Fiscal Year 2003: DHR Documents by Control Number


Control #: 03-01
Subject: Households Eligible For Expedited Food Stamps Who Apply After The 15th Of The Month
Issue Date: 7/11/2002
Effective Date: 7/1/2001
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0301.pdf

This Action Transmittal describes the policy and procedure to follow for FS benefit issuance when a customer applies for FS benefits after the 15th of the month and is determined eligible for expedited food stamps. Although this is not a policy change, we recently received clarification regarding this requirement.


Control #: 03-02
Subject: Application For The Maryland Energy Assistance Program (MEAP) And The Electric Universal Service Program (EUSP)
Issue Date: 7/25/2002
Effective Date: 7/25/2002
Program(s) Affected: MEAP and EUSP
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0302.pdf

On July 1st, 2000 the Maryland Energy Assistance Program became the Office of Home Energy Programs (OHEP). On that day, what used to be MEAP (a seasonal program) grew into a year round program which now includes the Electric Universal Service Program (EUSP).


Control #: 03-02 Attachment
Subject: Income Eligibility Standards
Issue Date: 7/25/2002
Effective Date: 7/25/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0302attach.pdf

Income Eligibility Standards


Control #: 03-02 Attachment 2
Subject: Local Office Of Home Energy Programs (OHEP) Telephone Numbers
Issue Date: 7/25/2002
Effective Date: 7/25/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0302attach2.pdf

Local Office Of Home Energy Programs (OHEP) Telephone Numbers


Control #: 03-03
Subject: New 60-Month Time Limit Requirements
Issue Date: 7/26/2002
Effective Date: 8/1/2002
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0303.pdf

The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 established federal time limits for which a Temporary Assistance for Needy Families (TANF) customer can receive benefits. In addition, state legislation, Senate Bill 778, provided time limits to receive Temporary Cash Assistance (TCA) if federal legislation imposed 24 and 60-month time limits.


Control #: 03-04
Subject: New Work Requirements For DEAP/TCA Customers
Issue Date: 7/26/2002
Effective Date: 8/1/2002
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0304.pdf

Action Transmittals #99-46 (effective July 1999) and #01-39 (replacing #99-46 and effective May 2001) provided local departments with policy and procedures for disabled Disability Entitlement Advocacy Program for Temporary Cash Assistance (DEAP/TCA) adults and children. In AT #02-89, local departments are provided an updated list of the state-funded TCA programs with the work and time limit requirements for each program.


Control #: 03-05
Subject: Claims Collection Procedures
Issue Date: 8/8/2002
Effective Date: 9/30/2002
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0305.pdf

On June 23, 2001, the two-way automated interface between CARES and the Central Collections Unit (CCU) was successfully migrated. As a result, CARES now generates a series of interface reports that assist Local Finance Officers to manage collection activity. This action transmittal gives a brief overview of the CARES/CCU Interface reports, and provides procedures for processing overpayments on CARES and reconciling cash receipts and CCU collections.


Control #: 03-05 Attachment
Subject: Debt Payment -- Debt Adjustment Form
Issue Date: 8/8/2002
Effective Date: 8/8/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/03-05attach.pdf

Debt Payment -- Debt Adjustment Form


Control #: 03-06
Subject: Purchase Of Child Care (POC) Intentional Program Violations
Issue Date: 8/8/2002
Effective Date: 10/28/2002
Program(s) Affected: Purchase Of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0306.pdf

The procedures in this action transmittal are used to disqualify customers and child care providers from participation in the Purchase of Child Care program when there is sufficient evidence to substantiate the decision that the individual has committed an intentional violation of the Child Care Subsidy regulations.


Control #: 03-07
Subject: Action Transmittals And Information Memos For 2002
Issue Date: 8/13/2002
Effective Date: 8/13/2002
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0307.pdf

The Office of Policy Research and Systems (OPRS) answers policy and procedures questions from local departments statewide on a daily basis. When providing clarification, the caller is often referred to a specific Action Transmittal (AT) or Information Memo (IM) that outlines the policy or procedure in question.


Control #: 03-08
Subject: Overpayment Demand Letter (Notice 18)
Issue Date: 8/21/2002
Effective Date: 8/23/2002
Program(s) Affected: Temporary Cash Assistance & Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0308.pdf

The August 2000 UDSA Food Stamp Final Rule requires that the initial demand letter (Notice 18) displays how the overpayment was calculated. In addition, in October 2001, during an audit performed by FNS, MD was cited for having serious language deficiencies on this notice. FNS requires that all demand notices cover the 15 items required in the Claims Regulations.


