ssai recertification for py 2014 t we will start in 5 minutes. t please dial in by following the...

SSAI Recertification for PY 2014SSAI Recertification for PY 2014

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Senior Service America, Senior Service America, Inc.Inc.

SCSEP Recertification PY SCSEP Recertification PY 20142014

February 4, 2015February 4, 2015

SSAI Recertification for SSAI Recertification for PY 2014PY 2014

Today’s Presenters:Today’s Presenters:

Constance Todd, Program Officer

Nekeisia Booyer, Program Officer

Joshua Wadsworth, Program Officer

Welcome to the SSAI SCSEP Family!

Top Row, Left to Right:Richard Devore, Southeast Alabama Regional and Planning Development Commission, AL Melanie Iverson, Armstrong County Area Agency on Aging, PA Melody Wilson, East Alabama Regional Development & Planning Commission, AL Natasha Pender, Centralina Council of Governments, NCKay Radlinger, Citizens Employment and Training, WI Lisa Shaffer, Armstrong County Area Agency on Aging, PA Jenna Holzberg, National ABLE, ILLatonya Clark, National ABLE, IL Kristen Anthony, Lawrence County Community Action Program, PA Penny Shen, Chinese- American Planning Council, NY

Bottom Row, Left to Right: Amy Weaver, Baltimore County Department on Aging, MDVanessa Hines, Centralina Council of Governments, NC Leona Hartman, Contra Costa County, CA Adriana Harper, Kankakee Community Services, IL Stephanie Franklin, North-Central Alabama Regional Council of Governments, AL Bunswella “Bunny” Brown - Jefferson County Community Action Commission, OH Lourdes (Lulu) Holguin, National ABLE, IL

SSAI Recertification for PY SSAI Recertification for PY 20142014

Today’s AgendaToday’s Agenda

Updates for PY 2014Updates for PY 2014

Getting Ready and PlanningGetting Ready and Planning

Documentation RequirementsDocumentation Requirements

Frequently Asked Recertification QuestionsFrequently Asked Recertification Questions

Eligibility Determination Tool/Income Eligibility Determination Tool/Income WorksheetWorksheet

SPARQSPARQ

Questions and AnswersQuestions and Answers

• Annual recertification of SCSEP eligibility is Annual recertification of SCSEP eligibility is a federal requirementa federal requirement

• All SSAI participants will be recertified All SSAI participants will be recertified during March 2015, including any during March 2015, including any participants who were enrolled in February participants who were enrolled in February 20152015

• You do not have to recertify participants who You do not have to recertify participants who have Open or Active Workers Comp claimhave Open or Active Workers Comp claim

• Income and family size are the only Income and family size are the only eligibility criteria reviewed during eligibility criteria reviewed during recertification however…recertification however…



Updates for PY 2014:Updates for PY 2014:

Update the Most In Need Characteristics Update the Most In Need Characteristics for Participants, to get credit for this for Participants, to get credit for this Program YearProgram Year

1) Severe disability2) Frail3) 75 years of age or older4) Low literacy skills5) Old enough to receive, but not receiving Title II Social Security6) Severely limited employment prospects in areas with persistent

unemployment7) Limited English proficiency

To ensure you get full credit for MIN To ensure you get full credit for MIN Performance annually, each July you will Performance annually, each July you will have to update MIN Characteristics for all have to update MIN Characteristics for all participants.participants.

Updates for PY 2014Updates for PY 2014 Correct the MIN for Participants Correct the MIN for Participants

enrolled in PY14enrolled in PY141. Are veterans or qualified spouses of veterans

2. Have a disability;

3. Live in a rural area;

4. Have low employment prospects;

5. Have failed to find employment through WIA Title I

6. Are homeless or

7. at risk of becoming homeless

For Participants enrolled in PY14 For Participants enrolled in PY14 MIN can be corrected, if MIN can be corrected, if documented at the time of documented at the time of enrollmentenrollment


Example:Example:

A participant was enrolled in November 2014, and A participant was enrolled in November 2014, and provided documentation of SSDI income at the provided documentation of SSDI income at the time of enrollment. The project did not record any time of enrollment. The project did not record any MIN on the participant form or in SPARQ.MIN on the participant form or in SPARQ.

