food assistance tune-up -...

Food Assistance Tune-Up Facilitator’s Guide

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Food Assistance Tune-Up

Facilitator’s Guide

Staff Development Center 7800 East Orchard Road, Suite 280

Greenwood Village, CO 8011

Food Assistance: Tune Up

Facilitator’s Guide Version 2

Release Date: Augus 2014


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Acknowledgements The Health Care and Economic Security Staff Development Center (SDC) would like to acknowledge the individuals and agencies that provided assistance during the Food Assistance Tune Up development. The SDC would like to extend a special thanks to:

CDHS Food Assistance Policy CDHS Employment and Benefits Division Adams County Arapahoe County Boulder County Housing and Human Services

Introduction Welcome to the Food Assistance Tune Up Facilitator’s Guide! This Guide will assist you in training the Food Assistance Tune Up course. The Health Care and Economic Security Staff Development Center (SDC) has developed this training in conjunction with State Food Assistance Policy in an effort to decrease the Food Assistance payment error rate.

Curriculum Abstract The Health Care and Economic Security Staff Development Center (SDC) was tasked with designing and delivering a comprehensive and interactive training to address Food Assistance error rates in Colorado. This training was developed with an intent to focus on root causes of the most common errors found in Food Assistance eligibility processing, while providing an opportunity for eligibility workers to reflect on ways to implement and improve accuracy to decrease error rates and

Six points to remember when facilitating Food Assistance Tune-Up:

Resist the temptation to teach – facilitate Resist the temptation to answer all of the questions – reflect back Resist the temptation to convince – use questions Make the conversation flow Help participants see the bigger picture/vision Find your own words and examples based on personal experiences to help learning stick

Revisit Content Take time to revisit the main ideas from the training as frequently as time allows to ensure that the participants comprehend the information presented during training. Revisiting content can occur after finishing a module, upon return from breaks or lunch, or at the start of new days. Content revisits can take the form of participants offering teach- backs, small group discussions, or independent note review.

Food Assistance: Tune Up Facilitator’s Guide

Version 2 Release Date: Augus 2014


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Alternative Activity Materials Within the Tune-Up Facilitator Guide, you will find that there are activities that have been incorporated into each module to promote active learning for participants and enhance the transfer of learning. There may be occasions when an adaptation of an activity may be required due to the number of participants, availability of materials, or other unforeseen circumstances. It is suggested that the activity itself be modified to meet the needs of your learners, but the content itself must remain intact and delivered within the same context. Examples of this are as follows:

If an activity calls for a Flip Chart or Flip Chart paper, it would be acceptable to utilize a whiteboard or chalk board or whatever other similar material you have available

If an activity calls for paddles (hand-held whiteboards), you could use a piece of paper and write on either side, or the activity could be modified to be a “call-out” or “true/false” type of answer as opposed to having it written on an instrument

If an activity calls for 3x5 cards, any type of paper could be used in place of an index card

If needed, you can adapt your group sizes, your delivery of the activity itself, and most importantly use your creativity to enhance the activities to maximize your participants’ learning!

Adaptations can make curriculum more suitable for a population and/or an organization’s business process without compromising or deleting core components. There are three types of adaptations: Green, Yellow, and Red light adaptations. Facilitators are able to make Green and some Yellow light adaptations. Green light adaptations can be made without informing any stakeholder, although it is best practice to inform the Staff Development Center; Yellow light adaptations require contacting the Staff Development Center and must follow a 6-step adaptation process; Red light adaptations cannot be made by facilitators, and if desired they must be requested of the Staff Development Center. More guidance regarding adaptations is available through the Trainer Certification Process and on our website, http://traincolorado.com.

Green: Safe to make changes:

Ordering modules to fit your business process Tailor activities to audience Make activities more interactive Customize activities to be more relevant to trainees

Yellow: Investigate more and ask a SME:

Change sequence of modules Add activities to reinforce learning Add activities to address additional factors Modify activities for timeliness Replace or include supplemental resources




http://traincolorado.com/


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Crescent Rounds www.sinclair.edu

Room Set-up Guide

Red: Must be avoided because changes may weaken outcomes: Altering policy Changing the sequence within a module Incorporating activities that contradict, compete with, or dilute the objectives Not repeating/reinforcing key messages Cutting key skill-building activities Replacing interactive activities with lectures or individual work Eliminating classroom management strategies

Planning and Set-Up The first day of training, set up will likely take between 30 minutes and 1 hour. Each day thereafter, if the tables, chairs, etc. can be left in the same position, should take 15-30 minutes. A crescent round room set-up is recommended, though other setups including classroom style can be used.

In general, training preparation should include getting ready for all activities, ensuring all materials are prepared, sticking/taping anything appropriate to the walls, making sure the room is clean and in order, and preparing any necessary Technology. For this training, minimum recommended materials are:

Facilitator’s computer Projector Projection screen or white wall Writing utensils (pens/pencils, can be requested for participants to bring their own, and

markers) Flip-chart paper with an easel, or a white board Paper Facilitator’s guide Participant’s guide for each participant

Additional useful materials include:

Post-it notes Paddles boards Dry-erase markers Dry erase erasers (tissues or paper towels can also be used) Candy Index cards Sticky Flip-Chart Paper Parking lot for questions that cannot be answered immediately

Note: most Desk Aids will be available on the SDC website (traincolorado.com) for download separate from the Food Assistance Tune- Up Guides.




http://www.sinclair.edu/

http://www.traincolorado.com/


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Making Groups A significant part of this training involves participation in groups of various sizes. While this participation is important for learning, it is also important to recognize that participants will have varying degrees of comfort with group activities. Encourage participants to interact and engage while allowing those who are not comfortable doing so to participate as they chose.

There are numerous ways to divide participants into groups, and creativity is encouraged when coming up with methods. A few suggested methods are:

Number off (1, 2, 3, 4, 5…) Number off with more than one set (1,2,3,4,5,6,7,8,9,10; 1s and 6s, etc.) Give each participant a piece of paper with a number (as many as there are people), then draw

from a bag with matching numbers (if 40 people, number 1-40 in bag and each participant picks a number 1-40

Playing cards (color, suit, number, odds/evens) Gum balls/candy Months of the year (may have to move some around/count to 5 and then change) Same color shirt Brand of toothpaste Do several clumps (group #) in a row – after a few it will be totally random (7 participant, 12

participant, 3 participant, 5!) Favorite fruit Put different things in film canisters, the same number of each item as you want in the group.

Give each participant one, ask them to shake it, then tell them to find others with the same sound

Cut a picture up into as many pieces as you want in the group, then have participants fit the pieces together like a puzzle





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Common Terms and Phrases There are several terms and phrases found throughout this Guide that have other common names associated with them. We have chosen these terms and phrases based on accuracy, appropriateness, and general understanding in order to provide consistency. The terms and phrases used in this Guide are listed below with other associated common names.

Cash Assistance: Colorado Works (CW) and Adult Financial (AF) Client: applicant, customer, recipient, household Colorado Works: Temporary Assistance for Needy Families (TANF; this is the federal program) Eligibility Worker or Public Assistance Professional: user, eligibility technician, program

specialist, eligibility professional, worker Food Assistance: Supplemental Nutrition Assistance Program (SNAP; this is the federal

program), food stamps Medical Assistance: Medicaid and Child Health Plan Plus (CHP+); not Medicare Public Assistance: Food, Medical, and Cash Assistance programs; human services, social services





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Helpful Symbols To make note of important components of this Guide, the below icons will be used throughout.

Icon: Symbolizes:

Time Section or Activity Requires

Refer to Participant’s Guide

Use a Visual Aid

Activity

Additional Preparation Required

Additional Materials Required

Data Entry

# ## ### Difficulty Level

Icons from the Noun Project: Time designed by Richard de Vos; Paper designed by Zach VanDeHey; Notebook designed by Carlo Prina; See designed by Takao Umehara; Group designed by Rohan Gupta; Marker designed by Matt Brooks.




http://www.thenounproject.com/

http://thenounproject.com/ristyled

http://thenounproject.com/zvandehey

http://thenounproject.com/Carlo

http://thenounproject.com/takaoumehara

http://thenounproject.com/rohangupta1

http://thenounproject.com/Mattebrooks


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Table of Contents Acknowledgements ................................................................................................................................... 2

Introduction .............................................................................................................................................. 2

Curriculum Abstract ...................................................................................................................................... 2

Revisit Content .............................................................................................................................................. 2

Alternative Activity Materials ................................................................................................................... 3

Planning and Set-Up .................................................................................................................................. 4

Making Groups .......................................................................................................................................... 5

Common Terms and Phrases .................................................................................................................... 6

Helpful Symbols ........................................................................................................................................ 7

Welcome ................................................................................................................................................. 11

Wuzzles ............................................................................................................................................... 11

Course Modules: ......................................................................................................................................... 12

