Kansas
Department of Social and Rehabilitation
Services
Gary
Daniels, Acting Secretary
Integrated
Service Delivery - Candy
Shively, Deputy Secretary (785)
296-3271
Economic
and Employment Support -
Bobbi Mariani, Director (785) 296-3349
....Enriching
lives today and tomorrow
MEMORANDUM
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To:
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EES Program Administrators
All Assistant Regional Directors
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Date:
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December 14, 2005
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From:
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Bobbi
Mariani, EES Director
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RE:
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Economic and Employment Support
RE: Implementation Instructions KEESM Revision 26 Effective
January 1, 2006
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This memo provides implementation instructions and information for the following
January 1, 2006 KEESM changes:
- Social Service Child Care
- IE Child Care to support college/training activities
- Action Affecting Child Care Family Share/Authorized Hours
- Child Care Adjustments
- KsCares Procedures for RS EBT CC Payments
- EBT Child Care Parent Brochure
- Restoring Aged Off FS Benefits
- ABAWDS
- Alcohol and other Drug Assessment and Treatment Component
- Community Service Component
- Employment Assessment Process Component
- Job Skills Training/Post Secondary Education/Vocation Education Authorization
Guidelines
- CHILD CARE ASSISTANCE
- Social Service Child Care - Per the Summary
of Change, Section 2833 is being modified to emphasize situations
in which using the
child care
subtype is appropriate. The ES-1627, Request for Social Service
Child Care is also being revised to simplify the process for
authorizing
SS child care. Check boxes are being added to facilitate completion
online.
Emphasis is placed on the family’s need and the reference to the
child’s needs and the enhanced rate are being removed. Staff
shall implement the policies as stated in this section for any
requests processed
on or after January 3, 2006. Any existing cases shall be updated
at the next review to see if they continue to meet eligibility
criteria. If
they do not, benefits will need to be terminated unless eligibility
is met under another subtype or regular policy. Any obsolete ES-1627
forms,
those dated prior to 01-06, should be destroyed and replaced with
the new version. Regions should coordinate this both internally
and externally
as needed. Central Office EES will coordinate with JJA Central
Office regarding the updated form.
- Income Eligible Employed Child Care - Per
the Summary of Change, Section 2834 is being changed to provide
more
specific instructions regarding
allowable training and college activities. A Bachelor or higher degree
should not be supported. A Bachelor’s degree is only allowed if
completed within six months. Appendix item E-11 Education/Training Assistance
Desk Aid is also being modified to reflect the changes. The policy changes
for this issue are as follows: SRS will not support Bachelor degree activities
unless the degree will be completed within six months. If the Bachelor’s
degree will be completed within six months then the 20 hour employment
criteria should also be waived. Associate degrees can be supported
by SRS. If the AA will be completed within six months then employment
should
be waived. If the AA will not be completed within six months then the
client must meet the 20 hour employment criteria. VoTech/Certificate
programs can be supported by SRS also. The reason for the scaling back
on training/education support is simply due to budget concerns and
not because the agency feels this activity has no value. The child
care budget
is running a deficit and must be monitored closely in order to avoid
larger cuts. Staff are reminded that 2834 pertains to Income Eligible
cases, not Work Programs. This change shall be implemented for cases
processed on or after January 3, 2006. Any existing approvals shall
be updated at the next review to see if they continue to meet eligibility
criteria. If they do not, benefits will need to be terminated unless
eligibility is met under another subtype or regular policy.
- Action Affecting a Child Care Family Share Amount and/or
Authorized Hours - Per the Summary of Change, Section 9121.3 is being removed from
the KEESM. This section formerly instructed staff that changes to the
family share deductible should only be made during a current review period
if the deductible increased by two or more levels. By removing this section,
staff will be required to make a change in family share deductible allowing
for timely and adequate notice based on ANY change in income reported
by the household. This change essentially removes this exception to change
reporter case processing. Staff should implement this policy change for
any cases processed on or after January 3, 2006 and for any changes reported
from that point forward.
- KsCares Procedure: Child Care EBT Payments for RS Clients,
Appendix C-22 - Per the Summary of Change, these instructions
are being added. This procedure
was developed for the EBT-CC implementation to identify steps for EES staff
to take when a CC plan needs to be created for a Rehabilitation Services
consumer. KsCares is only being used as a vehicle for delivery
of RS benefits to consumers.
