Simplified Reporting
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Simplified Reporting

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This slide show will cover the basics of the Simplified Reporting process.

This slide show will cover the basics of the Simplified Reporting process.

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Simplified Reporting Simplified Reporting Presentation Transcript

  • SIMPLIFIEDREPORTING APRIL 2012
  • What is SIMPLIFIED REPORTING?Simplified Reporting is an optionthat states can take in regards towhat it requires clients to reportand how the state will act onreported changes. This is pursuantto 7 CFR 273.12.It, for all purposes, simplifies whata client must report.
  • Wyoming is the 2nd to last state toimplement Simplified Reporting. Oncewe go live California will be the onlystate left that does not use SimplifiedReporting.
  • When will Wyoming implement Simplified Reporting?We will be implementing Simplified Reporting for allcases that recertify for June benefits and for all newapplications received on or after June 1, 2012. Forhouseholds that apply in May but are not eligibleuntil June, they too will be certified under SimplifiedReporting.All currently approved cases will continue to becertified with our current Pre-SimplifiedReporting Policy until the case is recertified.
  • What is the benefit of Simplified Reporting?1. It may reduce client errors as they only have two reporting requirements.2. Less reporting requirements mean less changes to act on.3. Allows us to extend certification periods to 6 months which means less interviews.4. All of the above means more time to work cases accurately!
  • This means that Wyoming will beoperating two sets of policy until we areable to phase everyone currentlyapproved for benefits into SimplifiedReporting.The Combined Manual has been adjustedto work with two sets of policy.Let’s take a look at how this was doneand then we will go over the specificpolicy changes in awhile.
  • What does Simplified Reporting mean for Wyoming?Currently in Wyoming we have ChangeReporting which means our clients mustreport most changes in their lives to us.With Simplified Reporting this allchanges.
  • Our clients will now only be required toreport to us if their household’s grossincome (earned plus unearned income)goes over 130% of the Federal PovertyLevel for their household size or if thehousehold contains an ABAWD whosehours drop below 20 hours per week onaverage . They will have 10 days fromthe end of the month when the changeoccurred to report the change.
  • FFY12 INCOME LIMITS Household/ Maximum Gross Monthly Income 130% of PovertyAssistance Unit Size 1 $1180 2 1594 3 2008 4 2422 5 2836 6 3249 7 3663 8 4077 9 4491 10 4905 Additional Member $+414
  • What if a household still chooses toreport changes?Wyoming has taken the option to act onall changes reported to the agency orknown to the agency.If client Bill calls to report he got a raisewe will act on this change even if theraise does not put the household over130% of the FPL for the household size.
  • Since Wyoming has taken the option to act on allchanges reported or known to the agency thismeans we will act on reports that are sent to thefield each month such as:*New Hire*SDX*$25 State Supplement Report*PARISThis also means that if a client reports a change foranother program such as POWER, Child Care orMedicaid we must act on it.
  • Under Simplified Reporting a householdmust be given a minimum certificationperiod of 4 months with the exception ofEXPEDITE CASES. We will continue towork expedite cases the same.All households, including those that areself-employed, but excluding those whoare elderly and disabled and have afixed income, will now be certified for 6months. We will no longer certify self-employed households for 12 months.
  • The ONLY households that can becertified longer than 6 months arethose where ALL adult householdmembers are elderly and/ordisabled. These households can becertified for either 6 or 24 months.If a household is certified for 24months then the household isrequired to complete an interimreport at the 12 month mark.
  • Any case certified for 24 months must havean interim report submitted by the 15th dayof the 12th month.Here is how this will be done:*An alert must be set for the 11th month tosend the client a letter saying they have tocomplete an interim report and it must bereturned by the 15th day of the 12th month.This letter is currently being developed.
  • *When this letter is sent it will alsoautomatically issue the interim report thatthe client must complete. The interimreport is also being developed.*The interim report will also be able to besent off the APEM screen like the currentchange report in case a client needs anothercopy.*The 24 month cases are also going to beplaced in the CATS system to track to makesure the letter and interim report are mailedout.
