STATE DEPARTMENT OF SOCIAL
Integrated Services Delivery
Docking State Office Building
Room 681 - West
Topeka, Kansas 66612
SEPTEMBER 1, 2005
Corrected - Errata September 13, 2005
Assistant Regional Directors
Economic and Employment Support Program Administrators
Economic and Employment Support Staff
Summary of Changes for Kansas Economic and Employment Support Manual
(KEESM) Revision No. 25 Effective October 1, 2005
PURPOSE, BACKGROUND, and REASON FOR CHANGE
The purpose of this document is to transmit Revision No. 25 of the Kansas
Economic and Employment Support Manual effective October 1, 2005.
The draft material also contains changes that have been previously made
in Child Care - EBT KEESM Revision 24 that was effective 09-01-05.
Food Assistance - This revision incorporates the annual adjustments
to the Food Stamp Program that are effective October 1 of each year.
Increasing are: the standard deduction amounts for household sizes of
5, and 6 or more; the excess shelter deduction; the gross and net income
limits; and the maximum allotment amounts. These changes were processed
with rollover in August effective for October 1, 2005. Further information
about these changes was provided prior to rollover in August.
This revision also includes several other technical corrections and
clarifications applicable to food stamp policy.
Multiple Programs - This revision incorporates information about the
termination of claims previously provided to staff in late July. It also
includes several clarifications of policy that are applicable to multiple
- MULTIPLE PROGRAMS
- Residence - A reference in the first paragraph of Section 2150 incorrectly
identified Section 2220 regarding temporary absence of children or parents.
The correct reference is 2223.
- Real Estate Ratio Study - Reference to the Real Estate
Ratio Study is being removed from Section 5320 as it is out
of date. The market value
of real property in Kansas is to be initially determined by the use of
the State appraised market value for the current tax year. Appendix Item
T-5, Real Estate Ratio Study, is obsolete with this revision.
- Veterans Educational Income - The manual is being revised
to exempt Veterans Educational Income as income in the month
received and a resource
in the following months for all programs. This policy suggestion was
submitted to and approved by the EES Program Administrators at the July
EES Program Administrators meeting. This income will be treated as other
educational income and exempted. The VA pays differing kinds of educational
payments and all are being exempted. These include: GI Bill, Vocational
Rehabilitation payments for service related disabilities, and payments
to children (age 18-26) and spouses of veterans with a service connected
death or 100% disability. Section 6220(6) is being removed from the manual
and 6400 (18) is being modified to incorporate this change. As a result
of the removal of Section 6220(6), the remaining sub-items are being
renumbered as (6) through (11).
Note that this change only applies to VA income that is being paid
because the recipient is attending post secondary education.
Further instructions regarding the implementation of this change will
be provided in the Implementation Memo.
- Household Failure to Act - The manual is being modified
to change procedures regarding denial of reviews for failure
to provide verification
or complete the interview. In May 2005, Section 9350 was changed to state
that an application is required if the household provides the information
or completes the interview after the review has been denied. A further
evaluation of the Federal Food Stamp Regulations indicates that for food
stamps, an application is not required if the household provides the
information or completes the interview in the 30 days following the end
of the review period. The review application is processed with benefits
prorated from either the date of the completed interview or the date
verification was provided. For consistency purposes, this change is also
being implemented for the cash programs. However, for cash programs,
benefits are not prorated since there would not be a one month break
in assistance. Section 9350 is being revised accordingly.
- Claims - Numerous changes to the processing of claims were
migrated to KAECSES effective August 1, 2005. An Implementation
Memo was sent
to field staff on July 29, 2005. The changes migrated to the system are
being incorporated into the manual material with this revision. These
changes and the manual sections modified to incorporate them are described
A Discovery Date field has been added to the OVCA screen to capture
the date the worker became aware of the overpayment. The information
entered into this field on OVCA is also reflected on the OVCH screen.
The addition of this date was mandated by USDA, but is applicable to
all claims being established on KAECSES. Section 11123 is being modified
to include this information.
