MEMORANDUM

2008 Memorandums

IM-#93      10/30/08

DEPARTMENT OF SOCIAL SERVICES
FAMILY SUPPORT DIVISION
P.O. BOX 2320
JEFFERSON CITY, MISSOURI
TO:
ALL COUNTY OFFICES
FROM:
JANEL R. LUCK, DIRECTOR
SUBJECT:
AUTOMATION OF REQUEST FOR INFORMATION (FA325) FOR TRANSITIONAL EMPLOYMENT BENEFIT, TEMPORARY ASSISTANCE, MO HEALTHNET FOR FAMILIES, MO HEALTHNET FOR KIDS, AND FOOD STAMPS MANUAL REVISION # 33:SECTIONS 0105.025.05; 0220.005.00; 0245.020.30; 0245.030.00; 0905.020.00; 0920.030.15;

DISCUSSION:

Effective immediately the Request for Information (FA325) process is automated in FAMIS for Transitional Employment Benefit (TEB), Temporary Assistance (TA), MO HealthNet for Families (MHF), MO HealthNet for Kids (MHK) and Food Stamps.

This memorandum explains the Request for Information (FA325) automation process for:

Transitional Employment Benefit

Effective immediately, FAMIS automatically sends a Request for Information (FA325) to request hours worked to determine TEB eligibility when a Temporary Assistance case with earned income closes due to excess income and the work hours are not verified and entered on the TA Work Requirement (COMPACT/FM8B) screen. If the requested information is not provided by the 10-day due date, FAMIS rejects the TEB.

NOTE:FAMIS is sending a Request for Information (FA325) form for any TEB application that is currently pending for verification of hours worked.

EXAMPLE: The Adverse Action (FA510) notice for Temporary Assistance closing due to earned income is sent on 11/03/08. The notice informs the family of the TA closing and of the possible eligibility for TEB and asks for verification of work hours. The Temporary Assistance case closes 11/13/08. The TEB application is created on 11/14/08. If the work hours are not verified and entered on the TA Work Requirement (COMPACT/FM8B) screen, a Request for Information (FA325) is sent with a due date of 11/24/08. If the requested information is not provided, the TEB application is rejected in the nightly batch on 11/24/08.

Interim Changes on Active Transitional Employment Benefit Cases

FAMIS automatically prints and mails the Request for Information (FA325) for active TEB cases if the eligibility specialist does not print one.

Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids Applications

Effective immediately, the Request for Information (FA325) process is automated for Temporary Assistance (TA), MO HealthNet for Families (MHF), and MO HealthNet for Kids (MHK) applications. FAMIS automatically sends a first Request for Information (FA325) for Temporary Assistance, MO HealthNet for Families and MO HealthNet for Kids applications if not printed by the eligibility specialist on the date of application. FAMIS sends a second Request for Information (FA325) on all Temporary Assistance, MO HealthNet for Families and MO HealthNet for Kids applications when verification is still outstanding after expiration of the first FA325.

On the date of application the eligibility specialist must print and distribute the first Request for Information (FA325) to any applicant applying in person. It is not required that the form be printed and mailed for web or mail-in applications received because FAMIS will send one. If the first FA325 is not printed by the eligibility specialist for Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids applications, FAMIS automatically prints and mails the Request for Information (FA325) in the overnight batch. This allows for timely generation of an automated second Request for Information (FA325) sent by FAMIS for any outstanding verification that still exists following expiration of the first FA325.

NOTE: FAMIS will not print and mail the Request for Information (FA325) if printed by the eligibility specialist on the date of application. It is the responsibility of the eligibility specialist to either give the printed form to the applicant or mail it.

FAMIS is not printing outstanding Request for Information (FA325) forms for Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids applications currently pending. It is the responsibility of the eligibility specialist to print any FA325s for applications taken prior to 10/23/08. These FA325 requests are viewable on the Document Queue (FMVM or DOCQUE) screen and shows a status of ready to print (RDPRT) in the 'status' field on the Document Queue (FMVM or DOCQUE) screen. The eligibility specialist will not be able to print these requests. A new FA325 Request for Information needs to be generated.