  • We currently have a completion date set ofDecember 31st for the interim report, noticeand CATS system alerts to be working.Once all of these items are working we willprovide training on this process.The first cases that will follow this processare those households that apply in June orare recertified for June benefits and this willbe in April 2013.
  • You will want to align the SNAPcertification period with other programswhen at all possible but you must give aclient a minimum of a 4 monthcertification period and no more than a6 month certification period unless it isa household that meets the criteria of a24 month certification period.Please remember under SimplifiedReporting there will no longer be a 12month certification period.
  • When a client applies or recertifies forSNAP and is approved underSimplified Reporting they must benotified both ORALLY and inWRITING what this means. Duringthe interview a client needs to beexplained what Simplified Reporting isand what their reporting requirementsare for their household size.
  • LET’S PRACTICE THIS!!!We will go over the written component in a minute.
  • To help identify cases that are certifiedunder Simplified Reporting, both CAP 2and the NORE screens will be taggedto show you this. Examples follow!
  • CAP2 CASE PROFILE - PAGE 2 032112 11:10 DENNIS MCASE NAME: MARPURI REAP7 , DENNIS CASE NUMBER: 30001828LAST ACTION: CHANGE FSAD 082212 MR RECEIVED:SIMPLIFIED REPORTING: Y BENEFIT APP STATUS CERTIFIED MR CURRENT PROGRAM START RECEIVED SIZE TYPE STATUS DATE THRUEXEMPT MONTH AF 040112 032012 RECD 032012 N 0412 FS 062112 060112 01 SPE OPEN 060712 0812 N 0712 ME 032112 030112 SPE RECD 030112 N 0312 MEDCLIENT NAME NUMBER DOB SUB REL ---PARTICIPATION--- CCWOW E&T AF FS ME EA IA GA 4EMARPURI REAP7, D 2000011103 010130 PI IN N R
  • SNAP ELIGIBLE (Not a Simplified Reporting)EIS NORE NOTICE REQUEST 032212 14:51 DENNIS MCASE NAME: MARPURI , SIMPLIFIED CASE NUMBER: 30001829 NOTICE BENEFITDELETE(#) TYPE MONTH PGM SITUATION 0412 FS FOOD STAMP CASE IS ELIGIBLE 0512 FS FOOD STAMP CASE IS ELIGIBLE 0612 FS FOOD STAMP CASE IS ELIGIBLE 0712 FS FOOD STAMP CASE IS ELIGIBLE 0812 FS FOOD STAMP CASE IS ELIGIBLE 0812 FS SNAP CASE IS ELIGIBLECASE NUMBER OTHERS: :
  • 0612 FS SNAP SIMPLIFIED REPORTING - ELIGIBLECASE NUMBER: OTHERS: CASE NUMBER: OTHERS: SNAP ELIGIBLE (SIMPLIFIED REPORTING) EIS NORE NOTICE REQUEST 060712 14:55 DENNIS M CASE NAME: MARPURI , SIMP JUNE CASE NUMBER: 30001830 NOTICE BENEFIT DELETE(#) TYPE MONTH PGM SITUATION 0612 FS SNAP SIMPLIFIED REPORTING - ELIGIBLE CASE NUMBER: OTHERS:
  • To take care of the written component forSimplified Reporting, we have created a letterthat introduces you as their worker as well astelling them what they must report. Thisnotice is the F001 and will need to be sent toall households approved for benefits.Handouts have also been created for you togive clients.The back of our notices have been changed toalso show the reporting requirements forhouseholds certified with current policy as wellas Simplified Reporting policy requirements.
  • There will be the current Change Report forpre-Simplified Reporting households, and thenew one for those households certified underSimplified Reporting.The new Change Report will also be on theAPEM screen and is currently being finalized byour IT staff and ITD. Until the new changereport is in EPICS you will need to mail copiesto a client. Once it is on the APEM screen youcan send it just like the current Change Report.
