplemental Nutrition Assistance Program Addendum to the Minnesota
Health Care Programs Application (DHS-3417D).
0005.12.12.01 (Forms/Handouts for Applicants) in SNAP in the 3rd bullet updates the
name of form Facts on Voluntarily Quitting Your Job If You Are on the Supplemental
Nutrition Assistance Program (SNAP) (DHS-2707).
0005.12.12.03 (Waiving In-Office Interviews) in MFIP, DWP adds a new 3rd paragraph
about when face-to-face interviews may be waived.
0008.06.15 (Removing or Recalculating Income) in MFIP updates the significant change
amount to 40% throughout.
0008.06.24 (DWP Conversion or Referral to MFIP) in DWP under the sub-heading
CONVERSION/REFERRAL DURING THE 4-MONTH DWP PERIOD in the 2nd bullet
COMBINED MANUAL UPDATES
DESCRIPTION OF CHANGES ATTACHMENT
ISSUED 10/2012
Page 2
updates the FSS Eligibility criteria for caregivers age 60 or over. It also adds a new 12th
bullet for a family unit with a refugee caregiver. This change was EFFECTIVE 07/01/12.
0009.03 (Length of Recertification) in SNAP in the 1st paragraph adds "without earned
income" to clarify which units can be certified for 24 months.
0009.06 (Recertification Process) in MFIP in the 3rd paragraph adds information about
when counties may waive face-to-face recertification interviews with an appropriate crossreference.
0009.06.03 (Recertification Processing Standards) in MFIP in the 1st paragraph deletes
unnecessary text and adds "or phone interview".
0009.06.06 (Recertification Interview) in MFIP moves part of the 1st paragraph to a new
2nd paragraph and adds that a face-to-face interview may be waived for clients who are
working. It also deletes, adds and rearranges information for clarity throughout.
0011.27.03 (Drug Felons) in MFIP and in WB, DWP updates the look back period for drug
felons or a client who failed a drug test to within 10 years from the date of application or
recertification. This is due to 2012 Legislation.
0013.05 (DWP Bases of Eligibility) in DWP adds, deletes and rearranges information about
families who are not eligible for DWP. This change was EFFECTIVE 07/01/12.
0015.15 (Excluded Assets - Household/Personal Goods) deletes MSA and GRH provisions
and moves the programs with MFIP, WB, DWP, SNAP, GA provisions.
0017.15.03 (Child and Spousal Support Income) in SNAP in the 1st paragraph changes
Food Support to food benefits for clarity.
0017.15.99 (Housing Subsidy) in MFIP deletes the 2nd paragraph to not count housing
subsidies from Homelessness Prevention and Rapid Re-Housing Program (HPRP).
The following sections contain COLA related changes. These changes are effective 10/01/12
unless otherwise noted:
0018.15 (Shelter Deductions).
0018.15.09 (Utility Deductions).
0018.21 (Standard Disregard).
0019.06 (Gross Income Limits).
0019.09 (GIT for Separate Elderly Disabled Units).
0020.09 (MFIP/DWP Assistance Standards).
0020.12 (Food Support Assistance Standards).
COMBINED MANUAL UPDATES
DESCRIPTION OF CHANGES ATTACHMENT
ISSUED 10/2012
Page 3
0018.18 (Earned Income Disregards) in MFIP, DWP and in WB updates the disregard to
40% throughout. It also in GA in the 2nd paragraph updates the amount of earned income to
disregard for a client residing in an IRT or GRH.
0024.09 (Protective and Vendor Payments) in MFIP in the 1st paragraph in the 4th bullet
updates the look back period for drug felons or a client who failed a drug test to within 10
years from the date of application or recertification. This is due to 2012 Legislation.
The following sections update the form name of Notice of Program Disqualification
(DHS-3134):
0025.24.06 (Disqualification for Fraud).
0026.12.09 (Adequate Notice).
0026.12.18 (Cash Cut-Off Notice).
The following sections update FSET to SNAP E&T throughout. No policy was changed:
0010.18.01 (Mandatory Verifications - Cash Assistance).
0011.24 (Able-Bodied Adults).
The following sections update Food Support and FS to Supplemental Nutrition Assistance
Program (SNAP) throughout. No policy was changed:
0008.03 (Changes - Obtaining Information).
0008.06.01 (Implementing Changes - Program Provisions).
0008.06.03 (Change in Basis of Eligibility).
0008.06.06 (Adding a Person to the Unit - Cash).
0008.06.07 (Adding a Person to the Unit - FS).
0008.06.09 (Removing a Person From the Unit).
0008.06.12 (Adding a Person's Income).
0008.06.21 (Change in County of Residence).
0008.06.27 (MFIP Transition to WB).
0008.06.30 (DWP Transition to WB).
0014 (Assistance Units).
0014.03 (Determining the Assistance Unit).
0014.03.03.03 (Opting Out of MFIP Cash Portion).
0014.03.06 (Determining the Food Support Unit).
0014.06 (Who Must Be Excluded From Assistance Unit).
0014.09 (Assistance Units - Temporary Absence).
0014.12 (Units for People With Multiple Residences).
.
COMBINED MANUAL
ISSUE DATE 10/2012
GLOSSARY: AGENT ORANGE...
0002.03
AGENT ORANGE
A herbicide used in the Vietnam War to eliminate foliage.
AID TO FAMILIES WITH DEPENDENT CHILDREN (AFDC)
The program authorized to provide financial assistance and social services to needy families with a MINOR CHILD. The
PERSONAL RESPONSIBILITY AND WORK OPPORTUNITY AND RECONCILIATION ACT (PRWORA) replaced AFDC with a
block grant called TANF. In Minnesota, AFDC was replaced by the MINNESOTA FAMILY INVESTMENT PROGRAM. See
MINNESOTA FAMILY INVESTMENT PROGRAM (MFIP) in 0002.41 (Glossary: Medically Necessary...).
ALIMONY
An allowance for support that a court orders a person to pay to his/her SPOUSE.
ALLOCATION
A DEDUCTION from 1 person’s income for the maintenance needs of others. See TEMP Manual TE02.10.60 (Family Cash
Allocations), 0018.30 (Allocations).
ALTERNATIVE CARE (AC)
Payments made by Social Services for HOME CARE SERVICES for a person over age 65 who would otherwise require care in a
NURSING FACILITY. See the Health Care Programs Manual.
ALTERNATIVE EMPLOYMENT PLAN (AEP)
MFIP : The AEP was replaced by the Employment Plan. See 0028.15 (Employment Plan (EP)) for further information.
AMERASIAN
A person of Asian and American parentage. There are special provisions for non-citizen children of Vietnamese mothers and
American fathers. See 0011.03.18 (Non-Citizens - People Fleeing Persecution).
AMERICORPS
AmeriCorps includes AmeriCorps*State and AmeriCorps*National (together these two programs are also known as
AmeriCorps*USA), AmeriCorps*VISTA (formerly known as VISTA), AmeriCorps*NCCC (AmeriCorps*National Civilian Community
Corps). For more information on the AmeriCorps Program, see 0017.15.78 (National and Community Service Trust Act),
0017.15.87 (AmeriCorps Payments).
APPEAL
A client’s or authorized representative’s request to the HUMAN SERVICES JUDGE for review of a COUNTY AGENCY’s action or
inaction. See 0027 (Appeals).
APPLICANT
A person who has submitted a request for assistance for whom no decision has been made regarding eligibility, and whose
application has not been acted upon or voluntarily withdrawn.
APPLICATION
A request for assistance made by submitting a signed and dated page number 1 of the COMBINED APPLICATION FORM (CAF).
See 0005 (Applications), 0009.06.03 (Recertification Processing Standards).
APPLICATION DATE
Date of application varies depending on the program and the applicant’s situation. See 0005.12.09 (Date of Application) for more
specific information.
APPLYMN
An online application the public may use to apply for Minnesota Health Care Programs (MHCP), cash assistance, Supplemental
Nutrition Assistance Program (SNAP), Child Care Assistance Program (CCAP) and emergency help.
APPRAISAL
Estimation of worth. See 0015 (Assets) for requirements for an acceptable appraisal.
APPROVAL
COMBINED MANUAL
GLOSSARY: AGENT ORANGE...
ISSUE DATE 10/2012
0002.03
The act of certifying that an APPLICANT is eligible to receive benefits.
ASSET LIMIT
The maximum amount of NET COUNTED ASSETS clients may own or have available and remain eligible for assistance. See
AVAILABILITY in 0002.05 (Glossary: Assistance Standard...).
ASSET TRANSFER
The conveying of ownership of an asset to another party.
ASSETS
REAL PROPERTY and PERSONAL PROPERTY owned wholly or in part by the client.
ASSIGNMENT
To transfer legal claim, such as assignment of CHILD SUPPORT or MEDICAL SUPPORT.
ASSISTANCE
Benefits received from the MINNESOTA FAMILY INVESTMENT PROGRAM (MFIP), WORK BENEFIT PROGRAM (WB),
DIVERSIONARY WORK PROGRAM (DWP), SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP), MEDICAL
ASSISTANCE (MA), GENERAL ASSISTANCE (GA), MINNESOTA SUPPLEMENTAL AID (MSA), REFUGEE CASH
ASSISTANCE (RCA), REFUGEE MEDICAL ASSISTANCE (RMA), and EMERGENCY PROGRAMS. See the Health Care
Programs Manual for the health care programs.
ASSISTANCE PAYMENT
Assistance received from the MINNESOTA FAMILY INVESTMENT PROGRAM (MFIP), WORK BENEFIT PROGRAM (WB),
DIVERSIONARY WORK PROGRAM (DWP), GENERAL ASSISTANCE (GA), MINNESOTA SUPPLEMENTAL AID (MSA),
REFUGEE CASH ASSISTANCE (RCA), and EMERGENCY cash programs.
ASSISTANCE PROGRAMS
The MINNESOTA FAMILY INVESTMENT PROGRAM (MFIP), WORK BENEFIT PROGRAM (WB), DIVERSIONARY WORK
PROGRAM (DWP), SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP), MEDICAL ASSISTANCE (MA),
GENERAL ASSISTANCE (GA), MINNESOTA SUPPLEMENTAL AID (MSA), REFUGEE CASH ASSISTANCE (RCA), REFUGEE
MEDICAL ASSISTANCE (RMA), and EMERGENCY PROGRAMS. See the Health Care Programs Manual for the health care
programs.
COMBINED MANUAL
ISSUE DATE 10/2012
GLOSSARY: PERMANENT...
0002.49
PERMANENT EMPLOYMENT
GA : SUITABLE EMPLOYMENT that is not, by description, of limited duration.
PERMANENTLY AND TOTALLY DISABLED
People who are or could be considered permanently and totally disabled according to the provisions of the ASSISTANCE
PROGRAM for which they are applying or are a participant. See 0012.15 (Incapacity and Disability Determinations).
PERSON TRAINED IN DOMESTIC VIOLENCE
MFIP, DWP : An individual who works for an organization designated by the Minnesota Center for Crime Victim Services as
providing services to victims of domestic violence, a county staff person who has received similar training, or any other person or
organization designated by a qualifying organization.
PERSONAL NEEDS ALLOWANCE
DWP : An allowance of up to $70 per month per DWP unit member to pay for expenses such as household products and personal
products.
MSA, GA, GRH : The amount of monthly income clients may retain or receive for their day-to-day expenses.
PERSONAL PROPERTY
Any asset which is not REAL PROPERTY (including a CONTRACT FOR DEED).
PERSONAL RESPONSIBILITY AND WORK OPPORTUNITY AND RECONCILIATION ACT (PRWORA)
An agreement signed into law on 8-22-96 which eliminated the federal entitlement program of AID TO FAMILIES WITH
DEPENDENT CHILDREN and created a new program called TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF).
PRWORA provides block grants to states to offer time-limited cash assistance. It also made major changes in the Food Stamp
Program.
PLAN TO ACHIEVE SELF-SUPPORT (PASS)
A plan approved by the SOCIAL SECURITY ADMINISTRATION for SSI RECIPIENTs which allows certain client assets or income
to be excluded in determining benefits for some assistance programs. See 0018.06.06 (Plan to Achieve Self-Support (PASS)).
POST-SECONDARY SCHOOL
A school serving students beyond the 12th grade, such as a community college, university, or technical college.
PRE-ADMISSION SCREENING (PAS) PROGRAM
A screening program that prevents inappropriate nursing home or boarding care placement.
PREDICTION OF ELIGIBILITY
An informal prediction by a worker of a person’s likelihood of eligibility for assistance. This is a separate and optional procedure
from the initial contact process. See 0005.03.03 (Predicting Eligibility).
PREMARITAL AGREEMENT
A contract made before marriage which sets terms for division of property and support in the event of marriage dissolution.
PREPAID BURIAL ACCOUNT
Funds paid in advance for funeral expenses.
PRESIDENTIAL DISASTER DECLARATION
SNAP: A declaration made by the President of the United States or the designee such as the Secretary of Agriculture that
establishes temporary emergency Supplemental Nutrition Assistance Program (SNAP) eligibility standards for people who are
disaster victims.
PRIMARY CONTACT PERSON
The person designated by the UNIT or the COUNTY AGENCY to whom the agency directs correspondence and notices. The
primary contact person may be someone other than the principal wage earner. For the description of principal wage earner, see
0028.03.06 (Determining FS Principal Wage Earner).
COMBINED MANUAL
ISSUE DATE 10/2012
GLOSSARY: PERMANENT...
0002.49
PRIVATE DATA
Data not available to the public under state law. Private data are available to the subject of the data and that person’s
AUTHORIZED REPRESENTATIVE. See 0003.09.09 (Client Rights, Private and Confidential Data).
PRIVILEGED
A MAXIS term limiting who may view case information on the system.
PROCEDURAL ELIGIBILITY
Things people have to do to be eligible for assistance, such as requirements regarding Social Security numbers, being a MINOR
CAREGIVER, Employment Services, applying for other benefits, disability, child and medical support, health insurance, and tort
settlements or claims. See 0012 (Procedural Eligibility). Also see the Health Care Programs Manual.
PROCESSING MONTH
The month designated for processing a COMBINED SIX-MONTH REPORT (CSR), a HOUSEHOLD REPORT FORM (HRF), or a
RECERTIFICATION. See 0002.11 (Glossary: Child Care...), 0002.31 (Glossary: Honoraria...), 0007.03.02 (Six-Month Reporting FS).
PROCESSING PERIOD
The time program rules allow for processing an APPLICATION. Also called PROCESSING STANDARDS.
PROCESSING STANDARDS
The period of time allowed to determine eligibility.
COMBINED MANUAL
ISSUE DATE 10/2012
GLOSSARY: SELF...
0002.61
SELF (STUDENT EDUCATIONAL LOAN FUNDS)
State financial aid program for post secondary students.
SELF-EMPLOYED
Describes a person who works independently, is a SOLE PROPRIETOR, or owns a business in PARTNERSHIP.
SELF-EMPLOYMENT
Employment where people work for themselves rather than an employer, are responsible for their own work schedule, do not have
taxes or FICA withheld by an employer, and do not have coverage under an employer's liability or WORKERS' COMPENSATION
insurance.
SELF-SUPPORT INDEX
MFIP, DWP: An outcome measure that tracks whether adults are either working 30 or more hours per week or no longer receiving
MFIP/DWP cash payments 3 years after the baseline quarter.
SEOG (Supplemental Educational Opportunity Grants)
A federal financial aid program for post-secondary students.
SHARED HOUSEHOLD STANDARD
MFIP, DWP : The standard used when unrelated people reside in the same household as the assistance unit and no EXCEPTION
is met. See 0002.71 (Glossary: Two Party...), 0020.09 (MFIP/DWP Assistance Standards).
SHARED HOUSEHOLD UNIT
MFIP, DWP : An assistance unit living with unrelated people. See UNRELATED MEMBER in 0002.71 (Glossary: Two Party...),
0020.09 (MFIP/DWP Assistance Standards).
SHELTER COSTS
MFIP : Rent, manufactured home lot rentals, monthly principal, interest, insurance premiums, and property taxes due for
mortgages or contracts for deed costs.
DWP : See FAMILY MAINTENANCE NEEDS in 0002.23 (Glossary: Fair Hearing...)
SNAP: See 0018.15 (Shelter Deductions).
MSA : Rent; mobile home lot rentals; monthly principal, interest, insurance premiums, and property taxes for mortgages or
contract for deed costs; utilities, including heating, cooling, electricity, water, and sewer; garbage removal; and the basic service
fee for 1 telephone.
SHELTER DEDUCTION
SNAP: Income deductions based on the unit's housing costs and utility costs. See 0018.15 (Shelter Deductions).
SHELTER FOR BATTERED WOMEN
See BATTERED WOMEN'S SHELTER in 0002.05 (Glossary: Assistance Standard...).
SIBLINGS
Brothers and sisters related through birth or adoption to 1 or both parents.
SICK PAY
Salary or wages an employer pays to or on behalf of an employee who is on sick leave at or below the employee's regular wage.
SIGNIFICANT CHANGE
MFIP : The unit's gross earned and/or unearned income for the payment month declines by 40% or more from the gross earned
and/or unearned income budgeted in the budget month. See 0008.06.15 (Removing or Recalculating Income), TEMP Manual
TE02.13.11 (Significant Change).
SNAP: A suspended Uncle Harry unit's loss of employment, decrease in hours of work, or loss of a unit member with countable
income occurs in the suspension month. See TEMP Manual TE02.13.11 (Significant Change).
COMBINED MANUAL
ISSUE DATE 10/2012
GLOSSARY: SELF...
0002.61
SIX-MONTH REPORTING
The requirement for some SNAP units to complete a COMBINED SIX-MONTH REPORT (DHS-5576) (CSR). See 0007.03.02
(Six-Month Reporting - FS).
SMRT
STATE MEDICAL REVIEW TEAM. People appointed by the COMMISSIONER to determine disability.
SNAP :
See SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM in 0002.65 (Glossary: Suitable...).
SNAP E&T
See SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM EMPLOYMENT & TRAINING (SNAP E&T).
SOCIAL SECURITY
See RETIREMENT SURVIVORS DISABILITY INSURANCE in 0002.57 (Glossary: Relative...).
SOCIAL SECURITY ACT
A federal law authorizing such programs as RSDI, TANF, SSI, and MA.
SOCIAL SECURITY ADMINISTRATION
A federal agency which administers the SSI and RSDI programs.
SOCIAL SECURITY CREDITS
As a person works and pays taxes, he/she earns Social Security credits. The Social Security Administration gives a maximum of
4 credits in 1 year based on a person's own wages. However, EXCEPT for Title II, SSA also gives additional credits based on the
wages of a spouse who is still married to the person (or a spouse who is deceased), and/or based on wages a parent earned
while the person was a minor child. The same credits may be attributed to the person with wages and his/her spouse or child.
See 0010.18.15.06 (Verifying Social Security Credits).
SOCIAL SECURITY DISABILITY INSURANCE
The term sometimes used for the disability insurance part of the Retirement, Survivors, and Disability Insurance program. See
RETIREMENT, SURVIVORS, AND DISABILITY INSURANCE (RSDI) in 0002.57 (Glossary: Relative...). Also see 0029.06.06
(Retirement, Survivors & Disability Insurance).
SOCIAL SERVICES
The services included in a county's community social services plan which are administered by the county board.
SOLE PROPRIETOR
A person who is the sole owner of an unincorporated SELF-EMPLOYMENT business.
SPECIAL ADVOCACY SERVICES
Services to GA CLIENTS to help them apply for SSI. See 0012.12.06 (Special Services - Applying for SSI).
COMBINED MANUAL
ISSUE DATE 10/2012
WHO CAN/CANNOT BE AUTHORIZED REPRESENTATIVES
0005.06.03
County agency employees who determine eligibility for assistance cannot act as authorized representatives.
MFIP:
The authorized representative must be at least 18 years old and have sufficient knowledge of the unit's circumstances to provide
necessary information.
Meal providers for the homeless cannot be authorized representatives for homeless units.
WB, DWP:
Follow MFIP, EXCEPT reference to the food portion of MFIP does NOT apply.
SNAP:
Any household member, regardless of age, can be an authorized representative. Authorized representatives who are NOT
household members must be age 18 or older, EXCEPT for emergency authorized representatives. All authorized representatives
must have sufficient knowledge of the unit's circumstances to provide necessary information.
Meal providers for the homeless cannot be authorized representatives for homeless units.
If the unit must have an authorized representative, but no one else is available, the following people may be an authorized
representative ONLY IF you obtain written approval from the Transition to Economic Stability (TES) SNAP Manager at DHS:
●
County employees who issue SNAP benefits. (This does not include county agency employees who determine eligibility for
assistance.)
●
Retailers authorized to accept SNAP benefits.
●
People disqualified for intentional program violations during the disqualification period.
●
People disqualified for the illegal use or sale of SNAP during the disqualification period.
●
People disqualified as authorized representatives.
GA, MSA, GRH:
The authorized representative must be at least 18 years old and have sufficient knowledge of the unit's circumstances to provide
necessary information.
.
COMBINED MANUAL
WHEN NOT TO REQUIRE COMPLETION OF A CAF
ISSUE DATE 10/2012
0005.09.06
Do not require a new Combined Application Form (DHS-5223) (CAF) in the situations below:
●
Adding people to an assistance unit. See 0005.09.09 (When to Use An Addendum to the CAF).
●
Cash assistance ends, but people remain eligible for SNAP, and the changes causing the cash assistance ineligibility have
been documented prior to termination of cash assistance.
●
Applicants request another assistance program or in some other way amend the application before the agency acts on their
initial CAF.
●
Applicants are initially eligible for 1 cash assistance program but will be eligible for a different cash assistance program within
30 days of the date of application.
Also see 0005.09.03 (When People Must Complete a CAF), 0005.09.09 (When to Use an Addendum to the CAF), 0005.12.21
(Reinstating a Withdrawn Application), 0008.03 (Changes - Obtaining Information).
MFIP:
Do not require units whose case was terminated because they did not submit a complete Household Report Form (HRF) (DHS2120) or Combined Six-Month Report (CSR) (DHS-5576) to complete the CAF if the unit submits the HRF or CSR before the end
of the termination month.
When MFIP is ending but the unit remains eligible for SNAP-only benefits, follow the SNAP provisions.
WB:
No provisions. See 0005.10 (Minnesota Transition Application Form (MTAF)).
DWP:
Do not require completion of the CAF when:
●
A participant who is determined to be unlikely to benefit from the DWP transitions from DWP to MFIP within 30 days of the
initial application.
When a participant is determined to be unlikely to benefit from DWP between the 31st day and the end of the 4th month of
DWP eligibility, he/she is required to complete the Minnesota Transition Application Form (DHS-5223E).
●
A pregnant woman on DWP has a child and the case is moved to MFIP because she meets the child under 12 months ES
exemption for DWP. See 0008.06.24 (DWP Conversion or Referral to MFIP).
●
A participant who has exhausted the 4-month DWP eligibility transitions to MFIP, provided the participant has completed,
signed, and submitted the MTAF to the agency within 30 days of the end of the 4th month of DWP eligibility.
●
DWP has been closed due to non-compliance for less than 30 days.
For information on converting or referring of DWP cases to MFIP, see 0008.06.24 (DWP Conversion or Referral to MFIP).
COMBINED MANUAL
WHEN NOT TO REQUIRE COMPLETION OF A CAF
ISSUE DATE 10/2012
0005.09.06
SNAP:
Do not require units whose case was terminated because they did not submit a complete Household Report Form (HRF) (DHS2120) or Combined Six-Month Report (CSR) (DHS-5576) to complete the CAF if the unit submits the HRF or CSR before the end
of the termination month.
When a recipient fails to return a report form, or other necessary verification(s), or has been closed for less than 1 month AND the
reason for closing has not changed, eligibility can be reinstated if ALL of the following criteria are met:
●
The completed report form is returned.