Group Expectations/Housekeeping .................................................................................................... 12

Introductions ....................................................................................................................................... 14

Food Assistance Basics ............................................................................................................................ 15

Household Composition .............................................................................................................................. 15

What is a Food Assistance Household? .............................................................................................. 15

Mandatory Members: Who’s Included? ............................................................................................. 16

Optional Members: ............................................................................................................................. 18

True or False ........................................................................................................................................ 19

Paddle Game: Household Composition .............................................................................................. 19

Food Assistance: Ineligible Members ................................................................................................. 20

Children in Common: .......................................................................................................................... 21

Temporary Members .......................................................................................................................... 22

Household Composition Review ......................................................................................................... 23

The Food Assistance Interview ................................................................................................................... 24

The Story… .......................................................................................................................................... 24

The Food Assistance Interview: Fact or Fiction .................................................................................. 25

The Food Assistance Interview: Additional Information .................................................................... 26

After the interview is done… .............................................................................................................. 27

Additional Verification is Required, Now what? ................................................................................. 28




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Missed Verification ............................................................................................................................. 29

Break Recommended .......................................................................................................................... 30

Late Verification .................................................................................................................................. 30

AI or Rescind: Paddle Game ................................................................................................................ 31

The case is processed, Now What? ..................................................................................................... 32

Payment Errors ........................................................................................................................................... 33

SNAP Bingo – A new way to brainstorm! ............................................................................................ 33

What is a Payment Error – Common Errors? ...................................................................................... 34

Carousel Walk ..................................................................................................................................... 35

Action Planning & Commitments ........................................................................................................ 36


Shelter and Utility Expenses ....................................................................................................................... 37

Utility Allowance and Shelter Expenses in CBMS ............................................................................... 37

Allowable Shelter Expenses ................................................................................................................ 38

Non-Allowable Shelter Expenses ........................................................................................................ 39

Utility Allowance Scenarios ................................................................................................................. 41

Income and Eligibility Verification System (IEVS) ....................................................................................... 41

Income and Eligibility Verification System - UIB ................................................................................. 41

Income and Eligibility Verification System – General Information ..................................................... 43

Verified Upon Receipt ................................................................................................................................. 47

Verified Upon Receipt ......................................................................................................................... 47

Simplified Reporting.................................................................................................................................... 49

Simplified Reporting ............................................................................................................................ 49

Paddle Game: Verified Upon Receipt or Simplified Reporting ........................................................... 51


Changes-Ten Days to Action ....................................................................................................................... 53

Changes – Ten Days to Action ............................................................................................................. 53

Scavenger Hunt ................................................................................................................................... 55

Wrap-Up ...................................................................................................................................................... 56

Wrap-Up .............................................................................................................................................. 56

Preventing Errors ........................................................................................................................................ 59

Preventing Errors – Helpful Hints ....................................................................................................... 59




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Trainer Key .......................................................................................................................................... 60

Utility Allowance Scenarios ..................................................................................................................... 69

Household Composition Scenarios ......................................................................................................... 71




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Welcome

Wuzzles

1) Somewhere Over the Rainbow 2) X marks the spot 3) Put 2 and to together 4) Just right 5) I after E except after C 6) High Seas

1) Play on Words

3-5 minutes

PowerPoint

3-5 minutes

Group Activity

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2) Get into shape 3) Monkey on your back 4) Dr. Doolittle 5) Fooling around 6) Kick in the but

www.wuzzlesandpuzzles.com

This activity allows participants to become present in the room, while breaking preoccupation with outside concern. It opens the session with conversation that is not content related.

This activity can be incorporated into the PowerPoint or printed and presented to groups.

Course Modules: Group Expectations/Housekeeping

Welcome participants. Explain the group expectations and ask for agreement from the group.

Stay present Put cell phone on vibrate, wait until scheduled break to check e-mails, phone, etc.

Respect each individual's right to learn Avoid engaging in side-conversations and other distracting behavior

Critique ideas, not individuals Keep the focus on challenging perspectives in a thoughtful and respectful manner

Own your own learning Commit to being accountable for learning the material by asking questions, taking notes,

and participating in activities Challenge yourself

Find ways to develop a deep understanding of concepts through self-reflection and open communication

Suffering is optional

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Note

Each PowerPoint slide includes a box with the corresponding Participant’s Guide page number.

Participate at your comfort level and take care of yourself

Address all housekeeping issues. This is the best opportunity to state your commitment to starting and finishing on time. Explain when the class is expected to start and finish, when breaks and lunch are scheduled, etc. Also, recite the steps that will be followed in the case of an emergency.

Location of bathrooms Breaks and lunches:

Schedule, location of break rooms and/or lunch, use of refrigerator and/or microwave, etc. Safety:

Sign-in sheet, lanyards, emergency exits and evacuation route/plan Cell phone use:

Minimize distraction and maximize learning Computer use:

Only use for the course, ask if they can wait and perform work functions on breaks, etc. Food and drink:

Use in the room, any rules (drinks must have lids, etc.) Clean-up:

Your space, end of day, leaving personal items overnight, etc. Training materials

Inform participants that there are several materials available to support the learning process at their stations (e.g. Post-Its, Kinesthetic materials, markers, pens, highlighters, etc.). These materials are available for use during the session, but ask that these materials be left for use by future participants

Describe the PowerPoint, Facilitator’s Guide, Participant’s Guide, Desk Aids, and any other training materials of which the participants should be made aware

“I Have a Case That…” Flip-Chart. This will need to be prepared ahead of the training Create a flip-chart or white board with the words “I Have a Case That…” inform participants

that this during the training, they may have specific case scenarios that may come to mind. In the interest of time; ask participants to write down those specific scenarios on sticky notes and put them in the designated location and tell them that those will be addressed as time allows





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Note

This activity can also be done using name tents.

Introductions

Before this activity, ensure that you have enough name stickers; one for each participant. Prepare a flip-chart with the following instructions:

1) Find the Name Sticker at your station or other designated location 2) Use a pen or marker to draw four quadrants on your sticker (you can provide a sample

drawing if you would like) 3) In the top right box, write your name 4) In the top left box, write how many years you have been doing work in a public assistance

capacity 5) In the bottom right box, write one word to describe how you feel today 6) In the bottom left box, write one thing you would like to take away from this training

Instruct participants to complete the name sticker as written on the flip-chart, give participants 1-3 minutes to complete their sticker; asking participants not to share what they are writing but to wait until everyone has finished. After three minutes, ask participants to take 2 minutes to share what they have written with a partner, preferably someone they may not know. Once the sharing with individuals has concluded allow each pair 1-2 minutes to introduce their partner to the rest of the group.

5 minutes Group Activity

Materials Required

Prep

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Note

Buying and cooking food together is known in regulation as “purchasing and preparing together” – this can determine if individuals will be considered in the same Food Assistance household. The client’s statement is acceptable for this information.

Note

Goals and Objectives are not included in the Facilitator’s Guide and should be presented by the facilitator utilizing the information from the PowerPoint Goals and Objectives slide at the beginning of each module.

Food Assistance Basics Welcome participants to the class and brief facilitator introduction. This is the best time opportunity to explain that this session is a facilitator-led, participant centered training. This means that there are intentional engagement opportunities throughout the modules to reinforce the content. The training content was developed using competency-based ideas, which means that participants will learn how to complete specific tasks during the course.

See the PowerPoint slide for goals and objectives. Conversationally explain what participants will be able to do once the module has been completed.

Household Composition

What is a Food Assistance Household?

Using the Participant’s Guide, instruct participants to match each picture with the appropriate category.

Using the PowerPoint, introduce participants to Food Assistance Household Composition by introducing the different groups that can be determined as an FA household. Encourage participants to follow along in the Participant’s Guide as there are sections for note taking as well as other activities to re-visit and re-enforce the concepts discussed throughout this module.

10 Minutes

PowerPoint Page 6

Recall #





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Note

Buying and cooking food together is known in regulation as “purchasing and preparing together” – this can determine if individuals will be considered in the same Food Assistance household. The client’s statement is acceptable for this information.

An FA household can include the following:

An individual An individual living with others, but the individual buys and cooks

their food separately from the others that live with them A client’s declaration of this information is acceptable; case

comments noting this in the case are sufficient, no additional forms are required

A group of individuals that live, buy and cook food together Any person that is over 60 years old and their spouse, who live with

others, and they buy and cook food together This is only allowable if the individual is unable to buy or

cook food separately due to age or disability

Mandatory Members: Who’s Included?

Use the PowerPoint to introduce participants to Mandatory members. Mandatory members are individuals that will always be required and considered within an FA household; they cannot be separated from one another, even if they purchase and prepare food separately. These individuals cannot be separated when determining Food Assistance eligibility.