The AE subtype used in this procedure is linked to an RS PCA code so that
RS money is used, not EES. This procedure must be initiated
by an RS Counselor.
- EBT Child Care - Information for Parents, Appendix C-23 - Per
the Summary of Change, this document is being added to the KEESM
and is available
in Spanish and English. This document can be used to help educate parents
about their responsibilities related to child care benefits on the EBT
card. These documents will be available from the warehouse. Regional
staff may choose to use the materials on a case by case basis, with new
approvals, with groups, and/or have them available at access points.
- FOOD ASSISTANCE
- Able-Bodied Adults Without Dependents (ABAWD) - See Summary
of Changes, item V, A, 1 and Section 2520 - January 1, 2006 starts
a new 36 month
eligibility period for ABAWDS. The 36-month period will end December
31, 2008. The following policies apply:
- ABAWDs that are receiving benefits at the end of
the current 36-month period (applied in September, 3rd month
is December 2005) do
not have to reapply for benefits to continue into the new 36-month period.
They should just be continued through March 2006.
- ABAWDs who applied in October - December 2005 shall
receive benefits through the end of the current three year
period, or December
31, 2005. They will then start their 3-month eligibility in the new 36-month
period, from January - March 2006.
- Example 1: An ABAWD is certified in October 2005.
November and December are the ABAWD months in the current three
year eligibility
period. Since a new three year period starts January 1, 2006, eligibility
for the new three year period will be January - March 2006.
- Example 2: An ABAWD applies in December 2005. Since
no months are left in the current three year period, the ABAWD
months are January
- March 2006.
- ABAWDs that have received their three months and
been taken off an active FS case (SEPA code DI) shall be added
back onto active
FS cases for the benefit month of January 2006, if appropriate. A new
application is not required. The person should be treated just like adding
a person to an active case. All factors of eligibility must be met to
re-add the person to the case.
To assist staff in this effort, a printout of ABAWDs on active FS cases
will be generated electronically and sent separately. Persons listed
are coded AB on JOPR with a SEPA code of DI.
ABAWDs on cases that are closed will have to reapply to receive benefits
in the next 36-month period. No notification of possible eligibility
in the new period is required.
The ABAWD Eligibility Tracking Form, ES-4312, has also been revised
as noted in the Summary of Changes. The new form can be downloaded and
printed from the KEESM website.
- Restoring Aged Off FS Benefits Upon Reapplication - See Summary
of Changes, Item V, A, 3. - Federal food stamp regulations require that
aged off benefits be restored to consumers upon request and upon reapplication
for benefits within one year from the month the benefit was originally
issued. For example, benefits for August 2005 that will be taken off-line
in November 2005 must be restored to the client if requested, or if the
client reapplies for food stamps, by July 31, 2006. For reapplications,
aged benefits totaling less than $10 (per issuance) will not be restored.
Local procedures will need to be developed to determine if an applicant
has aged off benefits of $10 or greater that need to be restored. In
addition to the online eFunds system, aged off benefits can be detected
via the aged off reports that are available on SAR (detailed in Appendix
Item V-1, Electronic Benefit System Transfer Guide, item 11). An email
message can also be sent to FSMAIL to determine if there are aged off
benefits that need to be restored if local staff with EBT system access
are not available. (Please use FSMAIL only when necessary, not on a routine
basis.) The procedure for restoring aged off benefits can be found in
the Electronic Benefit Transfer System Guide, item 12. When benefits
are restored, the consumer should be notified of the restoration on the
approval or denial notice.
- SUCCESSFUL FAMILIES
- Alcohol and Other Drug Assessment and Treatment - See Summary
of Changes, Item VIII, B, 2 and Section 3310.4(1) - Clarification
is being
added in this revision to support the assessment of a work penalty in
situations where a TAF work program client does not follow through with
RADAC recommended treatment.
The following example illustrates the policy intent and best practice:
RADAC recommends treatment for Bob, a mandatory TAF work program client.
The EES case manager and the Solutions case manager discuss this recommendation
with Bob. He indicates that he does not have a substance problem and
will not go to treatment. He is willing to participate in other appropriate
work activities. Other treatment options, such as outpatient treatment
and other available supports during treatment, are discussed with Bob.