●
Any necessary verifications are provided.
●
There must be at least 1 month remaining in the certification period. For when to require a new application, see 0005.09.03
(When People Must Complete a CAF).
●
The unit must fully resolve the reason for the SNAP case closure given on the closing notice sent by the MAXIS system.
●
The unit must be eligible for SNAP in the month of reinstatement and the remaining months of the certification period.
●
Benefits for SNAP must be prorated from the date the county receives the necessary verification(s).
Do not require a new application when the delay in the 1st 30-day period is the applicant's fault and the applicant completes the
application process during the 2nd 30-day period. To determine the proration date, see 0022.12.03 (Proration). Also see
0005.12.15.06 (Determining Who Caused the Delay), 0005.12.15.09 (Delays Caused by the Applicant Household).
When MFIP is ending but the unit remains eligible for SNAP-only benefits, DO NOT require completion of the CAF to determine
SNAP eligibility, even if the unit did not originally request SNAP on the CAF if:
●
●
●
●
At least 1 member of the new SNAP household receives the MFIP food portion or Uncle Harry Food Support during the last
month MFIP is active.
AND
The household has provided all forms and verifications needed to determine MFIP eligibility.
AND
Potential SNAP eligibility for the household exists.
AND
The MFIP recertification date is 1 month or more later than the MFIP termination date.
If all of the above conditions are met, inform the household of SNAP eligibility in the MFIP closing notice. Indicate in the notice for
the participant to contact the county only if he/she wishes to decline SNAP.
For MFIP cases that have an Uncle Harry case, add the MFIP members to the existing SNAP unit the 1st of the month following
the month MFIP is closed. Prior to adding the members to the unit, you may need to request additional information or verification
from the unit. The unit has 10 days to provide it. If the unit fails to provide the requested information or verification, terminate
SNAP according to proper notice requirements.
See 0008.06.01 (Implementing Changes - Program Provisions), TEMP Manual TE02.08.143 (Food Support When MFIP Is
Closed) for information on MAXIS procedures. Also see 0005.12.09 (Date of Application) for instructions on setting the application
date for non-PA SNAP when MFIP ends.
COMBINED MANUAL
ISSUE DATE 10/2012
WHEN NOT TO REQUIRE COMPLETION OF A CAF
0005.09.06
Do not require completion of a CAF if the unit submits a Supplemental Nutrition Assistance Program Addendum to the Minnesota
Health Care Programs Application (DHS-3417D) and the unit meets ALL of the following:
● The unit is only applying for SNAP.
● A Minnesota Health Care Programs Application (DHS-3417) (HCAPP)/ApplyMN (MA only) application or renewal is pending or
was approved in the past 30 days.
● The MA enrollee's identity and income has been verified.
If all of the requirements are met for using a DHS-3417D, determine SNAP eligibility following program provisions. For interview
requirements, see 0005.12.12 (Application Interviews). For the date of application, see 0005.12.09 (Date of Application).
If the DHS-3417D is received more than 30 days after the HCAPP was approved, require a CAF to be completed.
MSA, GA:
Do not require a new CAF when:
●
●
●
●
There is a change in basis of eligibility.
OR
A case is terminated because the unit did not submit a complete HRF or CSR, but the unit does submit the HRF or CSR
before the end of the termination month.
OR
Converting from GA to MSA when the GA participant signed an interim assistance agreement and the county agency pended
MSA at the time of application.
OR
Converting from MSA to GA when the MSA participant lost eligibility for SSI and MSA due to expiration of the SSI non-citizen
time limit.
GRH:
Do not require a new CAF when any of the following occur:
●
There is a change in the basis of eligibility.
●
A case is terminated because the unit did not submit a complete HRF or CSR, but the unit does submit the HRF or CSR
before the end of the termination month.
●
A GRH applicant is currently a participant of MFIP, MSA, or GA. Use the Change Report Form (DHS-2402) showing the
change in living arrangement.
.
COMBINED MANUAL
ISSUE DATE 10/2012
DATE OF APPLICATION
0005.12.09
The date of application and the date eligibility begins may or may not coincide. Also, some applicants may choose to have their
eligibility determined beginning on a date later than the date of application. For information on date of eligibility, see 0022.12.02
(Beginning Date of Eligibility).
MFIP, DWP, MSA:
The date of application is the date any Minnesota county agency receives the name, address and signature on page number 1 of
the Combined Application Form (CAF) (DHS-5223). See 0005.12 (Accepting and Processing Applications), 0006 (Determining
Financial Responsibility).
WB:
No provisions. See 0005.10 (Minnesota Transition Application Form (MTAF)).
SNAP:
SSI applicants/recipients may apply for SNAP at a Social Security Administration (SSA) office. The date of application is the date
the SSA office receives a signed and dated page number 1 of the Combined Application Form (CAF) (DHS-5223).
Residents of institutions who are ineligible for SNAP because they live in certain institutions may apply for SSI and SNAP at the
SSA office prior to their release. The date of their release from the institution is the application date.
The date of application for residents of Regional Treatment Centers (RTCs) is the date of the client's release.
When MFIP is ending but the unit remains eligible for non-PA SNAP, the SNAP application date on MAXIS is the date of the MFIP
closing action.
For RCA applicants in any of the VOLAG-administered counties, the date of application for SNAP is the date the VOLAG receives
a signed and dated page number 1 of the CAF.
For all others, the date of application is the date any Minnesota county agency receives the name, address and signature on page
number 1 of the Combined Application Form (CAF) (DHS-5223). See 0005.12 (Accepting and Processing Applications), 0006
(Determining Financial Responsibility).
The minimum requirements to set the SNAP application date are the name, address and signature on page number 1 of the
Combined Application Form (CAF) (DHS-5223). If a mailed-in CAF contains the applicant’s name, addresses, and signature, do
not return it to the applicant for further information. Set the application date and schedule an interview. See 0005.12 (Accepting
and Processing Applications), 0005.12.03 (What Is a Complete Application), 0005.12.12 (Application Interviews), 0005.12.12.03
(Waiving In-Office Interviews), 0009 (Recertification), 0022.12.03 (Proration).
For units that are homeless, they may write “homeless” in the address section of page number 1 of the CAF or if the address
section of the CAF is left blank, the Agency Use section of the CAF should be used to document the homelessness. A unit is not
required to reside in a permanent dwelling or have a fixed mailing address to be eligible for SNAP. Set the application date for
homeless units as of the date that page number 1 of the CAF was received even if the address section of page number 1 of the
CAF is left blank or “homeless” is written in the address section.
For units using the Supplemental Nutrition Assistance Program Addendum to the Minnesota Health Care Programs Application
(DHS-3417D), the date of application is the date the form is received at the county office. For when to use the DHS-3417D, see
0005.09.06 (When Not to Require Completion of a CAF).
GA:
The date of application is the date any Minnesota county agency receives a signed and dated page number 1 of the CAF. See
0005.12 (Accepting and Processing Applications), 0006 (Determining Financial Responsibility).
GRH:
COMBINED MANUAL
DATE OF APPLICATION
ISSUE DATE 10/2012
0005.12.09
The date of application is the date any Minnesota county agency receives a signed and dated page number 1 of the CAF or, for a
person who is a participant of another cash program, a signed and dated Change Report Form (DHS-2402). See 0005.12
(Accepting and Processing Applications), 0006 (Determining Financial Responsibility).
COMBINED MANUAL
ISSUE DATE 10/2012
APPLICATION INTERVIEWS
0005.12.12
Conduct a face-to-face interview with applicants or their authorized representatives before determining eligibility. Some programs
grant EXCEPTIONS to this requirement; see the program provisions below. Also see 0005.12.12.03 (Waiving In-Office
Interviews).
Offer applicants or their authorized representatives a single interview that covers all the programs for which they apply. For
example, a SNAP interview must also cover any other programs for which the household applied. Advise people of any
preliminary verifications they may bring to the interview. Give people written confirmation of the date, time, and location of their
interview. Inform them they are responsible for rescheduling any interview they miss.
Units may bring anyone they choose to the interview. See 0005.06 (Authorized Representatives).
During the interview:
●
Inform people of their responsibilities and rights, including their rights under the Americans with Disabilities Act (ADA).
Provide them with the brochure “Do you have a disability?” (DHS-4133). Also see 0003.09.03 (Client Rights - Civil Rights).
●
Review information on the application. Make sure the application is complete.
●
Refer people to Social Services if they request help with family problems or family planning.
●
Explain program eligibility requirements, benefits, processing standards, and payment methods.
●
Give the client brochures on assistance programs and other available services.
●
Review available verifications and get client consent for 3rd-party verifications. See 0010 (Verification).
Do not require another interview for people who amend an application or request an additional category of assistance if you have
not acted on the original application.
If you have taken action on an original application, clients must fill out a new Combined Application Form (DHS-5223) (CAF) and
have another interview.
If a client misses the initial interview and makes no further contact with the county agency, send a denial notice by the 30th day
after the date of application. If the client contacts the county agency before the end of the 30-day processing period, reinstate the
application effective the date you received the signed and dated page number 1 of the CAF.
MFIP:
The interview may be with any caregiver(s) of the unit or their authorized representative.
Inform applicants that they are NOT automatically eligible for health care based on receiving cash assistance. Applicants who
want to apply for health care must check “Y” for Health Care programs on the Combined Application Form (DHS-5223) (CAF)
when they apply. If an applicant does not check “Yes” or “No” for “health care programs”, follow up to determine if he/she wants to
apply for health care coverage. Do not require the applicant to complete any additional application or other forms. Use the
information on the CAF to determine health care eligibility. See the Health Care Programs Manual for additional instructions.
Refer people to the appropriate county person if they request help with family violence issues. See 0005.12.12.09 (Family
Violence Provisions/Referrals). Give the client the Family Violence Referral (DHS-3323). Provide information about counseling
and support services, exemptions, and permanent residence procedures for battered non-citizens. See 0010.18.33 (Verifying
Family Violence).
COMBINED MANUAL
APPLICATION INTERVIEWS
ISSUE DATE 10/2012
0005.12.12
Explain the living arrangement requirements to minor caregivers or minor pregnant women. See 0005.12.12.01 (Forms/Handouts
for Applicants). Refer a minor caregiver to Social Services as soon as he/she applies and alleges that he/she or the minor child
would be physically or emotionally jeopardized by living with the minor’s caregiver or legal guardian, or that the caregiver or legal
guardian will not allow him/her to live at home. See 0012.06 (Requirements for Custodial Parents Under 20).
For units with 18- and 19-year old caregivers without a high school diploma or GED, ask if the applicant wants to pursue a high
school diploma or GED, or wants to pursue work. The applicant’s choice must be entered on the EMPS panel prior to cash
approval to get correct results. If the applicant wants to pursue a high school diploma or GED, enter “SC” on the ES option field of
the EMPS panel for the applicant. MAXIS will determine this applicant is eligible for MFIP. If the applicant states he/she does not
want to pursue high school or GED and wants to pursue work, enter “EM” on the ES option field of the EMPS panel for the
applicant. MAXIS will determine this applicant is eligible for DWP. Record the applicant’s choice in CASE/NOTEs. Counties
using the DWP/MFIP Screening Questions (DHS-4026) as part of the application packet will have a documented answer to this
question already available.
Explain the 60-month time limitation and that the unit may opt out of the cash portion of MFIP if a portion of the grant is not being
vendor paid. See 0011.30 (60-Month Lifetime Limit), 0014.03.03.03 (Opting Out of MFIP Cash Portion).
Explain the Family Cap policy to applicants. See 0014.06.03 (Family Cap).
If a child was previously in another case with a relative prior to the parent applying for the child, attempt to determine the
circumstances. Make a child protection referral for any case that has an MFIP caregiver whose parental rights were terminated.
To determine whether a parent whose rights have been terminated may be a caregiver, see 0014.03.03 (Determining the Cash
Assistance Unit).
WB:
No provisions.
DWP:
Follow MFIP, EXCEPT the 60-month time limit does NOT apply to DWP.
In addition:
●
Conduct the interview within 5 working days of receipt of the application.
●
Refer clients to Employment Services (ES) within 1 day of determining eligibility (this means from when you determine
eligibility, not when you approve eligibility).
●
The ES Provider MUST conduct the Employment Plan/interview within 10 days of referral.
●
The ES Provider MUST notify the county agency of the ES plan approval within 1 day of signed plan.
●
Issue DWP benefits within 1 day of being notified of the ES plan approval by the ES Provider.
●
Include in the interview a discussion of goals, requirements, and services of the DWP.
●
If child care is needed, obtain a child care application from the client before finishing the interview and forward the application
to the appropriate child care assistance worker on the same day you received it. Make a referral to the appropriate Child Care
COMBINED MANUAL
APPLICATION INTERVIEWS
ISSUE DATE 10/2012
0005.12.12
Resource and Referral (CCR&R) agency if the job seeker needs help in finding a child care provider. The contact numbers for
the CCR&Rs can be found in the brochure “Do You Need Help Paying for Child Care?” (DHS-3551).
●
Ensure that SNAP and health care are available to the client. If not already requested on the application, talk with the client
about the availability of these benefits as well as others, such as Workers’ Compensation and Unemployment Insurance.
SNAP:
The interview may be with any responsible member(s) of the unit or their authorized representative. Clients must be informed of
the interview options available: phone, face-to-face, or at a convenient location. Based on the interview option chosen, counties
MUST accommodate the client’s choice.
You must offer adult members of a unit that includes children (of any age) in the home, or adults with parental control over
children in the home, the right to designate the principal wage earner (PWE). See 0028.03.06 (Determining FS Principal Wage
Earner).
Determine if the household is categorically eligible for SNAP. Ask the household if any member is receiving or authorized to
receive Basic Sliding Fee Child Care (including At-Home Infant Child Care (AHIC) program), Transition Year Child Care, DWP, or
has received Domestic Violence Information (DHS-3477). See 0013.06 (FS Categorical Eligibility/Ineligibility), 0029.36 (Domestic
Violence Brochure Program).
If a client is not interviewed at the time the application is submitted, an interview must be scheduled. Document and track the date
of the scheduled interview and the interview deadline date. Counties may use SPEC/MEMO to notify the applicant of the
scheduled interview. See TEMP Manual TE02.05.15 (Notice of Missed Interview) for suggested text. The county must schedule
all interviews as promptly as possible to insure eligible units receive an opportunity to provide any needed verifications and to
participate within 30 days after the application is filed.
●
If the applicant hand delivers the signed and dated Combined Application Form (DHS-5223), or Supplemental Nutrition
Assistance Program Addendum to the Minnesota Health Care Programs Application (DHS-3417D) give the applicant written
confirmation of the interview date, time and location OR the location and the interview deadline date.
●
If the Combined Application Form (DHS-5223) or Supplemental Nutrition Assistance Program Addendum to the Minnesota
Health Care Programs Application (DHS-3417D) is received in the mail, send written confirmation of the interview date, time
and location OR the location and the interview deadline date.
If a client misses the initial interview, either an in-office interview, home visit or a phone interview, you must send a Notice of
Missed Interview to the client informing him/her of the missed interview and the responsibility to reschedule another interview.
The Notice of Missed Interview is available in SPEC/LETR. For more information see TEMP Manual TE02.05.15 (Notice of
Missed Interview). A Notice of Missed Interview must be sent even if circumstances prevent a client from completing an interview
late in the 30 day processing period. For example, a denial notice can be sent 1 day after the Notice of Missed Interview has
been issued to the client if the missed interview was on the 30th day of the processing period.
Do not require units to report for a face-to-face interview during the certification period. See 0009.06.06 (Recertification
Interview).
MSA, GA:
The interview may be with any responsible member of the unit or his/her authorized representative.
Inform applicants of the need to request health care programs on the Combined Application Form (DHS-5223) (CAF) if they want
the county to determine eligibility for health care in the event that the application for cash is denied. See the Health Care
Programs Manual for additional instructions.
COMBINED MANUAL
APPLICATION INTERVIEWS
GRH:
The interview may be with the applicant or his/her authorized representative.
ISSUE DATE 10/2012
0005.12.12
COMBINED MANUAL
ISSUE DATE 10/2012
FORMS/HANDOUTS FOR APPLICANTS
0005.12.12.01
Give the forms/handouts listed in this section to applicants at the interview or send them with the application packet if you are
aware of the specific programs for which the applicants will apply.
The following are required to be included in the application packet:
●
Combined Application Form (CAF) (DHS-5223).
●
A cover letter including the following:
-
The county agency address, office hours, and phone number.
-
The importance of returning page number 1 of the CAF as soon as possible.
-
Information about the interview and returning the remainder of the CAF.
●
Program information brochure for cash, food and health care programs (DHS-2920).
●
Domestic Violence Information (DHS-3477). See 0029.36 (Domestic Violence Brochure Program).
●
Notice About Income and Eligibility Verification System and Work Reporting System (DHS-2759). See 0026.48 (Notices IEVS).
●
Verification Request Forms:
-
Verification Request Form - A (DHS-2919A).
AND
Verification Request Form - B (DHS-2919B).
Indicate the time period for which you need the verification.
●
Do you have a disability? (DHS-4133). Also see 0003.09.03 (Clients Rights - Civil Rights).
The following may also be included in the application packet or handed out at the interview as appropriate:
●
Household Report Form (DHS-2120), Combined Six-Month Report (CSR) (DHS-5576), or Change Report Form (DHS-2402).
See 0007 (Reporting), 0007.12 (Agency Responsibilities for Client Reporting), 0007.15 (Unscheduled Reporting of Changes Cash), 0007.15.03 (Unscheduled Reporting of Changes - FS).
●
Authorization for Release of Information About Residence and Shelter Expenses (DHS-2952), if appropriate. See 0010.18
(Mandatory Verifications).
●
Application for Social Security number (SS-5), if needed. See 0010.18.03 (Verifying Social Security Numbers), 0012.03
(Providing/Applying for an SSN).
●
Notice of Privacy Practices (DHS-3979). See 0003.09.06 (Client Rights - Data Privacy Practices).
COMBINED MANUAL
ISSUE DATE 10/2012
FORMS/HANDOUTS FOR APPLICANTS
●
0005.12.12.01
Work Benefit Program Information (DHS-5837).
Give the following forms/handouts based on the programs applied for and the circumstances in the case. Check the crossreferenced sections for procedures for each form/handout listed.
MFIP:
●
Reporting Responsibilities for MFIP Households (DHS-2647). See 0007.12 (Agency Responsibilities for Client Reporting).
●
In cases where there is at least 1 non-custodial parent:
-
Understanding Child Support - A Handbook for Parents (DHS-3393).
-
Referral to Support and Collections (DHS-3163B). (This is in addition to the Combined Application Form, for EACH
non-custodial parent). See 0012.21.03 (Support From Non-Custodial Parents).
-
Cooperation with Child Support Enforcement (DHS-2338). See 0012.21.06 (Child Support Good Cause Exemptions).
NOTE: This does not apply to a married parent who is out of the home on military duty when there is no breakdown in
the marital relationship.
●
Notice of Requirement to Attend MFIP Overview (DHS-2929). See 0028.09 (ES Overview/FSET Orientation).
●
If there is a custodial parent under 20, the Notice of Requirement to Attend School (DHS-2961) and Graduate to
Independence - MFIP Teen Parents Informational Brochure (DHS-2887). If there is a custodial parent under age 18, the MFIP
for Minor Caregivers (DHS-3238) brochure. See 0012.06 (Requirements for Custodial Parents Under 20), 0028.06.03 (Who
Must Participate in Empl. Services/FSET), 0028.12 (Education Requirements).
●
Family Violence Referral (DHS-3323) and Domestic Violence Information (DHS-3477).
●
Important Information about the MFIP Family CAP (DHS-4198).
●
If a non-parental caregiver applies, MFIP Child Only Assistance (DHS-5561)
WB:
No provisions.
DWP:
Follow MFIP, EXCEPT do not give the Notice of Requirement to Attend MFIP Overview (DHS-2929) to the applicants. Instead,
give the applicant the Minnesota’s Diversionary Work Program-DWP (DHS-4034).
COMBINED MANUAL
ISSUE DATE 10/2012
FORMS/HANDOUTS FOR APPLICANTS
0005.12.12.01
SNAP:
●
Supplemental Nutrition Assistance Program Reporting Responsibilities (DHS-2625). See 0007.12 (Agency Responsibilities
for Client Reporting).
●
If you know there is student income, the Financial Aid Information Form (DHS-2646). See 0010.18.30 (Verifying Student
Income and Expenses).
●
For all applicants, the Facts on Voluntarily Quitting Your Job If You Are on the Supplemental Nutrition Assistance Program
(SNAP) (DHS-2707). See 0028.30.09 (Refusing or Terminating Employment).
MSA:
●
SSI Interim Assistance Agreements (DHS-1795).
●
Interim Assistance Agreement (DHS-1795A), do not use for SSI. See 0012.12 (Applying for Other Benefits), 0012.12.03
(Interim Assistance Agreements).
GA:
●
●
If you know there is student income, the Financial Aid Information Form (DHS-2646). See 0010.18.30 (Verifying Student
Income and Expenses)
.
SSI Interim Assistance Agreements (DHS-1795), Interim Assistance Agreement (DHS-1795A) (Do not use for SSI), if
appropriate. See 0012.12 (Applying for Other Benefits), 0012.12.03 (Interim Assistance Agreements).
GRH:
For participants who are aged, blind, or disabled and over 18, follow MSA. For all other participants, follow GA.
.
COMBINED MANUAL
WAIVING IN-OFFICE INTERVIEWS
ISSUE DATE 10/2012
0005.12.12.03
MFIP, DWP:
You may waive an in-office interview with a person or the unit's authorized representative if you determine there is good cause for
not attending the in-office interview.
If you waive the in-office interview, make alternate arrangements for a face-to-face interview. For example, conduct an interview
in the person's home or hospital room.
Counties may waive the face-to-face requirement at recertification and conduct a phone interview for participants who are
working. In 2-parent families, this option is available when 1 or both parents are working. Participants who are working any
number of hours must be given the option to have a face-to-face or a phone interview. Prior to recertification, notify working
recipients that they have the option to do a phone interview or a face-to-face meeting.
WB:
There is no requirement for an in-office interview.
SNAP:
There must be an interview with an applicant or when a recertification is due for a recipient. There is no requirement that this
interview be held in the office. If an in-office interview is not held, the county must arrange for a phone interview or a face-to-face
interview at a location mutually agreed upon by the county and the client.
GA, MSA, GRH:
There must be an interview with an applicant or the applicant’s authorized representative. There is no requirement that this
interview be held in the office. If an in-office interview is not held, the county must arrange for a phone interview or a face-to-face
interview at a location mutually agreed upon by the county and the client. An interview is not required at recertification.
.
COMBINED MANUAL
ISSUE DATE 10/2012
CHANGES - OBTAINING INFORMATION
0008.03
See 0008 (Changes in Circumstances) for general information on changes, steps to follow when you learn of a change, tracking
expected changes, and acting on changes. This section lists information about changes required in addition to that listed in 0008
(Changes in Circumstances).
Some changes require a new Combined Application Form (CAF) (DHS-5223), a Combined Application – Addendum (DHS5223C), a Minnesota Transition Application Form (MTAF) (DHS-5223E) or a combination of these forms:
●
Changing from 1 assistance program to another: Usually requires a Combined Application Form (CAF) (DHS-5223) or an
Minnesota Transition Application Form (MTAF) (DHS-5223E). See 0005.09.03 (When People Must Complete a CAF),
0005.09.06 (When Not to Require Completion of a CAF), 0005.12 (Accepting and Processing Applications).
●
Adding a person to an existing cash assistance unit: Require a Combined Application – Addendum (DHS-5223C). See
0005.09.09 (When to Use an Addendum to the CAF).