SSDI is verification of DisabilitySSDI is verification of Disability

Disability is an indicator of Low Employment Disability is an indicator of Low Employment ProspectsProspects

Disability and Low Employment Disability and Low Employment Prospects can be corrected based on Prospects can be corrected based on the SSDI documentation obtained at the SSDI documentation obtained at enrollmentenrollment


Annual update of the Annual update of the Federal Poverty Guidelines Federal Poverty Guidelines was published in the Federal was published in the Federal RegisterRegister

SSAI will be issuing a SSAI will be issuing a revised Income Eligibility revised Income Eligibility Chart (PP203)Chart (PP203)

SSAI Recertification for SSAI Recertification for PY 2014PY 2014Getting Ready and Planning:Getting Ready and Planning:

Recertification InstructionsRecertification Instructions

Recertification Checklist and Readiness Recertification Checklist and Readiness CalendarCalendar

Recertification Notice for ParticipantsRecertification Notice for Participants

Recert Income WorksheetRecert Income Worksheet

Termination Notice – IneligibleTermination Notice – Ineligible

Termination Notice – No ShowTermination Notice – No Show


Identify staff that will help you

Train staff to assist – (reminder participant staff cannot make final eligibility on another participant)

Access to Tools/SPARQ?


Identify and Secure your location(s) for Identify and Secure your location(s) for the recertification meeting(s)the recertification meeting(s)

Prepare Recertification Memo (template Prepare Recertification Memo (template provided) for each participant eligible for provided) for each participant eligible for recertification recertification (make no assumptions and be (make no assumptions and be clear they need to bring up to date documents)clear they need to bring up to date documents)

The SSAI Eligibility Determination Tool The SSAI Eligibility Determination Tool will be available for practice through Feb. will be available for practice through Feb. 2828thth


Copy enough forms for use: Copy enough forms for use:

Recertification -Income Worksheets Recertification -Income Worksheets (for use remotely); Offer of Physical (for use remotely); Offer of Physical Examination; Family Size Form; Case Examination; Family Size Form; Case Management Note Form; Self Management Note Form; Self Attestation Forms and Assessments Attestation Forms and Assessments or IEPS as neededor IEPS as needed

Refer to the PY2014 Recertification Refer to the PY2014 Recertification Checklist and Readiness Calendar for a Checklist and Readiness Calendar for a complete listcomplete list


Prepare for notifying those Prepare for notifying those participants who may be over participants who may be over income; and or those who fail to income; and or those who fail to show for recertification interviewsshow for recertification interviews

Develop a system for Quality Develop a system for Quality AssuranceAssurance

Develop a plan to enter all data in Develop a plan to enter all data in the SSAI Eligibility Determination the SSAI Eligibility Determination Tool & SPARQ by March 31, 2015Tool & SPARQ by March 31, 2015

Your plan should also Your plan should also consider:consider:

• Program activities continue Program activities continue

• Continue to update the Pay Continue to update the Pay by Pay/PPP and CIPsby Pay/PPP and CIPs

• Keep up with SPARQ Data Keep up with SPARQ Data EntryEntry

• Prepare for April SPARQ Prepare for April SPARQ Data Entry deadlinesData Entry deadlines



Documentation Requirements – Documentation Requirements – requires all source documentation requires all source documentation (what you reviewed and what you copied)(what you reviewed and what you copied)

Income Worksheet showing the Income Worksheet showing the math. math. (Reminder the look back period is (Reminder the look back period is 12 months or 6 months {annualized [x2]} 12 months or 6 months {annualized [x2]} prior to the date of recertification )prior to the date of recertification )

Family Size DocumentationFamily Size Documentation

Letter of 30 day Termination NoticeLetter of 30 day Termination Notice

continuedcontinued


Documentation Requirements – Documentation Requirements – continuedcontinued

Record of Offer of Physical ExaminationRecord of Offer of Physical Examination

SCSEP Self/Third Party Attestation SCSEP Self/Third Party Attestation FormForm

MIN Update FormsMIN Update Forms

Applicable Case Notes Applicable Case Notes

All of above must past Data Validation RulesAll of above must past Data Validation Rules

