5929 WARDS - Benefit Management

 

This section contains information regarding events occurring while DCF is payee of a foster child’s benefit.  The DCF PPS Eligibility Specialist worker shall be familiar with the following information.

1. Guidelines for Approving Deposits

DCF is eligible to receive a benefit deposit if the child was in DCF custody in an out of home placement at any time during the month.  The following guidelines apply for determining how much of a benefit deposit can be approved.

1. 1. Return Home: This change in placement is reported in the monthly Foster Care Alert File sent to Social Security. For the month a child returns home DCF Regional Office staff shall approve the entire benefit deposit for the month.  Any benefit deposits received for months following a return home shall be disapproved.
   2. APPLA: This change in placement is reported in the monthly Foster Care Alert File sent to Social Security. Youth who achieve permanency through APPLA are also released from custody.  Any benefit deposits received the month of release shall be completely approved; any benefit deposits received the month after the release from custody shall be disapproved.
   3. PRTF or Hospital Stay: This change in placement is reported in the monthly Foster Care Alert File sent to Social Security. If a child is placed in a PRTF or hospital stay for the entire month, the state is only allowed to approve $30 of the deposit for an SSI benefit.  Other benefit types (SSA, VA, RR, etc.)
   4. Detention, Missing or absent from placement: This change in placement is reported in the monthly Foster Care Alert File sent to Social Security. For SSI and SSA benefits, consult the local Social Security (SS) contact to determine if benefits can continue to be received.  In some instances, social security benefits may continue while the child is in detention or is a runaway to be conserved for the child’s return.
   5. Adoption subsidy pre-finalization: This change in placement is reported in the monthly Foster Care Alert File sent to Social Security.
      1. For SSI benefit with IV-E funded adoption subsidy ONLY: Concurrent receipt of IV-E adoption assistance and SSI is permissible.  Social Security will reduce the SSI amount by the monthly subsidy payment.  The new adoptive parents may request to be payee.
      2. For all other benefit types (SSA, VA, RR, OTH):  The new adoptive parents may request to be payee of the child’s benefit.  If they choose to become payee, all Social Security deposits received after their request becomes effective should be disapproved and returned to Social Security or forwarded.
   6. Death: In the case of death, an SSI check is payable for the month of death; any SSI checks received following the month of death shall be disapproved.  For non-SSI beneficiaries, no check is received for the month of death, even if the child dies on the last day of the month. Disapprove any check received for the month of death or later for non-SSI benefits.  Notify Social Security Administration via completion of an eData Reporting Form (PPS 5928) and upload to GSO Website.
2. Monitoring Account Balances

DCF shall assure the client does not lose their SSI eligibility due to excess accumulation of income.

1. 1. Duties of the WARDS Administrator – Accounts involving SSI are reviewed monthly by the WARDS administrator for setup of an ABLE account when nearing a $2,000 balance.  

2. 2. Duties of the Eligibility Specialist – The Inactive Client List with Balance report provides a list of clients and their balances that do not have an open rep payee episode. Workers shall contact DCF.WARDS@ks.gov to close any cases with a balance where DCF is no longer the Representative Payee.
3. ABLE (Achieving a Better Life Experience) Account Management

Beneficiaries in the custody of the Secretary who receive SSI are eligible for an ABLE account. ABLE allows SSI recipients to conserve funds without losing their benefit eligibility due to excess income.

1. 1. Establishing ABLE Accounts: The New ABLE Accounts report in SCRIPTS WARDS provides a list of active clients receiving SSI benefits with a resource balance over $1500. The WARDS Administrator shall complete and submit an ABLE account application for these clients monthly. Applications and supporting documentation shall be sent via email through Ascensus’ secure portal as well as via mail to:

Kansas ABLE Savings Plan

P.O. Box 219266

Kansas City, MO 64121

1. 2. Continuing ABLE Transfers

Existing ABLE Accounts – This report in SCRIPTS WARDS provides a list of active SSI clients with a resource balance over $1500 who have an established ABLE account. The WARDS Administrator shall transfer funds exceeding $1500 from these clients’ Personal Needs Accounts to their ABLE accounts monthly via ACH.

DCF will maintain a readily available balance of up to $1500 for personal needs of clients receiving SSI in the WARDS account.

1. 3. Transfer of ABLE Account

When a client is no longer in the custody of the Secretary and DCF ceases to be the payee, DCF is responsible for facilitating the transfer of Authorized Individual status on the client's ABLE account. The beneficiary shall take ownership if they are of legal age and have the capacity to manage their own funds. If the beneficiary is a minor or lacks the capacity to manage the account, DCF should assist in designating a new responsible adult to assume the Authorized Individual role. For assistance, contact the WARDS Administrator.

