KANSAS DEPARTMENT FOR CHILDREN
AND FAMILIES
Family Services
DCF Administration Building
555 S. Kansas Ave., 6th Floor
Topeka, KS 66603

To:

Regional Directors
Economic and Employment Services Program Administrators
Economic and Employment Services Staff
KDHE-HCF Staff, including the KanCare Clearinghouse
Prevention and Protection Services Administrators
Other Staff

Re:

Summary of Changes for Kansas Economic and Employment Services Manual (KEESM) Revision No. 78 effective October 1, 2016

OVERVIEW OF CHANGES

A brief overview of the major changes is described below. Other clarifications and technical corrections are also included and described in the next section. Additional technical corrections not mentioned here are being incorporated in KEESM, as needed.

Food Assistance – This revision implements a new fixed 36-month period for ABAWDs, from October 1, 2016, through September 30, 2019. It also incorporates the annual adjustments to the Food Assistance program that are effective October 1 of each year. These changes were processed with rollover in August, effective for October 1, 2016. Information about these changes was provided prior to rollover in August.

The Fleeing Felon definition, according to SNAP federal regulation options, is being added to KEESM.

Refugee Cash Assistance Program – KEESM references related to administration of the refugee program will be removed with this revision. The following references will no longer be applicable, where related to refugees and RE Cash or Medical: KEESM 1111 (2); KEESM 2400; KEESM 2620; KEESM 2650; KEESM 3240; KEESM 3330.11 as of August 24, 2016. These sections will be labeled "Reserved," with the exception of 1111 (2), which will be removed altogether.

Temporary Assistance for Needy Families (TANF) – With the implementation of the 24 month time limit for TANF, it is imperative to offer employment services to all who qualify. Currently, caretakers needed in the home are exempt from employment services. While these caretakers remain exempt, it is important to offer services that allow them options to voluntarily participate.

DESCRIPTION, PURPOSE, AND DETAILS OF POLICY CHANGE

  1. All Programs

    1. Changes

      1. Record Retention – With the advent of ImageNow and KEES, information concerning record retention in hard case files is becoming obsolete. Information concerning record retention is being updated to provide the field guidance in handling information and the retention of such information.

        KEESM 1700 and following sections are being updated to revise current practices as they relate to KEES and ImageNow. Additional changes may need to be made upon implementation of non-medical KEES.

    2. Clarifications

      1. Refugee Exempt Income – KEESM 6410 (47) is being modified to specify that Match Grant funding and Reception and Placement (R&P) funding is exempt as income and a resource.


      2. Verification of Iraqi and Afghani Immigrant Status – A new KEESM section 2146.7 has been added. This information regarding the verification of immigrant status was located in the Appendix item A-13, which will be deleted.


      3. Vendor Income Not to be Exempted as Income – Diverted Court-Ordered Payments, KEESM 6220 (9) (c), is being modified to clarify that payments specified by the court order or other legally binding agreement to go directly to the third party rather than to the household, and support payments not required by a court order or other legally binding agreement (including payments in excess of the amount specified by a court order or written agreement) which are paid to a third party rather than the household, shall be considered income.

      4. Shelters for Battered Persons and Children –The term "women" is being changed to "persons" in KEESM 2543 and other sections, where appropriate.

      5. Mandatory Verification That Affects Eligibility for Program Benefits – Verbiage is being added to KEESM 1322.1 (5) to clarify that identity must be verified for adults who are added and at review for any adult in the assistance household that has not had identity verified. Identity of an authorized representative making application or completing the review must also be verified.

  2. Child Care

    1. Changes

      None

    2. Clarifications

      1. Failure to Cooperate – KEESM 2165 is being modified to remove unnecessary language about failure to cooperate with a fraud investigation, and to clarify that the ES-3102, Important Information About Cooperation, is to be provided to the client, as opposed to given to the client. This change was needed to allow for the fact that interviews are not required for child care. The previous wording implied that the client would be seen face-to-face.

      2. Personal Need – KEESM 2820 is being modified to clarify that child care may be provided for a child in foster care if he/she is placed with a relative not licensed for foster care or receiving a foster care payment for the child.

      3. EM (Non-TANF) Child Care – KEESM 2835, item 2 is being changed to correct the reason code that is to be used when child care is needed for a post-secondary student’s school hours. The correct reason code is TR.

  3. Food Assistance

    1. Changes

      1. Annual Adjustments to the Food Assistance Program Standards – Effective October 1, 2016, the following documents are being updated to incorporate the annual federal adjustments to the Food Assistance program. The changes for October 1, 2016, include an increase in the standard deduction amounts for all household sizes, an increase in the gross and net income limits, and an increase in the maximum excess shelter deduction. Households were notified of any changes to their benefits with the mass change notice issued after rollover in August 2016.

        Documents being changed are:

        Appendix Item F-2, Food Assistance Program Standards

        Appendix Item F-3, Food Assistance Program Benefit Tables

        Appendix Item F-11, 130% Income Reporting Chart

        Form ES-1510.1, Computation of Food Assistance Benefit

      2. Standard Deduction – Section 7222 is being modified to increase the standard deduction amounts. The new amounts effective October 1, 2016, are:

        Household size 1-3 = $157

        Household size 4 = $168 (unchanged)

        Household size 5 = $197 (unchanged)

        Household size 6 or more = $226 (unchanged).