SSAI Recertification for SSAI Recertification for PY 2014PY 2014Update and Correct Most-In-Need Update and Correct Most-In-Need Characteristics – Forms are available on Characteristics – Forms are available on the SSAI Partners Page:the SSAI Partners Page:

MIN Re-Validation Form (updated 2/14)MIN Re-Validation Form (updated 2/14)

SSAI Limited English Proficiency self-attest (English, SSAI Limited English Proficiency self-attest (English, Spanish)Spanish)

SSAI Limited English Proficiency third party-attest SSAI Limited English Proficiency third party-attest

SSAI low literacy self-attestSSAI low literacy self-attest

SSAI low literacy skills third-party attestSSAI low literacy skills third-party attest

SSAI Severely limited employment prospects in an area of SSAI Severely limited employment prospects in an area of persistent unemployment self-attest (English, Chinese and persistent unemployment self-attest (English, Chinese and Spanish)Spanish)

SSAI Certification of Severe Disability Form SSAI Certification of Severe Disability Form

SSAI Low Employment Prospects self-attest SSAI Low Employment Prospects self-attest

Case Notes: must consist of Case Notes: must consist of the case worker’s own the case worker’s own documentation of his or her documentation of his or her activities. Case notes can activities. Case notes can be based on information be based on information obtained in person or by obtained in person or by telephonetelephone


Case notes MUST include 3 Case notes MUST include 3 foundation elements:foundation elements:

1.1. Name of person who is the source of the Name of person who is the source of the information, his or hers phone #, their information, his or hers phone #, their organization and title or relationship to organization and title or relationship to participant (this is not the participant)participant (this is not the participant)

2.2. Name or initials of the person making Name or initials of the person making the notethe note

3.3. Date on which the information was Date on which the information was obtained, and the date on which it was obtained, and the date on which it was recorded, if differentrecorded, if different



Getting Ready and Planning:Getting Ready and Planning:

Results from the Eligibility Results from the Eligibility Tool will be Entered in SPARQTool will be Entered in SPARQ

MIN updates or corrections MIN updates or corrections will be entered directly in will be entered directly in SPARQSPARQ


Reconcile the active participants Reconcile the active participants in SPARQ and SSAI Tools:in SPARQ and SSAI Tools:

All Active Participants must be in both SPARQ All Active Participants must be in both SPARQ and SSAI Tools in order to complete and SSAI Tools in order to complete recertification.recertification.

Complete Participant and Exit forms and enter Complete Participant and Exit forms and enter in SPARQin SPARQ

Contact the Front End Support Team if you need Contact the Front End Support Team if you need assistance.assistance.

FREQUENTLY ASKED FREQUENTLY ASKED RECERTIFICATION RECERTIFICATION

QUESTIONSQUESTIONS

SSDI & Full Retirement SSDI & Full Retirement AgeAge

Q: For participants who receive Q: For participants who receive SSDI, should this cash benefit be SSDI, should this cash benefit be counted when they turn 65?counted when they turn 65?

A: No. A: No.

SSDI benefits convert to Retirement SSDI benefits convert to Retirement Benefits the month the participant Benefits the month the participant reaches Full Retirement Age.reaches Full Retirement Age.

Full Retirement Age is no longer 65.Full Retirement Age is no longer 65.

Full Retirement Age

1937 or earlier 65

1938 65 and 2 months





1943--1954 66






1960 and later 67*If you were born on January 1st of any year you should refer to the previous year.

(If you were born on the 1st of the month, we figure your benefit (and your full retirement age) as if your birthday was in the previous month.)

SSDI & Full Retirement SSDI & Full Retirement AgeAge

Look Back PeriodLook Back PeriodQ: If we recertify someone March 15 and they will receive their S.S. check on March 27. How do we enter it on your website worksheet? Do we put $0 for March? Would This Person only have 5 months of Social Security if using the 6 month annualized method?

A: No;

Remember that you must look back 6 or 12 months from the date you are completing the enrollment or recertification.