●
Changing the client's basis of eligibility for some programs: See 0008.06.03 (Change in Basis of Eligibility).
For more information on the Minnesota Transition Application Form (MTAF) (DHS-5223E), see 0005.10 (Minnesota Transition
Application Form (MTAF).
MFIP, DWP:
When a parent leaves the home:
●
Require the client to complete appropriate questions on the Combined Application Form (CAF) (DHS-5223). Also give the
client the Cooperation With Child Support Enforcement (DHS-2338) for the non-custodial parent who left the home.
●
Give the client Referral to Support and Collections (DHS-3163B) for the non-custodial parent who left the home. Encourage
the client to complete the form, but do not require it. See 0012.21.03 (Support From Non-Custodial Parents).
●
Give or send the client Understanding Child Support, a Handbook for Parents (DHS-3393).
See 0012.21 (Responsible Relatives Not in the Home), 0012.21.06 (Child Support Good Cause Exemptions).
WB, MSA, GRH:
For changes reported or discovered by a method other than on a Combined Six-Month Report (CSR) (DHS-5576), a Combined
Six-Month Report Supplement for Cash Programs (CSRS) (DHS-5576A), or a Household Report Form (HRF) (DHS-2120),
process the changes as soon as notice provisions permit.
SNAP:
Do not terminate benefits solely because the client does not verify a change in housing, utility, or medical expenses.
●
For decreased housing or medical expenses the client does not verify, budget the change if it reduces the benefits. Verify the
change at recertification time.
●
For increased housing or medical expenses the client does not verify, do not budget the increased amount. Verify the change
at recertification time.
COMBINED MANUAL
CHANGES - OBTAINING INFORMATION
ISSUE DATE 10/2012
0008.03
Request an addendum to add a person to an assistance unit, but do not deny or terminate assistance for failure to submit it. If the
client does not complete the addendum, record relevant information provided by the client on an addendum form and file it in the
case record. Offer the unit the right to change the principal wage earner if the person being added or removed is an adult parent
with children (of any age) in the home or the adult has parental control over children in the home. See the description of principal
wage earner in 0028.03.06 (Determining FS Principal Wage Earner).
Provide change reporting units with a Change Report Form (DHS-2402) for reporting the required changes. See 0007.12 (Agency
Responsibilities for Client Reporting), 0007.15.03 (Unscheduled Reporting of Changes - FS).
GA:
For changes reported or discovered by a method other than on an HRF, process changes as soon as possible. When processing
an addendum to add a new person to a unit, use the same time frame allowed for applications. See 0005.12.15 (Application
Processing Standards).
COMBINED MANUAL
IMPLEMENTING CHANGES - PROGRAM PROVISIONS
ISSUE DATE 10/2012
0008.06.01
For general provisions, see 0008.06 (Implementing Changes - General Provisions).
Also see the Health Care Programs Manual for additional instructions for health care eligibility when cash assistance ends.
MFIP:
Notify the client of any effect of a change by the 1st month you can give proper notice, but no later than the 2nd month after the
month in which you learned of the change. An overpayment or underpayment may occur even though you process a change
within this time.
Determine overpayments when:
●
●
The unit does not report the change timely. See 0007 (Reporting).
AND
You would have been able to send proper notice if you had acted on the date the change occurred.
Whenever there is a change in a case involving a non custodial parent, MAXIS will notify the IV-D agency through the
MAXIS/PRISM interface. See 0012.21.03 (Support From Non-Custodial Parents). MAXIS will report the following types of
changes:
●
A parent enters or leaves the child's home.
●
The MFIP case is closed or reinstated.
●
Any change in income or MFIP benefit amount.
●
The family moves to another county.
●
The address or telephone number changes.
A person or unit that loses eligibility for MFIP may be eligible for other types of assistance:
●
GA for individuals. See 0013.15 (GA Bases of Eligibility).
●
SNAP. See TEMP Manual TE02.08.143 (Food Support When MFIP Is Closed).
●
Health care. See the Health Care Programs Manual.
●
MinnesotaCare. Inform people who are not eligible for MA that they may be eligible for MinnesotaCare. See the Health Care
Programs Manual.
●
Transition Year Child Care services or Basic Sliding Fee Child Care services. See 0029.30 (Child Care Assistance), 0029.31
(Child Care Resource and Referral).
COMBINED MANUAL
IMPLEMENTING CHANGES - PROGRAM PROVISIONS
●
ISSUE DATE 10/2012
0008.06.01
Work Benefit for families. See 0013.04 (WB Bases of Eligibility).
WB:
Notify the client of any effect of a change by the 1st month you can give proper notice, but no later than the 2nd month after the
month in which you learned of the change. An overpayment or underpayment may occur even though you process a change
within this time.
Determine overpayments when:
●
●
The unit does not report the change timely. See 0007 (Reporting).
AND
You would have been able to send proper notice if you had acted on the date the change occurred.
A unit that loses eligibility for WB may be eligible for other types of assistance:
●
MFIP. See 0013.03 (MFIP Bases of Eligibility).
●
SNAP. See TEMP Manual TE02.08.143 (Food Support When MFIP Is Closed).
●
DWP. See 0013.05 (DWP Bases of Eligibility).
●
Health care. See the Health Care Programs Manual.
●
MinnesotaCare. Inform people who are not eligible for MA that they may be eligible for MinnesotaCare. See the Health Care
Programs Manual.
●
Transition Year Child Care services or Basic Sliding Fee Child Care services. See 0029.30 (Child Care Assistance), 0029.31
(Child Care Resource and Referral).
DWP:
Follow MFIP, EXCEPT:
A person or unit that loses eligibility for DWP may be eligible for other types of assistance:
●
MFIP. See 0008.06.24 (DWP Conversion or Referral to MFIP).
●
Health care. See the Health Care Programs Manual.
●
MinnesotaCare. Inform people who are not eligible for MA that they may be eligible for MinnesotaCare. See the Health Care
Programs Manual.
●
Transition Year Child Care services or Basic Sliding Fee Child Care services. See 0029.30 (Child Care Assistance), 0029.31
COMBINED MANUAL
ISSUE DATE 10/2012
IMPLEMENTING CHANGES - PROGRAM PROVISIONS
0008.06.01
(Child Care Resource and Referral).
●
Work Benefit for families. See 0013.04 (WB Bases of Eligibility).
SNAP:
Act on all reported changes no later than 10 days from the date the change was reported. The change must be effective no later
than the month following the month the change was reported, allowing for proper notice. See 0007.12 (Agency Responsibilities for
Client Reporting), 0026 (Notices).
For Uncle Harry Food Support (UHFS) units, if ineligibility will last only 1 month, suspend assistance. See 0022.18
(Suspensions).
Determine overpayments when:
●
●
The unit does not report a required change timely. See 0007 (Reporting).
AND
The agency would have been able to send proper notice if it had acted on the 10th day after the last day the client could have
reported the change timely. See 0022.21 (Income Overpayment Relating to Budget Cycle).
Determine underpayments only when the client reports timely and the agency is unable to make the change in the month following
the month of the report. See 0025.09 (Correcting Underpayments).
When a unit loses MSA or GA eligibility, do not terminate SNAP unless the unit also fails SNAP eligibility.
When a unit loses MFIP or DWP due to ineligibility, sanction, or the 60-month time limit, determine eligibility for SNAP with the
information already provided by the unit. Do not require a new CAF when MFIP ends even though the unit may not have originally
requested SNAP on the CAF.
For MFIP cases that have an Uncle Harry case, add the MFIP members to the existing SNAP unit the 1st day of the month MFIP
is closed. Prior to adding the members to the unit, you may need to request additional information or verification from the unit.
The unit has 10 days to provide the additional information or verification. If the verification(s) is provided within 10 days,
determine SNAP eligibility and issue SNAP benefits to the household within 5 days. If the unit fails to provide the requested
information or verification, terminate SNAP according to proper notice requirements.
When MFIP closes, eligibility for UHFS no longer exists. These units become non-public assistance SNAP units and are subject
to all the provisions of the SNAP program.
See 0005.09.06 (When Not to Require Completion of a CAF), 0022.09.03 (When to Switch Budget Cycles - FS), TEMP Manual
TE02.08.143 (Food Support When MFIP Is Closed).
MSA:
If ineligibility will last only 1 month, suspend assistance. See 0022.03.03 (Ineligibility in a Prospective Month - Cash), 0022.18
(Suspensions).
Evaluate the last month of assistance for overpayments. See 0022 (Budgeting and Benefit Determination).
GA:
Terminate assistance if you cannot establish current eligibility. See 0026.15 (Notice of Denial, Termination, or Suspension).
COMBINED MANUAL
ISSUE DATE 10/2012
IMPLEMENTING CHANGES - PROGRAM PROVISIONS
0008.06.01
If ineligibility will last only 1 month, suspend GA unless the case is in the 1st 2 prospective months. See 0022.03.03 (Ineligibility in
a Prospective Month - Cash), 0022.18 (Suspensions).
A unit that loses eligibility for GA may be eligible for other assistance:
●
SNAP.
●
Health care. See the Health Care Programs Manual.
Evaluate the last 2 months of assistance to determine if there was an overpayment. See 0022 (Budgeting and Benefit
Determination), 0025 (Benefit Adjustments and Recovery).
GRH:
If ineligibility will last no more than 2 months, suspend assistance. Evaluate the last month of assistance for overpayments.
COMBINED MANUAL
CHANGE IN BASIS OF ELIGIBILITY
ISSUE DATE 10/2012
0008.06.03
MFIP, WB, SNAP:
No provisions.
DWP:
During the 4-month period of DWP eligibility if you determine that a participant is unlikely to benefit from DWP, or when the 4month period of DWP eligibility ends, determine if the participant could possibly be converted or referred to MFIP. See
0008.06.24 (DWP Conversion or Referral to MFIP).
MSA, GRH:
When a unit or household loses a basis of eligibility, determine if they have another basis of eligibility within that same program. If
not, determine if they have a basis within another cash or health care program. See 0013 (Basis of Eligibility).
GA:
When a unit or household loses a basis of eligibility, determine if they have another basis of eligibility within that same program. If
not, determine if they have a basis within another cash or health care program. See 0013 (Basis of Eligibility). Require the
appropriate pages of the Combined Application Form (CAF) (DHS-5223).
.
COMBINED MANUAL
ISSUE DATE 10/2012
ADDING A PERSON TO THE UNIT - CASH
0008.06.06
Follow these provisions to add the needs of a person to the unit. See 0008.06.12 (Adding a Person's Income) for when to add a
person's income.
Receipt of other assistance may affect whether you can add a person and when. See 0011.21 (Receipt of Other Assistance).
MFIP:
An addendum to an existing application must be used to add a person to an assistance unit regardless of whether the person
being added is required to be in the assistance unit. See 0005.09.09 (When to Use an Addendum to the CAF). Require the
caregiver to complete a Combined Application - Addendum (DHS-5223C). For information on adding a newborn and the
newborn’s father, see 0008.06.12.09 (Converting a Pregnant Woman Case).
An addendum is not needed for disqualified and ineligible mandatory unit members since their income and assets are already
being counted. Add a disqualified or ineligible mandatory unit member the 1st day of the month after the
disqualification/ineligibility has ended. See 0005.09.09 (When to Use an Addendum to the CAF).
Determine whether there is an overpayment or fraud when caregivers do not timely report mandatory members who return to the
household. See 0007.15 (Unscheduled Reporting of Changes - Cash).
A person must meet all verification and eligibility factors before you add the person to the unit. See 0010 (Verification), 0011
(Technical Eligibility), 0012 (Procedural Eligibility), 0014 (Assistance Units).
The following rules govern when to add a unit member:
●
If the person has received cash assistance in the current month, add the person the 1st day of the month after an addendum
is filed.
●
If the person has not received cash assistance in the current month, add the person retroactive to the 1st day of the month an
addendum is filed.
●
If the person has received SNAP in the current month, he/she is ineligible for the food portion for that month. See 0011.21
(Receipt of Other Assistance).
●
On STAT/ADME in MAXIS, add mandatory people in the benefit month they arrived in the household. Calculate
overpayments from the arrival month, if not reported timely. Calculate restorations/supplements from the 1st of the month the
addendum is filed.
Budget a new member's income prospectively for the 1st 2 months even if the unit is in a retrospective cycle, EXCEPT:
●
If the new person was on MFIP in the previous month, continue the budget cycle the person was in.
●
If you were already considering the person's income in determining the unit's grant, continue the current budget cycle. See
0016 (Income From People Not in the Unit).
When the new member is not reported timely, begin the 1st 2 prospective months with the month of arrival.
The new member's income and assets, combined with the unit's income and assets, must be within the income and asset limits
for an ongoing case. If the new unit's assets exceed the limit and the person is a mandatory unit member, close the case. If the
person is not a mandatory member, deny eligibility for that person. See 0014.03 (Determining the Assistance Unit), 0014.03.03
(Determining the Cash Assistance Unit), 0020.09 (MFIP/DWP Assistance Standards).
COMBINED MANUAL
ADDING A PERSON TO THE UNIT - CASH
ISSUE DATE 10/2012
0008.06.06
An applicant whose needs were met through foster care for the 1st part of an application month is eligible to receive MFIP for the
remaining part of the month in which the applicant returns home. See 0011.21 (Receipt of Other Assistance), 0022.12.03
(Proration), TEMP Manual TE02.08.023 (Prorated Supplements), TE02.10.03 (How to Restore Benefits).
Children whose needs were met through the Interstate Compact on the Placement of Children (ICPC) are not eligible for MFIP.
See 0014.06 (Who Must Be Excluded From Assistance Unit).
A child placed in Minnesota under the Interstate Compact for Juveniles (ICJ) may be eligible for MFIP if they meet MFIP eligibility
requirements. See INTERSTATE COMPACT FOR JUVENILES in 0002.33 (Glossary: Independent…).
WB:
Follow MFIP EXCEPT:
●
Reference to retrospective budgeting does NOT apply. WB uses prospective budgeting. See 0022 (Budgeting and Benefit
Determination).
●
Reference to the MFIP food portion does NOT apply.
When 2 separate WB units combine, use the remaining months of the case that stays open.
DWP:
Follow MFIP, EXCEPT:
●
Reference to retrospective budgeting does NOT apply. DWP uses only prospective budgeting method. See 0022 (Budgeting
and Benefit Determination).
●
Reference to the MFIP food portion does NOT apply. DWP does NOT have food portion. See 0011.03.06 (Non-Citizens MFIP Food Portion).
If a new member enters the DWP household and the unit meets MFIP or WB criteria, convert the entire household to MFIP or WB.
The Minnesota Transition Application Form (DHS-5223E) (MTAF) may be used in place of an addendum ONLY when converting
a unit from DWP to MFIP or WB AND you are adding a new unit member. Use the addendum or MTAF date for the new member
to determine if the new member has received MFIP or DWP within the past 12 months. See TEMP Manual TE15.08 (Q&A - DWP
Worker Video 4/04 (Part 1)).
SNAP:
See 0008.06.07 (Adding a Person to the Unit - FS).
MSA:
Each MSA client is a separate unit.
GA:
A person must meet all verification and eligibility criteria before you add the person to the unit. See 0011 (Technical Eligibility),
0012 (Procedural Eligibility), 0014 (Assistance Units).
The new member's income and assets in combination with the unit's income and assets, must be within the income and asset
limits. If either exceeds the limit, terminate assistance for the unit. See 0008.06.12 (Adding a Person's Income), 0014
COMBINED MANUAL
ADDING A PERSON TO THE UNIT - CASH
ISSUE DATE 10/2012
0008.06.06
(Assistance Units), 0019.06 (Gross Income Limits), 0020.18 (GA Assistance Standards).
Add the person to the unit as of the date the person applies or the date the person meets all eligibility conditions, whichever is
later. Prorate increased benefit amounts from the date you add the person to the unit.
Give units proper notice of the change. If you cannot give proper notice of a decrease, determine overpayments. See 0025.03
(Determining Incorrect Payment Amounts), 0026.12 (Timing of Notices).
When you add a person whose income you have already considered, the benefit amount does not change. See 0016 (Income
From People Not in the Unit).
GRH:
No provisions.
.
COMBINED MANUAL
ADDING A PERSON TO THE UNIT - FS
ISSUE DATE 10/2012
0008.06.07
MFIP, WB, DWP, MSA, GA:
See 0008.06.06 (Adding a Person to the Unit - Cash).
SNAP:
Add the person to the unit effective the 1st of the month after the month the unit reported the person is in the home. This also
applies when adding a newborn to the unit. If adding the person reduces the benefits, you must give proper notice.
A person must meet all verification and eligibility criteria before you add the person to the unit. See 0011 (Technical Eligibility),
0012 (Procedural Eligibility), 0014 (Assistance Units).
Whether a unit is categorically eligible or non-categorically eligible determines how a person's income and assets are treated. To
determine if a unit is categorically eligible or non-categorically eligible, see 0013.06 (FS Categorical Eligibility/Ineligibility).
When adding a new member to a non-categorically eligible unit, the new member's income and assets, in combination with the
unit's income and assets, must be within the income and asset limits. If either exceeds the limit, terminate assistance for the unit.
See 0008.06.12 (Adding a Person's Income), 0013.06 (FS Categorical Eligibility/Ineligibility), 0019.06 (Gross Income Limits),
0020.12 (Food Support Assistance Standards).
If you are unable to make the change effective the month after the unit reported the change because you cannot give proper
notice, determine if the unit is overpaid. See 0010.21 (Verification Due Dates) for time lines to allow. See 0007 (Reporting),
0025.03 (Determining Incorrect Payment Amounts), 0026.12 (Timing of Notices).
When the addition of a person results in a decrease in benefits, count the 1st month after the unit reported the change as the
person's 1st month of prospective budgeting, even if notice requirements prevent actually reducing benefits for that month.
Do not prorate a new person's needs. See 0022 (Budgeting and Benefit Determination).
Add an SNAP E&T sanctioned member of a multi-person household back into the unit beginning the 1st of the month following the
date the sanction ends. See 0005.09.09 (When to Use an Addendum to the CAF).
A single adult in a 1-person household may be eligible beginning the day following the date the SNAP E&T sanction ends or the
date of application, whichever is later.
See 0028.30.06 (Type/Length of FSET Sanctions).
GRH:
No provisions.
.
COMBINED MANUAL
ISSUE DATE 10/2012
REMOVING A PERSON FROM THE UNIT
0008.06.09
See 0014.09 (Assistance Units - Temporary Absence) for people who remain in a unit while temporarily absent.
Participants who leave the home or lose eligibility during a month are eligible for the entire month if they were eligible on the 1st
day of the month. Do not prorate the last month's benefits.
Determine whether to continue counting the person's income. See 0008.06.15 (Removing or Recalculating Income), 0016
(Income From People Not in the Unit).
If removing a person results in an increase in benefits and the change was reported too late to adjust the grant, issue a corrective
payment. See 0024 (Payments).
If removing a person results in a decrease in benefits, do not reduce the grant until you can give proper notice. Determine if the
unit was overpaid and pursue collection. See 0007 (Reporting), 0008.06 (Implementing Changes - General Provisions),
0008.06.01 (Implementing Changes - Program Provisions), 0025 (Benefit Adjustments and Recovery), 0026 (Notices).
If a child moves to live with a different caregiver in another county, see 0006.09 (Moving Between Counties - Minor Children),
0008.06.21 (Change in County of Residence).
For information on participants who move to another county, see 0006.06 (Moving Between Counties - Participants), 0008.06.21
(Change in County of Residence).
MFIP, WB, DWP:
Remove the needs and income of a person (other than person 01) who does not meet temporary absence criteria. See 0014.09
(Assistance Units Temporary Absence). Close the case if this results in no eligible child, unless an eligible caregiver is in the
home and the caregiver remains eligible. If person 01 leaves the home or dies, close the case. Other unit members will need to
file a new application. The effective date of closing is the month after the month the change was reported, allowing for proper
notice. See 0005.09.03 (When People Must Complete a CAF), 0014 (Assistance Units), 0026 (Notices).
Stop counting the needs and income of a participant starting with the payment month you remove the person from the unit.
Stop counting the income of a non unit member whose income you deemed starting with the payment month after the month the
person left the household or ceased to have financial responsibility for 1 or more members or the unit.
There is no overpayment if the unit reported the change timely AND you act timely.
SNAP:
If the person who leaves the home or dies is not person 01 on MAXIS, remove that person's needs from the assistance unit. If
person 01 leaves the home or dies, remove the other members of the unit. See 0005.09.03 (When People Must Complete a
CAF). The effective date of termination is the 1st of the month after the month the change was reported, allowing for proper
notice. See 0026 (Notices).
MSA:
If the person does not meet temporary absence criteria, terminate assistance as soon as you can give proper notice. See 0026
(Notices).
GA:
If the person who leaves the home does not meet temporary absence criteria and is not person 01 on MAXIS, remove that
person's needs from the assistance unit. If person 01 leaves the home or dies, remove the other members of the unit. See
0005.09.03 (When People Must Complete a CAF). The effective date of termination is the month after the month the change was
reported, allowing for proper notice. If you are unable to meet this deadline, an overpayment may occur. See 0025.03
(Determining Incorrect Payment Amounts), 0026 (Notices).
COMBINED MANUAL
REMOVING A PERSON FROM THE UNIT
GRH:
No provisions.
ISSUE DATE 10/2012
0008.06.09
COMBINED MANUAL
ADDING A PERSON'S INCOME
ISSUE DATE 10/2012
0008.06.12
Follow the procedures in this section for considering income when:
●
●
●
A person starts to have income.
OR
A person who has income is added to the unit or household.
OR
A person becomes financially responsible.
To add a person's needs to the unit or household, see 0008.06.06 (Adding a Person to the Unit - Cash), 0008.06.07 (Adding a
Person to the Unit - FS).
Some programs have special provisions for adding the income of a stepparent or a non-custodial parent who returns to the home.
See 0008.06.06 (Adding a Person to the Unit - Cash), 0008.06.07 (Adding a Person to the Unit - FS), 0016.09 (Income From
Ineligible Stepparents), 0016.15 (Income From Ineligible Parents).
To determine which budgeting method to use when adding a person's income, see 0022.03 (How and When to Use Prospective
Budgeting), 0022.06 (How and When to Use Retrospective Budgeting), 0022.09 (When to Switch Budget Cycles - Cash),
0022.09.03 (When to Switch Budget Cycles - FS). To determine when not to budget income in retrospective cases, see
0022.06.03 (When Not to Budget Income in Retro. Cases).
Also see 0017.15.36.03 (When to Budget Student Financial Aid).
MFIP:
Count the income of a person required to be included in the unit for the entire month that the person moves into the home. See
0014.03 (Determining the Assistance Unit), 0014.03.03 (Determining the Cash Assistance Unit).
Count the income of an optional person added to the unit from the 1st of the month you add the person's needs. See 0008.06.06
(Adding a Person to the Unit - Cash).
Count the income of other people whose income is considered following the subsections of this section. See 0008.06.12.09
(Converting a Pregnant Woman Case).
WB:
Follow MFIP EXCEPT reference to optional members does not apply.
DWP:
Recalculate benefits and approve new results if you are adding income of a person who is being added to a household. See
0022.12 (How to Calc. Benefit Level- MFIP/WB/DWP/GA).
SNAP:
Add a person's income the same month you add the person's needs to the unit. See 0008.06.07 (Adding a Person to the Unit FS), 0008.06.18 (Change in Participant's Age). See 0022.06.03 (When Not to Budget Income in Retro. Cases) for EXCEPTIONS
to this requirement.
MSA:
Add a client's income the month the client begins to receive it. Add a financially responsible person's income the month the
person becomes financially responsible. See 0016 (Income From People Not in the Unit).