A Status Reason Code field has been added to the OVCA screen to capture
special claim status, if applicable. The information entered into this
field on OVCA is also reflected on OVCH and DIRE. These codes can be
used by field staff when appropriate and will also be used by Central
Office staff that handle claim collection when appropriate. The new codes
and their uses are described in the Implementation Memo and are being
incorporated into the following sections: 11121.2, 11126.3, 11127 and
Effective 8/1/05, all claims on KAECSES - cash, medical
and food stamps - can be terminated (TE) on OVCA, if appropriate.
Prior to this change,
only FS claims could be terminated. Claims shall be terminated
if the only adult responsible for the claim is deceased and,
for temporary purposes,
when the person(s) responsible for the claim file bankruptcy. In
addition, two new system processes will automatically terminate
claims on KAECSES.
Section 11127 is being modified to include these changes.
- Notification of Reporting Requirements - To insure that
households are reporting changes timely and accurately, it
is imperative that all
households are notified of their reporting requirements at the time of
initial approval, review and when the interim report is processed. This
includes change reporting as well as simplified reporting households.
To reinforce this, several sections of the KEESM are being modified to
include a statement that households are to be notified of their appropriate
reporting requirements. The following sections are being modified: 1414.1,
9120, 9122.6 and 9340.
- Matricula Consular ID Cards - Section 2146 is being modified
to provide information about Matricula Consular ID Cards, which
that are being issued by Mexican Consulates. These cards are also known
as Matricula Consular de Alta Seguridad (MCAS) or Certificate of Consular
Registration cards. They are issued to Mexican foreign nationals who
reside in the U.S. These cards are sufficient to identify the individual
and to provide proof of nationality, however, they are NOT sufficient
to verify an immigrant’s legal immigration status in U.S. or verify
eligibility for any program benefits.
- Drug Related Convictions - Per a suggestion from the field,
the appropriate SEPA codes for persons disqualified for a drug
conviction are now listed in this section of the KEESM. This should make
it easier for staff to properly code persons found ineligible due to
this provision. Section 2183 is being revised.
- Pension Plans - The section of the manual
that discusses how to consider pension plans for purposes of
has caused confusion for a couple of years. To alleviate this confusion,
Section 5430 (16) is being reformatted to make the policies clear, and
to highlight the differences between the programs. In addition, the third
paragraph of Section 5410 is being deleted to correspond with this change.
- Disaster Unemployment Benefits - Section 6410(14)
is being modified to include disaster unemployment benefits
as exempt income. These payments are paid when
a major disaster occurs. Staff will be notified if these payments are made
- Combat Pay - Since combat pay and hostile fire pay are
the same thing, a link to Policy Memo 05-03-01 regarding
the exemption of combat pay is being
added to the item in Section 6410 that discusses hostile fire pay. The
Policy Memo is also being revised to indicate that the exemption
is good for another
year, or until September 30, 2006.
- Budgeting Child Support Income - For food stamps and child
care, Section 7124 is being modified to clarify that voluntary
(not court ordered) will be considered as child support for budgeting
purposes, and the provisions of Section 7124 will apply. This section
is also being modified to include as an example of changes expected to
continue, child support that becomes assigned to the State (TAF approval),
or is no longer assigned to the state (TAF closure).
- Persons Included In the Assistance Plan - Section 7211 is being reformatted to the outline that it should was when
there was a printed
KEESM. The formatting was accidentally and incorrectly changed on-line
in July 2003. In addition, clarification is being made that the 40% earned
income disregard applies only to TAF cash assistance, not GA or RE.
- Proration - Due to some confusion, Section 7401 on proration
for cash, food stamps and child care is being further clarified
the addition of a household member prior to application processing. The
revised wording clarifies that a new household member entering the home
in the month of application but prior to approval, has to be reported
during the month of application to be included from the date of application.
If the new household member enters the home in the month following the
month of application but prior to approval, they have to be reported
in that month to be included from the first day of the month in which
the change was reported.
This section is also being modified to clarify that for food stamps,
proration applies after the expiration or denial of the most recent review
period. Also see Item
A-5 above (Household Failure to Act) for more information
on this clarification.
- Verification at the Time a Change is Reported - Section
9121.2 is being revised to clarify that verification of earned
reductions and loss of earned income, must be obtained at the time a
change is reported.
- Notice of Expiration - Section 9320 is being clarified
to state that the notice of expiration cannot be mailed to
the household earlier
than the first day of the next-to-the last month of the review period.