The look back months are not the same as Calendar Months, and will nearly always overlap into 2 Calendar Months

Look Back PeriodLook Back Period

Month Dates Income to be included:1 March 15th, 2015-

February 16th, 2015 All income received between 03/15/15 and 02/16/15

2 Feb. 15th, 2015 – Jan. 16th, 2015

All income received between 02/15/15 and 01/16/15

3 Jan. 15th, 2015 – Dec. 16th, 2014


4 Dec. 15th, 2014 – Nov. 16th, 2014


5 Nov. 15th, 2014 – Oct. 16th, 2014


6 Oct. 16th, 2014 – Sept. 16th, 2014


When completing an eligibility determination conducted on March 15th, 2015, the income worksheet should be completed as follows:

Look Back PeriodLook Back Period

Month Dates Income to be included:1 March 15th, 2015-

February 16th, 2015 Pension: 03/01/15, SS 02/27/15

2 Feb. 15th, 2015 – Jan. 16th, 2015

Pension: 02/01/15, SS 01/27/15

3 Jan. 15th, 2015 – Dec. 16th, 2014

Pension: 01/01/15, SS 12/27/14

4 Dec. 15th, 2014 – Nov. 16th, 2014

Pension: 12/01/14, SS 11/27/14

5 Nov. 15th, 2014 – Oct. 16th, 2014

Pension: 11/01/14, SS 10/27/14

6 Oct. 16th, 2014 – Sept. 16th, 2014

Pension: 10/01/14, SS 09/27/14

Example:A Participant is being recertified on March 15th, 2014. The participant is a family of one, and has two sources of includable income. The participant receives a Social Security Retirement benefit, which they receive on the 27th of each month, and a pension which they receive on the 1st of each month. The 6 month look back period for this participant would include:

Social Security COLASocial Security COLA

Q: Was there a Social Security Cost of Living Adjustment (COLA) for 2015?

A: Yes, there was a COLA increase of 1.7% for 2015. Because monthly cash benefits were increased for all beneficiaries, Project Directors will need to verify the monthly cash benefit amounts for 2014 and 2015 for Social Security Retirement beneficiaries.

More information about Social Security COLA’s can be found at http://www.ssa.gov/cola/

Let’s Take Some Let’s Take Some Questions/CommentsQuestions/Comments

Raise Your Hand to Confer Raise Your Hand to Confer by Phone or Send Us a by Phone or Send Us a

NoteNote


Eligibility Determination Tool:Eligibility Determination Tool:

Serves as both Calculator and Serves as both Calculator and Recert DocumentationRecert Documentation

Improves accuracy of calculationsImproves accuracy of calculations

Improves Data Validation resultsImproves Data Validation results

SSAI Eligibility Tool will continue to SSAI Eligibility Tool will continue to be required for recertificationbe required for recertification

SSAI Recertification for SSAI Recertification for PY 2014PY 2014Projects have the option of Projects have the option of

entering the recertification entering the recertification information directly into the information directly into the Eligibility Determination ToolEligibility Determination Tool

Must have an Internet Connection and Must have an Internet Connection and access to a printer.access to a printer.

Participant and Project Staff Signatures Participant and Project Staff Signatures collected on the SCSEP Income collected on the SCSEP Income Eligibility Form generated by the Eligibility Form generated by the Eligibility tool for each participant.Eligibility tool for each participant.


Income Calculations can also be Income Calculations can also be completed by hand using the completed by hand using the Income WorksheetIncome Worksheet

Participant and Project Staff Signatures collected Participant and Project Staff Signatures collected directly on the income worksheetdirectly on the income worksheet

Must also enter recertification into Eligibility Must also enter recertification into Eligibility determination tool.determination tool.

When Printing the Summary from the eligibility When Printing the Summary from the eligibility tool, opt-out of printing signature lines by tool, opt-out of printing signature lines by selecting that signatures were already obtained.selecting that signatures were already obtained.

When entering in SPARQ, always enter the When entering in SPARQ, always enter the amount from the Eligibility Tool, not from amount from the Eligibility Tool, not from calculation done by hand.calculation done by hand.

Recertification WebtoolRecertification Webtool

To access the Recertification Webtool:

Browse to http://www.seniorserviceamerica.org

Note Between February 4, 2015 and February 28, 2015 you can test the tool by Browsing to http://review.seniorserviceamerica.org

Click on Partner/Subgrantee Sign In (upper right corner)

Click the link to access the SSAI tools

Login using your assigned username and password

If you don't have an account you can click the “Request an account” link to send a request to SSAI

If you forget your password you can click the “Reset it here”link to get instructions on how to get a new password

If you forget your username, you can click the “Retrieve it here” link to get your username emailed to you

For any other webtools issues please contact SCSEP Front End Team at 301-578-8989 or

[email protected] or via the Cloud Portal.