GA:
When adding the income of a person added to the unit, or a person who is financially responsible, count the income prospectively
COMBINED MANUAL
ADDING A PERSON'S INCOME
ISSUE DATE 10/2012
0008.06.12
from the date the person enters the home. Allow all the appropriate deductions. The amount remaining is the income available to
the unit. Compare the sum of the available income and the benefits already issued for the month to the standard of need for the
unit size. Issue a corrective payment or determine an overpayment, as appropriate. See 0016 (Income From People Not in the
Unit), 0020.18 (GA Assistance Standards), 0024 (Payments).
GRH:
Add a client’s income the month a client begins to receive it.
COMBINED MANUAL
ISSUE DATE 10/2012
REMOVING OR RECALCULATING INCOME
0008.06.15
Follow these procedures for removing income in certain situations. Also see 0022.03 (How and When to Use Prospective
Budgeting), 0022.06 (How and When to Use Retrospective Budgeting), 0022.06.03 (When Not to Budget Income in Retro.
Cases), 0022.09 (When to Switch Budget Cycles - Cash), 0022.09.03 (When to Switch Budget Cycles - FS).
If the changes in income result in potential eligibility for other benefits, see 0012.12 (Applying for Other Benefits).
Different provisions may apply to receipt of lump sums. See 0022.15 (Counting Lump Sums as Income).
MFIP:
It may be possible to supplement a unit's grant if the unit reports a significant change in income. A significant change is when the
unit's gross earned and/or unearned income for the payment month declines by 40% or more from the gross earned and/or
unearned income budgeted in the budget month. Do not consider significant change as restored benefits.
If the unit reports that it expects income to decline, act right away. The unit must verify the income will decrease or end before
you issue the supplement. Do not wait until the end of the month to verify the exact amount of the decrease.
The unit may only receive a supplement for a change it reports in the current month or for the month before. Issue a supplement
no more than 7 days after the unit verifies the change. Do not issue a supplement for a grant you have not yet issued.
Budget adjustments that result from significant changes are limited to 2 in a 12 month period, regardless of the reason for the
change. Count back 12 months from the month the client is requesting the change to determine eligibility for significant change.
If the unit reports (and verifies) a decrease in actual or expected income, follow these procedures to determine the supplement to
issue.
1.
Calculate the unit's gross income, including deemed income, for the month. See 0016 (Income From People Not in the Unit),
0017 (Determining Gross Income).
2.
Subtract the figure in Step 1 from the gross income, including deemed income, from the budget month.
3.
Multiply the gross income from the budget month by 0.40.
4.
If the amount in Step 2 is less than the amount in Step 3, there is no significant change. If the amount in Step 2 is equal to or
greater than the amount in Step 3, go to Step 5.
5.
Recalculate the current month's grant using the client's reported income.
6.
Subtract the amount of the grant you issued from the amount in Step 5. Issue the difference as a supplement.
Significant change does not apply in any of these situations:
●
In the payment month corresponding to a budget month in which the unit receives a lump sum.
●
When a unit member is on strike.
●
In the payment month corresponding to the budget month in which the unit gets an extra paycheck.
COMBINED MANUAL
ISSUE DATE 10/2012
REMOVING OR RECALCULATING INCOME
●
0008.06.15
For self-employment income. See 0017.15.33.03 (Self-Employment, Convert Inc. to Monthly Amt) for information on "major
change" which applies to self-employment income.
See TEMP Manual TE02.13.11 (Significant Change) for MAXIS instructions.
WB, DWP:
For recalculating income, see 0022.12 (How to Calc. Benefit Level - MFIP/WB/DWP/GA).
SNAP, GA:
Stop counting the income of a participant beginning with the payment month the person is removed from the assistance unit.
Stop counting the income of an ineligible household member whose income was considered, beginning with the payment month
following the month it is reported that person left the household.
For information on reporting requirements, see 0007 (Reporting).
See TEMP Manual TE02.13.11 (Significant Change) for MAXIS instructions.
MSA:
Stop counting the income of a formerly financially responsible person for the 1st month after the person loses financial
responsibility.
GRH:
Stop counting the income of a participant beginning with the month after the income stopped.
COMBINED MANUAL
CHANGE IN COUNTY OF RESIDENCE
ISSUE DATE 10/2012
0008.06.21
Units that move from 1 county to another do not have to re-establish eligibility; benefits continue. There are certain case transfer
procedures which county agencies must follow.
Follow the provisions below to transfer an active or pending case which is on MAXIS to another county. These procedures apply
to all cases EXCEPT temporary placements of less than 90 days and moves to battered women's shelters. You may choose not
to transfer those cases.
●
Update the address on MAXIS. Do not transfer the case until the unit has actually moved. Do NOT terminate or deny
assistance.
●
Complete as much of the outstanding work on the case as possible. Record in MAXIS case notes what work was not
completed and the reason.
●
Process an application or recertification that is due if you have held the mandatory face-to-face interview. For DWP cases,
see the provisions under DWP.
When the mandatory face-to-face interview for an application or recertification has already been held in the sending county, it
is up to the receiving county to decide whether it would be easier to complete processing of the case in the county to which
the unit has just moved. The 2 counties should agree to this prior to the case transfer.
If the face-to-face interview has not been completed, do not process the application or recertification and note this in the
MAXIS case notes.
●
Send a Change Report Form (DHS-2402) to the unit with instructions to return the form to the new county of residence within
10 days of your mailing date.
●
For information that does not interface from MAXIS to WorkForce One, send a Diversionary Work Program/Minnesota Family
Investment Program Status Update Form (DHS-3165) if applicable, to the Employment Services Provider and the child care
worker.
●
Follow the checklist and procedures in TEMP Manual TE02.08.133 (Completing an Inter County Case Transfer) and
TE02.08.134 (SPEC/XFER for Inter County Case Transfers) to transfer the case to the new county of residence using the
SPEC/XFER panel. Transfer the electronic case to the new county by the later of these dates:
-
One working day after the date you received the report of the move.
OR
The end of the day after the date of the move.
Do not transfer the case until the unit has actually moved.
●
Purge the physical case record using current record retention policies. Send the physical case record to the new county of
residence within 5 working days after the date of the reported change or move, whichever is later. At county option, use the
Inter Agency Case Transfer Form (DHS-3195) for transferring a case.
There may be situations where an applicant or participant unit moves to a new county but your county remains financially
responsible. Follow the transfer procedures outlined above. You may need to keep a mini-file for administrative payments, such
as burials.
Follow the provisions below when your county receives a transfer of an active or pending case on MAXIS due to a change in
county of residence:
COMBINED MANUAL
CHANGE IN COUNTY OF RESIDENCE
ISSUE DATE 10/2012
0008.06.21
●
Accept the case. Any issues related to electronic or paper cases received in unsatisfactory condition should be resolved at
the supervisory level or above. Client service must never be interrupted during negotiations.
●
Verify that the transferred case address is within your county. If it is not, immediately transfer the case to the correct county
and notify the sending county so that they can transfer the physical case file to the correct county.
●
Check the financial responsibility begin date on the SPEC/XFER panel and correct it if necessary. MAXIS will automatically
transfer financial responsibility on the date listed. See 0006.06 (Moving Between Counties - Participants).
●
When you receive the Change Report Form (DHS-2402) from the unit, update MAXIS with new or changed information.
Complete the application process, recertification process, or other outstanding work as necessary.
●
Send a referral to the Employment Services Provider and child care worker in your county unless the client is exempt. See
0028.06.10 (Who Is Exempt From FSET).
●
If you do not get the Change Report Form (DHS-2402) from the unit within 10 days of the date mailed by the former county,
generate a 10 day notice to close the case. See 0026.12.03 (10 Day Notice).
See TEMP Manual TE02.09.14 (How to Transfer a Single Claim) and TE02.09.18 (When to Transfer a MAXIS Claim) for when
and how to transfer a MAXIS claim to another county.
To determine which county is financially responsible for which months, see 0006 (Determining Financial Responsibility).
MFIP:
You do need to verify the new address, see 0011.09 (County Residence).
Participants in the Safe At Home (SAH) Program only need to verify their county of residence, see 0029.29 (Safe At Home
Program).
When a minor child getting MFIP moves to another county to live with a different caregiver, the former county must remove the
child from the unit effective the month after the move. See 0006.09 (Moving Between Counties - Minor Children). If there is not
enough time to send the unit a notice, remove the child effective the 2nd month after the move. See 0026 (Notices). There is no
overpayment if they report the move timely.
The new county must take an application or addendum for the child. See 0005.09.03 (When People Must Complete a CAF),
0005.09.09 (When to Use an Addendum to the CAF), 0008.06.06 (Adding a Person to the Unit - Cash).
It is possible for a child to get benefits from 2 different counties in the same month. See 0011.21 (Receipt of Other Assistance).
WB:
Follow MFIP EXCEPT:
●
There is no provision for a face-to-face interview.
●
There is no interface to WorkForce One.
●
For the receiving county, do not send a referral to the Employment Services Provider.
COMBINED MANUAL
ISSUE DATE 10/2012
CHANGE IN COUNTY OF RESIDENCE
0008.06.21
DWP:
For applicants:
●
When a move between counties occurs before the application has been approved and before the employment plan (EP) has
been developed, the case must be transferred to the new county. The receiving county must meet with the applicant prior to
approval to develop an EP that includes activities that fit with the applicant and the receiving county.
●
When the application has not been approved, but the EP has been developed in the first county, it is up to the receiving
county to decide whether it would be easier to complete processing the case in the county to which the unit has just moved.
The 2 counties should agree to this prior to the case transfer.
For participants:
●
When a move between counties occurs during the 4-month DWP period and the participant continues to meet DWP eligibility
criteria, the case will remain on DWP. The new county MUST meet with the participant to develop an Employment Plan (EP)
that builds on the work that had been done in the previous county. This does NOT apply to Mille Lacs Band of Ojibwe.
SNAP, MSA, GA, GRH:
Follow general provisions, EXCEPT send a Change Report Form (DHS-2402) to change reporting units only.
For information on reporting unscheduled changes, see 0007.15.03 (Unscheduled Reporting of Changes – FS).
You do not need to verify the new address, but do verify which county the new address is in.
.
COMBINED MANUAL
ISSUE DATE 10/2012
DWP CONVERSION OR REFERRAL TO MFIP
0008.06.24
MFIP, WB, MSA, GA, GRH:
No provisions.
DWP:
CONVERSION/REFERRAL DURING THE 4-MONTH DWP PERIOD
If at any time during the DWP application process or during the 4-month DWP eligibility period, you determine that a participant is
unlikely to benefit from DWP, convert or refer the participant to MFIP. For the definition of MFIP, see 0002.41 (Glossary:
Medically Necessary...). Participants who meet any of the eligibility criteria for Family Stabilization Services (FSS) are considered
UNLIKELY to benefit from DWP. Gather the necessary documentation to support the determination.
The following are the FSS eligibility criteria for determining if a participant is unlikely to benefit from DWP:
●
The participant is applying for SSI/RSDI (Retirement Survivors Disability Insurance). This includes those who are appealing a
denial of an SSI or RSDI application.
●
A participant who is age 60 or over or a participant who will turn 60 during the proposed 4 DWP months.
●
A participant is a legal non-citizen who has been in the United States 12 months or less. “12 months” is defined as 12 FULL
months after the month of entry.
●
The participant has a Family Violence Waiver and is complying with an Employment Plan.
●
The participant has an illness, injury, or incapacity that has been certified by a qualified professional, the condition is expected
to continue for more than 30 days and severely limits the person’s ability to obtain or maintain suitable employment.
●
The participant’s presence in the home is required as a caregiver due to the illness, injury, or incapacity of another member in
the assistance unit, a relative in the household, or a foster child in the household when the condition, and the need for a
person to provide assistance in the home, has been certified by a qualified professional and is expected to continue for more
than 30 days.
●
The participant has a child or adult in the household who meets disability or medical criteria for home care services, a home
and community-based waiver services program, or meets the criteria for severe emotional disturbance or serious and
persistent mental illness.
●
The participant has been diagnosed by a licensed physician, psychological practitioner, or other qualified professional, as
developmentally disabled or mentally ill and the condition severely limits the person’s ability to obtain or maintain suitable
employment.
●
The participant has been assessed by a vocational specialist or the county agency to be unemployable.
●
The participant has an IQ below 80, and has been assessed by a vocational specialist or a county agency to be employable
but the condition severely limits the person’s ability to obtain or maintain suitable employment.
●
The participant was determined by a qualified professional to be learning disabled, and the condition severely limits the
person's ability to obtain or maintain suitable employment.
COMBINED MANUAL
ISSUE DATE 10/2012
DWP CONVERSION OR REFERRAL TO MFIP
●
0008.06.24
A family unit with a refugee caregiver who arrived in the U. S. within 12 months of applying for family cash assistance or a
family unit with an asylee caregiver who is approved for asylee status within 12 months of applying for family cash assistance.
NOTE: “Severely limits the person’s ability to obtain or maintain suitable employment” means that a qualified professional has
determined that the person’s condition prevents the person from working 20 or more hours per week.
Also, in a single pregnant woman unit once the child is born the unit is not eligible for DWP unless the parent has already used all
the months of the child under 12 months ES exemption. Take a Combined Application Form (CAF) Addendum (DHS-5223C) for
the newborn and move the case to MFIP. If the determination is made more than 30 days after the DWP application date, have
the participant complete a Minnesota Transition Application Form (DHS-5223E) as part of the referral process. Terminate DWP
allowing for proper notice.
In a 2-parent unit, only 1 parent MUST meet 1 of the “unlikely to benefit from DWP” criteria above before converting or referring
the family to MFIP.
Make the transition from DWP to MFIP as smooth as possible for families that leave DWP and begin receiving MFIP assistance.
Send appropriate notices when closing DWP and SNAP.
If the transition from DWP to MFIP occurs within 30 days of the initial DWP application date, convert the case without completion
of a new CAF. If the transition occurs more than 30 days after the initial DWP application date, have the participant submit a
Minnesota Transition Application Form (DHS-5223E).
Process the DHS-5223E by the 1st of the month following the month it is received to ensure that there is no gap in benefits due to
delayed action by the county. Enter the date of the Minnesota Transition Application Form (DHS-5223E) on the STAT/PROG
panel in MAXIS as the application date for a new cash program. Only require verification of information necessary to determine
MFIP eligibility and the amount of the assistance payment. Do not require additional verification of the information from the DWP
application unless the information is inaccurate, questionable, or no longer current.
CONVERSION/REFERRAL AFTER THE 4-MONTH DWP PERIOD ENDS
Because DWP is a short-term program, families must exit the program no later than 3 months after the month in which DWP initial
month benefits are issued.
Some DWP participants may not have successfully obtained unsubsidized employment that allows them to support their families
without having to apply for benefits under MFIP.
Inform DWP job seekers without earned income or with little earned income about the possibility of receiving cash and food
benefits through MFIP. Tell the DWP job seeker about other resources, including MFIP, when the job seeker asks about other
help.
When a participant has exhausted 4 months of DWP, he/she may complete, sign, and submit a Minnesota Transition Application
Form (DHS-5223E), rather than a Combined Application Form (CAF), to apply for MFIP provided the request is made within 30
days of the end of the 4th month of DWP. The application process begins the date a MTAF with a name, address and signature is
received. See 0005.10 (Minnesota Transition Application Form (MTAF)), 0005.12.15 (Application Processing Standards) for
information on how to process an MTAF.
If the request is not made within 30 days of the end of the 4-month DWP eligibility period, the participant must complete a new
Combined Application Form (CAF) (DHS-5223).
All applicants must meet the initial income test, including the 18% earned income disregard to be eligible for MFIP.
Work with families that leave DWP but do not go onto MFIP or WB, to determine which, if any, transition or post-program services
COMBINED MANUAL
DWP CONVERSION OR REFERRAL TO MFIP
ISSUE DATE 10/2012
0008.06.24
and supports would help the family achieve or maintain economic and family stability. For example, SNAP, Child Care and/or
Health Care benefits may continue.
CONVERTING A CAREGIVER WHO TURNS 60 YEARS OLD DURING THE 4-MONTH DWP PERIOD
If a caregiver in a 1-parent unit will be turning 60 years old during the proposed 4 DWP months, open MFIP rather than DWP at
application.
SNAP:
No provisions. DWP SNAP participants who transition to MFIP will have their stand-alone SNAP benefits closed in order to have
the MFIP food portion approved. Close the stand-alone SNAP for the 1st possible month, allowing a 10-day notice. The MFIP
food portion must not be issued for a unit member whose needs have already been covered in a SNAP unit. See 0011.21
(Receipt of Other Assistance).
.
COMBINED MANUAL
MFIP TRANSITION TO WB
ISSUE DATE 10/2012
0008.06.27
MFIP, DWP, SNAP, MSA, GA, GRH:
No provisions.
WB:
Do NOT require an application to transition from MFIP to WB.
When MFIP is closed, MAXIS determines WB eligibility based on the participant’s work hours and income used for MFIP.
Prospective work hours and income should reflect the participant’s current and ongoing situation to ensure accurate WB eligibility.
See 0013.04 (WB Bases of Eligibility).
Delay the approval or denial of WB eligibility for 30 days after MFIP closure. If WB is issued within those 30 days, MFIP cannot be
reinstated if a participant’s circumstances change.
.
COMBINED MANUAL
DWP TRANSITION TO WB
ISSUE DATE 10/2012
0008.06.30
MFIP, DWP, SNAP, MSA, GA, GRH:
No provisions.
WB:
The participant must complete a Minnesota Transition Application Form (MTAF) (DHS-5223E) within 30 days after DWP closure
to be considered for WB. Verify hours of employment and any other information necessary to determine WB eligibility. A face-toface interview is not required for WB.
If the request for assistance is made after 30 days from DWP closure, the person is ineligible for WB and a Combined Application
Form (CAF) (DHS-5223) must be completed to request ongoing assistance.
.
COMBINED MANUAL
ISSUE DATE 10/2012
LENGTH OF RECERTIFICATION PERIODS
0009.03
Assign the longest certification period possible based on the client's circumstances. See the specific program provisions below for
the maximum length of time between reviews for each program.
Certify people for less than the maximum time to coincide with expected changes or another program's review date. The client's
review date should, if possible, be the same for all programs.
●
If you are determining eligibility for 2 cash programs at the same time, the review date must be the same.
●
If 1 cash program is active and you are adding any other program, you must either:
-
Review eligibility for the active cash program at the time you add the other program.
OR
Set the review date for the program you are adding to the same review date as the existing cash program.
EXCEPT for individual GA participants without a verified residence address, the certification period conforms to calendar months.
Count the month of application as the 1st month of the certification period unless the client is not eligible in that month. The
certification period ends at 12:01 a.m. on the 1st day of the month following the last month of the certification period.
See 0009.03.03 (When to Adjust the Length of Certification).
MFIP, MSA, GRH:
Recertify eligibility at least once every 12 months.
WB:
Recertify eligibility at least once every 6 months.
DWP:
No provisions.
SNAP:
Recertify units whose adults are ALL elderly or disabled without earned income at least once every 24 months. You must have
contact with these units at least every 12 months, to remind them of when they must report changes and what changes must be
reported. For MAXIS instructions, see TEMP Manual TE02.08.165 (SNAP Aged/Disabled 12 Month Contacts).
Recertify all other units at least once every 12 months. However, some units may have their recertification period set for less than
12 months if:
●
●
The unit’s circumstances are unstable due to being homeless.
OR
It appears the unit will be ineligible for SNAP in the near future.
When a recertification is set for less than 12 months, CASE/NOTEs must be completed to document the reason for the shorter
certification period.
No units should have a recertification period longer than 24 months.
GA:
Follow MFIP with the following EXCEPTION: A county agency may choose to certify eligibility weekly for individual participants
COMBINED MANUAL
LENGTH OF RECERTIFICATION PERIODS
ISSUE DATE 10/2012
0009.03
who are without a verified residence address. See 0024.03.03 (When Benefits Are Paid - FS/MSA/GA/GRH), 0024.04.09 (GA
Weekly Issuance). A county agency which chooses to recertify eligibility weekly must use a form approved by DHS for weekly
recertification and NOT use the Combined Application Form (CAF) (DHS-5223).
COMBINED MANUAL
RECERTIFICATION PROCESS
ISSUE DATE 10/2012
0009.06
Recertify clients whose certification period is ending. The clients and the agency must follow the time frames of each program for
completing the recertification process. See 0009.06.03 (Recertification Processing Standards).
MAXIS will generate program specific cover letters and mail the following forms:
●
Combined Application Form (CAF) (DHS-5223).
●
Combined Six-Month Report (DHS-5576).
●
Combined Six-Month Report Supplement for Cash Programs (DHS-5576A).
●
Combined Annual Renewal For Certain Populations (DHS-3727).
●
Other notices or forms required at recertification according to each program’s provisions below.
All questions on the form must be answered for the form to be considered complete.
MAXIS will mail packets around the 15th of the 2nd month prior to the end of the certification period.
The recertification process is similar to the application process. To complete the recertification process:
●
Review eligibility for the client’s current programs, possible new programs, and emergency need. If clients qualify for new
programs or emergency assistance, process the recertification request as an application for assistance. See 0004
(Emergencies), 0005 (Applications), 0009.06.03 (Recertification Processing Standards).
●
Get mandatory verifications. See 0010.18 (Mandatory Verifications).
●
Notify the unit of the eligibility determination. See 0026 (Notices).
Accept the Combined Application Form (CAF), Combined Six-Month Report (CSR) or Combined Annual Renewal for Certain
Populations even if the client does not live in your county. See 0005.12 (Accepting and Processing Applications).
In addition to MAXIS-generated recertification packets, you may be required to provide certain additional forms to clients at the
face-to-face recertification interview. See 0007.12 (Agency Responsibilities for Client Reporting), 0009.06.06 (Recertification
Interview).
MFIP:
MAXIS will also include the following in the recertification packet:
●
Notice About Income and Eligibility Verification System and Work Reporting System (DHS-2759).
●
Instructions for Completing the Combined Application Form (DHS-2989).
●
Domestic Violence Information (DHS-3477).
COMBINED MANUAL
RECERTIFICATION PROCESS
ISSUE DATE 10/2012
0009.06
Give the client the Family Violence Referral (DHS-3323). Provide information about counseling and support services, and
permanent residence procedures for battered non-citizens. Review the continued exemption from the 60-month time limit for
victims of family violence for whom you have an Employment Plan (EP) in place. See 0005.12.12.09 (Family Violence
Provisions/Referrals), 0010.18.33 (Verifying Family Violence).
Conduct a face-to-face recertification interview at least once every 12 months. See 0009.06.06 (Recertification Interview).
Counties may waive the face-to-face requirement at recertification and conduct a phone interview for participants who are
working. See 0005.12.12.03 (Waiving In Office Interviews).
Review extensions for participants who have been extended beyond the 60-month lifetime limit every 12 months, unless the
documentation supporting the extension indicates the participant’s condition could change earlier. See 0011.33 (MFIP Hardship
Extensions). This review should be considered a minimum requirement to recertify an extension. Review the situation and
request new verification each time there is a change in the estimated end date. Counties should end an extension prior to the
review, if criteria for the extension no longer apply. End the extension the 1st of the month following verification that the criteria no
longer apply.
NOTE: Participants may move between extension categories.
Coordinate extension reviews with recertifications, if possible.
Give a 10-day notice before terminating benefits if the unit fails to comply with the recertification process. See 0009.06.03
(Recertification Processing Standards).
If you fail to send a 10-day notice, continue to issue benefits until you have given 10-day notice of adverse action. This applies
even if the certification period has ended.
Do not consider the client ineligible and therefore subject to an overpayment solely because the agency fails to send a timely
notice of termination. Consider it an overpayment only if the client does not meet eligibility factors such as income, assets, or
basis of eligibility.