This information was missing from the KEESM. For example, if the review
period ends September 30, the notice of expiration shall be mailed no
earlier than August 1 and no later than September 1. This is in accordance
with Federal Food Stamp Regulations.
- Frequency of Reviews - A clarification
is being provided in section 9370 regarding modifying the review
one program to match another. It is
acceptable to complete a review early in order to align a review with the
review in another program. If this is done on a food stamp
case that is subject to
simplified reporting, the IR due date MUST be modified accordingly. Established
review periods are not, however, to be shortened by notifying the household
with a Notice of Eligibility review in order to align a review with the review
period in another program. This is because Food Stamp regulations prohibit
the shortening of review periods. An example is included to further clarify
- ADULT PROTECTIVE SERVICES
- Response Time - A new subsection on “Reasonable
Efforts to Determine Safety” is being added at Section 12221 and
clarification that a personal, face-to-face visit must be made
is also being added. Criteria for allowable reasons for not
determining the safety of an adult within the response time
is also being added to this section.
- Determination of Assistance Needed - A new sub-item 3 is
being added to Section 12231 regarding
Limited English Proficiency (LEP) to meet federal requirements.
Procedures for obtaining interpreters in the SRS regions
are also being added.
- Guardianship and Conservatorship Services - In section 12711,
the Continuum of Interventions list is being corrected and
Investigation of Adult Abuse - A sentence is being added to Section
12110 to clarify that in those situations where law enforcement and APS
determines no action is necessary to protect the adult but that a criminal
prosecution should be considered, and a report of the case to the appropriate
law enforcement agency should be made, the ES-1019, Report to Law Enforcement
from Adult Protective Services Regarding Alleged Criminal Activity, may
be used if appropriate. All referrals to law enforcement, including the
County/District Attorney, must be followed up within 30 working days
and documented in the case log.
- CASH ASSISTANCE
Child in the Family - Section 2210 is being modified to allow relatives
to receive TAF cash assistance during the interim period between the
time a foster child is placed in relative care and the date the relative
receives foster care payments for that child(ren). In addition, the current
Child Welfare Community Based Service (CWCBS) Provider terminology is
- FOOD STAMPS
- Annual Adjustments to the Food Stamp Program Standards
- Effective October 1, 2005, the following appendices are being
updated to incorporate
the annual federal adjustments to the FSP that increase the standard
deduction, excess shelter deduction and gross and net income limits:
F-2, Food Stamp Program Standards,
F-3, Food Stamp Program Benefit Tables; and
F-11, 130% Income Reporting Chart for Simplified Reporters.
- Standard Deduction - Section 7222 is being modified to
increase the standard deduction amounts. The new amounts effective
$157 for households of 5 and $179 for household sizes 6 or more. The
standard deduction for household sizes 1-4 remains $134.
- Shelter Costs - Section 7226 is being modified to increase
the excess shelter deduction to $400.
These amounts were entered into the KAECSES-AE system prior to rollover
in August 2005 and were processed automatically with rollover. Further
information about the implementation of the annual adjustments was provided
- Methods of Collecting Payments - The item that discusses
the Treasury Offset Program is being updated to provide current
information. TOP advance
notices are now sent on a monthly basis instead of yearly. In addition,
the TOP toll-free number has been removed from the manual as it is no
longer in service. Persons calling the field who need to talk to TOP
staff are to be directed to 785-296-2970. Section 11126.1 is being modified
to include these changes.
- Dependent Care Expenses - With EBT Child
Care, providers can now require parents to pay additional
to use that provider. This manual
revision clarifies that these additional recurring costs are an allowable
food stamp dependent care deduction if verified that the
costs are paid out-of-pocket
and not from the consumer’s EBT Child Care account. Policy is also
being clarified to reflect that non-refundable enrollment fees are considered
related to dependent care and are also an allowable one-time deduction.
Section 7224 is being modified to provide these clarifications.
- Length of Disqualification Period - The example used in
Section 5713 is being removed as it was out of date.
