This memo provides information and implementation instructions regarding the elimination of the cash benefit for the General Assistance Program. This change will be incorporated into the Kansas Economic and Employment Support Manual (KEESM) July 2011 Revision:
Overview of Change
Effective July 1, 2011, the General Assistance program no longer includes a cash benefit based on budgetary action taken by the Kansas Legislature in 2011. Income and resource guidelines remain the same. The zero cash benefit will apply to all GA participants regardless if Tier I, Tier II, Re-integration or pre-release. Medical benefits will not be affected by the GA benefit change.
Because these changes are due to elimination of funding, timely notice requirements are not applicable. Adequate notice is required.
A mass change notice (Z049) will be sent on or around May 27, 2011 informing GA recipients GA cash benefits are eliminated effective July 2011.
Any GA application received after May 27, 2011 will not be eligible for a cash benefit. Any GA case showing an application date after May 27, 2011 may only be authorized for a GA cash benefit of $0 and the appropriate medical benefit. All GA applications received after May 27th but before July 1, 2011 should be registered as GA-DT to flag for the worker to not authorize the $100 benefit for May or June when authorizing the case. Applications received on or after July 1, 2011 should be registered using established processes.
Applications received on or before May 27, 2011 and have a PMDT determination, must be processed for approval on or before June 24, 2011. A cash benefit other than $0 for months prior to July 2011 cannot be authorized if this timeline is not met.
A mass change notice (Z045) will be sent on or around June 24, 2011 to inform pending GA applicants if their application is approved, they will only receive a medical benefit. All pending GA cases will be changed automatically to a GA-DT program subtype to minimize the chance of authorizing a $100 cash benefit after the cutoff date. When a worker processes a case with a DT subtype for approval, they must change the DT subtype to either PM (Tier I) or UA (Tier II) for July and subsequent benefit months to facilitate accurate tracking.
All current eligibility criteria for GA (except IAR and Advocacy requirements) remain the same. This programmatic change is applicable to all GA program subtypes including GARN. Workers still need to code approved GA cases “IN” for GA to track of this specific caseload. The elimination of a cash benefit applies to cases with application dates prior to July 1, 2011 in pending status and awaiting a determination from PMDT as of June 30, 2011.
Any cash benefit issued in error based upon the guidance provided in this memo is the responsibility of the region. Central Office will monitor the GA program code and account and any GA payments authorized in error based on this guidance will be journal vouchered back to the regions to the state only administration programs. If a journal entry is necessary, Ryan Roppe will notify the Operations Director for the region impacted.
Coding of cases
All guidelines regarding GA case coding and the corresponding medical remain the same with the exception of the DT program subtype when authorizing benefits in certain circumstances for benefit months prior to July 2011. These exceptions are detailed below.
GARN benefit months prior to July 2011 should be processed normally if completed prior to June 25, 2011. If processed after June 25th or if for a benefit month after June 2011, the cash benefit is $0. Worker will send appropriate GARN approval notice and if any of the benefit months authorized are after June 2011, send the G049-GA Benefit Change.
On-going GA/UA, GA/PM and GA/RN Cases
Rollover will automatically authorize and lower the cash benefit to $0 for July, 2011 if the case is authorized for June, 2011. Cases with attached Food Assistance programs will correctly capture the new GA cash income amount and adjust Food Assistance benefits if appropriate when rollover occurs. If benefits have already been rolled over into July 2011, or are not authorized for the current month, the case worker needs to reauthorize both the GA and Food Assistance benefits to affect the new GA amount for July.
- George is an on-going recipient of GA benefits. He has been classified as Tier I and is actively pursuing Social Security benefits. He currently lives at home and receives GA cash benefits. During the May rollover to create July benefits, the system automatically changed his GA benefits to zero and may adjust his Food Assistance benefit amount accordingly. George had received and read the mass change notice (Z049-GA Mass Change) so he was aware of the July changes.
- Delores and Bob are married, are both classified as Tier II, and both receive GA cash benefits. They provided their case worker some information in May which was added to the system. The case worker realizes on June 10th he has inadvertently de-authorized their June benefits and therefore the system did not make the necessary changes at rollover. The case worker now needs to go into KAECSES, authorize June benefits for the current benefit level, copy the case into July, and authorize July benefits. This must occur prior to June 25th 2011. KAECSES will reflect the new benefit level of $0.00 for July. The case worker sends a G708 notice (GA-Change in Benefits- July 2011) to inform the couple their benefits changed.
