Kansas Department of Social and Rehabilitation Services
Don , 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



EES Program Administrators
All Asst. Regional Directors


May 14, 2009


Bobbi Mariani, Director
Economic and Employment Support


Implementation Instructions for Closing State funded Grandparents as Caregivers cases and opening TAF funded Grandparents as Caregivers cases.

This memo provides implementation instructions and information for the following July 1, 2009 policy changes in the Kansas Economic and Employment Support Manual (KEESM).  Implementation procedures for July 2009 will commence upon receipt of this memo.

Federally funded Grandparents as Caregivers (F-GPCG)(also known as TAF caretaker relative cases)

Description and Reason for Proposed Policy Change:

The current Grandparents as Caregivers (GA GP) program, implemented in January 2007, was designed to provide services for children who were being cared for by a legally responsible relative. One intent of the program was to make it easier for relatives to apply for assistance for the children in their care by eliminating certain eligibility requirements and providing a shortened application.

The Governor's budget put forth for state fiscal year 2010 and subsequently passed by the legislature was not able to continue state funding the GA GP program.

In order to provide continuous service to those caretakers who will be losing GA GP benefits, we will be determining eligibility for caretaker relative benefits under the federally funded TAF program.  In keeping with the intent of the Grandparents program as designed in 2007, we will now call TAF caretaker relatives the GPCG program and will update the ES-3100.9 application for access to this program.  This application will ask for eligibility information for the child(ren) only.  Because the ES-3100.9 application does not ask for information regarding the caregiver’s income, employment, or resources, it cannot be used to determine eligibility for child care, medical or food assistance. 

Grandparents, relative caretakers and court appointees can access the federally funded GPCG (TAF) program using the ES-3100.9 application. 

As a reminder, the GPCG (TAF caregiver relative) mirrors the TAF program in many ways.  Similarities include use of the KAECSES system to determine eligibility under the ‘AF’  program type, benefit levels similar to county/household numbers/living arrangements, resource limits, child support referrals, 10 day reporting requirements, and others.  The only things that differentiate the GPCG from TAF are the following:  1)  The TAF relative caregiver program is now the Grandparent as Caregivers program (GPCG);  2) The application for the GPCG program requests information for the child(ren) only; and 3) a request for GPCG is not a request for medical; 4) there is no 60 month time limit to receive benefits; 5) Grandparent as Caregivers may be reviewed every two years; and there are 6) no work related requirements, including the requirement to complete the Work Readiness Screening. 

When using the ES-3100.9 application and relatives request other benefits, such as children’s medical, child care or food assistance, the ES-3100 application will be needed to determine eligibility.  This is not a change from previous policy. 

Implementation Instructions:

The Federal Grandparents as Caregivers policy will be incorporated in KEESM revision #40, effective July 1, 2009.  KEESM 1111 will be updated to reflect that GPCG is funded by the TANF Block Grant. TAF caretaker relative eligibility rules have not changed, with two exceptions:  1) GPCG can be scheduled for two year reviews and 2) a request for GPCG is not a request for medical.  We are renaming the TAF Relative Caregivers to the Grandparents as Caregivers program to retain a separate identity from the TAF family assistance program. 

NOTE:  NO authorization or benefits for the state funded GA GP program will be allowed after June 30, 2009.  This includes past, current or future benefits, (including underpayments).  Special support service payments after June 30, 2009 are also not allowed.


The ES-3100.9 application is being revised to incorporate additional questions needed for eligibility determination.  These questions revolve around child support enforcement, resource and student information. The applications have been printed and are being forwarded to each region.  It is to be made available to staff and customers as soon as it is received.  Effective May 08, 2009, if the revised ES-3100.9 form has not been received and a customer requests a GPCG application, the customer could be directed to complete the ES-3100 application or the locally produced revised ES-3100.9 form.  This will prevent the customer from having to complete a second application for July eligibility determination.  All ES-3100.9 applications printed 1/09 or prior are to be removed from access sites and offices as soon as possible.  If an old ES-3100.9 form is received, the customer should be provided the revised ES-3100.9 application or the ES-3100 and assisted in its’ completion.  The old ES-3100.9 application (dated 01/09 or prior) does not included information necessary to determine eligibility.  It does not include information and acknowledgement of Child Support Enforcement assignment and referral. 

GPCG Applications received and processed prior to July 1, 2009:

For all applications received and processed prior to July 1, 2009, eligibility for the GPCG program is to be determined under the GA GP program criteria for the month of application and up through the month of June 2009.  A notice of eligibility is to be sent for those months using current Grandparent (L) eligibility notices.  The case is to be rolled into July 2009, and closed with a reason code of “AF”.  Eligibility is to then be determined using TAF caretaker rules (GPCG) for the month of July 2009.  Appropriate AF notices should be sent. 