- One Time Medical Expenses - A clarification is being included
in Section 7227.5(7) regarding the allowance of one-time medical expenses
that are reported in the second to last month or last month of the review
period. The manual currently only speaks to households with a 12 or 24-month
review period. The same provisions are now also included for households
with a 6-month review period. This would most likely occur when an elderly
or disabled person has an ABAWD in the home and the household, therefore,
has a 6-month review period.
- Verification of Shelter Expenses When a Change is
Reported - There has been confusion regarding reported changes in shelter
are not verified when a change is reported (not at application, review
or IR). The manual states if verification is not provided, benefits shall
be determined without allowing the unverified expense. Some staff understood
this sentence to mean that the previously verified amount would be allowed,
but not the difference, or the increase in the rent amount. The intent
is that zero shelter expenses are allowed for the expense that is not
verified. For example, verified rent is $200 a month. The client reports
an increase to $250 and benefits will increase as a result. Verification
is requested but not provided. Benefits are to be determined allowing
zero rent. This example is now included at the end of Section 9121.2.
In addition, a Shelter Changes Chart, developed by staff in the Wichita
Regional Office, has been modified and incorporated into the Appendix
as a desk aid for staff. This new desk reference is Item T-10 of the
- Interim Report Form - Parts of Section 9122.6 are
being clarified. There has been confusion regarding the interim
report form and whether
it should be returned to the client if they leave answers blank or mark “none” or “not
applicable” to questions on the form. Questions may be answered “none” or “not
applicable” if the consumer determines that the question does not
apply to their situation. If the consumer, however, does not answer a
question on the IR at all (i.e., leaves it blank), contact with the consumer
to clarify and get a response will be necessary. This contact may be
done over the phone with the client’s response documented in the
case file. The IR itself does not have to be returned to the consumer
to write in the appropriate response, or “none/not applicable.”
Sub-item (c) of this same section is being revised to clarify “deductible
expenses” by removing that wording and inserting specific
expenses. The sub-item now says that if the household fails
to provide sufficient
information or verification regarding shelter, dependent
care, medical or child support expenses, benefits shall not
benefits will be determined without allowing the deduction.
- Interstate Food Stamp Claims Collection - If the agency
accepts a food stamp claim from another state, the claim must
on KAECSES for the remainder of the claim balance. Collection must proceed
as in any other claim, i.e., a demand letter must be sent to initiate
collection action. This clarification is included in Section 11126.4.
- SUCCESSFUL FAMILIES
- Participation - TAF Participation Rate Requirements - Definition
and Special Rules for Two-Parent Families - Although the agency supports
educational activities for minor parents, the programming of the TANF
federal work participation report has not allowed boyfriend/girlfriend
parents where one parent is under age 18 and not emancipated to meet
the federal work participation requirement. The programming of the federal
report has recently been modified so these particular case situations
are now considered in the calculation of the All Families rather than
the Two-Parent participation rate. Section 3110 reflects this modification.
- Special Services Allowance - EES provides funding through
Special Service Allowances to help work program participants
meet the work
and to go to work. Regions have a great deal of flexibility in the use of this
funding. Clarification is being added in 3411.2(5) & (6) that this funding
may be used to pay for additional costs associated with participation in the
work experience component (Work Experience Reimbursement Allowance) and also
to compensate the client for time at a work site as part of a work skill assessment
(Work Assessment Reimbursement Allowance).
FORMS (Not previously discussed in this Summary)
- Multiple Programs -
ES-3101, RELEASE OF INFORMATION AND LIABILITY
- is being revised to eliminate references to Adult Protective Services.
See further information
for this change in the item below regarding the ES-1003.
- Adult Protective Services -
- ES-1003, AUTHORIZATION FOR RELEASE OF CONFIDENTIAL INFORMATION
ADULT PROTECTIVE SERVICES - is being reinstated into the KEESM.
For Fiduciary Abuse investigations, banks require more information
(such as Social Security Number and date of birth) than most of
the agency’s other collateral contacts require.
- ES-1000, INTAKE REPORT and ES-1001, SCREENING REPORT are being
revised to include items requested by PRC Screeners.
- ES-2003 and ES-2004 - Two APS brochures were revised in May
2005 and are being included with this revision.