4. Purchases Made from the WARDS Account

Any qualifying personal item the beneficiary needs can be purchased with money in a WARDS account if the item is not covered under the child welfare case management contract.

1. 1. Receipts and Approved Items

Benefits should be used only for items the client can take with them from placement to placement.  Following are examples of personal items for which WARDS funds could assist as reflected in the Guide for Representative Payees available through the Social Security Website. Receipts for purchased items are required.

1. 1. 1. clothing – coats, caps, gloves, swimming suits, shoes, or uniforms for school
      2. therapeutic equipment (if recommended by a doctor and not covered by any other source) – hearing aids, glasses, walkers, book holders, or wheelchairs
         1. For items coverable by Medicaid, consult the Managed Care Organization before using WARDS funds.  
      3. health and hygiene items – cosmetics, dermatology treatments, or cosmetic dental treatments
      4. room furnishings – rugs, curtains, bedding items, pictures, posters, mirrors, or clothes hamper
      5. transportation – mileage or bus pass to visit family, go to amusement parks, State fairs, or summer camps
      6. hobby items – art supplies, photo albums, or cameras
      7. school items – supplies, class fees, activity tickets, yearbooks, instrument for school band or orchestra
      8. convenience items – tv’s, clocks, watches, iPods, Kindles, iPads, or laptops
      1. miscellaneous items – magazine subscriptions, telephone expenses for out-of-town calls, restaurant meals, or reasonably priced holiday present for the child to give.

1. 1. 10. Items the client cannot take with them when they move, or are not consumed by the client, shall not be purchased with WARDS account money.  This would include, but is not limited to, anything built in, such as a wheelchair ramp, a dishwasher, wall-to-wall carpeting, or bus ticket for a family member.  Reasonably priced holidays gifts for the client to give are the exception to this rule.

1. 2. How to Make a Purchase 

Upon receipt from the CWCMP for a purchase request, the PPS Eligibility Specialist worker shall explain to the case manager that the CWCMP may purchase the item(s), and upon submission of the receipt(s), reimbursement will be made only to the CWCMP. The PPS Eligibility Specialist should ensure there is money available in the child’s WARDS account prior to making the purchase. ABLE account funds may be used for approved purchases if there is not enough money in the client’s WARDS account. Any exceptions to purchases or purchases using ABLE funds must be approved by the WARDS Program Administrator prior to a purchase being made.  Documentation of the exception request and approval shall be through e-mail correspondence which will be saved with the completed PPS 5929 WARDS Account Spending Request form.

1. 3. Request a Check

To request a check from WARDS, the PPS Eligibility Specialist shall complete the PPS 5929 WARDS Account Spending Request and e-mail the form to the WARDS mailbox at DCF.WARDS@ks.gov. Receipts and/or client signatures are required for any purchase request.

5. Youth Over 18 Who Remain in Custody 

Youth over 18 who remain in custody and out-of-home placement can become their own payee.  Youth who are not able to manage their own benefit money should not become their own payee.  This is a decision to be made by staff at the agency issuing the benefit.

6. Returning Money Held in WARDS

When a child in DCF custody is no longer in out-of-home placement and DCF should no longer be payee, the client’s WARDS account shall be closed, meaning the balance brought to zero. The following are the responsibility of the PPS Eligibility Specialist:

1. 1. Inform Issuing Agency – For Social Security benefits, the client’s change in placement status will be reflected in the next month’s Foster Care Alert Report.  For Veterans Administration or the Railroad Board, phone or e-mail your contact of the child’s new placement.
   2. Approve/disapprove all pending deposits.
   3. Close Rep Payee Period – Enter a Rep Payee closure date on the Client Transaction screen in SCRIPTS WARDS.
   4. Close Account – Send a completed PPS5927B Close Out Worksheet to the WARDS mailbox at DCF.WARDS@ks.gov with the following information:
      1. Client’s name and ID#
      2. Address where the check is to be sent
      3. To Whom the check should be made out, following these guidelines:
         1. Social Security benefits – Balances shall be paid to Social Security within 30 days of DCF no longer being payee.  Social Security will then review the case and if in agreement, forward that balance to the new payee. Note, SSA does not always agree with the remaining balance due to the youth and in some instances an overpayment may be determined. In special circumstances, Social Security may permit DCF to transfer conserved funds directly to a new payee or to a capable beneficiary, if it serves the best interest of the beneficiary.

The PPS Eligibility Specialist must request approval from the WARDS Administrator and Social Security to transfer the balance directly to a new payee or beneficiary. Social Security will approve such transfers on a case-by-case basis. 

1. 1. 1. 2. Veterans, Railroad, and other benefits – Balances shall be sent to the new payee responsible for the child’s day-to-day care.