If the unit is ineligible for continued benefits or will receive reduced benefits based on information in the CAF, or if the information
requires a reduction or suspension of the unit’s benefits, send a notice BEFORE the effective date of the adverse action.
WB:
Follow general provisions EXCEPT do NOT require a face-to-face recertification interview.
DWP:
No provisions.
SNAP:
MAXIS will also include the following in the recertification packet:
●
Notice About Income and Eligibility Verification System and Work Reporting System (DHS-2759).
●
Change Report Form (DHS-2402) (for change reporting units).
●
Instructions for Completing the Combined Application Form (DHS-2989).
EXCEPTION:
COMBINED MANUAL
RECERTIFICATION PROCESS
ISSUE DATE 10/2012
0009.06
MAXIS will send the Combined Annual Renewal For Certain Populations (DHS-3727) for cases:
● With 1 person, or 2 people if they are married and living together.
AND
● All unit members are age 18 or older.
AND
● The only income is SSI or SSI/RSDI.
Conduct a recertification interview. For specific requirements, see 0009.06.06 (Recertification Interview).
Do not issue benefits after the certification period ends until a reapplication process is completed.
MSA, GA, GRH:
MAXIS will also include the following forms in the recertification packet:
●
Instructions for Completing the Combined Application Form (DHS-2989).
EXCEPTIONS:
MAXIS will send the Combined Annual Renewal For Certain Populations (DHS-3727) for cases:
-
With 1 person, or 2 people if they are married and living together.
AND
-
All unit members are age 18 or older.
AND
-
The only income is SSI or SSI/RSDI.
This includes people age 18 or older who are residing in a long term care facility or receiving EW services who receive only
SSI or SSI/RSDI income.
-
MAXIS will send the Minnesota Health Care Programs Renewal for People Receiving Long-Term Care Services (DHS2128) for people residing in long term care facilities or receiving EW services who do not meet the criteria to receive the
Combined Annual Renewal for Certain Populations, including LTC residents who receive MSA for personal needs and EW
enrollees residing in GRH facilities and receiving GRH payments. See the Health Care Programs Manual.
COMBINED MANUAL
RECERTIFICATION PROCESS
●
Return envelope.
●
Domestic Violence Information (DHS-3477).
ISSUE DATE 10/2012
0009.06
COMBINED MANUAL
ISSUE DATE 10/2012
RECERTIFICATION PROCESSING STANDARDS
0009.06.03
Complete the review process by the end of the certification period. See 0002.09 (Glossary: Calendar Month...) for the definition of
certification period, 0009.06 (Recertification Process).
Restore benefits to units who lost benefits because the county agency failed to process a recertification before the end of the
certification period.
MFIP:
Terminate benefits if a unit fails to return or complete a Combined Application Form (CAF) (DHS-5223). See TEMP Manual
TE02.04.04 (Autoclose: MAXIS Processes for HRF/REVW). Also, terminate benefits if a unit fails a face-to-face or phone
interview, or fails to provide mandatory verifications before the last day of the certification period. See TEMP Manual TE02.08.006
(Reviews: Missing Verifications) for proper coding instructions. Give the unit a notice of termination at least 10 days before the
end of the certification period. See 0009.06.06 (Recertification Interview), 0010.18 (Mandatory Verifications), 0026.12.03 (10 Day
Notice).
●
If the unit turns in the CAF before the last day of the certification period, the case remains closed. If the unit completes the
recertification process during the next month, reinstate the case. Do not prorate benefits.
●
If the unit turns in the CAF after the end of the certification period, process the CAF as a new application. See 0005
(Applications), 0022.12.02 (Beginning Date of Eligibility), 0022.12.03 (Proration).
If the unit applies for another program on the CAF, treat this as an application and process for that type of assistance.
WB:
Terminate benefits if:
●
●
●
A unit fails to return or complete a Combined Six-Month Report (DHS-5576).
AND
A complete Combined Six-Month Report Supplement for Cash Programs (DHS-5576A).
AND
A unit fails to provide mandatory verifications before the last day of the certification period. See 0010.18.01 (Mandatory
Verifications - Cash Assistance).
Give the unit a notice of termination at least 10 days before the end of the certification period. See 0026.12.03 (10 Day Notice).
If the unit turns in the Combined Six-Month Report (DHS-5576) and Combined Six-Month Report Supplement for Cash Programs
(DHS-5576A) before the last day of the certification period but does not provide verifications, the case remains closed. If the unit
provides the required verifications during the next month, reinstate the case. Do not prorate benefits.
If the unit turns in the DHS-5576 and DHS-5576A after the end of the certification period, the case remains closed.
DWP:
No provisions.
SNAP:
Mail or give the unit the Combined Application Form (CAF) (DHS-5223) no later than the last day of the month before the last
month of the certification period.
Provide a notice of expiration at the time of certification if:
●
You certify the unit for only 1 month.
OR
COMBINED MANUAL
RECERTIFICATION PROCESSING STANDARDS
●
●
ISSUE DATE 10/2012
0009.06.03
You certify the unit in the 2nd month of a 2-month certification period.
OR
All unit members are receiving cash assistance and you processed their SNAP and cash assistance applications at the same
time.
Notify all other units of the expiration of the certification period before the last month of the certification period. Restore lost
benefits to a unit if you do not provide a timely notice of expiration.
Determine if the unit returns the Combined Application Form (CAF) (DHS-5223) timely:
●
Uncle Harry Food Support (UHFS) units who report monthly have returned the CAF timely if the county agency gets it by the
due date for the last monthly report of the certification period.
●
Change reporting units have returned the CAF timely if the county agency receives it by the 8th calendar day of the last month
of the certification period.
●
Six-Month Reporting units have returned the CAF timely if the county agency receives it by the 8th calendar day of the last
month of the certification period.
●
Units who receive a notice of expiration at the time of certification due to a 1- or 2-month certification period have returned the
CAF timely if the county agency gets it within 15 days after the unit received the notice of expiration.
The time frame within which you must take action on the recertification depends on whether the unit returns the CAF timely:
●
For units who submit the CAF timely, and are determined INELIGIBLE close the case on or before the last day of the
certification period.
Approve benefits for ELIGIBLE units in time for them to get benefits on the date they usually get their benefits, if they:
-
●
Complete a face-to-face interview, if required, on the date scheduled. See 0009.06.06 (Recertification Interview).
AND
Provide necessary verification by the date scheduled. Allow the unit 10 days to submit verification. The 10-day period
may extend beyond the end of the certification period. If the unit provides verification after the certification period, but
within the 10 days, determine eligibility and issue benefits no more than 5 days after receiving verification. See 0010.18
(Mandatory Verifications).
For units who submit the CAF timely, but fail to complete the interview by the end of the certification period, or do not provide
verifications before the scheduled date, close at the end of the certification period.
If the unit takes the required action within 30 days after the end of the certification period, reopen the case and provide
benefits back to the first of the month.
●
For units who do not submit the CAF timely, do not complete the interview by the end of the certification period, or do not
provide verifications before the scheduled date, close the case on or before the last day of the certification period. See TEMP
Manual TE02.04.04 (Autoclose: MAXIS Processes for HRF/REVW), TE02.08.006 (Reviews: Missing Verifications) for MAXIS
instructions.
●
If the unit does not complete all recertification requirements during the last month of the certification period, but is determined
COMBINED MANUAL
RECERTIFICATION PROCESSING STANDARDS
ISSUE DATE 10/2012
0009.06.03
eligible during the following month, treat the month you determined eligibility as an initial month and prorate benefits. This
includes units whose certification has ended in another state, EXCEPT migrants and seasonal farmworker units. See INITIAL
MONTH in 0002.33 (Glossary: Independent...).
If the unit applies for another program on the Combined Application Form (CAF) (DHS-5223), treat that request as an application
and process for that type of assistance. See 0005 (Applications), 0022.12.02 (Beginning Date of Eligibility), 0022.12.03
(Proration).
MSA, GRH:
Follow general provisions.
GA:
Follow MFIP. A face-to-face interview is not required to recertify GA.
.
COMBINED MANUAL
RECERTIFICATION INTERVIEW
ISSUE DATE 10/2012
0009.06.06
A single interview must cover all programs for which the unit is requesting certification or recertification.
The interview may be with 1 or more adults in the unit or the unit's authorized representative. See 0005.06 (Authorized
Representatives). If there are no adults in the unit, the interview may be with the primary contact person. See 0005.12.12
(Application Interviews). Units may bring any person they choose to the interview.
MFIP:
Conduct a face-to-face interview at least once every 12 months. The contents of the interview are the same as for application
interviews. See 0005.12.12 (Application Interviews).
Under certain circumstances counties may waive an in-office interview, but alternative arrangements for a face-to-face interview
must be made. For participants who are working, counties may waive the face-to-face requirement at recertification and conduct
a phone interview. See 0005.12.12.03 (Waiving In-Office Interviews).
At each annual recertification, provide the brochure MFIP for Minor Caregivers (DHS-3238) to a unit containing a minor caregiver
and child. Re-evaluate and discuss with the caregiver, the living arrangement requirements, exemptions, and procedures. See
0012.06 (Requirements for Custodial Parents Under 20).
Provide the Important Information About MFIP Family Cap (DHS-4198) flyer to families at each recertification. See 0014.06.03
(Family Cap).
Determine if the caregiver meets eligibility for Family Stabilization Services (FSS). Review FSS criteria with the caregiver.
Provide the Family Violence Referral (DHS-3323) to families at each recertification. See 0009.06 (Recertification Process).
Provide Reporting Responsibilities for MFIP Households (DHS-2647) to participants at each recertification. Explain the significant
change policy. See 0008.06.15 (Removing or Recalculating Income).
WB, MSA, GA, GRH:
An interview is not required for this program. If the client requests or is receiving another program for which an interview is
required, follow the general provisions above.
DWP:
No provisions.
SNAP:
Conduct an interview for all recertifications. There is NO requirement that the interview must be held in the office. If an in-office
interview is not done, the county must arrange for a phone interview or a face-to-face interview at a location mutually agreed upon
by the county and the client. The contents of the interview are the same as for application interviews.
When the client misses a recertification interview, either an in-office interview, a home visit, or a phone interview, send a
SPEC/LETR to the client informing him/her of the missed interview and the responsibility to reschedule another interview. A
sample SPEC/LETR notice is available in TEMP Manual TE02.05.15 (Notice of Missed Interview).
Offer an adult parent with children (of any age) in the home or an adult unit member who has parental control over children in the
home the right to change the principal wage earner. For the description of principal wage earner, see 0028.03.06 (Determining
FS Principal Wage Earner).
.
COMBINED MANUAL
ISSUE DATE 10/2012
MANDATORY VERIFICATIONS - CASH ASSISTANCE
0010.18.01
See 0010.18 (Mandatory Verifications) for mandatory verifications that apply to all programs.
See 0010.18.02 (Mandatory Verifications - FS) for additional mandatory verification provisions that apply to SNAP.
See provisions below for ADDITIONAL mandatory verification provisions that apply to each specific cash program.
MFIP:
See 0010.03 (Verification – Cooperation and Consent) for circumstances when a signed personal statement from the client is
acceptable verification.
VERIFY THE FOLLOWING AT INITIAL APPLICATION:
●
Costs of child care when applying the initial eligibility test. See 0018.09 (Dependent Care Deduction).
●
Checking and savings accounts.
●
Savings certificates, stocks, bonds, IRAs.
●
Source and purpose of deposits and withdrawals from business accounts.
●
Presence of a minor child in the home, if questionable.
●
Identity of all adults.
●
Age, if related to eligibility or benefit level.
●
Social Security number, unless the unit member qualifies as a non-citizen who is a victim of battery and/or cruelty. See
0011.03.21 (Non-Citizens - Victims of Battery/Cruelty).
●
Child support, spousal support, child care support, and medical support payments to people outside the household, to be
allowed as a deduction.
●
School attendance, if related to eligibility.
●
Burial accounts.
●
Real property.
●
Vehicles. See 0015.39 (Excluded Assets - Vehicles).
●
Relationship of caregivers to the child. See 0005.12.12 (Application Interviews), 0014.03.03 (Determining the Cash
Assistance Unit).
COMBINED MANUAL
ISSUE DATE 10/2012
MANDATORY VERIFICATIONS - CASH ASSISTANCE
0010.18.01
●
Pregnancy, if related to eligibility.
●
Residence. See 0011.09 (County Residence), 0029.29 (Safe At Home Program) For information regarding birth certificates
issued by Puerto Rico, see 0010.06 (Sources Of Verification - Documents).
●
The number of months the unit received TANF funds in another state. See 0011.30 (60-Month Lifetime Limit), 0013.05 (DWP
Bases of Eligibility).
●
Family violence if used as an exemption from the 60-month time limit. See 0005.12.12.09 (Family Violence
Provisions/Referrals), 0011.30 (60-Month Lifetime Limit), 0010.18.33 (Verifying Family Violence).
●
Shelter costs, as required for vendor payments or as part of FAMILY MAINTENANCE NEEDS, see 0002.23 (Glossary: Fair
Hearing...). See SHELTER COSTS in 0002.61 (Glossary: SELF...), 0024.09 (Protective and Vendor Payments).
●
Information needed to establish an EXCEPTION to the shared household standard. See 0020.09 (MFIP/DWP Assistance
Standards).
Counties must verify citizenship/immigration status for ANY person reported on the Combined Application Form (CAF) who is
NOT a United States citizen and for whom the applicant is requesting benefits. DO NOT request verification of
citizenship/immigration status for people listed on the application who are NOT applying for assistance.
If the applicant cannot provide proof of citizenship for a MANDATORY unit member, you must:
●
Offer to help obtain the verification.
●
Obtain a signed release of information from the client.
●
Classify the mandatory unit member as an undocumented non-citizen and continue the application process excluding the
mandatory unit member. See 0011.03.27.03 (Protocols for Reporting Undocumented People), 0014.03.03 (Determining the
Cash Assistance Unit).
If the applicant does not want you to contact the U.S. Citizenship and Immigration Services (USCIS) for proof of citizenship for an
OPTIONAL unit member and indicates that he/she is here unlawfully:
●
●
Determine eligibility for the remaining unit members. No further verification of citizenship/immigration status would be
requested.
AND
Do not report this optional unit member to DHS because it is not known that he or she is in the United States unlawfully. See
0011.03.27.03 (Protocols for Reporting Undocumented People).
If the client has given you permission to contact the U.S. Citizenship and Immigration Services (USCIS), see 0011.03.27.03
(Protocols for Reporting Undocumented People).
COMBINED MANUAL
ISSUE DATE 10/2012
MANDATORY VERIFICATIONS - CASH ASSISTANCE
0010.18.01
VERIFY THE FOLLOWING AT RECERTIFICATION:
●
Income, unless excluded.
●
Self-employment expenses used as a deduction. See 0010.18.09 (Verifying Self-Employment Income/Expenses).
●
Source and purpose of deposits and withdrawals from business accounts.
●
Presence of a minor child in the home, if questionable.
●
Inconsistent information. See 0010.15 (Verification - Inconsistent Information).
●
Information needed to establish an EXCEPTION to the shared HOUSEHOLD standard. See 0020.09 (MFIP/DWP Assistance
Standards).
●
Assets when the value is within $200 of the asset limit.
IN ADDITION, VERIFY THE FOLLOWING WHEN THEY OCCUR:
●
When the unit meets the time criteria for Employment Services listed in 0028.06 (Participation Requirements), verify school
attendance for custodial parents under age 20 who are required to attend school.
●
Verify illness or disability.
●
Verify family violence at the time it is claimed. See 0010.18.33 (Verifying Family Violence).
WB:
VERIFY THE FOLLOWING AT RECERTIFICATION:
●
Income, unless excluded.
●
Self-employment.
●
Assets, when the value is within $200 of the asset limits.
●
Hours of employment.
●
Date of employment termination and date last paid.
●
Presence of a minor child in the home and the age of the child, if questionable.
COMBINED MANUAL
ISSUE DATE 10/2012
MANDATORY VERIFICATIONS - CASH ASSISTANCE
●
0010.18.01
Verify all inconsistent information.
DWP:
See 0010.03 (Verification – Cooperation and Consent) for circumstances when a signed personal statement from the client is
acceptable verification.
Follow MFIP. In addition, verify:
●
●
●
Family maintenance needs before the expense can be allowed in the DWP grant calculation, see FAMILY MAINTENANCE
NEEDS in 0002.23 (Glossary: Fair Hearing...).
AND
Receipt of DWP or MFIP within the last 12 months. See 0013.05 (DWP Bases of Eligibility).
AND
Receipt of TANF-funded assistance months, used to determine DWP eligibility. See 0013.05 (DWP Bases of Eligibility).
The following requirements do NOT apply to DWP:
●
●
The requirement to verify school attendance for custodial parents under age 20 who are required to attend school when the
unit meets the time criteria for Employment Services referenced in 0028.06 (Participation Requirements).
AND
The requirement to verify certain information at recertification, as there is no recertification requirement for DWP.
SNAP:
See 0010.18.02 (Mandatory Verifications - FS).
MSA:
For SSI recipients, verify the client's receipt of SSI and the Federal Benefit Rate used to determine the client's SSI benefits.
For non-SSI recipients, verify:
●
Assets.
●
Social Security number of all people applying for assistance. See 0010.18.03 (Verifying Social Security Numbers).
●
Basis of eligibility (age, blindness, or disability). See 0010.18.05 (Verifying Disability/Incapacity - Cash).
GA:
Verify:
●
Assets.
●
Identity of each person applying for assistance.
COMBINED MANUAL
MANDATORY VERIFICATIONS - CASH ASSISTANCE
ISSUE DATE 10/2012
0010.18.01
●
Age, if required to determine eligibility.
●
State residence. See 0011.06 (State Residence), 0029.29 (Safe At Home Program).
●
GA eligibility basis. See 0013.15 (GA Bases of Eligibility).
●
Basis of claim for exemption from SNAP E&T participation (GA category).
●
Date and reason of employment termination, and date last paid. Verify at the point of employment termination for participants,
and for any employment terminated within 90 days of application for applicants.
●
Social Security number. See 0010.18.03 (Verifying Social Security Numbers).
GRH:
Follow MSA for aged, blind, and disabled participants. Follow GA for all other adults.
.
COMBINED MANUAL
ABLE-BODIED ADULTS
ISSUE DATE 10/2012
0011.24
MFIP, WB, DWP, MSA, GA, GRH:
No provisions.
SNAP:
Due to the American Recovery and Reinvestment Act (ARRA) and the statewide ABAWD waiver approval from the Food and
Nutrition Service (FNS), work requirements for Able-Bodied Adults Without Dependents (ABAWDs) are waived from January 1,
2009 through September 30, 2013.
An ABAWD who has used his/her 3 months of eligibility in the past 36 months may re-apply, and if all other eligibility factors are
met can receive SNAP benefits through the end of the waiver period.
ABAWDs should continue to be made aware of the employment and training services that are available from Employment Service
Providers and be encouraged to participate with the Supplemental Nutrition Assistance Program Employment & Training (SNAP
E&T) program. Counties should encourage voluntary participation with employment and training programs but there are no
Employment and Training sanctions for non-compliance.
ABAWDs who are serving an Employment and Training (E&T) sanction must complete the sanction period. If the case was
closed, the ABAWD will need to reapply for SNAP benefits once the sanction period is over. ABAWDs removed from SNAP due
to an E&T sanction need to contact their worker to be added back to the SNAP unit once the sanction period is over. In either
situation, if SNAP eligible do not refer ABAWDs to the ES Provider.
The American Recovery and Reinvestment Act (ARRA) and the current statewide ABAWD waiver supersede the policy
below.
Unless a person is exempt from SNAP eligibility time limits or is meeting monthly work requirements, Able-Bodied Adults Without
Dependents (ABAWDs) are eligible for SNAP for only 3 months in any 36 month period. The 36 month period begins the 1st full
month the person receives SNAP. Once started, the 36 month period continues to run uninterrupted, even during times the
person does not receive SNAP or is exempt from the time limit.
When there is an indication that an ABAWD received SNAP in another state, the number of full countable months used in the
other state must be verified by contacting the other state.
The 3 entitled months do not have to be consecutive. Do not count a month if for that month the person:
●
●
●
Meets the 20 hour per week (80 hours per month) work requirement.
OR
Is exempt from the 3 month time limit.
OR
Receives only prorated (partial month) benefits.
The 3 month entitlement limit applies only to ABAWDs receiving SNAP.
A person meeting any of the following exemptions is not subject to the 3 month limit:
●
Receiving cash assistance.
●
Under age 18, or age 50 or older.
●
Responsible for the care of a child under age 18 in the household. If there are 2 parents in the unit, both are exempt. If there
is doubt as to whether non-parents should be given this exemption, determine if the child is under the parental control of the
non-parent. An adult who has parental control of the child is entitled to this exemption.
COMBINED MANUAL
ISSUE DATE 10/2012
ABLE-BODIED ADULTS
0011.24
●
Medically certified as pregnant.
●
Exempt from work registration. See 0028.06.12 (Who is Exempt From FS Work Registration). Code his/her work registration
status carefully on the MAXIS STAT/WREG panel. This information is used by MAXIS when sending workers appropriate
DAIL messages. It is also used for reporting and funding purposes.
●
Lives in any of the counties or Indian reservations where all participants are exempt from ABAWD provisions. See TEMP
Manual TE02.05.68 (ABAWD FSET Exempt Reservations), TE02.05.69 (ABAWD FSET Exempt Counties).
You must retroactively count (or uncount) an ABAWD’s month of benefits as 1 of the 3 months of entitlement to SNAP benefits if
you later learn that your determination of the ABAWD’s exemption status, or whether or not the ABAWD met monthly work
requirements, was incorrect. You must make this change in MAXIS. As long as the client meets an exemption for some part of
the month, he/she is exempt for the entire month.
Able-bodied adults may "earn" ADDITIONAL MONTHS of eligibility, or avoid using 1 of their 3 entitled months, when they work or
participate in work activities an average of 20 hours per week (80 per month). These do not have to be consecutive months. For
each month that the person works or participates in work activities at this level, the person “earns” a month of SNAP benefits.
Countable work or work program activities are:
●
Working in paid employment, including self-employment. This includes use of accrued sick or vacation time, if available.
●
Participating in Workforce Investment Act (WIA) services.
●
Participating in Trade Adjustment Act (TAA) services.
●
Participating in SNAP E&T activities. NOTE: SNAP E&T job search and job search training do not count toward the 20 hour
per week/80 hour per month requirement unless the person is co-enrolled in WIA. See 0028.03.03 (Employment
Services/FSET Required Components).
●
Participating in Work Experience. However, instead of averaging 20 hours a week, the required number of hours of
participation is the household's monthly SNAP allotment divided by the HIGHER of:
-
The state minimum wage.
OR
The federal minimum wage.
See MINIMUM WAGE in 0002.41 (Glossary: Medically Necessary...). Also see TEMP Manual TE12.05 (Minimum Wage).
An ABAWD who has used up the initial or subsequent 3 months of SNAP eligibility can “earn” an additional month of benefits by
working or participating in approved work activities for 80 hours in a calendar month. The ABAWD need not be a current SNAP
participant to regain eligibility. (NOTE: SNAP E&T is available only to current participants.) The hours must be completed before
eligibility can be granted. Once the person has worked the required number of hours, eligibility can be granted back to the
beginning of the month or the date of application, whichever is later. Once eligibility is granted, eligibility will continue as long as
you prospectively anticipate that the person will work the required number of hours for the next month. Track work hours per
month. Your Employment Services Provider (ESP) will track hours of participation in work program activities.
A participant who has re-established SNAP eligibility by working or participating in work activities for 80 hours in a month as
COMBINED MANUAL
ABLE-BODIED ADULTS
ISSUE DATE 10/2012
0011.24
described above can qualify for 1 additional 3-month period of eligibility. If the person’s job or work activity ends, or if the hours
are reduced below 80 hours per month, the person qualifies for the additional 3-month period of eligibility. This provision does not
apply if the person voluntarily quit the job without good cause.