  1. A GPCG application (ES-3100.9, revised 06/09) is received May 12, 2009.  Legal custody verification is received on May 22, 2009.  The application is processed on June 1, 2009 for May and June using GA GP eligibility criteria, and notice L102 is sent.  Roll the case into July 2009 and close the GA GP case with a closure code of AF. Send closure notice L404.  Register an AF case on APMA with an application date of May 5, 2009 and prorate date of July 1, 2009.  Determine eligibility using TAF caretaker relative (GPCG) rules for July.  Send approval notice A101.  Send an appropriate change reporting notice. 

NOTE:  If the old ES-3100.9 application (01/09 or prior) is used to determine eligibility for May and June, a new application will be required to determine eligibility for the Grandparents as Caregivers program for July 2009 and forward.

Applications received and processed after June 30, 2009:

For all applications received, but not processed before July 1, 2009, eligibility must be determined using TAF caretaker rules (GPCG) for all months of request. 


  1. A grandparent completes an application for cash assistance on May 28, 2009.  Request for information given, but customer reports difficulty in obtaining all information.  Information finally received on June 27th, but the case manager is out of the office.  The application is processed July 2, 2009.  The customer is eligible for May, June and July, however, since funding for the GA GP program ended June 30, 2009, eligibility must be determined for all months using the new GPGC rules.  Notice of eligibility, A103 needs to be sent.  No GA GP (L) notice needs to be sent. 

NOTE:  Because benefit levels differ in GA GP and GPCG cases, priority should be given in processing GA GP applications prior to July 1, 2009.

Differences in TAF and TAF GPCG policies:

Rules governing GPCG program are not exactly the same as the TAF cash assistance program.  The request for TAF cash assistance program is also a request for medical, there is a 60 month time limit for recipients, and recipients are required to cooperate with work programs.  The GPCG program, while similar in many features as the TAF cash assistance program, has a few distinct differences.  A request for GPCG is not a request for medical, child care or food assistance.  There is no requirements to complete the Work Readiness Screening or participate in work program activities.  Relatives requesting GPCG services will have to complete the Healthwave application if they want medical for the child(ren) or the ES-3100 application if requesting food assistance or childcare for the children.  The ES-3100.9 form is only a request for Grandparents as Caregivers benefits. 


    1.  An ES-3100.9 application is received on July 2nd requesting cash assistance for the grandchildren.  During the interview, the grandparent talks about having no medical insurance for the children and worries about doctor visit payments.  The case manager and the customer explore Healthwave eligibility and also discuss eligibility for child care.  The customer and the case manager complete the ES-3100 application and eligibility is determined for all three programs.

  On-going case procedures

All open GA GP cases will need to be reviewed for July eligibility using TAF caretaker relative rules also known as GPCG program. All open GA GP cases as of May 22, 2009 will be automatically closed effective June 30, 2009 and sent appropriate closure notices.  The revised ES-3100.9 form will be mailed to all customers whose case was automatically closed.  Instructions will be included to contact field staff to arrange an interview. 

Any GA GP cases that are not automatically closed will need to be closed by the case manager.  This may occur if a case is opened after May 22, 2009.    

The KAECSES system will be updated to prevent any GA GP payments after June 30, 2009.  Therefore, even if the GA GP case is not closed, no payment can be made.  An alert will appear on KAECSES WOAL indicating the case has been de-authorized.  Staff are to manually close the remaining open cases and send the appropriate closure notice allowing for adequate notice to the grandparent.  A report will be generated after June 30, 2009 and distributed to the regions on all open GA GP cases.  These cases will need to be closed by field staff effective June 30, 2009.


As stated previously, all GA GP cases will need to be reviewed for continued eligibility for July 2009.  Since information on the old ES-3100.9 (01/09 or prior) does not include child support, resource or student information, a new application will be needed to determine eligibility for on-going eligibility.

Central Office will mail the new ES-3100.9 application to each participant with a letter indicating the need to complete and return the application to the local office and schedule an interview.  In order to provide seamless benefits, reviews are to be scheduled and completed prior to July 1, 2009.  Staff will continue to use the current assigned case number and personal identification numbers.  The assigned EBT card can continue to be used to access benefits. 

Review periods for the Grandparents as Caregiver cases may be set for a two year period.  Setting the review period for one or two years is discretionary for the case manager.  Good practice for setting reviews for one year would be for those cases where the last child is 18 and will graduate from high school; the grandparent indicates the child will not be with them for a long period of time; the food assistance or child care plan is reviewed yearly and you wish to review the GPCG case at the same time, or other situations identified by the case manager. 