- Food Assistance -
- ES-3103 - Income/Expense Worksheet - The Word Perfect and Quattro
Pro (QPW) versions of this form are being modified to include a box to
indicate if the system conversion is used to determine income. In addition,
the QPW version has been modified in regard to rounding in some of the
cells to match the rounding that is done when the system conversion is
used. The QPW version has been sent to staff separately.
- ES-3114 - Interim Report Form - The Word Perfect version of
the Interim Report Form has been developed in Spanish for downloading
The form will be listed directly under the English version in the Forms
Table of Contents and is numbered the ES-3114 SP.
MISCELLANEOUS FORMS (Not previously discussed in this Summary)
- The DD-1103, Authorization to Disclose Information To The
Social and Rehabilitation Services’ Disability Determination Services
(DDS), was revised by DDS in April 2005. It is being placed into
this KEESM with this revision in both WORD and PDF. (DDS uses WORD
than Word Perfect, so it is in that original format.)
- MS-2126, Notification of Facility Admission/Discharge - This form
is being modified by the Division of Health Policy and Finance (DHPF)
to capture additional levels of care, as new facility types must now
report changes in admission and discharge for proper reimbursement. Additional
fields have also been included to capture information on persons who
were involved in placement of the individual. Finally, instructions for
completing the form have been added on the reverse side of the form.
APPENDIX (Not previously discussed in this Summary)
E-11, Education/Training Assistance Desk Aid, is being updated
to reflect the expanded exceptions for not providing the 12 months
of extended work program services when a TAF cash case closes. These
exceptions were implemented in KEESM Revision 22 (May 2005). Other
minor terminology modifications and KEESM reference corrections are
in this update.
P-1, Medical Necessity. This appendix item is being revised
in several areas. Technical corrections are being made in Item B, “Guidelines.”
Under Item C, “Non-Medically Necessary Items”, prolotherapy
is being added to the list of alternate therapies which are not
defined as medically necessary. It is also being revised to provide
and handling charges for pharmacy and durable medical equipment
are not allowable. In addition, a new item 10 is added to the list
necessary items to provide that the premium for a non-Medicare
medical discount card is not allowable. In addition, the discounted,
full cost of an allowable expense is allowed toward spenddown and
as a food stamp medical deduction.
Item D, “Medically Necessary Items or Services” is
being expanded. Only the expenses of animals meeting the definition
service animal according to industry standards are allowable. Therapy,
or companion animals which do not provide a direct service for
the owner are not considered service animals according to industry
associated with these animals are not allowable.
Requests for medical necessity clearances for medical assistance cases
shall now be submitted to DHPF. Requests for food stamp cases shall continue
to be handled by EES Central Office.
P-2, Statement of Medical Necessity, is being revised to correct
a spelling error.
X-5, Back of the Notice of Action, is being revised to meet
legal requirements for the time in which an appeal may be filed.
X-6, Definitions of Common Terms is being revised regarding
the definition of disaster for the Food Stamp Program. The definition
is being modified to state that appliance breakdowns, sewer back ups
that result in flooding and other household misfortunes that result in
the loss of food purchased with food stamp benefits are considered a
disaster, and as such are eligible for a replacement issuance per item
14 of the EBT System Guide (Item
T-8, Reporting Notices Chart, is new. This chart was previously
provided to staff during field training on simplified reporting. The
chart has been updated and is being included in the manual as a desk
reference for staff.
T-9, Reporting Requirements Notice Matrix is new. This chart
was previously provided to staff during field training on simplified
reporting. It is up to
date and is being provided to staff as a desk aide.
All policies in this revision are effective October 1, 2005. Additional
information will be in the Implementation Memo.
MATERIALS OBSOLETED BY THIS REVISION
Policy Memo 00-03-01 - Census Income - is being obsoleted with this
manual revision. This memo was originally written for persons receiving
2000 census income and is being obsoleted as it is out of date.
EFFECT ON LOCAL STAFF
Other clarifications in this letter will have minimal impact on staff
Within SRS, the material in this letter and manual revision have been
coordinated with staff in the Economic and Employment Support, the EES
Program Administrators, the Implementation Planning Team, EES Program
Training Unit, the Medicare Part D Team Children and Family Services
(CFS) staff, Child Support Enforcement (CSE) and SRS Legal.
Bobbi Mariani, Director
Economic and Employment Support