The new 3-month period of eligibility starts the 1st day of the 1st month in which SNAP benefits are provided under this 2nd 3month eligibility period. It runs uninterrupted until the 3-month period is completed, regardless of whether the person received
benefits all 3 of those months. This 2nd 3-month period is only available once in any 36-month period.
You must explain these provisions to ABAWDs during the intake and eligibility determination process.
All ABAWDs are mandatory SNAP E&T participants, and must be referred to SNAP E&T when SNAP eligibility is determined or
when the participant’s exemption from ABAWD provisions ends. You must inform the ESP of the participant’s ABAWD status so
that this can be taken into consideration when determining the SNAP E&T services needed.
For information on how to treat income and assets of ineligible able-bodied adults, see 0015.06.03 (Availability of Assets With
Multiple Owners), 0016.39 (Income of Ineligible Able-Bodied Adults).
For information on reporting requirements, see 0007 (Reporting).
.
COMBINED MANUAL
DRUG FELONS
ISSUE DATE 10/2012
0011.27.03
MFIP:
If an applicant or participant admits in writing on the Combined Application Form (CAF)/Minnesota Transition Application Form
(MTAF) that he/she committed a drug felony within 10 years from the date of application or recertification and was subsequently
convicted, or if the county has other reliable documentation of a conviction for a drug felony that was committed within 10 years
from the date of application or recertification , you must vendor pay the unit's shelter and utility costs out of the cash portion of
assistance. See 0024.09 (Protective and Vendor Payments). Issue the balance of the grant to the unit.
People convicted of a drug felony that was committed within 10 years from the date of application or recertification are also
subject to random drug testing as a condition of continued eligibility. The drug test may be conducted by the county agency, or
the county agency may be informed of a test failure by a probation officer or other official entity.
Apply the following policies to an applicant or participant caregiver who fails a drug test:
●
1ST OCCURRENCE
Vendor pay from the cash portion of the grant for shelter and utilities. Reduce the remaining amount of the unit's Transitional
Standard or Shared Household Standard, whichever applies, by 30%. Issue the balance of the grant (cash and/or food
portion) to the unit.
If a participant fails a drug test the 1st time and is under a sanction due to other MFIP program requirements, vendor pay
from the cash portion of the grant for shelter, and at county option, the utilities. Reduce the remaining grant by 30% and
issue the balance to the unit.:
Before imposing the above sanction, the job counselor must attempt to meet face-to-face with the caregiver and explain the
consequences of failing a subsequent drug test and the right to appeal the sanction. If a face-to-face meeting is not
possible, the county must send the adverse action notice and include the information that would have been provided in a
face-to-face meeting.
Continue to apply the sanctions above until the month after the month the person documents that he/she has passed a drug
test.
A caregiver who is sanctioned for failing an initial drug test may cure the 30% sanction by passing a subsequent drug test.
●
2ND OCCURRENCE:
1.
PERMANENTLY disqualify the applicant or participant caregiver from both the cash and food portions of MFIP, and from
MFIP Employment Services (MFIP-ES).
2.
Remove the needs of the caregiver who failed the drug test from both the cash and food portions. Deem to the
assistance unit any income of the disqualified caregiver who is living in the home. Caregivers do not lose eligibility for
Uncle Harry Food Support, or stand-alone SNAP. Review the case for possible health care eligibility for the disqualified
caregiver.
Before disqualifying the caregiver and sending a notice of adverse action, the job counselor must attempt to meet face-to-face
with the caregiver and identify other resources that may be available to the family and inform the caregiver of his/her appeal rights.
If a face-to-face meeting is not possible, counties must provide written information about other local resources that are available to
meet the needs of the family. To accomplish this, counties must send a letter (which includes a list of local/county resources) to
the affected caregiver at the time MAXIS issues the notice of adverse action.
This change will not be programmed in MAXIS. Contact the Transition Supports Systems (TSS) Help Desk for a workaround if
you have a case that fits these criteria.
COMBINED MANUAL
DRUG FELONS
ISSUE DATE 10/2012
0011.27.03
If the convicted person is NOT a part of the assistance unit, DO NOT impose vendor payments, drug testing, or grant reductions.
WB, DWP:
Vendor pay the unit's shelter and utility costs out of the assistance payment if:
●
●
An applicant or participant admits in writing on the CAF or MTAF that he/she committed a drug felony within 10 years from
the date of application or recertification and was subsequently convicted. NOTE: There is no application form for conversion
from MFIP to WB.
OR
The county has other reliable documentation of a conviction for a drug felony that was committed within 10 years from the
date of application or recertification.
Issue the balance of the grant to the unit. See 0024.09 (Protective and Vendor Payments).
People convicted of a drug felony that was committed within 10 years from the date of application or recertification are subject to
random drug testing as a condition of continued eligibility. The drug test may be conducted by the county agency, or the county
agency may be informed of a test failure by a probation officer or other official entity.
Apply the following policies to an applicant or participant caregiver who fails a drug test:
●
1ST OCCURRENCE:
Vendor pay shelter and utilities. Reduce the remaining portion of the grant by 30%. Issue the balance to the unit.
Continue to apply the sanctions above until the month after the month the person documents that he/she has passed a drug
test.
A caregiver who is sanctioned for failing an initial drug test may cure the 30% sanction by passing a subsequent drug test.
●
2ND OCCURRENCE:
1.
PERMANENTLY disqualify the applicant or participant caregiver from WB or DWP. For WB, if the disqualified caregiver
is the only member working the required hours, close the case.
2.
Remove the needs of the caregiver who failed the drug test. Deem to the assistance unit any income of the disqualified
caregiver who is living in the home.
SNAP:
See 0011.27.03.01 (Drug Felons - FS).
GA:
A unit is ineligible if it contains a member who admits in writing on the CAF that he/she is convicted of a drug felony on or after 71-97. This also applies if the county agency has other reliable verified documentation supporting its position about a unit
member's drug conviction.
The ENTIRE unit is ineligible for 5 years from the date the convicted person completes terms of the court-ordered sentence,
UNLESS the convicted member meets 1 of the following conditions:
COMBINED MANUAL
DRUG FELONS
●
●
●
ISSUE DATE 10/2012
0011.27.03
Participates in a drug treatment program.
OR
Has successfully completed a drug treatment program.
OR
Has been assessed by the county as NOT needing a drug treatment program.
If the convicted person meets 1 of the above conditions, the unit may receive benefits. He/she is subject to random drug testing
as a condition of continued eligibility. DHS suggests that county agencies coordinate efforts with local probation or court services
to establish procedures and share costs of random drug testing for these clients.
If the client fails a drug test while receiving assistance, or the county is informed by a probation officer or other official entity that
the client has failed a drug test, the client is ineligible for assistance for 5 years beginning the 1st of the month following the month
of the positive test result for an illegal controlled substance unless he/she again meets 1 of the 3 conditions above. The remaining
unit members may continue to receive benefits.
MSA, GRH:
No provisions.
.
COMBINED MANUAL
ISSUE DATE 10/2012
DWP BASES OF ELIGIBILITY
0013.05
MFIP, WB, SNAP, MSA, GA, GRH:
No provisions.
DWP:
All families have a basis of eligibility for DWP and may apply. DWP defines a family as a minor child or a group of minor children
related to each other as siblings, half-siblings, step-siblings, or adopted siblings, along with their birth, step- or adoptive parent(s)
or other caregiver(s).
Families also include:
●
●
●
A pregnant woman who is not a minor and has no other eligible children and her spouse, if living with her. However, in a 1parent unit once the child is born the unit is not eligible for DWP unless the parent previously used all the months of the child
under 12 months ES exemption. Take a Combined Application - Addendum (DHS-5223C) for the newborn and move the
case to MFIP. If the determination is made more than 30 days after the DWP application date, have the participant complete
a Minnesota Transition Application Form (DHS-5223E) as part of the process. Terminate DWP allowing for proper notice.
OR
A minor caregiver's parent(s) who has no other minor children. See 0014.03.03 (Determining the Cash Assistance Unit).
OR
A minor caregiver and child, if the minor caregiver has a high school diploma or its equivalent.
Except for the families listed below, new applicant families for financial assistance MUST participate in DWP. Family units that
meet the eligibility criteria for DWP are NOT eligible for MFIP. Determine eligibility for MFIP for any applicant unit that meets the
criteria in 1 through 12.
Family units not eligible for DWP include:
1.
Child only cases.
2.
A minor parent without a high school diploma or its equivalent.
3.
A caregiver 18 or 19 years of age without a high school diploma or its equivalent who chooses to have an employment plan
with an education option.
4.
An emancipated pregnant or parenting minor without a high school diploma or its equivalent who chooses to have an
employment plan with an education option.
5.
A family unit with a caregiver who received DWP benefits in Minnesota within 12 months prior to the DWP month of
application.
6.
A family unit with a caregiver who received MFIP benefits in Minnesota within 12 months prior to the DWP month of
application.
7.
A family unit with a caregiver who has received 60 months of TANF assistance including counted months from other states.
8.
A family unit with a caregiver who has been convicted of fraud under MFIP, WB or DWP.
COMBINED MANUAL
DWP BASES OF ELIGIBILITY
ISSUE DATE 10/2012
0013.05
9.
A family unit with a caregiver who is unlikely to benefit from DWP. See 008.06.24 (DWP Conversion or Referral to MFIP).
10.
A 1-parent family unit that includes a child under 12 months unless the parent has already used all of the 12 months lifetime
ES exemption limit.
11.
A 2-parent family unit in which BOTH parents meet 1 of the criteria identified in items 2 through 4.
12.
A 2-parent family unit in which a parent meets 1 of the criteria identified in items 5 through 9.
If a new caregiver who meets 1 of the criteria in items 5 through 9 joins the unit, convert the case to MFIP. See 0008.06.06
(Adding a Person to the Unit - Cash), 0008.06.24 (DWP Conversion or Referral to MFIP).
NOTE:
Unless a unit meets criteria to be converted to MFIP, a unit is ineligible for MFIP any month of the 4-month DWP period.
DWP participants must meet the 30-day residency requirement (or qualify for a hardship exception) before issuing any benefits.
See 0011.06.09 (State Residence - 30-Day Requirement).
Eligibility for DWP is limited to 4 consecutive months in a 12-month period. The 4-month DWP period is a fixed period of time. It
includes the initial month of eligibility (which may be a partial month because the initial month’s benefits are prorated based on the
date of application) plus the following 3 calendar months. The 4-month DWP period is not affected by a break in receipt of
benefits for any reason.
If a participant leaves DWP and reapplies for cash within the consecutive 4-month period, whether in the same county or a
different county, determine eligibility for DWP. If the person reapplies after the DWP consecutive 4-month period but within the
12-month period of ineligibility for DWP, the unit is eligible for MFIP if all MFIP eligibility criteria are met.
MAXIS will track the 4 consecutive months of DWP and will autoclose the case for the 5th month and issue a DAIL message.
For applicants who were on MFIP, the 12-month period begins the month after the MFIP case was closed. See items 6 and 7
above. A 2-parent family is not eligible for DWP if either of the 2 parents has received MFIP or DWP assistance within the above
time periods.
NOTE:
For the purpose of determining if an applicant has been on MFIP in the last 12 months, a suspended or food portion only
MFIP month counts as a month in which the participant received MFIP. For DWP, all 4 months of the 4-month
consecutive period of eligibility count as DWP months, even if no benefits were issued. See 0008.06.06 (Adding a
Person to the Unit – Cash).
Before DWP benefits can be issued to a family, the caregiver(s) must develop and sign an Employment Plan with a job counselor.
In a 2-parent unit, both parents must develop and sign Employment Plans before benefits can be issued. This early engagement
in DWP Employment Services is designed to move participants to work as quickly as possible. See 0028.15 (Employment Plan
(EP)).
People who get DWP may also be eligible for health care. See the Health Care Programs Manual.
COMBINED MANUAL
DWP BASES OF ELIGIBILITY
ISSUE DATE 10/2012
0013.05
DWP units may also be eligible for SNAP without requiring a new application. See 0005.09.06 (When Not to Require Completion
of a CAF), TEMP Manual TE02.08.143 (Food Support When MFIP Is Closed).
.
COMBINED MANUAL
ASSISTANCE UNITS
ISSUE DATE 10/2012
0014
An assistance unit (also referred to as unit) is a person or group of people who live together whose needs, assets, and income
you consider together, and who receive a single benefit from a cash assistance program or SNAP.
Each program has its own rules to determine who is in an assistance unit.
Some people MUST be in the unit. Other people may choose whether or not to be in the unit. See 0014.03 (Determining the
Assistance Unit), 0014.03.03 (Determining the Cash Assistance Unit), 0014.03.06 (Determining the Food Support Unit).
Certain people cannot be in a unit. See 0011 (Technical Eligibility), 0012 (Procedural Eligibility), 0014.06 (Who Must Be Excluded
From Assistance Unit).
Some people may be members of the unit while they temporarily live apart from the rest of the unit. See 0014.09 (Assistance
Units - Temporary Absence).
There may be people not in the unit whose income and assets you must consider when determining eligibility and benefits. See
0015.48 (Whose Assets to Consider), 0016 (Income From People Not in the Unit).
.
COMBINED MANUAL
DETERMINING THE ASSISTANCE UNIT
ISSUE DATE 10/2012
0014.03
All units consist of people who live together. Groups of people who live together may constitute 1 unit or more than 1 unit for each
program. Apply the rules below to determine the units.
Also see 0014.06 (Who Must Be Excluded From Assistance Unit) for people who must be excluded from the unit because they are
not eligible or are disqualified due to non-cooperation with a program procedure.
People may remain part of a unit while physically absent under certain conditions. See 0014.09 (Assistance Units - Temporary
Absence).
To determine who to include in an MFIP, WB, DWP, MSA, GA, or GRH unit, see 0014.03.03 (Determining the Cash Assistance
Unit).
To determine which children to exclude from the MFIP cash portion, see 0014.06.03 (Family Cap).
To determine who to include in a SNAP unit, see 0014.03.06 (Determining the Food Support Unit).
.
COMBINED MANUAL
ISSUE DATE 10/2012
OPTING OUT OF MFIP CASH PORTION
0014.03.03.03
MFIP:
MFIP units may choose to "opt out" of the cash portion of the MFIP grant. The unit will continue to be eligible for the food portion
of MFIP, as well as other program benefits, including employment support services and child care.
Count the months a unit chooses to opt out of the cash portion of MFIP toward the required months of participation needed for
Transition Year Child Care.
Do not count any month a unit chooses not to receive the MFIP cash portion toward the 60-month lifetime limit. Units otherwise
exempt from the 60-month limit will receive no additional advantage in choosing only the food portion of MFIP. When a unit
chooses to begin receiving the cash portion of the grant again, each month of the cash portion will count toward the 60-month
limit, unless another exemption is met. See 0011.30 (60-Month Lifetime Limit).
Assistance units that are required to have all or part of the cash portion vendor paid cannot choose to opt out of the MFIP cash
portion. It includes units subject to mandatory vendoring due to 2nd through 6th occurrence of Employment Services and child
support sanctions. See 0028.30 (Sanctions for Failure to Comply - Cash), 0028.30.03 (Pre 60-Month Type/Length of ES
Sanctions). Also see 0024.09 (Protective and Vendor Payments).
When a mandatory vendor payment period ends, the unit can choose to opt out of the MFIP cash portion. A unit on voluntary
vendor payments must choose whether it wants to continue voluntary vendor payments or to opt out of the MFIP cash portion but
cannot choose to do both.
Units must choose to opt out of the cash portion by the 22nd of the month prior to the month the change is to take place. There
are no EXCEPTIONS. A unit MAY NOT return a warrant or money in the amount of the benefit issued and choose at that time to
opt out of the MFIP cash portion for the payment month.
Units that have opted out of the MFIP cash portion may, at a later date, choose to receive both the cash and food portions of the
MFIP grant. The unit must notify the county agency that it wants to make the change, by the 22nd of the month prior to the month
the change is to take place. There are EXCEPTIONS to the deadline for choosing to opt back into the cash portion after the 22nd
of the month:
●
When a significant change occurs and the unit reports it timely, the unit may choose to begin to receive the cash portion in the
month of a significant change and the months thereafter.
●
When there is a change in assistance unit composition, the unit may choose to receive the cash portion the month a person is
added or removed from the unit and the months thereafter.
There is no restriction on the number of times a unit can choose to opt out of the cash portion and start it again.
Monthly reporting income notices mailed to units who choose to opt out of cash portion will include the following language: "You
told us you do not want the cash part of MFIP. Your cash benefit would have been $____. If you change your mind for the next
month, tell your worker by the 22nd of the month."
Notices sent at recertification or income review to units who have not chosen to opt out of the cash portion will say: "You can
choose not to get the cash part of MFIP. Your 60-month clock will stop if you don’t get cash. Tell your worker if you want to make
this change."
Also see TEMP Manual TE13.033 (Opting Out of MFIP Cash Portion) for MAXIS procedures.
WB, DWP, SNAP, MSA, GA, GRH:
No provisions.
.
COMBINED MANUAL
DETERMINING THE FOOD SUPPORT UNIT
ISSUE DATE 10/2012
0014.03.06
Also see 0014.06 (Who Must Be Excluded From Assistance Unit) for people who must be excluded from the unit because they are
not eligible or due to disqualification due to non-cooperation with a program procedure.
MFIP:
See 0014.03.03 (Determining the Cash Assistance Unit), 0022.24 (Uncle Harry Food Support Benefits), TEMP Manual
TE02.08.143 (Food Support When MFIP is Closed).
WB, DWP, MSA, GA, GRH:
No provisions.
SNAP:
With the EXCEPTIONS noted below, the following rules determine SNAP units:
●
A person living alone.
●
A person living with others, but who customarily buys and prepares food separately.
●
People who live together and who customarily buy and prepare food together.
Consider the following people to customarily buy and prepare food together, even if they do not do so.
●
Spouses who live together must always be in the same unit.
●
Children and stepchildren who live with their parent(s) and are under age 22 must be in the same SNAP unit as their
parent(s), regardless of whether they also live with their spouse and/or children or purchase and prepare food separately.
●
Children under the age of 18 who are under the parental control of a unit member must be in the unit with that member.
●
Foster children and adults who live with their foster parent(s) may be excluded from the unit, but if they apply for SNAP they
must be in the same unit as their foster parent(s).
●
Children who receive Relative Custody Assistance grants and who live with their relative custodian(s) may be excluded from
the unit, but if they apply for SNAP they must be in the same unit as their relative custodian(s).
NOTE:
Any person, other than a person noted in the 5 bullets above, who is too disabled to buy and prepare his/her food
separately from those with whom he/she lives, may be certified as a separate unit. Consider the person to be an
individual living with others, but who customarily buys and prepares food separately.
EXCEPTIONS:
●
Exclude all people listed in 0014.06 (Who Must Be Excluded From Assistance Unit).
●
People who are 60 or older and permanently disabled and their spouses who live with them may be certified separately from
COMBINED MANUAL
DETERMINING THE FOOD SUPPORT UNIT
ISSUE DATE 10/2012
0014.03.06
others with whom they live, if they are unable to buy and prepare food separately from the others and if the gross income of
the others is not greater than 165% of the federal poverty guidelines. See 0012.15 (Incapacity and Disability Determinations),
0019.09 (GIT for Separate Elderly Disabled Units).
●
A boarder who pays reasonable compensation to a member of a unit for meals. Reasonable compensation is the amount of
the Thrifty Food Plan (TFP) for more than 2 meals a day, or 2/3 of the TFP for 2 or fewer meals. See 0022.12.01 (How to
Calculate Benefit Level - FS/MSA/GRH). If possible, count only the amount the boarder pays for food. Do not certify a
boarder as a separate unit. Do not consider as a boarder any parent, child, spouse, or any child under 18 who is under the
parental control of a unit member.
●
A roomer who compensates a household for lodging, but does not receive meals, may participate as a separate unit.
●
Foster children and adults (including siblings) under the foster care of a unit member may be excluded from the unit.
●
Children receiving Relative Custody Assistance grants may be excluded from the unit.
●
Each woman, or woman with children, living in a battered women's shelter is an individual unit regardless of how food is
purchased and meals are prepared.
●
Residents of institutions as listed in the SNAP EXCEPTIONS in 0011.12 (Institutional Residence) are certified as 1-person
units or grouped together according to relationship policies.
●
A personal care live-in attendant who resides with a unit to provide medical, housekeeping, child care or similar personal
services may be certified separately even if the attendant purchases and prepares food with the people for whom the
attendant cares. The attendant cannot be a child or spouse of the people needing the care.
COMBINED MANUAL
ISSUE DATE 10/2012
WHO MUST BE EXCLUDED FROM ASSISTANCE UNIT
0014.06
See 0014.09 (Assistance Units - Temporary Absence) for a list of people who remain part of the unit while they are temporarily
absent.
Some people must be excluded from the assistance unit because they are not eligible. See the program provisions below and
any cross-referenced sections.
Some people are disqualified due to non-cooperation with a program procedure. See DISQUALIFIED PERSON in 0002.17
(Glossary: Displaced Homemaker...). Exclude people who are disqualified from a program from any assistance units for that
program until the period of disqualification ends. Apply the disqualification either for a specified period of time or until the client
complies with program requirements.
Non-citizens may or may not be eligible to be in the unit. See 0011.03 (Citizenship and Immigration Status).
A mandatory unit member who is disqualified cannot receive benefits, but the person's income must be deemed to the unit. See
0016 (Income From People Not in the Unit).
MFIP, WB, DWP:
Exclude the following people from all units:
●
SSI or MSA participants.
●
Children living with the unit and receiving local, state, or federal foster care or on-going monthly adoption assistance
payments.
●
Children covered under the Interstate Compact on the Placement of Children (ICPC). See INTERSTATE COMPACT ON THE
PLACEMENT OF CHILDREN in 0002.33 (Glossary: Independent...)
Also exclude the following people who are disqualified until the period of disqualification ends:
●
People who fail to provide an SSN. See 0012.03 (Providing/Applying for an SSN).
●
Parole violators. See 0011.27.06 (Parole Violators).
●
Fleeing felons. See 0011.27.09 (Fleeing Felons).
●
People convicted of fraud. See 0025.24 (Fraudulently Obtaining Public Assistance).
●
People convicted of making a fraudulent statement regarding residence in order to receive duplicate assistance from 2 or
more states. See 0011.27.12 (Residency Fraud Conviction).
●
For MFIP only: people who do not cooperate with Quality Control. See 0003.06 (Client Responsibilities - Quality Control).
These people are ineligible for the food portion of MFIP only. WB and DWP do not have a food portion.
See 0008.06.06 (Adding a Person to the Unit - Cash) to add a previously disqualified or ineligible unit member.
For information on shared households, see 0020.09 (MFIP/DWP Assistance Standards).
COMBINED MANUAL
ISSUE DATE 10/2012
WHO MUST BE EXCLUDED FROM ASSISTANCE UNIT
SNAP:
In addition, exclude the following people from any SNAP unit:
●
Ineligible strikers. See 0011.15 (Strikers).
●
Ineligible students. See 0011.18 (Students).
●
Non-exempt able-bodied adults who have used up their time-limited eligibility. See 0011.24 (Able-Bodied Adults).
●
People whose citizenship is questionable, pending verification. See 0010 (Verification).
●
Parole violators. See 0011.27.06 (Parole Violators).
●
Fleeing felons. 0011.27.09 (Fleeing Felons).
●
People convicted of residency fraud. See 0011.27.12 (Residency Fraud Conviction).
●
People convicted of a drug felony who fail random drug testing. See 0011.27.03.01 (Drug Felons - FS).