Recertification WebtoolRecertification Webtool

Select SCSEP Eligibility Determination from the Tool drop down

RecertificationRecert Participant ListRecertificationRecert Participant List

To access the recertification list click on Participants.

The list shows 15 participant at a time and you can move around the list by clicking Previous or Next

You can search by typing a participant name

The list can be filtered by:

Not Started - A listing of all participants that needs a recertification entered

In Progress – A listing of all participants that has a recertification that has been started

Found Ineligible - A listing of all participants found ineligible during recertification

Found Eligible - A listing of all participants found eligible during recertification

RecertificationEnter RecertificationRecertificationEnter Recertification

To Enter a Recertification – Click on the Eligibility Status link

The process has 6 steps:

1 – Start

2 – Family Size

3 – Method

4 – Income

5 – Document

6 – Summary

RecertificationEnter Recertification – Step 1RecertificationEnter Recertification – Step 1

1 – Start

Select the date your verified the participant’s income. You can either enter a date using the format mm/dd/yyyy or click the calendar icon a select the date

Click next to save your entry and move to the next step


2 – Family Size

By default, the participant is shown

To add additional family members click add Family Member, enter their name, and select their relationship to the participant

You can click the remove link if you want to remove an incorrect row



3 - Method

Select either 6 months annualized or 12 months. For help on which method to select click the help link.



4 - Income

To enter Income for the participant and for any other Family member select either yes or no for each income type

For Social security, you must enter the gross amount. The tool will automatically calculate and exclude 25% of social security

If you select No to any of the 12 income types, you do not have to enter any amount

If you select Yes to any of the 12 income types, you must enter all amounts and enter zero if none. For example, if participant received income only for 3 months, you would enter the amounts for those 3 months and enter 0 for the other months


RecertificationEnter RecertificationRecertificationEnter Recertification



5 - Document

Select the document used to verify Family size and any income received by the participant and enter any notes you captures during this recertification



If the total income for the participant and for any other family member is zero

Document how the participant supports themselves

And capture a detailed case note



• When completing recertification in the field, and entering data at a later time, the Participant’s signature must be captured on the Income Worksheet.

• Check the box in step 5 to indicate that the Participant signature was captured

• Do not check this box if entering directly into the eligibility tool, and signature is needed on the print-out


6 – Summary

At this point, all the data entered is summarized and the income eligibility is automatically determined

For purposes of data validation, this form must be printed and signed by the participant and interviewer. Copies of the verification documentation for family size and income, along with the income worksheet, must be attached and all filed in the participant's file

Click print to print the summary and income worksheets

Click return to get back to your recert list

RecertificationSPARQ EntryRecertificationSPARQ Entry

Select WDCS from the SPARQ Homepage


Search for Participant by last name, Social Security Number, or PID


Select the Participant; once the record appears below, select Edit

Smith Sally 1234567 09/09/1949

Sally Smith

1234567

(443) 555-5555


Select Recertification/Waiver of Durational Limit Tab


Complete Recertification Section: fields 44 – 50

MIN/ WaiverSPARQ EntryMIN/ WaiverSPARQ Entry

To update MIN Characteristics, complete Waiver of Durational Limit Section: fields 51 – 58

MIN/ WaiverSPARQ EntryMIN/ WaiverSPARQ Entry

Save once you are finished entering the data

56

Any Final Questions?Any Final Questions?

Raise Your Hand to Confer Raise Your Hand to Confer by Phone or Send Me a by Phone or Send Me a

NoteNote

Questions After This Questions After This WebinarWebinar

Contact the Front End Contact the Front End Support Team and a FES Support Team and a FES Program Officer will Program Officer will respond:respond:

Email: [email protected]; orEmail: [email protected]; or

Call: 301-578-8989; orCall: 301-578-8989; or

Open a case via the Cloud PortalOpen a case via the Cloud Portal

ssai recertification for py 2014 t we will start in 5 minutes. t please dial in by following the...

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