  • Let’s look at the new notices, ChangeReport, handouts and the back of the notices.
  • Other exciting news in the eligibility world!!!After we get the EPICS changes madewith Simplified Reporting an excitingchange will be made for both SNAP andPOWER. We currently have in thechange request for EPICS toautomatically send a CHANGE REPORTto a client.More to come on this exciting change!
  • Let’s do a step by step review of a couple of cases where a client iscertified under Simplified Reporting from start to finish.
  • Client Sadie applies on June 14th. She is not elderly ordisabled. She comes into the office for her interview.1. At her interview Sadie must be told what her reporting requirements are for Simplified Reporting.2. She must be given or mailed a new Change Report. (Once EPICS is fixed this will automatically be sent to her with an approval letter.)3. Once Sadie is approved for benefits she must be mailed an approval letter as well as the letter introducing you as her worker.4. Sadie is given at least a 4 month certification period but not more than a 6 month certification period.
  • Client Betty is age 93 and her only income is herSSRE. She has submitted an application on June 20thto recertify for July benefits. Betty is doing a phoneinterview.1. During the interview Betty must be told of her reporting requirements for Simplified Reporting.2. Betty is going to be certified for 24 months as her only income is SSRE and her lifestyle is stable. She must be told that she will have an interim report mailed to her in her 11th month of eligibility that is due back by the 15th of the 12th month. If Betty wants she may opt to be certified for only 6 months.
  • 3. Once Betty is approved for benefits she needs to be sent an approval letter, a letter introducing you as her worker and a Change Report. Again, once programming changes have been made the Change Report will automatically be sent to Betty.4. An alert needs to be set on the PAAL screen showing that Betty is to have an interim report sent to her in the 11th month. In this case that is in May 2013. As stated earlier soon CATS will also track the cases certified for 24 months.
  • QUESTIONS SO FAR? COMMENTS?RECAPS NEEDED OF ANYTHING?
  • PRACTICE MAKES PERFECT!!!
  • Client applies on May 29th, are theycertified under our current reportingrequirements or under SimplifiedReporting?
  • If a client applies on May 17th butreceived benefits in Montana in May andis not eligible until June are theycertified under our current reportingrequirements or Simplified Reporting?What must you explain to them?
  • If a client applies for benefits on April23rd and is approved for expeditebenefits for April and May and turns inall waived verifications by May 31st arethe extended months certified underour current policy for reporting or arethey certified under SimplifiedReporting?
  • If a client applies for benefits on May3rd and is approved for expeditedbenefits for May and turns in all waivedverifications on June 2nd how is thisclient certified for June and ongoingmonths?
  • Based on the previous question let’s review CombinedManual Sections 405 L & M that recently changed:L. When the assistance unit has applied on or before the 15th of themonth, and verification is postponed, certify the assistance unit only forthe month of application.1. Send the Expedited SNAP Application - Verification Waived noticeexplaining which pending verifications must be provided; and2. Send the SNAP Certification Expiration notice notifying of thecertification period end date and the need to re-apply for continuedbenefits.3. Both the Expedited SNAP Application - Verification Waived notice andthe SNAP Certification Expiration notice must be sent at the time theapplication is processed.4. For subsequent benefit months:a. If the requested postponed verification is provided prior to thecertification period expiring, the certification period shall be lengthened tothe maximum allowed time based upon the circumstances of theassistance unit.(1)Send the Initial SNAP Application notice advising the assistance unit ofthe new certification ending date.b. If the requested postponed verification is not provided prior to thecertification period expiring, the assistance unit must re-apply.