      3. Shelter Costs – Section 7226 is being modified to change the excess shelter deduction to $517. The SUA is decreasing to $364, and the LUA is increasing to $225. The telephone standard increased to $37. These amounts were entered into the KAECSES-AE system prior to rollover in August 2016 and were processed automatically with rollover. Information about the implementation of the annual adjustments was provided separately.

      4. Fleeing Felons – Sections 2182 and 1226.7 are being modified to reflect the state’s option for defining a fleeing felon, per SNAP regulations. An individual is a fleeing felon when a federal, state, or local law enforcement officer acting in his/her official capacity presents an outstanding felony arrest warrant that conforms to one of the following National Crime Information Center Uniform Offense Classification Codes:

        Escape (4901);

        Flight to Avoid (prosecution, confinement, etc.) (4902); or

        Flight-Escape (4999).


      5. ABAWD Tracking – A new fixed 36-month ABAWD eligibility period is beginning October 1, 2016, and ending September 30, 2019. KEESM 2520 and the ABAWD Tracking Form, ES-4312 are being modified to include this change. Additional instructions were sent out to staff in September.

    2. Clarifications

      1. Mandatory Residency Verification That Affects Eligibility for Program Benefits – KEESM 1322.1 (4) is being modified to replace “county” with “Kansas.” Any documents or collateral contacts which reasonably establish the applicant's residency within Kansas shall be accepted, and no requirement for a specific type of document may be imposed.

      2. Deductible Expenses/Income Disregards – A note is being added to 6520 (2) to clarify the SUA may not be prorated for those individuals who share utility expenses but are excluded from the Food Assistance household.


  4. TANF and Child Care

    1. Changes

      1. Non-Cooperation with a Fraud Investigation – KEESM 11221.2 is being updated to provide guidance on fraud determination of non-cooperation.

    2. Clarifications

      None

  5. TANF

    1. Changes

      1. Work/Self-Sufficiency Requirements – KEESM 3100, 3100.2, 1412.3 and 2243 are being updated to reflect the new philosophy that all TANF recipients, even those who are exempt from employment services due to being needed in the home to care for a disabled household member, should be offered the opportunity to enroll in services. Effective October 1, 2016, all exempt TANF recipients will require a mandatory referral to employment services.

    2. Clarifications

      None

FORMS (Explanation provided if not mentioned previously in this summary.)

  1. All Programs

    ES-1100, Request for Administrative Hearing, is being moved to Forms from the Miscellaneous Forms. This document has an EES form number and is being relocated because Miscellaneous Forms is for non-EES documents that are made available for EES staff use or for informational purposes.

    ES-3112, Referral for an Administrative Disqualification Hearing. The number is being changed from IM-3112 and moved to the appropriate location on the Forms list. Reference to GA is being removed and reference to the child care program is being added. Other minor corrections are also being made to bring the form up to date.

  2. Food Assistance

    ES-1510.1, Computation of Food Assistance Benefit

    ES-2007E, Insert. The income amounts are being updated with the October 1, 2016, increases.

    ES-3116, Simplified Reporting for Food Assistance Households. This is being updated with the reporting limits for households with three members.

    ES-4312, ABAWD Eligibility Tracking Form. This was added to the KEESM Forms prior to this revision for staff use.

  3. TANF and Child Care

    ES-4109, Referral for Non-Cooperation with a Fraud Investigation

APPENDIX (Explanation provided if not mentioned previously in this summary.)

  1. Appendix Section A Restructuring:

    A-3, Samples of INS Documents – Deleted

    A-4, SSA 40 Qualifying Quarters – A4, 5, 6, 7, 8 are all being combined into one document.

    A-9, Guidance on the Five Year Residency Requirement - Food Assistance Program – Deleted

    A-11, INS Class of Admission Codes – Deleted

    A-13, Verification of Iraqi and Afghani Special Immigrant Status – Deleted

  2. Child Care

    C-11 (ES-1656), The Parent-Provider Partnership. This handbook is being updated to reflect current policies.

  3. Food Assistance

    F-2, Food Assistance Program Standards

    F-3, Food Assistance Program Benefit Tables

    F-11, 130% Income Reporting Chart

MISCELLANEOUS FORMS (Explanation provided if not mentioned previously in this summary.)

  1. Administrative Disqualification Hearing is being added on the Miscellaneous Forms list, as the first section with the documents listed relating specifically to Administration Disqualification Hearings. These documents were formerly in the Administrative Hearing section.

  2. The Administrative Hearing section is being moved to the second section and will have only two documents listed:

Administrative Hearing Brochure: The name is being changed from "Administrative Disqualification Hearing Brochure" to more closely reflect the content of the document.

Notice of Withdrawal of Appeal

EFFECTIVE DATE

All changes are effective October 1, 2016, unless specified otherwise in the implementation memo.

EFFECT ON LOCAL STAFF (No significant effect if not explained below.)

MATERIALS OBSOLETED BY THIS REVISION

A-3, Samples of INS Documents

A-9, Guidance on the Five Year Residency Requirement - Food Assistance Program

A-11, INS Class of Admission Codes

A-13, Verification of Iraqi and Afghani Special Immigrant Status

COORDINATION EFFORTS

This change was coordinated with staff in Economic and Employment Services, Executive leadership, and the EES Program Administrators.

Sincerely,
Sandra Kimmons, EES Director
Economic and Employment Services
SK:am
Page Last Updated: October 5, 2016 9:17 AM