Kansas Department of Social and Rehabilitation Services
Janet Schalansky, Secretary

Integrated Service Delivery - Candy Shively, Deputy Secretary (785) 296-3271
                   Economic and Employment Support - Sandra Hazlett, Director (785) 296-3349



ES Chiefs and Staff


June 21, 2001



andra C. Hazlett


mplementation Instructions for July 2001 KEESM Changes

This memo provides implementation instructions for the following July 1, 2001 KEESM changes:

Note the highlighted change in the KEESM 3410 section of this memo.  This change from the the original instruction was transmitted to the field on 7/12/01.

KEESM 1212.8, 1411.1, 2831 - Changes in the Child Care Program

  1. Social Security Numbers. Based on recent federal guidance from the Child Care Bureau, policy changes are being made in the Child Care Program regarding Social Security Numbers. Since 1993, the Clinton Administration and States have worked diligently to ensure that all eligible persons are enrolled in and have access to federal benefit programs and services, including child care. Assurances continue to be made to reduce and eliminate access barriers to the enrollment in any program of eligible participants, including those in immigrant families. Recent information has focused attention on an administrative barrier that does specifically affect child care: U.S. citizen children and other eligible persons who live in immigrant families may be deterred from applying for benefits because they are concerned about responding to certain questions on application forms regarding disclosure of Social Security Numbers. States, by law, must require this information of applicants as part of the eligibility process for some programs. However, no federal statute requires applicants to disclose Social Security Numbers for the receipt of child care subsidy. It must be made clear to child care applicants that the provision of a Social Security Number is voluntary and that benefits will not be denied or withheld for the failure to furnish this information.

Within the next several months, plans will be made to revise the combined application, ES-3100, to specifically indicate that providing a Social Security Number is optional for child care subsidy eligibility and information on how it may be used if provided (i.e. - research data sets, verify income). Until this is done, areas are encouraged to advertise this policy change for child care in their community and as they work with applicants individually. This policy change was announced at the Statewide Child Care Advisory Committee meeting in April 2001.

This policy change shall be applied to all applications for child care processed on or after 7/1/01. See the KsCares User Manual regarding KsCares case registration. KAECSES and KsCares systems are searched in an effort to locate any previous or current cases. Procedures are designed for two searches on each individual; by name and by SSN. KsCares will allow a case to be registered with limited information, however, the potential for duplicate cases should be noted and any duplicates should be closed when identified.


  1. Application Requirement. Effective 7/1/01, with this manual revision, an application for child care subsidy (ES-3100) will no longer be required for clients in transition from Work Program (JO/MO) child care to Income Eligible (EM) child care. Continuing personal need and financial eligibility shall be documented using existing case information. An ES-3100 shall be completed at the scheduled case review or if there is a break in service.

  2. Transitional Child Care. Beginning 7/1/01, clients eligible for 2 months continued child care with no family share after TAF closure (previously supported by continuing the JO subtype) shall be supported under the EM subtype by removing any family share for the first 2 months. Staff will not be required to change any existing cases using the JO subtype but should apply the new practice as they work through cases.

KEESM 3410 - Provisions Specific to TAF Support Services/Component Costs/Contracted Employment Services/Employment Services

Work program support services (transportation and Special Services Allowance), Education/Job Skills Training/Vocational Education component costs and contracted employment services may be available for up to 12 months following the loss of TAF cash eligibility for any reason other than the client moving out of state or no longer having a TAF eligible child in the home. These extended benefits may also be available to TAF cases that are closed for work and child support penalties. These extended services should be provided on a case by case basis, approved by an EES supervisor and documented in the case record.

Currently, TAF cash cases that have closed due to employment are already eligible for these extended services. TAF cases that close effective July 31, 2001 or later for all other reasons (except the two exceptions) may be eligible for these extended benefits.

On KsCares the client should remain open in Work Programs for 12 months when the TAF cash case is closed for any reason (including penalties) except when the TAF client moves out of state or there is no longer a TAF eligible child in the household.  The client should be coded JO TR in work programs on KsCares whenever the TAF cash  case is closed, regardless of the closure reason.  If TAF was closed due to earnings, then an EMP Activity should be opened on SESP.  If TAF was closed for some other reason and the client does not request services, it is not necessary to open any Activities on SESP, but you may use the NAC Activity to identify these clients and monitor them on the C100.  At this time, the Scheduled End Date for NAC cannot be more than 6 months after the Start Date.  The 12 month period of available extended services may be tracked by the review date which will be entered on CAMA.  The review date is the last day of the 12th month. 

In situations where the TAF eligible adult(s) on the cash case is not open in Work Programs on KsCares at the time that the TAF cash case closes, the client should be opened in Work Programs on KsCares for the 12 months following the TAF cash case closure.