Individuals ineligible for separate household status (4110.1):

Spouse A spouse cannot be separated from a spouse living in the same household, even if one of

the spouses is not requesting benefits Spouses are considered individuals who are married to each other include the following:

Currently married under state law Individuals that live together and also:

Are free to marry – no legal restrictions attached to the ability of the individuals to legally marry one another

10 Minutes

PowerPoint Page 6

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Note

The following states currently recognize same-sex marriage:

California, Connecticut, Delaware, Illinois, Iowa, Maine, Massachusetts, Minnesota, New Hampshire, New Jersey, New Mexico, New York, Rhode Island, Vermont, Washington and Washington DC

Individuals representing that they are married to relatives, friends, neighbors, etc. If not legally married, both individuals must declare that they are married to

be considered as mandatory members; if questionable, ask for the story and document your case accordingly

Same sex spouses are considered mandatory members if they were married in a state that recognizes same sex marriage; this does not apply to civil unions (4.304.1,C,3)

Legally Separated Individuals (4.304.1) If Legally Separated individuals who reside in the same

home declare that they are purchasing and preparing together, they would remain on the same case

The purchase and prepare declaration is what mandates the individuals to be on the same case

If Legally Separated individuals residing in the same home declare separate purchase and prepare groups; they can have separate households for FA unless there is a child in common, then they would remain a mandatory member on the case where the child is receiving benefits

In the case of a common child in the home, it is the child in common that mandates the individuals to be on the same case

Natural, adoptive or step- children 21 years of age and younger living in the same household as parents or an adult that has assumed parental care and control and financial responsibility for that child (4.304.1.A)

Once a child has reached the age of 22 and they intend to purchase and prepare food separately from their parents, they can apply for FA benefits on their own; even if they live in the same house

A child does not have to include parents if they are living outside of their parent’s home, even if they are under age 22

Children under 18 who have no means of financial support; for example: A 16 or 17 year old that was “kicked-out” of their parents’ home for some reason, they have

no employment and are staying with friends An individual under 18 who has “runaway” from home and they are not receiving financial

support from their parents Both parents of a common child, even if one parent is not requesting benefits

A child cannot be separated from a parent if living within the same household This includes parents who may not be married or could be divorced but living in the same

home and share a common child





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Note

Boarders are not eligibl to receive benefits as a separate household.

Individuals that represent that they are purchasing and preparing food together, this information can be self-declared

Boarders (4111.2) Boarder status cannot be granted to the following individuals:

Children under 18 living with a parent Children 21 and under living with a natural, adopted or step-parent A spouse of a member of the household Individuals paying less than a reasonable monthly compensation for meals Boarders that have an arrangement to receive more than two (2) meals a day must

pay an amount equal to or exceeding the amount of the FA allotment for the number of individuals in the household

Boarders that have an arrangement for two (2) or fewer meals per day must pay an amount equal or exceeding two-thirds of the maximum FA allotment for the number of individuals in the household

Optional Members:

Using the PowerPoint, instruct participants to complete the True or False activity within the Participant’s Guide. Each of the bullets are areas should be discussed, and re-visited if needed to ensure that participants have the opportunity to obtain the correct True or False answer.

Optional members are individuals that can be included or excluded from the FA household based on the request of the client, based on individual circumstances. These individuals can be potentially eligible for FA benefits separately from each other even though they reside in the same place; this can include, but is not limited to the following:

Roomers (4111.1) Individuals that live in the household and are provided with a room, household

furnishings, etc. but this does not include meals Roomers may be eligible to receive FA benefits as a separate household

Foster children (4111.2)

5 Minutes Group Discussion

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Individuals that are placed in an FA household as foster children should be considered as boarders for FA purposes

Foster children can be included in the FA household if requested, however foster care payments would be applied towards the household’s income

Live-in attendants (4111.4) Individuals who live in the home in order to provide medical, housekeeping, child care or

other personal services Live-in attendants may be eligible to receive FA benefits as a separate household

True or False

“Roomers” are Individuals that live in the household and are provided with a room, household furnishings, etc. but this does not include meals (True or False)

Foster children can be included in the FA household if requested, however foster care payments would be applied towards the household’s income (True or False)

Live-in attendants are not eligible to receive FA benefits as a separate household (True or False)

Paddle Game: Household Composition

Before this activity, place paddles, dry-erase markers and erasers on the tables for each participant.

Instruct participants to write “mandatory” on one side of the paddle and “optional” on the other side. Tell them that you will read a scenario and that they should hold up the correct response to the statement. Offer opportunities to provide clarification throughout the activity as necessary. Use the following statements:

5 Minutes

Group Activity

Materials Required

Prep

Recall Page 7 #





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A husband and wife live together, the wife applies for food assistance for herself and she declares that they purchase and prepare food separately from one another. Is the husband mandatory or optional? (Mandatory)

Spouses are mandatory cannot not be separated, even if they report that they purchase and prepare food separately

A group of friends share a house, the applicant reports that she is responsible to buy her own food, but she is currently sharing this expense with one of the other roommates. Is the roommate mandatory or optional? (Optional)

A 27 year old moves back into his parent’s house when he graduates from college, he applies for food assistance since he is responsible to buy his own food. Are his parents mandatory or optional? (Optional)

18 year old lives with her mother and step-dad, she applies for food assistance for herself. Are her parents mandatory or optional? (Mandatory)

An elderly man of 73 years old and his wife of 67 years move in with their adult child, both him and his wife are unable to drive, or go to the grocery store. Their daughter buys food on their behalf. Is the daughter mandatory or optional? (Optional)

A 6 year old child lives with both of his parents; his parents are not married and report that they are only roommates. The mother applies for herself and the child. Is the child’s father optional or mandatory? (Mandatory)

A woman and her child are renting a basement; the agreement states that they will not only receive the rooms but a minimum of 2-3 meals per day. Is the landlord mandatory or optional? (Mandatory)

A foster child is placed into the care of a family, the family decides to apply for food assistance, is the foster child optional or mandatory? (Optional)

A man rents a room from a neighbor; his agreement is for a room only and does not include meals. He applies for food assistance, is the homeowner mandatory or optional? (Optional)

A man and woman have lived together for several years, although not legally married they introduce one another to friends or family as husband and wife. The man loses his job and applied for food assistance; is the woman mandatory or optional? (Mandatory)

Food Assistance: Ineligible Members

Use the PowerPoint to explain the circumstances when an individual may not be eligible to receive food assistance benefits. Ensure participants that they will not have to understand all of these concepts at this time, but that each of these things will be discussed more throughout the remainder of the course. Provide an opportunity to answer questions or provide clarification as time permits. Highlighted words or phrases are fill-in-blank answers for questions within the Participant’s Guide.

10 minutes

PowerPoint Page 8

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Note

Effective September 1, 2014 student eligibility rules will allow for an averaging of work hours – with the total of work hours for the month to equal a minimum of 80 hours. (4.306.1)

Individuals who have failed to comply with work registration requirements The food assistance program has requirements in place that provide clients opportunities to

work with employment and job placement services; this is meant to assist individuals towards self-sufficiency. All individuals who do not meet certain exemptions are required to participate with the work requirement, if they fail to cooperate with the work requirement they will be “sanctioned” and unable to receive food assistance benefits until they have “complied” meaning they have completed the work registration requirements or have met an exemption, meaning they are no longer required to participate with work requirements

Individuals that have an active Intentional Program Violation (IPV) An IPV occurs when an individual intentionally provides false information to

receive or become eligible to receive food assistance benefits An IPV must be proven with evidence or the client must admit that they did

in fact provide false information to receive benefits Some Students

Individuals who are attending higher education e.g. college or vocational school who do not meet specific student criteria

Students will be discussed in more detail in a future module Non-citizens that do not meet eligibility requirements

Non-citizens will be discussed in more detail in a future module Individuals who do not provide a Social Security Number (SSN) Fugitives or Fleeing Felons Individuals that have violated probation or parole Strikers

Strikers will not be discussed in detail in this training. If more information is required, refer to Volume 4 or contact FA policy

Children in Common:

5 Minutes PowerPoint Page 8

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Note

If this information cannot be verified and both households are simultaneously applying, the parent that applied first will receive the benefits for the children

Using the PowerPoint, explain to participants how they should expect to process the FA when a scenario in which two separate parents apply for benefits for the same child(ren), invite participants to complete the chart within the Participant’s Guide.

Children with separated parents may be claimed by two households at the same time

To determine which household should receive the benefits: Are both households applying for benefits?

If no, then the household that applied will be allowed the children on their case Does one household provide the majority of the meals (51%)?

If yes, then the children will be allowed on that case How can you determine which household provides the majority of meals

Calendar documenting which meals each parent provides School records documenting where the children are enrolled and with which parent Custody documents A written or verbal statement from both households

Temporary Members

Introduce the concept of individuals that are considered as part of a food assistance household even if they are not in the home every day. There is a note section within the Participant’s Guide, encourage participants to take notes of any particular ideas or thoughts within this section.