  • M. When the assistance unit has applied after the 15th of the month,and verification is postponed, certify the assistance unit for the monthof application and the following full month.1. Send the Expedited SNAP Application - Verification Waivednotice explaining which pending verifications must be provided.2. Send the SNAP Certification Expiration notice notifying of thecertification period end date and the need to re-apply for continuedbenefits.3. Both the Expedited SNAP Application - Verification Waivednotice and the SNAP Certification Expiration notice must be sent at thetime the application is processed.4. For subsequent benefit months:a. If the requested postponed verification is provided prior to thecertification period expiring, the certification period shall belengthened to the maximum allowed time based upon thecircumstances of the assistance unit.(1) Send the Initial SNAP Application notice advising the assistanceunit of the new certification ending date.b. If the requested postponed verification is not provided prior to thecertification period expiring, the assistance unit must re-apply.
  • If client Ray applies on June 4th and hisonly source of income is from self-employment how long of a certificationperiod can he be given? What is theminimum certification period he mustbe given?
  • If client Muriel recertifies in May forJune benefits and she is age 78 andher only income is SSDS of $892 whatcertification period can Muriel begiven?
  • What must Muriel do in the 12th monthof her certification period?What if Muriel fails to do this?
  • If client Cleopatra applies for benefitson June 5th and is approved underSimplified Reporting and then calls onJune 23rd to report she has gottenmarried do you act on this change?
  • Client’s Rudy and Keeda are in youroffice on May 14th to recertify for Junebenefits. What must be explained tothem and mailed to them?
  • Client Sally is in your office to recertifyfor SNAP on May 14th for her Junebenefits. Her income is way over theincome guidelines for a household sizeof one and she says she has beenmaking this salary for the past 3months.What action(s) should be taken on thiscase?
  • Does a client have to report if he ismoving to Georgia?Does a client have to report if he isgoing to jail?Does a client have to report if she has ababy?Does a client have to report if shemoves?
  • Can a SNAP certification period beshortened?For example, client Florence is certifiedfor 24 months as she is only gettingSSDS but she calls to report she hasgotten a part-time job. Can she beplaced on a 6 month certificationperiod?
  • Can a certification period belengthened?For example, client Ralph is currentlycertified for 6 months. Ralph turns inverification that he has been approvedfor SSDS. This is a household size of 1.Can this certification period belengthened to 24 months?
  • Client Jane calls to report that she hasmoved. Do you act on this reportedchange?Client Bill calls to report he is nowworking full-time. Do you act on thischange?
  • Client Abby applies on June 10th and isapproved for SNAP benefits and isgiven a 6 month certification period.On July 5th you get an application in forher for Child Care and on theapplication she now has a job.Do you act on this?
  • Client Earl applies for benefits on June3rd and is approved for SNAP and givena 6 month certification period. Earlshows up on the July New Hire Report.Do you act on this?
  • Client Laverne applies for benefits onJuly 7th and is approved for SNAP.Laverne already had an open child carecase and is certified for child carebenefits through December 2012.What SNAP certification period shouldLaverne be given?
  • Client Lou applies for benefits on June 10thand is approved for SNAP benefits and isgiven a 6 month certification period. WhenLou comes in to recertify in December youidentify that his income is well over 130% ofthe FPL for his household size. Lou discloseshis income has been this amount sinceSeptember.What action should be taken on this case?
  • Client Jane receives a paycheck on July28th that puts her households incomeover 130% of the FPL for her householdsize.By what day must Jane report this toDFS?
  • What will QC look for on Simplified Reporting cases?1. QC will look to make sure the correct policy was applied based on application and benefit start date.2. QC will look to make sure the case was worked correctly at application or recertification.3. QC will look to make sure that any changes reported or known to the agency are acted upon correctly and timely.4. QC will look to see if a client was over 130% of the FPL for the household size and did not report it if the household is on Simplified Reporting.
  • 5. On a case that is certified prior to Simplified Reporting, QC will check to make sure all changes were reported that are required by Pre- Simplified Reporting policy.6. QC will look to make sure cases were worked on or before the 30th day.
  • QUESTIONS?
  • Housekeeping items & updates:*Tax Returns*ABAWD PROVISION-we receivednotification of this coming back as ofMarch 23rd. Training will be done onthis at the end of May via videoconference in the same groupsSimplified Reporting training is beingdone.