On-going GA/UA, GA/PM and GARN with benefits authorized for future months
If a worker has taken action on or before May 17, 2011 to authorize benefits for future months to include July 2011 and beyond, the benefits will pay $100. Workers must go back into any case they have authorized future benefits and “back out” these authorized benefits for any months after June 2011. If the worker fails to rescind these benefit months, the $100 benefit will be paid for each authorized month and the region must absorb the amount of benefits authorized for these future months. To do this, the worker needs to go into the current month of the GA benefit and delete the month. This will need to be done for each benefit month until the worker is back to the current month of July, 2011. In July, 2011, the worker needs to go to GAPD and authorize the GAPD screen to reflect a zero benefit for that month. This needs to be done before June 25, 2011.
Leon applied for GA cash benefits in May of 2011. He was approved and PMDT classified him as Tier I. He immediately applied for social security benefits through his Group Shelter home. The case worker rolled his case into the month of September when she planned on meeting with him again. The case worker must now delete the August and September benefit months and re-authorize both the GA benefits and Food Assistance for July. She sends Leon the G708 (GA-Change in Benefits- July 2011) explaining his benefits changed.
Cases processed on or before May 27, 2011
These cases will continue to use the current rules. When May rollover for the July benefit month occurs, the new benefit amount will be calculated and automatic notification will be sent at rollover, May 27, 2011.
Jeremy applies for GA cash benefits on May 10, 2011. On May 25, 2011 his SRS case worker approves the application and issues GA benefits for May and current rate benefits for June. May rollover will automatically apply the $0.00 GA benefit and adjust the Food Assistance benefits if appropriate for July.
Pending cases received on or before May 27, 2011 but authorized for benefits, May 28, 2011 through June 24, 2011
These cases will continue to use the current rules for benefit months prior to July 2011. Workers authorize benefits for all applicable months prior to July 2011 at $100. When the worker authorizes the July benefit, they send a G708 notice (GA-Change in Benefits – July 2011) informing the recipient of the July benefit change.
Example below shows case with authorized future benefits. CO’s position is that this should not be done but it has happened so this explains proper processes.
Ruth applies for GA cash benefits on April 13, 2011. On June 2, 2011 her SRS case worker receives notice from PMDT the case has been approved for medical benefits and the worker determines the case meets all other eligibility criteria. Worker authorizes benefits for April-September on June 10, 2011. Authorization notice shows cash benefit of $100 for April – June and $0 benefit for July – September. The case worker sends appropriate approval notice for April – June benefits and G708 (GA-Change in Benefits – July 2011) informing the recipient of the July benefit change.
Pending cases received on or before May 27, 2011 but authorized for benefits, after June 24, 1011
These cases will use the new rules. All pending GA cases will have been converted to GA-DT. Any GA case showing a DT subtype may only be authorized for a GA cash benefit of $0 and the appropriate medical benefit.
- Leonard applies for GA in February, 2011. PMDT determines on June 15 he is eligible as Tier I. The SRS case worker does not finish work on the case and authorize it until June 27, 2011. He is eligible from his application date, but since it is after June 24th, he would not be eligible for any cash benefits, only medical. The system shows a subtype of DT on SEPA. The worker codes the case as they normally do to authorize GA and Medicaid. The worker authorizes $0 benefits on GAPD for all benefit months prior to July 2011. Worker changes the program subtype from DT to PM on SEPA and authorizes benefits for July 2011. Worker copies month to August and authorizes August benefits. Worker sends the appropriate approval notice showing $0 benefits for all months. Consumer will have received and read the Z045 (GA Pending Mass Change).
- Daisy applies for GA in February, 2011. PMDT determines on July 4 she is PMDT eligible as Tier II and the worker determines the case meets all other eligibility criteria. The case shows a program subtype of DT on SEPA. The worker codes the case as they normally do to authorize GA and MediKan. The worker authorizes $0 cash benefits on GAPD for the benefit months February through June 2011. Worker then changes the program subtype of DT to UA on SEPA and authorizes July benefits. Worker copies month to August and authorizes August benefits. . Worker sends the appropriate approval notice showing $0 benefits for all months. Consumer will have received and read the Z045 (GA Pending Mass Change).