This includes the following:

Individuals that purchase and prepare food with the household for at least part of the month


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These individuals cannot receive benefits in another food assistance household The household has access to the individuals income and customarily purchases and prepares food

with the household For example: an individual travels for work 2-3 weeks per month, the income that they earn

contributes to the household’s purchase of food. When they are not traveling, they buy and cook food with the household, this individual may be included in the household and receive food assistance benefits

Household Composition Review

Before this activity, prepare the household composition scenarios located in the appendix. Cut the scenarios out into slips or prepare as cards. It is recommended that these be laminated for multiple uses. Ensure that you have sufficient scenarios so that each pair has at least one.

Break participants into pairs. Provide a scenario to each pair, tell participants that they will have 3-5 minutes to review the scenario; using the information they have received in the previous modules, they will need to create the correct household composition for their scenario. After 5 minutes, give each pair 2-3 minutes to read their scenario and tell the larger group what the household composition will look like for that “household”. Provide an opportunity for additional discussion or clarification as time allows.

15 Minutes

Pair Activity Prep

Materials Required

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The Food Assistance Interview

The Story…

Introduce the Food Assistance Interview module by reading the following story. The story has intentionally missing information. Ask participants to think about things they think are missing to accurately determine eligibility, encourage participants to take notes in the space provided in the Participant’s Guide. This activity will provide participants with some of the caveats of what very vital information may be missing from an application; especially since an application for FA might very well only include a name, address and signature with the understanding that all other information must be obtained through the interview process. The importance of the interview and the information that the interview can provide is not only a requirement, it can be the most important resource an eligibility worker can access. It is required that an interview be completed at every new application and at least annually for RRRs.

10 minutes

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Jesse and Sarah apply for FA. On the application four other adults and three children are listed; the questions about purchase and prepare and relationships are not answered. On the application it states that Jesse works “construction” and Sarah earns $400/month. Sarah signed the application and provided a current address and phone number. The county accepted the application by fax.

What information is missing? What questions need to be asked?

The Food Assistance Interview: Fact or Fiction

Introduce the requirements of the FA interview using the PowerPoint to show the following statements. Each statement is either Fact or Fiction. Highlighted areas are fill-in-the-blanks within the Participant’s Guide.

An interview must be conducted within 30 days if the household is potentially eligible for expedite food assistance (Fiction)

The interview must be conducted within 7 calendar days if the household has been potentially eligible for expedite food assistance

An interview is required at every initial application for Food Assistance (Fact) Food Assistance benefits can be issued before the interview is conducted if the household is eligible

for expedite benefits (Fiction) An interview is required before FA benefits can be issued – this includes expedite benefits

An interview only needs to occur once, at the initial application (Fiction) An interview is required at least annually (every 12 months), but can be done more

frequently, if needed


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Note

If the client fails to attend the interview a Notice of Missed Interview (NOMI) must be sent to notify the client – the same day. Refer to the Food Assistance Missed Interview desk aid.

Note

If the interview is conducted as a “same day” interview, document that within case comments.

If there is questionable information provided at the RRR, an interview can be scheduled. If the household misses the interview, the NOMI must be sent and the case can be closed for missed interview at that time

Households determined to be elderly or disabled, must complete an interview every 24 months

An interview can only be completed with the person who signed the application (Fiction)

Any individual who is knowledgeable about the household’s circumstances may complete the interview

For example, the wife signs and submits the application, but she has to work during the time the interview is scheduled, the husband can complete the interview

The Food Assistance Interview: Additional Information

Provide these additional facts to participants regarding the FA interview; remind participants that there are fill-in-the blank activities within the Participant’s Guide. Provide an opportunity for questions or discussion as time permits.

An interview must be scheduled, and the client must receive notice of the interview

You cannot deny benefits for missing an interview if the client didn’t know they had one

If the client fails to attend the interview, they will forfeit the right to receive expedite benefits and could potentially have their application denied

If the client misses the initially scheduled interview, but they were potentially eligible to receive expedited benefits, the expedited benefits must be cancelled in CBMS


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The purpose of an interview is to obtain or clarify information on the application or surrounding the household’s circumstances

The household has 30 days to complete the interview, if they do not complete an interview within 30 days, the application can be denied for failure to attend the interview

This information should be entered into CBMS and the NOMI should be generated through Client Correspondence

After the interview is done…

Use the PowerPoint to provide general information that is applicable once the interview has been completed. This may be a re-visit to content that participants are already aware of, so it can be delivered in a more conversational way – asking participants rather than telling them something they may already be aware of. This is also a good opportunity to review the Food Assistance Processing Deadlines desk aid with participants showing them how it can be useful in day-to-day case processing.

The application must be processed within 30 calendar days The application time clock starts ticking the day after the application was received

The application is submitted on August 15th, the first day is August 16th Households that meet certain criteria are eligible to receive benefits faster, those applications must

be processed within 7 calendar days These benefits are called “expedite food assistance benefits”

Expedited benefits are issued based on the clients declaration of information, following the interview

If additional verification is needed to continue processing for “regular” benefits the verification is postponed, expedited benefits are issued but the needed verification must be received before continuing benefits can be processed


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Note

Refer to the Food Assistance Processing Deadlines desk aid.

Additional Verification is Required, Now what?

Invite participant’s to follow along within the Participant’s Guide. Provide the explanation of the following steps that should be taken once the application has been received; following the interview, the eligibility worker can determined if additional verification is needed from the client. These steps should be completed as quickly as possible, to ensure that the client has a sufficient amount of time to provide the required information and that the county has enough time to process the verification is received in order to make a timely and accurate eligibility determination.

Once the interview has been completed and the information has been gathered, the eligibility worker can determine if additional verification is required

The information gathered through the application and interview process should be data entered into CBMS and a Verification Checklist (VCL) should be generated to notify the client that they need to provide additional information so that an eligibility decision can be made

The VCL will tell the client what they need to provide and the due date for providing the verification

10 days + 1 for mailing = 11 days It is the eligibility site’s responsibility to ensure that the interview is completed and all

information needed is requested timely to ensure that the application is processed within processing guidelines

Even if the household receives expedited benefits within 7 days, ongoing benefits must still be determined within 30 days

If the verification is received on or before the due date, the information can be processed and the household will be determined eligible or ineligible for food assistance benefits

If the verification is not received on or before the due date, the application will be denied for failure to provide verification


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Note

This information will not be used for any other purpose, so ask participants to be candid. This can provide an opportunity for participants to candidly share what misunderstandings or errors they are aware of.

To deny a Food Assistance case, you must use the Individual Compliance Detail page within CBMS

When entering the reason for Individual Compliance, it is imperative that the correct reason is used e.g. if denying for verification, use the FA Missed Verification reason

This ensures that the household receives the correct notice

Missed Verification

Break participants into groups of 3-4. Introduce participants to the FA Denial Process for Missed or Late Verification at Initial Application/Late RRRs desk aid. Provide each group a flip-chart and markers. Tell participants that they will have 1-2 minutes to review the document. After two minutes, tell participants they will have 3 minutes to provide some insight into what looks familiar or what looks new or different; asking them to document any feedback on the flip chart. This can also include miss-information or misunderstandings regarding processes or rules surrounding what should occur if verification is not received timely from the client; ensure participants that this information will only be used for their information, during the training. After three minutes, ask a spokesperson from each group to report to the larger group. Allow for questions or clarification as needed.

4011.5 DELAYS IN PROCESSING BEYOND 30 DAYS: PENDING/DENYING APPLICATIONS

Missed/Late Verification: 4011.51,52,53

15 Minutes

Small Group Activity

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Note

Refer to the following desk aids:

FA Late Verification Procedure

FA Late Verification Flow Chart

Break Recommended

Late Verification

Invite participants to follow along in the Participant’s Guide. Using the PowerPoint, provide an interactive lecture/discussion regarding the processes that should be followed if verification is received late both at initial application and RRR. Again, this may be information that participants are already aware of, so if possible allow participants to discuss this information. Provide clarification and answer questions as time allows.

15 minutes

5 Minutes PowerPoint

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AI or Rescind: Paddle Game


Instruct participants to write “rescind” on one side of the paddle and “AI” on the other side. Tell them that you will read a scenario and that they should hold up the correct response to the statement. Offer opportunities to provide clarification throughout the activity as necessary. These scenarios are also available within the Participant’s Guide.

