M E M O R A N D U M

TO: EES Program Administrators

FROM: Sandra Kimmons

DATE: 4/1/2022

SUBJECT: Implementation Instructions - KEESM Revision 106

This memo provides implementation instructions and information for the following April 1, 2022, policy changes in the Kansas Economic and Employment Services Manual (KEESM).

Food Assistance

Staff cannot act on a Food Assistance case based solely on information from a third-party payroll source such as TALX/Work Number. TALX/Work Number is not considered Verified Upon Receipt and may require further clarification and verification from the client when the information from TALX/Work Number is not reported by the household at/on the Application, Interim Report or Review.

TALX/Work Number can be used if the income found on TALX/Work Number is reported by the household on the Application, Interim Report or Review Form. If employment is not reported by the household on the Application, Interim Report or Review form it must be verified by the household or employer. This includes ongoing employment, new employment and employment that has ended. Staff need to document clearly that income found on TALX/Work Number that was not reported on the form was verified by the household during the interview, contact with the household or through collateral contact with the employer.

At Interim Report if employment is reported on the Interim Report form and employment is found on TALX/Work Number the wages maybe used to determine eligibility. If unreported employment is discovered while working the Interim Report on TALX/Work Number, the employment must be verified. For ongoing employment, if the client marks no change in income on the Interim Report, and employment is on Work Number the employment must be verified. If collateral contact to the household or to the employer is unsuccessful request verification from the household giving them 10 days to respond. If verified, use the wages to determine eligibility. If employment is not verified the case will be discontinued. For information found on TALX/Work Number, only adequate notice is required regardless if it’s a positive or negative change or “on” or “not on” the Interim Report.

Wages from KDOL/quarterly wage data cannot be used to determine eligibility when the client has not provided supporting information at Application, Interim Report or Review. Staff cannot use KDOL/quarterly wages solely to determine Food Assistance eligibility. These wages must be verified, such as using pay stubs, employer statement or collateral contact to the employer.

Definitions:

TALX/Work Number Verified by Household – Client verifies (verbally or in writing) employment found on TALX/Work Number.

TALX/Work Number Verified by Employer – Collateral contact to employer that verifies (verbally or in writing) employment. If the employer directs the worker to TALX/Work Number for the verification, that is considered verified by the employer.

TALX/Work Number Employment – Where the client is/was employed.

TALX/Work Number Wages – Client’s earnings from employer.

Scenarios:

1. At Application or Review the client reports employment at Valley Village but does not provide 30 days of paystubs. While working the case and during the interview the worker finds wages at Valley Village on TALX/Work Number. Since the client reported being employed at Valley Village on the Application or Review the wages may be used to determine eligibility.
   
   Same scenario, but the client did not report employment at Valley Village on the Application or Review form. If the client or employer verifies the employment found on TALX/Work Number during the interview the wages may be used to determine eligibility. If the client or employer does not verify the employment, then the agency must provide the household with the opportunity to resolve the discrepancy prior to determination of eligibility. Request for Verification must be sent and allow 10 days for the household to respond. If verification is received use the wages found on TALX/Work Number. Worker is not the re-run or reverify wages from TALX/Work Number. If verification is not received deny the case appropriately.
   
   
2. At Interim Report the client reports employment at Jared’s General Store on the Interim Report Form. While working the case the worker finds employment at Jared’s General Store on TALX/Work Number. Since the client reported being employed at Jared’s General Store on the Interim Report the wages may be used to determine eligibility.
   
   Same scenario, but the client did not report employment at Jared’s General Store on the Interim Report form. The worker discovers employment at Jared’s General Store when running TALX/Work Number. The worker cannot use these wages to determine eligibility for Food Assistance unless the household or employer verifies employment. The worker must attempt to reach the household or employer by phone to verify prior to requesting verification. If the client or employer verifies employment found on TALX/Work Number, the wages may be used to determine eligibility. If the client or employer does not verify the employment, then the agency must provide the household with the opportunity to resolve the discrepancy prior to determination of Food Assistance eligibility. Request for Verification must be sent and allow 10 days for the household to respond. If verification is received use the wages found on TALX/Work Number. Worker is not the re-run or reverify wages from TALX/Work Number. If verification is not received discontinue the case appropriately.
   
   
3. There is employment found on TALX/Work Number at Application, Interim Report or Review (Active or Terminated) that was not reported by the household on the form. The client denies what is reported on TALX/Work Number, verification of employment status is required. A collateral contact to the employer must be attempted if collateral contact to employer is successful act accordingly. If collateral contact is unsuccessful request verification from the household allowing 10 days to respond to the discrepancy. If verification is received use the wages found on TALX/Work Number. If employment ended, take appropriate action on the case. Worker is not the re-run or re-verify wages from TALX/Work Number. If verification is not received deny or discontinue case appropriately.
   
   
4. Worker is working a Food Assistance Application and employment is found on Work Number but is not on the application and cannot be verified by the household or employer. It appears the wages from the employer may require overpayments. The household must be given the opportunity to verify the information found on TALX/Work Number prior to any overpayments being established. If the household does not respond within 10 days, overpayments may be established appropriately using the wages found on TALX/Work Number. Take appropriate action on the Food Assistance case.
   
   
5. Worker is processing an Expedited Food Assistance application and employment is found on TALX/Work Number that is not reported on the application. The worker must attempt to verify the information found on TALX/Work Number. If the worker cannot verify the employment the application is to be processed as though the wages do not exist and request verification from the household allowing 10 days to respond. If verification is received and an overpayment is appropriate process the overpayment. If verification is not received the case would be discontinued allowing timely and adequate notice.
   
   
6. KDOL/Quarterly wages cannot at any time be used solely to determine eligibility for Food Assistance. These wages must be verified.
   
   
7. If a change is reported by another EES program and the program verifies employment from the household and finds wages on TALX/Work Number, they may be used for Food Assistance budgeting purposes.