Examples of case situations where the extended benefits may be utilized include the following:

TAF cash case closes 8/31/01 due to a work program penalty. The KsCares case remains open. The former client contacts the worker on 10/1/01 and reports employment. This individual needs help with transportation and car repairs. Extended benefits may be available from 10/01 through 8/02 on this case.

TAF cash case closes 8/31/01 due to a second work program penalty. This client did not cooperate in participating in the Special Project assignment. On 10/1/01, this former TAF client contacts the worker and indicates that she wants to cooperate and is willing to participate in the Special Project assignment. This individual may be assigned to the Special Project and the contracted employment services and needed support services (transportation, special services allowance) may be provided to assist the client in establishing cooperation. See KEESM 2834 regarding availability of child care in this situation.

KEESM 5500 - Vehicles

Effective July 1, 2001 all motor vehicles, licensed and unlicensed are exempt for the food stamp and cash programs. There is no change to the vehicle policies for the MS, QMB, LMB and QWD programs.

To implement this change, motor vehicles are to no longer be listed on the VEHI screen for the food stamp and cash programs. For ongoing cases, the VEHI screen can be modified at the time of the next review. Appropriate tables will also be changed in KAECSES effective 7/1/01 to exempt all motor vehicles for the food stamp and cash programs.

Note: Even though vehicles owned by General Assistance applicants/recipients are exempt, the eligibility requirements of KEESM 2311, Vehicle Registration, are still applicable if a GA applicant/recipient owns a vehicle. This section of the manual requires that all vehicles owned by GA applicants/recipients must be registered in Kansas to qualify for GA benefits.

Also attached to the Implementation Memo are fact sheets on the vehicle policy that were originally part of the training packet for the 7/1/01 changes. Since this training has been cancelled, the fact sheets are being provided with this memo.

KEESM 8172 - Eligibility for Persons in Medicaid-Approved Institutions

The policy change originally scheduled to be included in this section which placed a limitation on allowing non-covered medical expenses was removed from this revision. It was determined that the policy could not be implemented as written at this time.

KEESM 9621.2 - Sending County’s Responsibilities

There is a Pen and Ink modification required in this section and this is also noted in the SCL that transmits KEESM Revision 6.

Delete the first sentence in 9621.2 (2) and replace with the following:

For work programs, all current WP activities are to remain open or updated based on known assignments (i.e., employment) and transportation payments are to be terminated.

KEESM 9622 - Receiving County’s Responsibilities

There is a Pen and Ink modification required in this section and this is also noted in the SCL that transmits KEESM Revision 6.

Delete 9622 (3) and replace with the following:

For work programs, update and adjust the self-sufficiency plan and any component involvement in the new county and authorize support services as needed.

MS-2156 - Notification of Nursing Facility Admission/Discharge

This form has been revised to support an additional CARE assessment exception for persons entering an NF or NF-MH. A CARE will no longer be required for persons admitted to an NF for a stay of 30 days or less if the purpose of the stay is to provide respite to the resident’s caregiver in the community. The Kansas Medical Services Manual will be updated to include both this exception and the new form with the next revision.

This exception is applicable for persons entering the facility on or after 07-01-01. Facilities are required to ensure all persons entering prior to this date have a completed CARE assessment, unless another exception is applicable. A physicians statement indicating the reason for placement is required in order for the facility to exercise this exception.

For Medicaid payment purposes, an indication by the facility on the MS-2126 that the exception was used when admitting the resident will generally be accepted to be accurate. The form has been modified to provide the facility a specific location to report this information. A physician order is required to admit any resident to an NF, which provides the needed documentation for the NF to establish this exception. A copy of the doctors statement is not required in order to approve NF payment when a properly completed MS-2126 which clearly indicates the reason for the exception has been received, unless there is information to the contrary.

For persons receiving HCBS and entering the NF under this exception, the TC living arrangement code is used. Communication with the case manager or Independent Living Counselor is always necessary in these situations.

The Kansas Department on Aging will provide nursing facilities a copy of the revised MS-2126 later in the month June. Formal notification regarding the form will be issued in a provider bulletin and provider manual revisions in the month of August.

In instances where a stay exceeds the 30 day time limit, a CARE assessment is required. If the person is found not in need of NF care, KMSM 4327 is applicable which states that Medicaid reimbursement for nursing facility care is not available after day 30. KDOA is encouraging nursing facilities to contact the local AAA prior to the 20th day of a stay that appears will extend beyond the 30 day time frame. A contact by day 20 will ensure the facility has a completed CARE (including a level II evaluation if needed) by day 30.


Attachments (4)


    KEESM 5500

  3. ICT RULES KEESM 9220-9222