Use the following statements:

A new application is received on July 1st. The client missed the interview scheduled for July 6th. On August 3rd the client calls and the interview is conducted, no additional verification is required (AI)

The RRR is due July 2014. The RRR is provided to the county on July 3rd and verification is requested and due by July 15th. The client provides the verification on July 18th (Rescind)

A new application is received on June 4th; the client completed the interview on June 7th. Verification was requested and due on June 15th, but the client doesn’t bring the verification in until June 23rd (Rescind)

The RRR is due June 2014, all needed verification is provided with the RRR on July 2nd (AI) An RRR interview is due for an August 2014 RRR, the client misses the interview scheduled on

August 11th; on August 31st the client comes into the office and completes the interview (Rescind) An application is received on June 15th; the interview is completed the same day. The client needs to

provide additional verification due on June 26th. The client turns the verification in on July 17th (AI) The RRR is due May 2014. The client turns the RRR into the county on June 22nd (AI) An application is received on June 1st, the interview is scheduled and completed; additional

verification is due on June 12th; the client provides the verification on July 30th (AI)

10 Minutes

Group Activity

Materials Required

Prep

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An RRR is due June 2014, the RRR is provided on June 17th, verification is due on June 29th; the verification is received on June 30th (Rescind)

An RRR is due June 2014,RRR received on June 3rd verification is due and received on June 15th but the county is unable to process the case until June 22nd, but the case has been closed by CBMS for failure to provide verification (Rescind)

The case is processed, Now What?

The introduction to this portion of the session should be done as a more informal discussion, asking participants for their insight. Tell participants that you will be spending the next portion of the training identifying the most commonly seen errors, providing additional information so that they will be better prepared to identify common errors and complete more accurate data entry in CBMS.

Use the following points:

Once a case has been processed and benefits authorized, you may not be aware that errors exist Errors are usually found during at the next RRR, application or during a case review

5 Minutes Group Discussion

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Payment Errors

SNAP Bingo – A new way to brainstorm!

Before this activity, prepare: a large grid of 12 boxes on Flip Chart paper – see example. You may also wish to write the following prompts on a flip-chart or whiteboard for participants to reference.

Topics for this activity: Common Data Entry Errors that Contribute to FA Payment Errors Causes of Common Errors that Contribute to FA Payment Errors

This activity will allow participants to identify what they have determined are the most common errors vs. SNAP QA-determined most common errors. The objective is for a team to be the first to post up a unique idea in each of 12 boxes in a grid; writing only on the sticky notes and not on the paper. When all spaces are filled, the group shouts “SNAP” Everyone stops so the sheet can be checked. The review continues until all ideas have been heard. This allows for many different ideas and perspectives to be heard. This also allows for participants to identify where they think errors are being made, which can provide for a more receptive environment when solutions are generated.

Split groups into teams, using one of the Making Groups suggestions; each group should be provided with a flip chart, one pad of sticky notes and one colored pen or marker.

10 minutes

Group Discussion

Materials Required

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What is a Payment Error – Common Errors?

Using the PowerPoint, define: Food Assistance Payment Error. You can also provide this more conversational definition: A payment error is any difference in the amount authorized to the household from what the household was entitled to receive regardless of who is at fault - county or household; or any amount of the difference - under or overpaid $1 or more dollars.

This is also an opportunity to reinforce what participants perceive as Common Errors and what SNAP QA has identified as Common Errors. This is also a review of SNAP QA Facts that participants may not be aware of – this also serves as a lead-in to the next activity.

5 Minutes

PowerPoint

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Note

Participants are more likely to engage in a solution generated themselves or by a peer, as there is a feeling of ownership which can improve outcomes.

Carousel Walk

Before this activity, prepare the following brainstorming prompts on Flip Chart paper:

Ideas to Decrease Common Data Entry Errors Solutions – Quality vs. Quantity What can I do to Improve Outcomes Importance of Payment Accuracy

Ensure you have a different colored marker for each group. You may need to create multiple “sets” of the prompts if your group is large; this will allow for smaller groups and more participant engagement.

This activity provides a way for groups to interact within a smaller group as well as the opportunity to be exposed to the work of the larger group. Each group will begin with a different brainstorming prompt written on Flip Chart paper. A different colored marker should be provided to each group to allow each group to recognize the different groups’ work. Inform participants that you will set a timer for 1-2 minutes. Once the timer is started they will have 1-2 minutes to record ideas to each prompt. When time “is up” the group will rotate to the next chart and have 1-2 minutes to add to the ideas that have already been generated. Allow time for each group to visit every station. Once all stations have been visited, review each of the charts with the group, calling attention to ideas that seem profound or any ideas that seem to be repetitive among the lists – during this review provide the opportunity for participants to discuss why some ideas/statements are mentioned repeatedly, and begin the discussion surrounding what can be done regarding the initial prompts.

An alternative to having Flip Chart paper pre-prepared is to put the prompts onto slips of paper and each group can select a prompt and then a scribe selected from the group can write the prompt on the Flip Chart paper – if this option is chosen, allow 2-3 minutes additional time before the timed activity begins.

20 Minutes

Group Discussion

Materials Required Prep

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Note

This activity will allow for individuals or groups to identify goals to implement changes that can lead to improved outcomes.

Action Planning & Commitments

Using 3x5 index cards (1 per participant), explain to participants that they will have two minutes to identify 3-5 goals that they are willing to implement in order to meet improved outcomes, decrease errors etc. Once individuals have compiled their individual goals, allow 2-3 minutes for the small group to discuss 1-2 ideas that they feel are most attainable and then a group leader from each table will be selected to report back to the large group. The ideas can be recorded on the Flip Chart paper, by participants within the small group before the report out or by the facilitator. This can be used for future reference or to re-visit and evaluate improved outcomes using these goals. Invite participants to take the 3x5 card with them as a reminder of some of the goals they have set.

10 minutes

Small Group

Discussion

Individual Activity

Materials Required

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Break Recommended

Shelter and Utility Expenses

Utility Allowance and Shelter Expenses in CBMS

Use the PowerPoint to introduce and review the Utility Allowance structure; including Allowable and Non-Allowable Shelter Deductions. Ask participants to follow along in the Participant’s Guide.

Introduce participants to the simplified four-tiered utility allowance used by FA and the different dollar amounts that each Allowance provided. This information is programmed into CBMS, but should be familiar to participants to ensure that the correct utility allowance is given for each case.

75 minutes

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Note

Effective September 1, 2014, Client Statement will be acceptable for shelter expenses. The build will go into CBMS in October 2014. In the meantime, enter the shelter expense with verified “received” and source “collateral contact”

Include the following points:

A household is only allowed to receive one utility allowance, so all utility expenses reported by the client should be entered into CBMS to ensure that they will receive the highest deduction they are eligible for

The question needs to be asked: Have you received LEAP within the last 12 months Households that received a LEAP payment within the last 12 months is eligible to receive the

HCUA, regardless of whether or not the individual is still residing at the address where the LEAP payment was received

If a household has received a LEAP payment $21 or more in another state, they are also eligible to receive the HCUA for 12 months – this is also client declared

Ask the following question: What happens if a household shares the household costs? If both households pay heating and/or cooling, both households would receive the HCUA Each person should be attributed only the amount of rent they are responsible to pay – not

what the entire rent/mortgage amount is Pre-paid phone cards attached to a device are allowable e.g. T-Mobile pay as you go etc.

Phone Cards that are purchased to be used with any device are not allowable Voice over internet protocol (VOIP) is an allowable expense

Utility expenses do not need to be verified - if requested, it must be well documented in Case Comments as to why it is questionable

Allowable Shelter Expenses

Introduce participants to the expenses that are allowable for Food Assistance. Invite participants to follow along in the Participant’s Guide.

5 Minutes

PowerPoint

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Rent If a household is sharing housing expenses e.g. rent or mortgage, the household is only

entitled to receive the amount that they are responsible to pay If two households share a home, the rent is $1200 each family pays half; each

household would only receive $600 towards their allowable shelter deduction Reverse Mortgage (4.407.3,E,1)

Monthly payments to repay amounts of a reverse mortgage are considered a “continuing” charge and will be allowed as a shelter expense

Excess Shelter (4223.5.D) If a household is paying costs related to the actual residence and the expenses for a home

that is not occupied by the household if the following occurs: Employment or training away from home Illness Abandonment caused by natural disaster or casualty loss

The household must have an intent to return to the home, the current occupants of the home, if any cannot be claiming the shelter costs for FA purposes and the home cannot be rented or leased during the households absence

Non-Allowable Shelter Expenses

Introduce participants to the expenses that are not allowable for Food Assistance. Invite participants to follow along in the Participant’s Guide.


Any amount that is included in the final rent amount must be deducted from the base rent amount in order for the correct rent deduction to be determined in CBMS

Example: Total Rent = $685.00, but $85.00 is for the garage fee. $85.00 should be subtracted and the amount of $600.00 should be entered into CBMS

5 Minutes

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Note

21 days from your run date will determine what the FA Use month will be

This is applicable to all other charges that may be included with the base rent: Parking fees Appliance fees Late fees Security deposits Renter’s Insurance

The following question are within the Participant’s Guide, instruct participants to follow along and “popcorn” around the room to all participants an opportunity to answer the question, then provide any clarification or additional information as needed.