New cases received after May 27, 2011
These cases will use the new rules. Any GA case with an application date after May 27, 2011 may only be authorized for a GA cash benefit of $0 and the appropriate medical benefit. Register this case as GA-DT unless GARN. A PMDT determination is not necessary to open GARN so process normally for all benefit months prior to July 2011 if done by June 24, 2011. If not GARN (or GARN after June 24), zero benefits are authorized for all benefit months prior to July 2011with GA-DT subtype. Worker authorizes $0 cash benefits beginning July 2011, and changes the DT subtype on SEPA to PM or UA as appropriate for a Tier I or Tier II case.
- Jorge applies for GA on May 31. PMDT determines on June 15 he is PMDT eligible as Tier I and the worker determines the case meets all other eligibility criteria. The worker needs to enter a program subtype of DT on SEPA and approve benefits for May and June, coding appropriately for both cash and medical programs. The worker authorizes $0 cash benefits on GAPD for the May and June benefit months. The worker then changes the program subtype from DT to PM and authorizes the cash benefits for July. Worker sends the G108 (GA Approval after 5/27).
- Cyndi applies for GA on May 6. PMDT determines on August 10 she is PMDT eligible as Tier II and the worker has determined the case meets all other eligibility criteria. When the worker goes to SEPA, it shows a program subtype of DT. The worker approves benefits for May and June, coding appropriately for both the cash and medical programs. The worker then authorizes a $0 cash benefit on GAPD for the May and June benefit months. The worker then changes the program subtype from DT to UA and authorizes the cash benefit for July, August and September. Worker sends the G108 (GA Approval after 5/27).
Open GA cases, but not authorized in the current month of June, 2011
If a GA case is in open status, but not authorized in the current benefit month of June, the case will not be picked up in the rollover process on May 27, 2011 to create the month of July, 2011 benefit and change the GA cash benefit to zero. If a GA case in open status is found NOT to be in the current month of July after rollover runs, it is important to only authorize the $100 cash benefit for the case if it can be done prior to June 25th. If the worker can do so on or before June 24th, they may authorize the $100 benefit for the June benefit month. Worker copies the month forward to July and authorizes July GA benefit for $0. Rollover will then select the case to create the month of August when rollover runs in June. If the benefits cannot be authorized prior to June 25th, the worker will need to change the subtype on SEPA to DT for all months prior to July, 2011. They then authorize a cash benefit of $0 for all prior months. They need to copy details to July and change the DT subtype on SEPA to PM or UA as appropriate. Worker sends appropriate benefit change notice. They then authorize July benefits and copy to August and authorize August benefits. If the worker does not follow these procedures, a $100 benefit will be authorized for June. The region will be responsible for paying the GA benefits from their regional funds.
Delores and Bob are married, are both classified as Tier II, and both receive GA cash benefits. They provided their case worker some information in May which was added to the system. The case worker realizes on June 27th he has inadvertently de-authorized their June benefits and therefore the system did not make the necessary changes at rollover. The case worker needs to go into KAECSES, change the program subtype on SEPA from UA to DT for June, authorize June benefits of $0 and, copy the case into July, on SEPA change the program subtype from DT to UA and authorize July benefits. The worker needs to copy the case to August and authorize the benefits for August. The case worker sends a G708 notice (GA-Change in Benefits- July 2011) informing the couple of the benefit change.
Interim Assistance Reimbursement (IAR) and KLS
Effective May 28, 2011, EES field staff are no longer required to obtain a signed IAR document. Since SRS will no longer be issuing a cash benefit, the need for the IAR no longer exists for SRS. IAR’s for applications prior to May 28, 2011 are still needed to recover cash benefits paid if the applicant is approved for Social Security Disability benefits.
Applicants are still required to document they have an active Social Security Disability application but the SRS caseworker will not need proof the applicant has secured private advocacy to assist them with Social Security Disability advocacy. Worker is not to delay referral to PMDT if the GA application is “otherwise complete” but still awaiting confirmation of Social Security Disability application. Normal timely response guidelines apply. If not met, worker closes case for non-cooperation. KLS will no longer serve as SRS’ contractor for disability advocacy of GA cases.
Case workers verify an active Social Security application is in place at review. If not they close the case for non-cooperation.
Reviews completed prior to June 25th for benefit months prior to July 2011 should authorize benefit months prior to July 2011 at $100. Benefit months July 2011 forward are authorized with a $0 cash benefit. If the review is for a benefit month after June 2011 or cannot be completed until after June 24th, worker authorizes all appropriate benefit months for a $0 cash benefit.