He is still adamant that he does not have a problem and will not participate
in treatment. After the guidelines in 3500 are followed, a work penalty
for failure to meet work requirements could be assessed in this situation.
- Community Service - See Summary of Changes,
Item VIII B. 1. And Section 3310.3. and Employment Assessment
Process (EAP) - See
Summary
of Changes, Item VIII B. 1. And Section 3310.4 (4) - This revision
implements more structure to the Community Service component
and the community service
aspect of the Employment Assessment Process (EAP) component. Specifically,
volunteer work in the community is limited to six months per component
to count toward meeting the federal work participation. Additional
modifications include documenting the relationship between the
volunteer activity and
the client’s employment goal and increasing the expected hours
of community service in the EAP assignment from 20 to 24 hours per
week.
The 6-month limitation starts with January 1, 2006 for current TAF
recipients and applications approved after January 1. The C100, or other
currently available reports, may be used to track the 6-month assignments.
The 6- month limitation is tracked separately for EAP and Community Service
assignments.
The following examples illustrate the policy intent:
- Margaret applied for TAF on 12/9/05 and her application
is approved on January 6, 2006. She was assigned to EAP
from the date
of the application
(12/9/05). Her initial work program assessment is completed
on March 10 and she continues to be assigned to the EAP
component
through
June 30. Her employment goal is medical/health profession.
Following her
initial work program assessment, Margaret’s community
service assignment in EAP is volunteer work at the hospital.
Beginning in July, Margaret
is assigned to the Community Service component and she continues
her volunteer work at the hospital for 24 hours per week in
addition to working
on her GED. If Margaret’s TAF cash case remains open
following 12/31/06, she should be assigned to work components
other than
EAP or Community Service. If her employment goal continues
to be medical/health
profession, consideration could be given to vocational
or job skills training in that field. Work Experience may
be another
appropriate
assignment.
- Same case situation as #1, except Margaret’s work
assignment is changed to Community Service when her initial
work program assignment
is completed on March 10. Since the entire six month limit on
EAP has not been utilized in this situation, it would be
possible to reassign
Margaret to EAP at a later date if additional testing/evaluation
was indicated.
- Harold is a current TAF client. His current assignment
on SESP is the EAP component for 30 hours per week, and
he has been in EAP since
January 1, 2005. He is actually job searching and working with
a job readiness case management contracted employment service
provider. SESP
indicates IND and JCM activities for “0" hours per week. The
work program progress review is completed in March 2006. Harold can continue
to be coded in EAP through June 30 but would need to be assigned to another
activity by July. If the job search and job readiness case management
services continue to be the most appropriate assignment for Harold, SESP
should be changed to show the actual hours of participation for those
activities effective July 1. These activities are limited for federal
work participation to four consecutive weeks or six non-consecutive weeks
per Federal Fiscal Year (FFY-October thru September) and would not count
toward meeting the state’s 50% participation requirements
beyond those time limits. If appropriate, clients may remain in
the components
after the 4/6 week limits, but the state should not get participation
credit for the time beyond the 4/6 weeks.
- Martha applies for TAF assistance on February 7, 2006.
She is living in a shelter and volunteering at the shelter
as a requirement
to live
there. She is assigned to EAP from the date of application. Her
application is approved on March 3 and her initial work
program assessment is completed
on April 28. During the assessment process, Martha has indicated
that the shelter is providing for her needs, she enjoys
her volunteer work
in the shelter kitchen and she is not interested in working outside
the shelter. She and the EES worker agree that food/beverage
services would
be an appropriate employment goal. Martha does not have her GED
so she is assigned to Community Service for 24 hours per
week and GED 6 hours
per week for the May - October time period. This SRS management
region is requiring community service to be monitored so
a report is received
monthly from the shelter to document the 24 hours per week assignment.
Beginning in November, Martha is assigned to a work experience
site that has been developed for her in the food service
field in addition to continued
work on her GED.
- Job Skills Training/Post Secondary Education/Vocational
Education Authorization Guidelines - See Summary of Changes, Item B, 5 and Section
3322 - The training approval criterion is being updated to encourage
the consideration of training approval for TAF and Food Stamp work program
clients in addition to promoting use of KJL information on demand occupations
as part of the approval criteria. Section 3322 links to KJL demand occupation
information.
BM:MSW:jmm
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