MSA:
No provisions.
GA:
In addition, exclude from all GA units:
●
People eligible for or receiving non-IV-E foster care, IV-E foster care, MFIP, RCA, or adoption assistance.
●
People under sanction from MFIP, SSI, or GA for non-compliance with a program requirement.
●
People receiving SSI or MSA.
●
Parents of adult applicants with whom the applicant resides.
●
Drug felons. See 0011.27.03 (Drug Felons).
●
Parole violators. See 0011.27.06 (Parole Violators).
●
Fleeing felons. 0011.27.09 (Fleeing Felons).
0014.06
COMBINED MANUAL
WHO MUST BE EXCLUDED FROM ASSISTANCE UNIT
●
People convicted of residency fraud. See 0011.27.12 (Residency Fraud Conviction).
GRH:
Each participant is an assistance unit; there are no other members in the unit.
ISSUE DATE 10/2012
0014.06
.
COMBINED MANUAL
ASSISTANCE UNITS - TEMPORARY ABSENCE
ISSUE DATE 10/2012
0014.09
MFIP, DWP:
People may remain in a unit while physically absent under certain conditions. They first must meet ALL the following conditions:
●
They must live with the unit immediately before the absence.
●
They must intend to return to the home, and the unit must maintain the home for them.
●
If the absent person is a child, the caregiver must be the person who will be responsible for the child's support and care when
the child returns to the home.
In addition, temporarily absent people must meet 1 of these conditions:
●
The absence of a participant child in non-IV-E foster care placement is not expected to last more than 6 months past the
month of departure.
●
The absence of a caregiver or minor child due to illness or hospitalization is expected to last no more than 6 months past the
month of departure. If the absent person is an applicant rather than a participant, 1 of the following conditions must apply:
-
The minor child and caregiver lived together immediately before the absence, the caregiver is responsible for the care
and support of the child, and the unit reports the absence at application.
OR
The pregnant mother is hospitalized or out of the home due to the pregnancy
OR
The newborn child and mother are hospitalized at the time of birth.
●
The absence of a run-away participant child is allowed for no more than 2 months after the month of departure and only if no
other person has made application for the child.
●
The absence of an incarcerated participant child can be allowed for no more than 2 months past the month of departure.
●
A participant caregiver is out of the home due to death or illness of a relative, incarceration, training, or employment search,
expected to last no more than 2 months past the month of departure, and suitable arrangements have been made for care of
the minor child.
●
A participant caregiver and participant child are absent together from Minnesota due to illness or death of a relative, training,
or job search. The absence is not expected to last more than 1 month past the month of departure.
When an absence ends on or before the 10th day of a month, eligibility also exists in the following month.
Temporary absence may also exist when:
●
The absence of an applicant child or participant child who attends school away from home is due to educational needs that the
local school district cannot meet. The local school district must approve the arrangement.
●
The absence of a participant child on a vacation (not with the caregiver or the non-custodial parent) is expected to last no
COMBINED MANUAL
ISSUE DATE 10/2012
ASSISTANCE UNITS - TEMPORARY ABSENCE
0014.09
more than 2 months past the month of departure.
●
A participant minor child is out of the home for a visit or vacation with the non-custodial parent, the minor child's home remains
with the caregiver, and the absence is expected to last no more than 2 months beyond the month of departure.
WB:
Follow MFIP, EXCEPT the caregiver(s) must be employed the required number of hours. See 0013.04 (WB Bases of Eligibility).
SNAP:
See 0014.12 (Units for People With Multiple Residences).
MSA:
A participant absent from his or her own home due to hospitalization for illness can continue to receive the normal benefit
allotment if the participant meets ALL the following conditions:
●
The participant or spouse owns or rents the home from which the participant is absent.
●
A physician certifies the absence is not expected to continue more than 3 months.
●
A physician certifies the participant will be able to return to independent living.
●
The participant incurs expenses tied to maintaining the home.
A person who receives continued community level SSI benefits during temporary hospitalization of up to 3 months meets the
above temporary absence provisions.
GA:
No provisions.
GRH:
Continue payment for group residential housing for a resident who is temporarily absent up to 18 days per absence if county
social services staff approved the absence. Payments under this provision must not exceed 60 days per resident per calendar
year. You do not need prior social services approval for temporary absence due to crisis, illness, or injury.
COMBINED MANUAL
ISSUE DATE 10/2012
UNITS FOR PEOPLE WITH MULTIPLE RESIDENCES
0014.12
Although a person may have 2 or more residences during the same month, a person can be in only 1 assistance unit. See 0007
(Reporting) for people who move during a month. Follow the procedures below for people who maintain multiple residences
throughout a month.
MFIP, WB, DWP:
If a child lives with both separated or divorced parents during the same month, consider the child to be in the unit where the child
spends the most time. If the time is equal, or parents alternate living in the child's home, consider the child to be in the unit which
applied first.
When a child alternates between parents at least 1 calendar month at a time, consider the child to be in the unit where the child
lived on the 1st day of the month. Terminate the case when the child is absent.
When a minor child's home is with 1 parent for the majority of time in each month for at least 9 consecutive calendar months, and
that minor child visits or vacations with the other parent, the minor child's home remains with the 1st parent even when the stay
with the 2nd parent is for all or the majority of the months in the period of the temporary absence. See 0014.09 (Assistance Units
- Temporary Absence).
SNAP:
If a person has more than 1 residence, determine which residence has the unit which should include the person. Follow the order
below to determine which unit that is. Stop at the 1st circumstance that applies; do not consider the remaining situations.
FOR ADULTS:
1.
The residence where their spouse lives.
2.
The residence which is the only one where they incur shelter costs.
3.
The residence where they eat a majority of meals.
4.
The residence where they spend a majority of time.
5.
The residence which is the only one where another person would be part of the same unit (sibling, parent).
6.
The residence they choose.
FOR MINOR CHILDREN:
1.
The residence where they eat the majority of meals.
2.
The residence where they spend a majority of time.
3.
The residence providing a majority of financial support.
4.
The residence providing a majority of physical and emotional care.
COMBINED MANUAL
UNITS FOR PEOPLE WITH MULTIPLE RESIDENCES
5.
The residence applying for the child first.
MSA, GRH:
No provisions.
GA:
Follow general provisions.
ISSUE DATE 10/2012
0014.12
COMBINED MANUAL
ISSUE DATE 10/2012
EXCLUDED ASSETS - HOUSEHOLD/PERSONAL GOODS
MFIP, WB, DWP, SNAP, MSA, GA, GRH:
Exclude such items as pets, furniture, clothing, jewelry, appliances, and other tools and equipment used in the home.
0015.15
.
COMBINED MANUAL
ISSUE DATE 10/2012
CHILD AND SPOUSAL SUPPORT INCOME
0017.15.03
Also see 0012.21.03 (Support From Non-Custodial Parents).
MFIP:
Count current child support payments and arrears the unit gets as unearned income for the child. Count current spousal support
payments and arrears the unit gets as unearned income for the caregiver. This applies whether the unit gets it directly or the child
support enforcement (CSE) agency disburses it to the caregiver. Consider child and spousal support disbursed to the caregiver
on the “issuance date” listed on the DAIL/CSES message. If a participant disputes the receipt date at the end of a month, budget
it the next month.
Child and spousal support is budgeted prospectively in the prospectively budgeted months and is budgeted retrospectively
thereafter, unless it is no longer received. See NON-RECURRING INCOME in 0002.45 (Glossary: Netherlands' Act...).
Do not count child support the unit receives for a child no longer on assistance in that household. If the child is on another MFIP
case and the child support is forwarded to that child, count the support as income to the child on that case.
Do not count medical or child care support which the unit receives as reimbursement for expenses already incurred.
Exclude child support that the CSE agency collects for a child who gets SSI or any other child not included in the MFIP case for
another reason.
When a minor caregiver lives with an adult custodial parent, count the minor caregiver’s portion of the child support as the minor
caregiver’s income.
When a minor caregiver does not live with an adult custodial parent, count the minor caregiver’s portion of the child support as the
minor caregiver’s income ONLY if the income is forwarded to the minor caregiver or to the adult with whom the minor caregiver
lives. If the child support is not forwarded, do not count it against the minor caregiver’s case nor count it against the MFIP grant of
the parent who received the child support payment.
If a Mille Lacs Band of Ojibwe Tribal TANF program family transfers to your county and continues to receive MFIP, exclude up to
$400 per month per family from any child support income the family has, for the 1st 2 months of residence in your county. See
0029.06.24.03 (Tribal TANF-Mille Lacs Band of Ojibwe).
See TEMP Manual TE02.08.150 (Child and Spousal Support Disbursements) for instructions on monthly DAIL/CSES messages
generated to inform workers of child and spousal disbursements issued to active, pending, and reinstated cases.
WB:
Follow MFIP, EXCEPT budget child support prospectively through the 6-month certification period.
DWP:
Follow MFIP. After the initial DWP determination, exclude any unanticipated income the unit may receive.
SNAP:
Count all current and arrears child support received by the unit in the current month as unearned income. Treat child support
payments received by an MFIP caregiver on behalf of a child who is receiving food benefits only (for example, a child receiving
SSI) as income to the child.
When a child is not living with the parent, count all support received by that parent as unearned income to the parent if the support
is not forwarded or used for the care and maintenance of the child. Count child support arrears in the same way if received
regularly. Count 1-time child support arrear payments as a lump sum, see 0015.60 (Evaluation of Lump Sums), 0017.15.30
(Lump Sum Income).
Do not count, as earned or unearned income, child support payments refunded to the non-custodial parent.
COMBINED MANUAL
CHILD AND SPOUSAL SUPPORT INCOME
ISSUE DATE 10/2012
0017.15.03
MSA:
Child support is income to the child. Exclude 1/3 of child support payments an eligible child receives from a non-custodial parent.
GA:
Count child and spousal support received directly by the unit as unearned income.
GRH:
For blind children who may be eligible for GRH, follow MSA.
Count spousal support received by the client as unearned income.
COMBINED MANUAL
HOUSING SUBSIDY
ISSUE DATE 10/2012
0017.15.99
MFIP:
Count up to $50 of the value of public housing, Housing and Urban Development (HUD) project-based properties, and Section 8
rental subsidies provided through HUD, as unearned income toward the cash portion of the MFIP grant. Count the full amount of
the subsidy if it is less than $50.
Other types of housing that DO NOT count as income include: Bridges, Shelter Plus Care, HOPWA, Mainstream Vouchers,
Section 236, DHS Metro Project to End Long-Term Homelessness assistance, or tax credits.
EXEMPTIONS:
The policy does not apply to an assistance unit which includes a participant who is:
●
●
●
●
Age 60 or older.
OR
A caregiver who is suffering from an illness, injury, or incapacity that has been certified by a qualified professional when the
illness, injury, or incapacity is expected to continue for more than 30 days and the condition severely limits the person’s ability
to obtain or maintain suitable employment.
NOTE: Severely limits the person’s ability to obtain or maintain suitable employment means that a qualified professional has
determined that the person’s condition prevents the person from working 20 hours or more per week.
OR
A caregiver whose presence in the home is required due to the illness or incapacity of another member in the assistance unit,
a relative in the household, or a foster child in the household when the illness/incapacity and the need for the participant’s
presence in the home has been certified by a qualified professional and is expected to continue for more than 30 days. This
includes participants who have family members in the home who meet the Special Medical Criteria or receive waivered
services.
OR
A caregiver who is an SSI recipient. NOTE: Do NOT apply this exemption to families with a child on SSI.
Apply the following procedures for someone who lives in public housing, a HUD project-based property, or a Section 8 rental
property:
●
Deny applications received on or after July 1, 2003, when applicants do not provide verification of the amount of the subsidy.
●
Close cases of participants who fail to provide verification of the rent subsidy amount:
-
At the time of the Recertification.
OR
When there is a change in the amount of the subsidy.
OR
When the participant moves to a property that provides a subsidy to the MFIP unit.
For MAXIS procedures or information on how to properly complete the STAT/SHEL panel, see TEMP Manual TE02.08.159
(Housing Subsidy).
WB, DWP, SNAP, MSA, GA, GRH
No provisions.
.
COMBINED MANUAL
ISSUE DATE 10/2012
SHELTER DEDUCTIONS
0018.15
MFIP, WB, MSA, GA, GRH:
No provisions.
DWP:
Use family maintenance needs, see 0002.23 (Glossary: Fair Hearing...), along with personal needs allowances, see 0002.49
(Glossary: Permanent...) and countable income to determine the DWP grant. For more information on how to calculate a benefit
level for MFIP/DWP/GA, see 0022.12 (How to Calc. Benefit Level - MFIP/WB/DWP/GA).
SNAP:
Shelter Deductions consist of housing and utility costs. For utility costs, see 0018.15.09 (Utility Deductions).
Some examples of housing costs are:
●
Rent, including mobile home lot rent.
●
Rent on a garage if the garage rental is a condition of renting the apartment.
●
Condominium fees and association fees that are required to own a home.
●
Mortgage, 2nd mortgage, or contract-for-deed payments. See MORTGAGE in 0002.43 (Glossary: Money...).
●
Vehicle payment and insurance if the unit lives in the vehicle.
●
Room portion of charges for group residential housing or a battered women's shelter.
●
Property taxes, and state and local assessments.
●
Homeowners' insurance.
●
Costs not reimbursed for repair of a home damaged or destroyed by a natural disaster.
Do NOT deduct costs for:
●
Deposits on rental properties or utilities.
●
Separate insurance for personal belongings.
●
Foundation, skirting, or tie-downs for mobile homes.
●
Garage rent if the garage rental is not a condition of renting the apartment.
COMBINED MANUAL
ISSUE DATE 10/2012
SHELTER DEDUCTIONS
0018.15
●
Home improvements other than weatherization.
●
Down payments and closing costs.
●
Maintenance escrow fees used to maintain and distribute the payment for taxes and insurance.
●
Escrow expenses for non-allowable shelter deductions such as insurance for furniture, liability insurance, life insurance, and
additional living costs.
Deduct housing costs only if the unit must pay someone outside the unit for the expense. EXCEPT for certain situations listed
below, do not deduct expenses paid by a 3rd party who does not live in the household or who lives in the household but is not
required to be in the unit. See 0014.03.06 (Determining the Food Support Unit). For Uncle Harry cases, see 0022.24 (Uncle
Harry Food Support Benefits).
You may allow a deduction for households which contain people who are required to be in the unit but who are disqualified or do
not meet technical or procedural eligibility requirements:
●
For units which contain ineligible non-citizens, non-applicants, unit members disqualified for non-compliance with Social
Security enumeration requirements, or ineligible able-bodied adults who are responsible for housing costs:
1.
Prorate housing costs billed to or paid by the ineligible person or disqualified unit member among household members.
2.
Disregard the prorated share of the costs for the ineligible person(s) or disqualified unit member(s). Allow the remainder
of the costs as a housing cost for the unit.
The utility costs are not prorated. See 0018.15.09 (Utility Deductions).
●
For units which contain an ineligible student:
-
When an ineligible student pays all of the expense, the unit is not entitled to a housing or utility deduction.
-
When a unit shares housing costs, deduct ONLY the amount actually paid or contributed by the unit. If you cannot
differentiate the payments or contributions:
1.
Prorate the housing expense evenly among the people actually paying or contributing to the expense. MAXIS will
disregard the ineligible student's share of the costs.
2.
Allow the remainder of the costs as a housing expense.
The utility costs are not prorated. See 0018.15.09 (Utility Deductions).
●
For units which contain an ineligible unit member disqualified for intentional program violation or non-compliance with work
requirements, allow the entire unit's applicable deduction amount, including the disqualified unit member.
For units without disabled or elderly members, deduct verified housing costs and the appropriate utility standard that exceeds 50%
of the unit's income after deductions. The maximum monthly shelter deduction is $469.
COMBINED MANUAL
SHELTER DEDUCTIONS
ISSUE DATE 10/2012
0018.15
There is no maximum shelter deduction for units with a disabled member whose disability is verified or units with a member age
60 or older. Deduct the full cost of shelter over 50% of the unit's income after deductions.
Allow verified housing costs in the month billed, or if not billed, when they 1st become payable.
Units on a monthly rent structure, who pay their housing costs in advance, are allowed a shelter deduction for the period the
payment is intended to cover.
.
COMBINED MANUAL
ISSUE DATE 10/2012
UTILITY DEDUCTIONS
0018.15.09
MFIP, WB, MSA, GA, GRH:
No provisions.
DWP:
Allow actual verified utility expenses and the flat rate of $35 for telephone service, if applicable, in determining the amount of the
grant. See 0022.12 (How to Calc. Benefit Level - MFIP/WB/DWP/GA).
SNAP:
The utility costs a unit is responsible for are part of the shelter deduction. All SNAP units that incur utility costs are allowed 1 or
more of the mandatory standard utility allowances. Allow the applicable standard utility allowance.
Never prorate a Utility Allowance.
ALLOW THE SINGLE UTILITY STANDARD OF $450 ONLY FOR UNITS:
●
That incur expenses for heating and/or cooling.
●
That incur only an excess heating or cooling expense.
●
That are a separate SNAP unit who shares heating/cooling expenses (no proration).
●
That are on the Low Income Home Energy Assistance Program (LIHEAP), regardless of whether they incur expenses for
heating and/or cooling.
●
With an ineligible person (no proration).
The single utility standard includes heating, cooling, electricity, water, sewer, garbage, and phone.
FOR UNITS BILLED FOR NEITHER HEATING NOR COOLING:
●
Allow the electric standard of $138 per month for units billed for electricity.
●
Allow the phone standard of $37 per month for units billed for phone service. Do not allow actual phone expenses.
NOTE: The phone standard can be allowed for cell phone expenses when the unit is billed monthly or buys a pre-paid card
with a certain dollar value or number of minutes, AND the cell phone is their only phone.
●
If the unit incurs both electric and phone costs, both deductions may be used.
Do not allow a deduction when expenses are reimbursed by a source outside the unit, EXCEPT do allow a deduction for
expenses reimbursed by the Low Income Home Energy Assistance Program or payments vendored from the client's funds.
A unit incurs a heating expense ONLY if it must pay for the actual fuel used for its primary source of heat. A unit incurs a cooling
expense ONLY if it must pay electrical costs for operating an air conditioning system or room air conditioner and there is a
reasonable expectation the unit will use air conditioning.
Households that receive HUD utility reimbursements and Farmers Home Administration (FMHA) Rental Assistance Program utility
COMBINED MANUAL
UTILITY DEDUCTIONS
ISSUE DATE 10/2012
0018.15.09
reimbursements may not claim the standard utility deduction unless they incur or are expected to incur heating or cooling costs
exceeding the excluded HUD utility reimbursement amount in any month of the certification period. See 0017.15.81 (Utility
Payments).
COMBINED MANUAL
ISSUE DATE 10/2012
EARNED INCOME DISREGARDS
0018.18
Earned income disregards are an employment incentive. Subtract earned income disregards only from the monthly earned
income of a client. See 0017.12.06 (Earned Income), 0017.15.33 (Self-Employment Income). Do not reduce earned income to
less than $0 or use earned income disregards to reduce unearned income.
Also see 0018.06 (Work Expense Deductions).
People may lose the earned income disregard when computing overpayments for failure to report a change timely. See 0025.03
(Determining Incorrect Payment Amounts).
MFIP, DWP:
Disregard 18% of the unit’s gross earned income when determining income to use for the initial income test.
EXCEPTION FOR MFIP ONLY: If anyone in the unit was a Minnesota participant of MFIP in any 1 of the previous 4 months,
disregard 40% of the unit's gross earned income for the initial income test.
When determining net income for computing monthly benefits, disregard 40% of the unit's gross earned income. As an additional
work incentive, MFIP allows a higher assistance standard for employed MFIP clients. See 0020.09 (MFIP/DWP Assistance
Standards).
There is NO TIME LIMIT to the earned income disregard. Apply it every month the unit has earned income.
WB:
Disregard 40% of the unit's gross earned income before determining if the household’s net income is below 200% of the FPG.
See 0016.18.01 (200 Percent of Federal Poverty Guidelines).
There is NO TIME LIMIT to the earned income disregard. Apply it every month the unit has earned income.
SNAP:
Allow 20% of the unit's gross earned income as a work expense deduction. If you already applied the deduction to work study or
fellowship income when calculating student financial aid, do not include the work study or fellowship income in earned income
when applying this deduction. See 0017.15.36.06 (Identifying Title IV or Federal Student Aid), 0017.15.36.09 (Student Financial
Aid Deductions).
If after applying the farm loss offset, the unit passes the GIT and income remains, allow a 20% deduction of the gross earned
income from that amount prior to applying other deductions. See 0017.15.33.18 (Self-Employment Loss Offset).
People may lose the work expense deduction when computing overpayments for failure to report a required change timely. See
0025.03 (Determining Incorrect Payment Amounts).
MSA:
For SSI recipients, no county action is required.
For non-SSI recipients due to excess income:
●
Disregard the 1st $65 plus half the remaining earned income. If both spouses are clients, disregard $65 and half the
combined earned income for the couple.
●
Allow the Student Earned Income Disregard from earned income when a client meets ALL 3 of the following conditions:
-
Is under age 22.
COMBINED MANUAL
ISSUE DATE 10/2012
EARNED INCOME DISREGARDS
0018.18
-
Is certified as blind or disabled by the Social Security Administration or the State Medical Review Team.
-
Is expecting to attend school at least 1 month in the next calendar quarter, or did attend school at least 1 month of the
current calendar quarter.
Limit the Student Earned Income Disregard to a maximum of $1,700 a month and $6,840 in a calendar year. Apply it only to the
client's income.
Do not reduce earned income to less than $0 or use earned income disregards to reduce unearned income.
GA:
Disregard the 1st $50 of earned income for each person who has earned income.
In addition, if the client has a discharge plan approved by the county, disregard up to $500 per month for up to a maximum
accumulated amount of $2,000 from earned income of people residing in:
●
●
Intensive Rehabilitative Treatment (IRT) Centers for the mentally ill.
OR
Group residential housing (GRH). See 0002.29 (Glossary: Gross RSDI...) for the definition of Group Residential Housing.
The money must be kept in a separate account for use after discharge, and discharge and work must be part of the treatment
plan. Consider any money withdrawn from this excluded account before the client is discharged to be income to the client in the
month of receipt.
GRH:
For SSI recipients, the earned income disregards are already applied by the Social Security Administration.
For non-SSI recipients who are aged, blind, or disabled:
●
Disregard the 1st $65 plus half the remaining earned income.
●
Allow the Student Earned Income Disregard from earned income when a client meets ALL 3 of the following conditions:
-
Is under age 22.
-
Is certified as blind or disabled by the Social Security Administration or the State Medical Review Team.
-
Is expecting to attend school at least 1 month in the next calendar quarter, or did attend school at least 1 month of the
current calendar quarter.
Limit the disregard to a maximum of $1,700 a month and $6,840 in a calendar year. Apply it only to the client's income.
Do not reduce earned income to less than $0 or use earned income disregards to reduce unearned income.
For all other adults, follow GA.
COMBINED MANUAL
ISSUE DATE 10/2012
STANDARD DISREGARD
0018.21
MFIP, WB, DWP, GA, GRH:
No provisions.
SNAP:
Apply a standard deduction that is 8.31% of the maximum monthly net adjusted income to the total earned or unearned income of
each unit based on its size. The standard deduction should not be less than the current standard for a unit size of 1 and no more
than the standard for a unit size of 6.
UNIT SIZE
1
2
3
4
5
6 or more people
AMOUNT
$149
$149
$149
$160
$187
$214
As of October 1, 2010 the standard deduction is indexed to inflation.
MSA:
Apply a standard disregard of $20 to a client's earned or unearned income. If a client has both types of income, apply the
disregard to unearned income first, any remainder to earned income.