What happens if a household shares the household costs? If both households pay heating and or cooling, both households would

receive the HCUA – each person should be attributed only the amount of rent they are responsible to pay – not the entire rent/mortgage amount

Do utility expenses (heat, electric, water, etc.) require verification? Utility expenses do not need to be verified – if requested, it must be well

documented in Case Comments as to why it is questionable Pre-Paid phone - what is allowable?

Pre-Paid phone cards attached to a device are allowable (e.g. T-Mobile pay as you go etc.). Phone Cards that are purchased to be used with any device are not allowable

Late fees and Deposits… How should that look when data entering in CBMS? The amount charged in addition to rent must be deducted from the base rent amount in

order for the correct rent deduction to be determined in CBMS (e.g. Late Fees) Deposits are considered refundable, so they are not considered as payment for shelter

When is it required to verify shelter expenses? When the source (e.g. new address) or amount changes by more than $25.00





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Utility Allowance Scenarios

Before this activity, ensure that you have enough copies of the utility allowance scenarios. It is recommended that the scenarios be laminated for repeated use, if desired. You may need to make several copies to ensure that each participant has at least one scenario; you can provide more than one scenario to each individual depending on the size of your group.

Provide scenarios to each individual and allow for participants to determine what Monthly Utility Allowance (MUA) should be given and what allowable shelter expenses apply in each scenario. After 3 minutes go arournd the room and ask participants to provide the scenario that was provided to them along with the correct utility allowance that would be applied to their respective scenario.

Income and Eligibility Verification System (IEVS)

Income and Eligibility Verification System - UIB

10 Minutes

Individual Activity

Group Discussion

Materials Required

Prep Page 19 Interpret


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Note

Refer to the Navigating Effective Begin and Effective End Date Document or Online Help for information regarding EBD for all programs

Note

For more information please see the NOA and Batch Issuance Cut-Off Dates 2012-2014 document located on the CBMS Portal.

Use PowerPoint to review the IEVS module as an Instructor Led – Interactive Lecture. Using speakers’ notes within the presentation, participants should be encouraged to interact with the facilitator with questions, observations etc.

PGM CDE = Program Code BWE=Benefit Week Ending PAYMT DOI = Payment Date of Issuance – Every 2 Weeks ORIG PYMT = Gross Amount that was issued

IEVS hits from UIB must be addressed by batch cut-off (NOA), this will ensure that a claim is not created and that the client is noticed properly





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Note

21 days from your run date will determine what the FA Use month will be

If there is an IEVS Hit in the month of November, action must be taken when: At the next RRR By Christmas Eve By batch-cut off in December When the client reports they started receiving UIB

21 days from the IEVS Run Date UIB is considered “reported” and “verified” on the same day so the 21-day rule applies Follow your county process for requesting an FA Use Month update

You should only use the prioritization model in Ongoing Mode during a certification period At initial application and RRR all IEVS hits must be addressed and verification should be requested if

necessary

Income and Eligibility Verification System – General Information


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Note

After a UIB hit is disposed of, you will continue to see the monthly hit going forward as DOLE is reporting the monthly amount whereas CBMS is using the converted amount, which will continue to generate a discrepancy

Use PowerPoint to review the IEVS module as an Instructor Led – Interactive Lecture. Participants should be invited to follow along and complete the activities within the Participant’s Guide as there are fill-in-the blank questions and note sections.

SSA Social Security Benefits, SSI, Pensions, Self-

Employment Earnings, Federal employee earnings IRS

Unearned Income Currently does not interface with CBMS

DOLE Wage information Unemployment Insurance Benefits (UIB)

IVES should be addressed any time an action is taken on a case A change is reported Client provides any documentation

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The following are suggestions for informal activities and revisit of content throughout the module:

During the Disposition of IEVS review, give each group or individual one of the disposition reasons – then ask for the group to compose a simple scenario when each reason would be applicable and have the group report back to the large group. This could also be done as a call-out review

Ask participants for additional suggestions that may be useful as a “best practice” when addressing IEVS, entering Case Comments etc.

All IEVS hits must be addressed before disposition Is there a new job Is the household potentially over income

Anytime an action is taken on an IEVS hit, a case comment should be entered, this ensures that the next worker knows

As discussed before, an IEVS hit may continue to populate due to the conversion of income that is done by CBMS a case comment ensures that additional verification is not required from the client

Case comments will also decrease the workload for the eligibility worker if they can determine quickly why an IEVS hit may be generated





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Note

It is a best practice to review IEVS every time the case is touched.

The following information is best practices that can be followed when documenting action taken on an IEVS hit:

When reviewing IEVS discrepancies from Wages:

Document each discrepancy that was addressed in a separate case comment, including what action was taken and the disposition reason

Use the term “3rd Party Verification” instead of IEVS Request verification from the employer, when possible

Determine if the household was actually receiving benefits during the time period of the discrepancy If there is an IEVS hit for March 2013 and the client has not received benefits since January

of 2013, there is no action to be taken as the client was not receiving benefits at that time Check to see if the job has already been entered into CBMS

Check case comments to see if the client has already provided information regarding the job and check the Employment History page to see if action has already been taken

Determine if the income reported and the information IEVS is reporting are different – determine if there is a significant discrepancy between what has been entered in CBMS and what is being reported via IEVS

For example: if a job was entered as “McDonald’s” but IEVS is reporting ABC Company – it could potentially be the same employment/income

Best practice is to double check the information and ask additional questions if necessary An IEVS hit can occur because we are using too little or too much income because representative

income was not obtained Ask the question: “Are we using income that is truly representative of what the client is

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A client has an IEVS hit for December, the RRR is in February, the client was only working at Macy’s during the holidays and the income did not cause the household to go over the income limit, they did not have to report it; additional verification should not be required unless the client is still continuing employment and receiving that income

Verified Upon Receipt

Verified Upon Receipt

This module will provide participants with information regarding Verified Upon Receipt (VUR) guidelines that will inform the appropriate action and timeframes that should be followed when an IEVS discrepancy or change has been identified as well as when specific actions that are designated as Verified Upon Receipt should take effect. Use PowerPoint to review the VUR participants should be encouraged to interact with the facilitator with questions, observations etc.


Why are there only 21 days to take action on a change that is considered Verified Upon Receipt? Since information is reported and verified on the same day, the first ten days are eliminated

When do you consider a Household Composition Verified Upon Receipt? HH Comp Changes are only VUR if the person is being moved onto a different case

The following interfaces and other information is provided from the following: Unemployment Compensation Benefits reported through IEVS and obtained through the

Department of Labor and Employment (DOLE)


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Note

Review the following desk aids:

Removing an Individual from an FA Household

FA 21-day Count

SDX and BENDEX Title II – SSDI/Retirement/ survivors benefits through IEVS or Social Security

Administration Title XVI – SSI benefits

Employment First Sanctions Imposing or lifting of Sanctions

Colorado Intentional Program Violations (IPV) findings Information from SAVE regarding non-citizen status Death Information through SDX/Bendex

Information that is reported and verified to a Public Assistance program

Colorado Works (CW) Old Age Pension (OAP) Aid to the Needy Disabled (AND) Colorado Supplement to SSI

Addition of or changes to a PA Grant Information obtained from the county department Increase Decrease Discontinuance

Household Composition changes are only considered VUR if the client is being moved into a different case

Resulting in one or more members being removed from one FA HH and placed into another FA HH (reported and verified by the HH or Child Welfare)

For example: a child is moving from Mom’s case to Dad’s case or an adult is applying for benefits on their own and the case they are currently receiving benefits in does not include mandatory members

Child Support Income Received through the ACSES interface

Direct receipt or child support income received from another state is not considered VUR, but considered under simplified reporting rules





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Simplified Reporting

Simplified Reporting

Use PowerPoint to review the Simplified Reporting module. Encourage participants to interact with the facilitator with questions, observations etc. as well as activities provided within the Participant’s Guide. This module will provide participants with information regarding Simplified Reporting guidelines that will inform the appropriate action and timeframes that should be followed when an IEVS discrepancy or change has been identified as well as when specific actions that are designated as Simplified Reporting should take effect.