FAMIS automatically prints and mails a second Request for Information (FA325) on Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids applications whenever a first Request for Information (FA325) has been sent and the information has not been returned and/or entered into FAMIS within 10 days. The second Request for Information (FA325) notice allows the participant an additional 10 days to return requested information. If information is not received and entered into FAMIS, the system automatically rejects the application(s) on the 30th day. The second Request for Information (FA325) can be viewed or printed from the Document Queue (FMVM or DOCQUE) screen and is designated as request number "Two".

EXAMPLE: Mrs. Jones applies for MO HealthNet for Families on 12/02/08. The eligibility specialist requests income verification on the first FA325 on 12/02/08 with a due date of 12/12/08. Mrs. Jones has not provided or the eligibility specialist has not entered the requested verification as of the close of business on 12/12/08. FAMIS automatically generates a second FA325 on 12/12/08 with a due date of 12/22/08. The MO HealthNet for Families application is due on 01/02/09. If Mrs. Jones does not provide income verification that was requested in the first and second FA325 Request for Information, FAMIS will reject the Family Healthcare application on 01/02/09, the first business day following the 30th day after application.

Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids Changes Reported During Application

When changes are reported during the application process, another Request for Information (FA325) may be necessary. The eligibility specialist must enter the reported change into the appropriate screens in FAMIS. This creates an outstanding verification for the reported change. The eligibility specialist must print and give the request to the participant (if in person) or mail the request to the participant. The FAMIS system does not automatically generate the Request for Information (FA325) for a reported change. The new Request for Information (FA325) allows the participant 10 days to provide information verifying the reported change.

EXAMPLE: Ms. Elliott applies for TA and MO HealthNet for Families in person on 10/24/08. The eligibility specialist prints the first FA325 requesting verification of child support income on 10/24/08 with a due date of 11/03/08. Ms. Elliott has not provided or the eligibility specialist has not entered requested verification as of the close of business on 11/03/08. FAMIS automatically generates a second FA325 on 11/03/08 with a due date of 11/13/08. On 11/21/08, Ms. Elliott comes into the FSD office and provides child support verification requested on the first and second FA325 and reports that she has a new job but does not have income information available. The eligibility specialist enters the child support verification and new job information into FAMIS on 11/21/08 and prints a FA325 on the reported change (new job) with a due date of 12/01/08. The eligibility specialist prints the FA325 requesting information to verify the reported change and gives it to Ms. Elliott while she is at the FSD office. The TA and MO HealthNet for Families applications are due on 11/24/08, the first business day following the 30th day after application. Ms. Elliott has reported a change during her application process and is given until 12/01/08 to provide the information needed for that change. FAMIS pends the TA and MO HealthNet applications on 11/24/08 as Ms. Elliott has not had 10 days to supply the new income information necessary to complete her application request.

On 12/01/08 Ms. Elliott does not supply the new income information requested. FAMIS rejects the applications overnight on 12/01/08.

Active Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids Cases

When a change is reported on an active case the eligibility specialist enters the reported information into the appropriate screens in FAMIS. This creates an outstanding verification in the system. If the eligibility specialist does not print the FA325 request and it is in ready to print (RDPRT) status on the Document Queue (FMVM or DOCQUE) screen, the system automatically prints and mails a FA325 request to the participant in the overnight batch process. A second FA325 request is not sent for active Temporary Assistance, MO HealthNet for Families, and MO HealthNet for Kids cases.

Food Stamp Applications

Effective immediately, the Request for Information (FA325) process is automated for Food Stamp applications. FAMIS automatically sends a first Request for Information (FA325) for Food Stamp applications if not printed by the eligibility specialist on the date of application.

Policy for Food Stamps has not changed regarding a second request. A second Request for Information (FA325) will not be sent unless new information needs to be verified.

NECESSARY ACTION:

TM/RE
2008 Memorandums