Transition of on-going cases: 

Not all eligible individuals receiving GA GP benefits will be eligible for the GPCG program.  While we are removing legal custody, household income below 130% of poverty, and age of caretaker requirements, there are other criteria that now need to be considered for the GPCG program. These requirements include children’s income, resource limits, age, student criteria, and household composition criteria (no eligibility for SSI children).  In addition, caretakers must now cooperate with child support enforcement, and child support income will be assigned to the state. Remember to explore good cause criteria if the caretaker expresses any hesitation in cooperating with Child Support Enforcement.  (KEESM 2162)   

Caretakers are to be made aware of the program changes and their options.  A discussion is to occur exploring what is best for each family, considering child support assignments and child care with no family share availability. 

With the implementation of these changes, child care is now available to eligible families, with no family share deduction, upon receipt of the combined program application (ES-3100). 


  1. Janis has been receiving benefits for her three grandchildren, ages 7, 13, and 19.  Janis is employed part-time, and has been receiving child care with a small family share.  The 13 year old receives $200 a month in child support.  The 19 year old is attending the local community college.  Janis receives $600 monthly through the GA GP case.  Their GA GP case is closed effective June 30, 2009.  Janis completes the ES-3100.9 application.  The case manager explains the 19 year old is no longer eligible to receive benefits, as he is not in high school.  The child support is assigned to the state effective July 1, 2009 and Janis will no longer receive the child support.  Janis will receive a GPCG benefit for a household of two based on shared living.  She may now be eligible for child care with no family share deductible if she completes the ES-3100 application. Once the ES-3100 is received, the child care is changed to JO child care, and the deductible is removed from the child care plan.  The 7 and 13 year old will also be eligible for the free school lunch program.  The case manager sets the Grandparents as Caregivers case review for June 2011.

Reported Changes:

If the caregiver later wishes to receive TAF benefits for themselves, and the ES 3100.9 was the application used to determine eligibility, a new ES-3100 application will be required.  If the review date is set for longer than one year, the review date will need to be shortened to coincide with the new application date.

If the ES-3100 application was used to determine initial eligibility, then procedures to add an individual to the case is appropriate.  The review date is to be shortened, as TAF eligibility must be determined annually. 


    1. Barb is caring for her two grandchildren and completed the ES-3100.9 application in July 2009.  She was approved for GPCG in July and the review was set for June, 2011.  In October, Barb reports she lost her employment and requests TAF assistance for herself.  Barb will be required to complete the ES-3100 application and complete the Work Readiness Screening before eligibility can be determined to add her to the case.  In addition, once she is approved for assistance, the review date will be shortened to coincide with the new application date, in this case, September, 2010. 

    2. Connie has two children, and cares for a niece.  She had completed the ES-3100 application in August 2009 requesting assistance for the niece only.  The GPCG case was approved and the review was set for July 2011.  In January, Connie lost her job and requested assistance for herself and her children.  Since the AF case is open on the system, and the ES-3100 application was used, no new application is required.  Connie will be required to provide information on household income and resources.  Connie will also have to provide information on the children’s father(s) and complete a Work Readiness Screening.  Once all information is received and verified, Connie and the children can be added to the TAF case.  The review period is to be shortened to July 2010. 


All appropriate AF notices are being updated to include the following wording:  “Temporary Assistance to Families or Grandparents as Caregivers”.  This wording will allow case managers to send all notices for the TAF or Grandparents parents program from the AF notice selection. 

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 closing of the Grandparents as Caregivers case due to the cessation of the program, procedures regarding dismissal of the hearing are applicable.


In closing, it is important to stress that while consumers impacted are to be notified based upon adequate notice guidelines, we are asking that staff make every effort to provide notification at the earliest possible opportunity.

KEESM Updates

br> The following KEESM updates have been completed:

  • 1111
  • 1118 (removed)
  • 1222
  • 1322.1
  • 2121
  • 2330 through 2342 (removed)
  • 5000
  • 6410
  • 9371
  • ES-3100.9
  • ES-6000

The following have been made obsolete with the implementation of the federally funded Grandparents as Caregivers and will be removed from KEESM:

ES-6001, Grandparents/Relatives as Caregivers Resource Overview

ES-6001a, Grandparents as Caregivers Assistance

F12, Grandparents as Caregivers Assistance

All “L” notices

ES-3100.9, Grandparents as Caregivers Cash Assistance Application

Grandparents as Caregivers Program Desk Aid



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