What is Simplified Reporting? Simplified reporting households shall not be required to report and verify any changes

except an increase in income if the amount exceeds 130% of poverty level

10 Minutes

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If a client reports income that exceeds the income limit, the 21-day rule applies; this means that the information is considered reported and verified on the same day

Household should be encouraged to report changes that can potentially increase their benefits Loss of income Increase or addition of rent or utilities Addition of a member to the household

Re-visit the concept of VUR, remind participants that only changes that are considered to be VUR can be acted upon during a Simplified Reporting certification period

Any information that is provided to the county via an interface, is considered VUR and clients are not required to report the change

Discuss what a Simplified Reporting household looks like 6 or 24 month certification period

A 24 month certification period applies to households that have circumstances that are unlikely to change and mostly applies to households that are considered elderly or disabled

A Periodic Report must be returned at the 12 month mark of a 24 month certification period

Most households are considered Simplified Reporting





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This information will take effect within the certification period regardless of it causes a decrease or increase in the FA benefit amount

This action is to be taken on Simplified Reporting and non-Simplified Reporting households Discuss the difference between Simplified Reporting and Able Bodied Adults without

Dependents (ABAWD) Households All counties except – Denver, Arapahoe, El Paso, Logan and Freemont counties are

Simplified Reporting counties, those listed are ABAWD counties and those that are considered ABAWD HH have different reporting rules

Claims due to untimely action are valid Information that is not considered Verified Upon Receipt or is not a mandatory change that would

decrease the FA benefit amount, would take effect at the next certification period If the information will increase the FA benefit amount, the change will be effective the month after

the date it is reported and verified (date of change)

Paddle Game: Verified Upon Receipt or Simplified Reporting


5 Minutes

Group Activity

Materials Required Prep

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Instruct participants to write “Verified Upon Receipt” or “VUR” on one side of the paddle and “Simplified Reporting” or “SR” on the other side. Tell them that you will read a scenario and that they should hold up the correct response to the statement. Offer opportunities to provide clarification throughout the activity as necessary. Use the following statements:

A client gets a new job, the job does not cause the household to exceed the income limit (Simplified Reporting)

A baby is born to a mother currently receiving Food Assistance (Simplified Reporting) But the client should be encouraged to report any change that would increase benefits

Client loses their job (Simplified Reporting) But the client should be encouraged to report any change that would increase benefits

Client loses their job and starts receiving Unemployment Benefits (Verified Upon Receipt) Client moves from Denver county to Rio Grande county (Simplified Reporting)

The client should be encouraged to report the change of address so they can ensure they continue to receive correspondence

Client applies for Colorado Works and is approved (Verified Upon Receipt) A client’s child moves out of state, he is not applying for benefits (Simplified Reporting) A client got married, and moved to Florida (Simplified Reporting)

The client should be encouraged to report the change of address so they can ensure they continue to receive correspondence

But the client should be encouraged to report any change that would increase benefits – addition of a member to the household

Client reports a new job, the household will exceed the income limit (Verified Upon Receipt) If the household reports income that exceeds the income limit the 21-day rule applies

The client moves into a new apartment, he is now responsible to pay for heat and cooling (Simplified Reporting)

But the client should be encouraged to report any change that would increase benefits

Break Recommended

15 minutes





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Changes-Ten Days to Action

Changes – Ten Days to Action

Use PowerPoint to review the Changes module Using speakers’ notes within the presentation, participants should be encouraged to interact with the facilitator with questions, observations etc.

Include the following points; invite participants to follow along in the Participant’s Guide.

Changes reported during a Simplified Reporting certification period The only change that must be reported in a Simplified Reporting Household is when the

household income exceeds 130% FPL Household can report changes that will increase their benefits

Simplified Reporting households that report income that exceeds the income limit This report is considered the same as a VUR change 21-day rule applies

10 Minutes

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Before completing the knowledge checks on the following slides, instruct participants to find the FA 21-day count desk aid; this will aid them in determining the correct answers. This will also give participants an opportunity to practice utilizing the desk aid with scenarios.

A client sends in a Change Report Form on June 3rd stating that they started a new job and they have exceeded the income limit. When does the change take effect:

August At the next RRR September July

A client reports on April 28th that she has exceeded the income limit, when will the change go into effect:

At the next RRR May On the clients birthday June

Claims and Adverse Action





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Untimely Action will not affect past months’ claim. The client will be notified going forward of Adverse Action, but the claim created from when the initial action should have occurred will be valid

31-day count The 10 days to obtain and enter verification, includes data entry and processing. What this

means is that the eligibility site only has 10 days total to request, receive, enter verification and take action on the change. If the action is taken more than 10 days after the change has been reported, the action will be considered untimely

For example: If the change is reported on August 10th, the county has until August 20th to obtain, enter verification and make a determination regarding the change. If the change is acted upon any time after the 20th, the action is considered untimely

Scavenger Hunt

Instruct participants to locate the Scavenger Hunt within the Participant’s Guide. Introduce participants with the case scenario provided with corresponding CBMS screen shots. Please note, this scenario has been created with intentional errors. Tell participants that they will have 7 minutes to identify errors and provide the correct information. Once participants have identified and made corrections allow for a group review of the screens. Identify errors and allow for explanation of errors, and discuss what the outcome could be should that error be made within a case as well as what the correct action should be

20 Minutes

Individual Activity

Group Discussion

Pages

29-39

Problem-solve ##





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Note

The Individual Details tab provides information at the individual level, in this tab you can view each individual and the income that is represented in the Gross Income field.

Wrap-Up

Wrap-Up

This module will provide participants with tools and information to accurately interpret the Food Assistance Financial Eligibility functionality of Wrap-Up within CBMS to ensure that income and deductions have been accurately applied and that the allotment to be issued is correct prior to authorization.

The FA Financial Eligibility page is broken out into five tabs; each of the tabs will provide information that can be used to ensure an accurate eligibility result:

Gross Income Test Income includes Earned, Unearned, Self-

Employment etc. minus allowable expenses, all Cash Assistance payments

15 Minutes

PowerPoint Pages

40-42

Interpret ##





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If Gross Income Total is greater than the Gross Income Standard, but the Test Result is Pass, the household is categorically eligible (for example, someone in the household is elderly or disabled)

Non-IPV disqualified (ineligible non-citizen) member’s income will be prorated based on the number of total household members and the total number of eligible members

The information that will show in Wrap Up will be the information CBMS is using for the Eligibility Determination, which may not be the same as the household actual circumstance

According to Simplified Reporting Rules, certain information that is reported may not be used until a future month when determining eligibility

For example, if the user enters income, but CBMS determines that the FA Use Month will be the next RRR month. The income on the Income page in CBMS will show what the user entered. In Wrap Up, the income displayed may be the previous income that was being used to determine the eligibility or in some cases, no income if there was no income entered when the eligibility was determined

Housing/Shelter SUA (Standard Utility Allowance)

If household is receiving the HCUA, this will be checked Total Housing Cost

The total amount of rent, mortgage, property taxes, etc. Total Utility Cost

The correct Mandatory Monthly Utility Allowance (MUA) will populate here Total of Housing and Utility Cost

The total of the MUA and the housing costs

Adjusted Income





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If there is a non-citizen who is responsible to pay Dependent Care expenses, that amount will also be prorated

If the TYPE is Out of Pocket Home Care Costs and the amount is less than $35 the actual amount will post here

Budget Allowable Shelter Disregard:

Allowable shelter disregard from Housing/Shelter tab or Homeless Shelter Disregard from Adjusted Income tab, whichever is more beneficial to the household

HH Size The total number of eligible household members. Does not include members who

are excluded or ineligible (e.g., ineligible students, non-citizens, individuals not in the home)

Test Result Pass or Fail

30% of Adjusted Net Income Calculation of 30% of the household’s net income The Total Adjusted Gross Income is multiplied by 30% to calculate the net amount

Thrifty Food Plan Maximum allotment for the household size

Allotment Amount Derived from the Thrifty Food Plan minus the 30% of the household’s net income

Resource Test Expanded Categorically Eligible(ECE)

Will show $0 – resources are exempt





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Basic Categorically Eligible (BCE) Limit for the program that conferred eligibility

Standard $2,000 – individual $3,250 – couple

Elderly and Disabled Households $3,250

Preventing Errors

Preventing Errors – Helpful Hints

Ask participants to locate the Preventing Errors – Helpful Hints within the Participant’s Guide. Tell participants that the timer will be set for 2 minutes, during that time ask participants to review the information within the guide, and to circle underline or start the most important hints and tips. Also encourage participants to write down helpful hints that they have come up with during the training or things that they already do. Once the time has finished, ask participants to share. Close the activity with any questions or suggestions for preventing errors.

5 Minutes

Group Activity

PowerPoint Pages

43

Recall #





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Scavenger Hunt

Trainer Key

Black Pen applies for Food Assistance on November 21, 2013; for himself, his wife Blue Pen, child Baby Pen as well as Cousin Pen who purchases and prepares food in this household. Black Pen earns $800/month. He earns $10.00/per hour; he is paid on the 1st and 20th of every month; stated on the Employer Letter that was provided with the application. Blue is self-employed, providing child care earning $500.00/month. Blue is also attending Community College of Aurora and has financial assistance that includes a Pell Grant of $5000.00/quarter and Title IV Work Study which is paid $250.00/week. Cousin Pen recently got laid-off and is currently receiving $217.00/week in Unemployment Insurance Benefits. They pay $600.00 for rent; at the interview they provided a lease that states that $50.00 of the rent is to pay for water; the lease also states that they are responsible to pay all other utility expenses. On the application it’s declared that they paid $67.58 to Xcel Energy, but they didn’t provide any additional verification.