GA case in review received (REVREC) status Case expires 5/31/11 Review application received and registered 5/30/11. Worker schedules interview for 6/10/11 and requests information due 6/20/11. Client provides information on 6/24/11. Worker processes review case on 6/27/11. Since June benefit has not been authorized yet and it is after June 24th, a $0 benefit must be issued for June. Code SEPA GADT for June, issue $0, copy details to July, go to SEPA, change the subtype to PM or UA as appropriate, authorize July, copy details to August and authorize.
Fair Hearing Requests
Customers impacted by this action are subject to the fair hearing provisions. Per KEESM 1615, if the customer is disagreeing with the elimination of the GA cash benefit necessitated by the reduction of appropriations, procedures regarding dismissal of the hearing are applicable.
Addendum to ES-3100.1
The following verbiage needs to be printed and attached to the front of the ES-3100.1 for any application that it is prudent to expect receipt after May 27, 2011.
“The State of Kansas no longer offers a cash assistance benefit for people with disabilities who are not getting Social Security (SSA) or Supplemental Security Income (SSI) benefits. Completion of this application is only for Food and Medical Assistance benefits. Any reference to cash assistance in this application is no longer applicable or valid.”
Verbiage will be provided in English and Spanish.
Receipt of ES-3100 for Potential GA Eligible Case
If an application for a potential GA eligible case (single adult/couple only) is received utilizing the ES-3100 (Family) paper application, the case should be registered to protect the application date but the worker would then require a request for additional information in the form of the ES-3100.1 Elderly and Disabled Application.
The following reports will be provided to the field to aid in identification of cases requiring action or impacted by conversion of cases to GA-DT. Reports 1 and 2 are the same but look at two different benefit month windows. Report 3 is provided for informational purposes.
A report will be produced and distributed on 5/23 to each region listing
- GA cases in received status
- GA cases in open status with a benefit month not 6/11 (this would be a past benefit month or a future benefit month)
This report will identify GA cases still in received status and to show open GA cases with a future benefit month. The worker needs to delete future months so that the case will be selected by rollover on May 27, 2011. The GA program should be in the current month of June, 2011 and authorized.
The data is from the Active Case Listing (CR300) that runs the weekend of 5/21/11. The current system month is 6/11. Rollover runs 5/27/11 to create the month of 7/11.
The report will contain the following data elements:
Case Last Name
Case First Name
A report will be produced and distributed on 5/31 to each region listing
- GA cases in received status
- GA cases in open status with a benefit month not 7/11 (this would be a past benefit month or a future benefit month)
This report will identify GA cases still in received status and to show open GA cases with a benefit month not in July, 2011. Use this report to make sure all OPEN cases have past benefits authorized by June 24, 2011 so they can receive the $100 benefits for all appropriate months.
The data is from the Active Case Listing (CR300) that runs the weekend of 5/28/11.
The current system month is 7/11. Rollover ran 5/27/11 that created the month of 7/11.
The report will contain the following data elements:
Case Last Name
Case First Name
A report will be produced and distributed on 6/27 to each region listing
- all GA cases in received status that had their subtype changed to GA-DT and a Z045 notice was sent to the casehead. (Informational to field)
The data is a listing of all GA cases in received status as of end of the day 6/24/11. The system will automatically change their program subtype to DT and send the Z045 notice.
The report will contain the following data elements:
Case Last Name
Case First Name
Z045-GA PENDING MASS CHANGE – Mass change notice automatically sent to GA caseload in received status as of COB on June 24, 2011.
Z049-GA MASS CHANGE – Mass change notice automatically sent to GA caseload in open status as of COB on May 27, 2011 with current benefits authorized for May.
G049-GA Benefit Change-Notice contains same verbiage as Z049 (GA MASS CHANGE). Provides the worker a notice to send if a case did not receive either the Z045 or Z049 notice due to timing and case status.
G108-(GA Approval after 5/27) Approval notice to be used for new applications received after May 27, 2011. Notice explains that the GA cash benefit has been eliminated.
G708 notice (GA-Change in Benefits – July 2011) Benefit change notice to explain the elimination of the GA cash benefit.
Review of existing GA notices and related medical notices is ongoing. Changes to the notices are being considered that may include blending of GA cash and related medical notices. This would result in the end dating of the following GA notices G101, G104, G105, G106, G107, G191, G192, G193 and G196. If this does not occur, these notices will be modified to reflect the elimination of the GA cash benefit.
Please direct questions or requests for further information to Lewis A. Kimsey, General Assistance Program Manager, EES. He may be reached by phone at 785.296.0147 or by e-mail at Lewis.Kimsey@srs.ks.gov.
Attachment: GA Benefit Elimination Desk Aid
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