When both spouses are clients who live together, apply the disregard only once to their combined income.
.
COMBINED MANUAL
ISSUE DATE 10/2012
GROSS INCOME LIMITS
0019.06
MFIP, WB, DWP, GA, GRH:
No provisions.
SNAP:
To determine SNAP categorical eligibility/ineligibility, see 0013.06 (FS Categorical Eligibility/Ineligibility).
For information about the Gross Income Test for elderly/disabled units, see 0019 (Gross Income Test).
If the elderly/disabled units income is above 165% FPG see 0020.12 (Food Support Assistance Standards).
Use the gross income limits below for non-categorical eligible SNAP units and when determining the income amount for sponsors
and their household size. See 0016.21.03 (Income Of Sponsors Of Immigrants With I-864).
UNIT SIZE
1
2
3
4
5
6
7
8
Each add'l
member
INCOME LIMIT
$1,211
$1,640
$2,069
$2,498
$2,927
$3,356
$3,785
$4,214
$429
Use the gross income limits below for categorical eligible SNAP units.
UNIT SIZE
1
2
3
4
5
6
7
8
Each add'l
member
INCOME LIMITS (165% of FPG)
$1,536
$2,081
$2,625
$3,170
$3,714
$4,259
$4,803
$5,348
$545
MSA:
The gross income limit is 300% of the SSI Federal Benefit Rate (FBR) for an individual. See 0029.06.03 (Supplemental Security
Income Program) for the current rate.
If a married couple lives together and both partners apply and have a basis of eligibility, use their combined gross income. Their
combined gross income must not exceed 600% of the SSI FBR for an individual.
.
COMBINED MANUAL
ISSUE DATE 10/2012
GIT FOR SEPARATE ELDERLY DISABLED UNITS
0019.09
MFIP, WB, DWP, MSA, GA, GRH:
No provisions.
SNAP:
Disabled people who are 60 or older, and are unable to buy and prepare food separately, have the option of certification with the
unit they would ordinarily be in, or forming a separate unit with their spouse. To be certified separately, the gross income of
people remaining in the non-elderly/disabled unit cannot exceed these limits:
PEOPLE REMAINING IN THE UNIT
1
2
3
4
5
6
7
8
Each add'l member
INCOME LIMITS (165% of FPG)
$1,536
$2,081
$2,625
$3,170
$3,714
$4,259
$4,803
$5,348
$545
Also see 0012.15 (Incapacity and Disability Determinations), 0014 (Assistance Units).
For gross income test (GIT) limits for categorical eligible units and non-categorical eligible units, see 0019.06 (Gross Income
Limits).
To determine whether a unit is categorically eligible, see 0013.06 (FS Categorical Eligibility/Ineligibility).
.
COMBINED MANUAL
ISSUE DATE 10/2012
MFIP/DWP ASSISTANCE STANDARDS
0020.09
MFIP:
FAMILY WAGE LEVEL
# Eligible People
1
2
3
4
5
6
7
8
9
10
Each add'l person
------------------------------TRANSITIONAL STANDARD---------------------Full Standard
$428
$764
$1,005
$1,225
$1,404
$1,613
$1,759
$1,946
$2,131
$2,310
$178
$471
$840
$1,106
$1,348
$1,544
$1,774
$1,935
$2,141
$2,344
$2,541
$196
Cash Portion
$250
$437
$532
$621
$697
$773
$850
$916
$980
$1,035
$53
Food Portion
$178
$327
$473
$604
$707
$840
$909
$1,030
$1,151
$1,275
$125
Use the Family Wage Level (FWL) standard only for units with earned income. See 0022.12 (How to Calc. Benefit Level MFIP/WB/DWP/GA).
For families with a child subject to the family cap, apply the FWL for the household size including that child. To determine the
Transitional Standard to apply, add the cash portion for the household size not including the child to the food portion for the
household size including the child. See 0014.06.03 (Family Cap).
Some state and federal programs do not count the food portion as income. Examples of these programs include housing subsidy
programs, low income energy assistance program, and Supplemental Security Income when determining interim assistance
amount.
SHARED HOUSEHOLD STANDARD
# Eligible People
1
2
3
4
5
6
7
8
9
10
Each add'l person
Full Standard
$403
$720
$952
$1,163
$1,334
$1,536
$1,674
$1,854
$2,033
$2,207
$173
Cash Portion
$225
$393
$479
$559
$627
$696
$765
$824
$882
$932
$48
NOTE: Assistance standards for a household of more than 10 are calculated by MAXIS.
See SHARED HOUSEHOLD in 0002.61 (Glossary: Self...).
The Shared Household Standard does NOT apply if:
●
●
The MFIP member is a victim of family violence.
OR
The non-MFIP member meets the eligible caregiver requirement.
Food Portion
$178
$327
$473
$604
$707
$840
$909
$1,030
$1,151
$1,275
$125
COMBINED MANUAL
MFIP/DWP ASSISTANCE STANDARDS
ISSUE DATE 10/2012
0020.09
Use the Shared Household Standard unless unrelated household members meet at least 1 of the following EXCEPTIONS:
●
Receiving Public Assistance:
-
Minnesota Family Investment Program (MFIP).
-
WB.
-
General Assistance (GA).
-
Emergency General Assistance (EGA).
-
Minnesota Supplemental Aid (MSA).
-
Minnesota Food Assistance Program (MFAP).
-
Refugee Cash Assistance (RCA).
-
Supplemental Nutrition Assistance Program (SNAP).
-
Medical Assistance (MA) and all programs under MA (for example: QMB, SLMB, etc).
-
MinnesotaCare.
-
Supplemental Security Income (SSI).
-
Adoption Assistance.
-
Relative Custody Assistance.
-
Foster Care.
●
ROOMER, BOARDER, OR A PERSON TO WHOM ROOM OR BOARD IS PAID:
For this to apply, the unit must meet the definition of ROOMER/BOARDER (see 0002.07 (Glossary: Benefit...), 0002.57
(Glossary: Relative...), not simply share living expenses. If the MFIP unit is receiving roomer/boarder income, consider the
income as self-employment. See 0017.15.33.27 (Self-Employment Income From Roomer/Boarder).
●
MINOR CHILD:
See MINOR CHILD in 0002.41 (Glossary: Medically Necessary...).
COMBINED MANUAL
MFIP/DWP ASSISTANCE STANDARDS
ISSUE DATE 10/2012
0020.09
●
MINOR CAREGIVER:
This includes minor caregivers living with parents or in an approved supervised living arrangement, if applicable. See MINOR
CAREGIVER in 0002.41 (Glossary: Medically Necessary...), 0012.06 (Requirements for Custodial Parents Under 20).
●
CAREGIVER OF A CHILD NOT IN THE MFIP ASSISTANCE UNIT:
This refers to the relationship of an unrelated person in the household to a child that is not considered part of the MFIP
assistance unit. For a list of eligible caregivers, see 0014.03.03 (Determining the Cash Assistance Unit).
●
PROVIDING CHILD CARE TO A CHILD IN MFIP ASSISTANCE UNIT:
This refers to the unrelated person providing care for a child who is part of the MFIP assistance unit.
For detailed information on how to calculate the food portion benefit for children born into an assistance unit that has received
MFIP for 10 months or more, see 0014.06.03 (Family Cap).
WB, SNAP, MSA, GA, GRH:
No provisions.
DWP:
Follow the CASH portion of the MFIP Transitional or Shared Household Standard, whichever is appropriate. The maximum
monthly benefit amount available under DWP is the difference between the unit's needs and the unit's countable income, not to
exceed the cash portion of the MFIP standard of need.
.
COMBINED MANUAL
ISSUE DATE 10/2012
FOOD SUPPORT ASSISTANCE STANDARDS
0020.12
MFIP, WB, DWP, MSA, GA, GRH:
No provisions.
SNAP:
Determine the proper assistance standard based on the size of the unit. When determining unit size, use the number of people in
the unit in the payment month. See 0014 (Assistance Units). Use the Monthly Assistance Standards below to determine the net
income limit for the unit. Also see 0019.06 (Gross Income Limits).
Elderly/disabled units with income above 165% of FPG must have enough deductions to be at or below the net income standard
below. For the 165% FPG table, see 0019.06 (Gross Income Limits).
UNIT SIZE
1
2
3
4
5
6
7
8
Each add'l member
ASSISTANCE STANDARD
$931
$1,261
$1,591
$1,921
$2,251
$2,581
$2,911
$3,241
$330
To determine the benefit level, see the Thrifty Food Plan values in 0022.12.01 (How to Calculate the Benefit Level FS/MSA/GRH).
.
COMBINED MANUAL
PROTECTIVE AND VENDOR PAYMENTS
ISSUE DATE 10/2012
0024.09
Protective and vendor payments are alternatives to issuing benefits directly to clients.
Protective payments give a client’s assistance benefits to a payee other than the client. The payee is responsible to pay for the
client’s needs up to the amount of the benefit.
Vendor payments are cash assistance benefits paid directly to a provider of goods or services.
Protective and vendor payments may be mandatory or optional.
The county agency may not act as vendor of a client’s grant.
You may use the Mandatory Vendor Form - Request for Information (DHS-3365) to request shelter or utility expense information
from clients. This is not a required form. Clients can provide this information in other ways if they choose.
MFIP:
Use alternative payment methods for the cash portion of MFIP in the following situations:
●
Issue to a vendor when you find this is the most effective way to resolve an emergency.
●
Issue to a vendor or protective payee when clients have a pattern of money mismanagement. The county agency director or
director’s designee must approve a proposal for protective or vendor payments for money mismanagement. The county
agency must provide training on managing money. Document the need for and the method of payment. If the need for
protective payee or vendor payments will last beyond 2 years, ask the court to appoint a legal representative.
●
Issue to a vendor or protective payee if the client completes the Request for Voluntary Vendor Payment (DHS-2984) form.
●
Issue MFIP as a vendor payment out of the cash portion of assistance for shelter and utilities for units with a member who was
convicted of a drug felony or failed a random drug test within 10 years from the date of application or recertification. If the
vendor’s refusal to accept partial payment is due to a legality or company policy, do not vendor pay the shelter cost (for
example, real estate taxes). Vendor pay the shelter cost if the vendor’s refusal to accept partial payment is based on an
agreement made between the vendor and client. If there is an amount left over, issue it directly to the unit. See 0011.27.03
(Drug Felons).
●
When possible, issue MFIP to a protective payee when a minor caregiver and minor child live with the minor caregiver’s
parent, other adult relative, legal guardian or legal custodian, or in an adult-supervised supportive living arrangement. See
0012.06 (Requirements for Custodial Parents Under 20).
●
Issue voluntary vendor payments only for shelter and utilities.
●
Issue up to the cash portion of MFIP to a vendor for shelter and, at county option, utilities if the unit is subject to the 2nd
through 6th month of any Employment Services, orientation, or child support sanction. Continue to vendor pay the shelter (and
utilities, if applicable) for 6 months after the month in which the participant(s) return to compliance.
If the vendor’s refusal to accept partial payment is due to a legality or company policy, do not vendor pay the shelter cost (for
example, real estate taxes). Vendor pay the shelter cost if the vendor’s refusal to accept partial payment is based on an
agreement made between the vendor and client.
See 0028.30 (Sanctions for Failure to Comply - Cash).
COMBINED MANUAL
ISSUE DATE 10/2012
PROTECTIVE AND VENDOR PAYMENTS
0024.09
Inform clients whose grants are vendor paid how fluctuating grants due to changes in earned or unearned income will affect the
amount of their vendor payments.
When the information needed to pay the vendor(s) is not on file, send a 10-day notice of adverse action, proposing to terminate
assistance unless you receive ALL of the following items before the effective date of the notice:
●
The amount of the shelter and/or utilities.
●
The date when shelter is due.
●
The name and address of the landlord/caretaker/mortgage holder and/or utility company.
Do not terminate assistance if the participant provides information about and completes a release to contact the vendor. Do not
terminate assistance if the participant verifies he or she does not incur shelter and/or utilities.
To determine the amount to vendor pay for utilities, choose 1 of the following methods:
●
The average of the actual monthly cost of utilities for the family for the prior 12 months (if the family has maintained their
current residence for 12 months or more).
●
The amount of the monthly budget plan set by the local utility company for the family’s current residence.
●
The estimated monthly utility costs (in consultation with the client) for the dwelling in which the family currently resides.
For the food portion of MFIP, follow the SNAP provisions of 0024.09.01 (Protective and Vendor Payments - FS/MSA/GA/GRH).
Document and review the need for the method of payment at least annually.
WB:
Follow MFIP EXCEPT references to the food portion and money mismanagement do NOT apply.
DWP:
Follow MFIP for protective payee and vendoring partial payment provisions. Vendor pay all family maintenance needs (housing
and utilities) up to the amount of the DWP grant for the entire period of DWP eligibility when possible. Do not vendor pay the
minimum cash benefit amount of $10. At county option, you may also vendor pay the standard phone amount of $35.00.
A unit with high shelter expenses may not be getting additional cash benefits (for example, personal needs) because the entire
amount of the DWP benefits is paid out in a vendor payment for the family’s shelter needs. For units receiving personal needs
allowance payments, issue the personal needs allowance payments via Electronic Benefit Transfer (EBT).
For more information, see 0022.12 (How to Calc. Benefit Level - MFIP/WB/DWP/GA), 0020.09 (MFIP/DWP Assistance Standards)
and 0024.04.03.03 (Benefit Delivery Methods--Program Provisions).
SNAP, MSA, GA, GRH:
See 0024.09.01 (Protective and Vendor Payments - FS/MSA/GA/GRH).
COMBINED MANUAL
ISSUE DATE 10/2012
DISQUALIFICATION FOR FRAUD
0025.24.06
Disqualify people who have fraudulently obtained assistance or committed an Intentional Program Violation (IPV). A
disqualification for fraud or an IPV disqualification can be established by any of the following:
●
Court conviction of Wrongfully Obtaining Assistance or theft.
●
Disqualification consent agreement.
●
Pre-trial diversion.
●
Administrative Disqualification Hearing (ADH).
●
Waiver of an ADH.
Disqualify people determined to have fraudulently obtained assistance or committed an IPV for the following lengths of time:
●
12 months for the 1st offense.
●
24 months for the 2nd offense.
●
Permanently for the 3rd offense.
Disqualify people who have been convicted in state or federal court of making a fraudulent statement regarding residence in order
to receive duplicate assistance from 2 or more states, even if they are otherwise eligible. The period of disqualification is 10 years
from the date of conviction.
Disqualify only the person convicted of fraud. Other unit members remain eligible.
Send the client the Notice of Program Disqualification (DHS-3134) to disqualify the client and/or reduce or end assistance. See
0026.12.09 (Adequate Notice), 0026.12.18 (Cash Cut-Off Notice). This disqualification is not appealable through an
administrative hearing. The only method of appeal of this disqualification is through court action.
Confessions of judgment are not fraud convictions, and disqualification penalties do not apply.
Record conviction and disqualification information and copies of supporting documents (including conviction information) in the
case file. If a disqualified person moves from 1 county to another, include disqualification information in the case referral. See
0008.06.21 (Change in County of Residence).
MFIP:
People disqualified from SNAP due to fraud or an IPV are barred from receiving MFIP (cash and food) until that disqualification
ends.
A current DWP period of disqualification carries over to MFIP.
A current WB period of disqualification carries over to MFIP.
The disqualification period begins the 1st day of the month following the month in which the fraud or IPV is determined.
COMBINED MANUAL
ISSUE DATE 10/2012
DISQUALIFICATION FOR FRAUD
0025.24.06
People disqualified for fraud in another state remain disqualified in Minnesota.
A prior SNAP disqualification is treated as if it were an MFIP disqualification in determining the sequence of the offense (1st, 2nd,
or 3rd) for MFIP.
WB:
Follow general provisions. Also:
●
If a person is found guilty of misuse of an EBT card, close the WB case. Eligibility cannot be reinstated after the
disqualification period ends.
●
A caregiver who is currently in a fraud disqualification period for MFIP or DWP is not eligible for WB.
●
A SNAP disqualification does NOT carry over to WB and a WB disqualification does not carry over to SNAP.
DWP:
Follow general provisions. Also:
●
A caregiver who has been disqualified for fraud under MFIP, WB or DWP is not eligible for DWP when the caregiver is
currently in a disqualification period for MFIP, WB or DWP.
●
A SNAP disqualification does NOT carry over to DWP and a DWP disqualification does not carry over to the SNAP program.
SNAP:
People disqualified from MFIP due to fraud or an IPV are barred from receiving SNAP until that disqualification ends. If the IPV
disqualification is due to misuse of an EBT card and it occurred while receiving MFIP, the person is NOT disqualified from
receiving SNAP.
The disqualification period begins the 1st day of the month following the month in which the fraud or IPV is determined.
A prior MFIP disqualification is treated as if it were a SNAP disqualification in determining the sequence of the offense (1st, 2nd,
or 3rd) for SNAP.
A person who makes a fraudulent statement regarding identity and/or residence in order to receive duplicate assistance from 2 or
more states is disqualified for 10 years from the date of establishing the IPV by a disqualification consent agreement, pre-trial
diversion plan, or through the ADH process.
For information on entering a SNAP fraud disqualification on MAXIS, see TEMP Manual TE02.08.129 (Entering SNAP
Disqualifications).
People disqualified for fraud in another state remain disqualified in Minnesota.
MSA, GA:
The disqualification period begins the 1st day of the month following the month in which the fraud conviction or IPV is determined.
GRH:
No provisions.
COMBINED MANUAL
ISSUE DATE 10/2012
ADEQUATE NOTICE
0026.12.09
Adequate notice of a change, termination, or suspension is notice you issue no later than the effective date of the action.
Give adequate, rather than 10-day, notice of a change in these situations:
●
An approval of assistance or an increase in benefits. The client is eligible for the approved or increased benefits even without
advance notice of the action.
●
A client submits a signed Household Report Form (HRF), Combined Six-Month Report (CSR) or Combined Annual Renewal
for Certain Populations (or a signed Combined Application Form (CAF) at recertification) with information requiring a change
that you can determine solely from the HRF, CSR, Combined Annual Renewal for Certain Populations or the CAF.
Do not use adequate notice to reduce benefits or terminate a program when the client completes a CAF to apply for a new
program and the on-going program is not due for recertification. See 0026.06 (Notice - Approval of Application or Recert.),
0026.15 (Notice of Denial, Termination, or Suspension).
●
A participant provides information in writing and acknowledges in writing that the result will be reduction or termination of
assistance.
●
Another state has approved the unit for assistance for the same period.
MFIP, WB, DWP:
No provisions. See 0026.12.18 (Cash Cut-Off Notice), 0026.12.21 (Voluntary Request for Closure Notice).
SNAP:
Give adequate notice when:
●
A unit moves out of state and will not be able to get their next allotment. Notify the unit of termination no later than the date
they would receive the next allotment. Do not delay the termination to provide advance notice. If the unit has already moved,
you do not need to send a notice.
●
A unit makes a request in writing or in the presence of a financial worker to end their Food Support. In this case, the notice is
a letter to the unit confirming the termination of benefits. The letter does not entitle the unit to the same rights as a notice of
adverse action. It does give the unit the right to a fair hearing. If the request to end benefits is not in writing or in the presence
of a financial worker, you must send a 10-day notice.
●
You disqualify a person from FS and/or reduce or terminate the grant due to a fraud conviction by the court, an ADH, a court
approved pre-trial diversion plan, or a disqualification consent agreement. This is true whether or not the date set by a court
allows for advance notice. Send the client the Notice of Program Disqualification (DHS-3134) to take the action in addition to
the MAXIS generated adequate notice. See 0025.24.06 (Disqualification for Fraud). This action is not appealable. However,
if a client wishes to appeal, forward the appeal request to the DHS Appeals Office. See 0027.03 (Appealable Issues).
MSA:
Give adequate notice when:
●
A participant dies.
COMBINED MANUAL
ADEQUATE NOTICE
ISSUE DATE 10/2012
0026.12.09
●
A participant makes a written request to end assistance.
●
The payee dies and no other relative will be payee.
●
A participant enters an institution where the participant will be ineligible for MSA. See 0011.12 (Institutional Residence).
●
The post office returns a participant's mail and you cannot locate the participant. If you locate the participant before the end of
the period for which you issued the benefit, give the participant the benefit.
●
You disqualify a person from MSA and/or reduce or terminate the grant due to a fraud conviction by the court, an ADH, a court
approved pre-trial diversion plan, or a disqualification consent agreement. This is true whether or not the date set by the court
allows for advance notice. Send the client the Notice of Program Disqualification (DHS-3134) to take the action in addition to
the MAXIS-generated adequate notice. See 0025.24.06 (Disqualification for Fraud).
GA:
Give adequate notice when:
●
A participant dies.
●
A participant asks in writing to end assistance. Evaluate the reason for the termination and determine if an overpayment
exists. See 0025.03 (Determining Incorrect Payment Amounts), 0026.15 (Notice of Denial, Termination, or Suspension).
●
The payee dies and no other relative will be payee.
●
A participant enters an institution where the participant will be ineligible for assistance. See 0014.09 (Assistance Units Temporary Absence).
●
You process the application during the month of application and the client is eligible only for that month. See 0026.15 (Notice
of Denial, Termination, or Suspension).
●
The post office returns a participant's mail and the county agency cannot locate the participant. If you find the participant
before the end of the period for which you issued the benefit, give the participant the benefit.
●
A person is disqualified from this program and/or the grant is reduced or terminated due to a fraud conviction by the court or
an Administrative Disqualification Hearing. This is true whether or not the date a court sets allows for advance notice. Send
the client the Notice of Program Disqualification (DHS-3134) as well as the MAXIS generated adequate notice. See
0025.24.06 (Disqualification for Fraud).
●
A participant verifies that a member of the unit is absent from the home and does not meet temporary absence provisions.
See 0014.09 (Assistance Units - Temporary Absence).
●
A court removes a GA eligible child from an MFIP household.
COMBINED MANUAL
ADEQUATE NOTICE
●
ISSUE DATE 10/2012
0026.12.09
You reinstate eligibility for a unit you terminated for failure to provide an HRF, you receive a complete HRF in the calendar
month after the month the HRF was due, and the unit is otherwise eligible. See (0007.03.06 (Processing a Late HRF).
GRH:
Follow general provisions.
.
COMBINED MANUAL
CASH CUT-OFF NOTICE
ISSUE DATE 10/2012
0026.12.18
MFIP, WB, DWP:
A cash cut-off notice is a notice sent by MAXIS by the cash cut-off date, which is generally 4 working days before the end of the
month.
Give a cash cut-off notice when:
●
The payee dies and no other relative will be payee.
●
A participant asks in writing to end assistance.
●
You receive factual information to reduce, suspend, or terminate assistance based on failure to report changes timely.
●
You disqualify a person and/or reduce or terminate the grant due to a fraud conviction by a court or an Administrative
Disqualification Hearing. This is true whether or not the date a court sets allows for an earlier notice. Send the client the
Notice of Program Disqualification (DHS-3134) as well as the MAXIS-generated cash cut-off notice. See 0025.24.06
(Disqualification for Fraud).
●
You have received verification that a member of the assistance unit has entered a regional treatment center or a licensed
residential facility for medical or psychological treatment or rehabilitation.
●
You have received verification that a member of the assistance unit has been removed from the home as a result of a judicial
determination or placed in foster care, and temporary absence does not apply. See 0014.09 (Assistance Units - Temporary
Absence).
●
You cannot locate the caregiver.
For the definition of CASH CUT-OFF NOTICE, see 0002.09 (Glossary: Calendar Month...). The cash cut-off date is on the
monthly Production Calendar located on the MAXIS SIR web site under System Availability.
SNAP, MSA, GA, GRH:
No provisions.
.

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