If the client is listed as working 40 hours x 2 weeks = 80 hours x $10.00 = $800 – twice a month =$1600.00 when in fact the based on the scenario the client is only working 20 hours per week earning $400.00/twice a month – Hours worked is incorrect and could potentially cause an inaccurate Employment First exemption or provide inaccurate student eligibility.

**Effective September 1, 2014, an average of 80 hours per month will be acceptable for student eligibility





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Client is paid on the 1st and 20th – Frequency = Twice a Month

The pay period begin and end dates are questionable

Client earned $400.00/$10.00 = 40 Hours – Hours worked is incorrect

Incorrect Verification Source





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Blue Pen is Self-Employed





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Gross Amount is incorrect. The scenario states that she is earning $500/month





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Work Study income should never be entered in the Employment History Detail Window and Earned Income page should not be completed for Work Study. All income received from Financial Aid should be entered in the Student Detail/Financial Aid screens in order for student income to be calculated correctly. In this scenario, if the income from Work Study was entered here, the income would count incorrectly. Title IV Work Study income is exempt per policy 4.4222.62. If entered here, this could potentially cause a payment error.





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No errors

Although there is a “weekly benefit amount” for UIB, UIB payments are paid bi-weekly; therefore UIB should be entered with a frequency of Every 2 Weeks to ensure the correct income calculation in Wrap-Up. This is just a re-visit to the data entry of UIB.





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If this field is incorrectly completed, or if it is not accurately updated when there is a change to Household circumstances, it could cause an inaccurate HCUA deduction in error. This field should be reviewed/updated at every application or RRR in order to maintain accuracy.

** Remember if the household has received LEAP at any address within the last 12 months, they are eligible to receive the HCUA**





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Although the lease states that the rent is $600.00, there is also information to show that $50.00 of that amount is for the payment of water. The actual rent amount is $550.00 and the amount of $50.00 should be entered to reflect the payment of that utility in order to ensure correct housing/utility allowances





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Work Study income should be entered on the Financial Aid page and any income received from Work Study should be entered in the Income Received page





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Utility Allowance Scenarios 1. Food Assistance HH provides a lease for a 2 bedroom home showing the rent is $880 but also

declares they receive Section 8 Housing their portion is $125 a month. They are responsible for all

utilities, electric, heat, water, trash and sewer and they have a cell phone.

2. The FA applicant declares rent $950 includes $35 for covered parking spot in the apartment

complex. has a cell phone

3. A family is applying for food assistance and is purchasing their home. The mortgage is $1189 and

includes home owners insurance of $125 and property taxes of $120 pays electric, water, sewer and

trash and has a home phone.

4. Food Assistance household declares they live in an apartment and are responsible to pay $650

monthly rent but receives assistance through Section 8. Their portion of the rent is $255 and are

responsible to pay electric and cooling and has a cell phone.

5. Two families living in the same home (separate Purchase and Prepare groups) total rent for the

home is $1250. Each family is responsible for half of the rent and half of the Electric/Heating bill

and each family has their own cell phone.

6. Two adults and a teen child rent a home. The lease is $775 a month and requires a $450 deposit.

They set up a plan with the landlord to pay $925 for the first three months. This includes the

deposit split into the 3 payments. All three family members have a cell phone. They are also

responsible to pay electric, heating and trash.

7. The FA Household is responsible for $575 monthly rent and owes $275 in late fees. The client

provides a rent receipt to the County showing they paid $650. They are responsible for water only

and have a prepaid phone. They explain that every month they purchase a $30 card worth 1000

minutes to reload their phone.

8. Three Food Assistance HH units live in a home the rent is $1500, the tenants are responsible for

electric and heating and there is a main home phone. Each family also has their own cell phones.

All expenses are split 3 ways amongst the Households with the exception of their personal cell

phones.

9. A family rents a townhome for $898 a month plus HOA fees of $175 + $15 for a covered parking spot

and is responsible for electric only and has 2 cell phones. They also pay renters insurance of $135 a

month.





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10. Two separate Food assistance households live in the same house. One upstairs and one downstairs.

The rent is $1150 each family pays half of the rent to the landlord. The family living upstairs is

responsible for electric and cooling and the family downstairs is responsible for water and sewer on

a quarterly basis.

11. The food assistance household lives with friends who pay $880 monthly rent. The FA HH is not

responsible for rent instead pays all utilities for the home which includes, water, heat, electric,

internet and trash. She also has a cell phone.

12. The FA HH lives with relatives and is between jobs but is responsible for helping with rent. She

provides a letter stating her share of the expenses is $350 which includes electric and heat and is

responsible to pay the water bill every other month.

13. FA HH lives in a mobile home park and is responsible for rent $475 and lot/space rent $85 in

addition to water and sewer. Her grandfather who does not live with her is helping her pay the rent

until her unemployment benefits are approved. He writes a monthly check to the landlord.

14. FA Applicant recently moved to Denver to find employment. He owns a home that is vacant and is

responsible to pay $927 mortgage, which includes home owner’s insurance of $108 and property

taxes of $89. Since relocating to Denver he is living in his friend’s basement and pays $525 rent a

plus the water bill and his cell phone.

15. FA family owns a home pays $850 a month in mortgage, $95 property taxes, and $103 home owners

insurance and recently took out a home equity loan to make some repairs. Their monthly payment

for the home equity loan is $208. They pay electric/heat, water, trash, internet and home phone.

He also pays a cell phone for his teenager.

16. Family rents an apartment and the lease states monthly rent is $725 which includes a $25 pet fee for

their cat. They are responsible for electric and heat and have a prepaid phone and a home phone.

They also pay an extra $18 to rent a grill and a freezer.

17. FA applicant owns a home he has two mortgages, the first is $750 and the second is $238 he pays

for water, sewer, trash, electric, heat, internet and cable TV. He also pays for 3 cell phones for

himself, his wife and his son.

18. A family applies for food assistance and is currently residing in an extended stay hotel and is paying

a weekly rate of $280. They own a home in an area affected by recent floods. Their home is

undergoing repairs and they are responsible for a mortgage $1350, property taxes $156 and home

owners insurance of $147 in addition to electric, cooling, sewer and water.




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Household Composition Scenarios 1. Janice is a teen mom and has moved back into her mom’s house. She brought her son and her

husband, Timothy, with her. She now lives with her mom, her dad, and her twin 15-year-old brothers. Who will be included in the household?

2. Sandy and Aaron have three biological children and two adopted children. They recently began fostering a sixth child, in hopes of one day adopting the child. They come in to apply for SNAP and report that they receive $450/month in foster care funds for fostering the child. Who will be included in the household?

3. Amber and Erica are roommates. They sometimes eat together, but only when Erica decides to eat gluten and no one knows how often that will be. Amber has applied for benefits because she is no longer employed. Who will be in Amber’s household?

4. Sarah has three children. Her boyfriend, Thomas, stays over a few times a week and eats meals with the family when he is there. He comes in to apply for SNAP because he no longer wants to accept payment as Sarah’s gardener because they are dating. Who is required to be in the household?

5. Makenna is engaged to John and is currently expecting a baby. They live together with her biological children. She reports that John buys and makes his own meals because he has a special diet. Who will be included in the household?

6. Rose and Mark have legally separated. Mark is still living in the same home though and they do have a child in common (also living in the home.) Mark comes in to apply for SNAP for himself and the baby. He states that he is a stay-at-home dad and Rose will not give him any money. Who is required to be in the household?

7. Sierra comes in to apply for SNAP. She reports that she has four children with her husband but that her husband is frequently out of the home as he travels for work. He will only be home for two days this month, and then once or twice a month for the next three months. Who will be included in the household?

8. The Smith family recently took in a troubled 17-year-old Joshua. Andrew and Karen both have good paying jobs and they are providing Joshua with room and food. Their son, Michael is good friends with Joshua. Joshua wants SNAP benefits because he feels guilty for not having a job and being able to help in any way. Who will be included in the household?

9. Maria has moved out of her parent’s house, claiming that it is unsafe. Maria is thirteen years old. Maria is residing with her sister, her sister’s husband and her nephew. She reports that she makes $800/month working at Water World. She is requesting assistance for only herself. Who will be included in the household?

10. Heather comes in to apply for SNAP benefits for her family. She reports that she lives with her four children, April (7), Henry (11), Cindy (17) and Mario (23.) Mario is lazy and is not working so she has to support him on top of her other children. She also reports that she lives with her boyfriend but that he is a vegetarian and they do not eat together. They do not have any children in common. Who will be in Heather’s household?




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