Control #: 03-09
Subject: Overpayment Repayment Agreement (Notice 43)
Issue Date: 8/21/2002
Effective Date: 8/23/2002
Program(s) Affected: Temporary Cash Assistance & Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0309.pdf

In October 2001 during an FNS audit it was found that the current version of the Repayment Agreement (Notice 43) was not in compliance with audit requirements. The Notice 43 should state, “ Any Federal payment may be withheld for failure to repay” instead of “any Federal income tax may be withheld for failure to repay”.


Control #: 03-09 Attachment
Subject: Food Stamps Manual: Standards For Income And Deductions
Issue Date: 8/21/2002
Effective Date: 8/21/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0309attach.pdf

Food Stamps Manual: Standards For Income And Deductions


Control #: 03-10
Subject: Supervisory Review System
Issue Date: 8/27/2002
Effective Date: 8/27/2002
Program(s) Affected: Food Stamps (FS)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0310.pdf

The Family Investment Administration recognized the need for additional CARES functionality to support the supervisory review of Expedited Food Stamp cases. A software modification will be implemented on August 23, 2002 to allow the review of an expedited FS case, in suspended ‘S’ status.


Control #: 03-11
Subject: In The Resource Limit For Households With Disabled Members
Issue Date: 8/28/2002
Effective Date: 10/1/2002
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0311.pdf

This action transmittal provides information about an increase in the resource limit for households that include a disabled member.


Control #: 03-12
Subject: Signatures On Purchase Of Child Care Vouchers
Issue Date: 8/30/2002
Effective Date: 8/30/2002
Program(s) Affected: Purchase Of Child Care Vouchers
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0312.pdf

As of October 28, 2002, the local department of social services' representative will not be required to sign a Purchase of Child Care voucher.


Control #: 03-12 Attachment
Subject: Informal Provider Health And Safety Standards And Child Care Provider Agreement
Issue Date: 8/30/2002
Effective Date: 8/30/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0312attach.pdf

Informal Provider Health And Safety Standards And Child Care Provider Agreement


Control #: 03-13
Subject: Food Stamp Mass Change - October 2002
Issue Date: 9/9/2002
Effective Date: 10/1/2002
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0313.pdf

On May 13, 2002, President Bush signed Public Law 107-171 (the Farm Bill), which includes the Food Stamp Program reauthorization.


Control #: 03-13 Attachment
Subject: Food Stamp Manual: Standards for Income and Deductions
Issue Date: 9/9/2002
Effective Date: 9/9/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0313attach.pdf

Food Stamp Manual: Standards for Income and Deductions


Control #: 03-14
Subject: New DHR/FIA Cares 9701 Application Package (3/02), DHR/FIA Cares 9701a Facts Sheet (3/02) And DHR/FIA Cares 9707 Rights & Responsibilities (Revised 3/02)
Issue Date: 9/11/2002
Effective Date: 10/1/2002
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0314.pdf

The Family Investment Administration (FIA) has developed a new DHR/FIA CARES 9701 Application Package, DHR/FIA CARES 9701A Facts Sheet and revised the DHR/FIA 9707 Rights and Responsibility Form.


Control #: 03-15
Subject: Food Stamp Eligibility For Legal Immigrants With A Disability
Issue Date: 9/12/2002
Effective Date: 10/1/2002
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0315.pdf

On May 13, 2002, President Bush signed Public Law 107-171, which includes the Food Stamp Program reauthorization.


Control #: 03-16
Subject: Increase In Earned Income Disregard
Issue Date: 9/17/2002
Effective Date: 10/1/2002
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0316.pdf

The Maryland General Assembly has approved an increase in the TCA Earned Income Disregard from the current 35% to 40% effective October 1 2002.


Control #: 03-17
Subject: Questions and Answers From June 2002 Quarterly Briefings
Issue Date: 9/23/2002
Effective Date: 9/23/2002
Program(s) Affected: Food Stamps, Temporary Cash Assistance TEMHA and Work Opportunities
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0317.pdf

This Information Memo responds to questions raised during the June 2002 quarterly briefings.


Control #: 03-18
Subject: Lifting Of Maryland Primary Care Enrollment Cap
Issue Date: 9/30/2002
Effective Date: 5/1/2002
Program(s) Affected: TEMHA
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0318.pdf

The Maryland Primary Care (MPC) health care program was designed to provide health care for individuals that have no other health care coverage. Customers eligible for the MPC program must be participating in the Maryland Pharmacy Assistance Program (MPAP), be between the ages of 19 and 64 and have an ongoing verifiable medical condition. Many of our customers who receive Temporary Emergency Medical and Housing Assistance (TEMHA) who are 19 through 64 years old, and have not established eligibility for Medicaid receive health coverage thorough MPC.


Control #: 03-19
Subject: Applications For SSI And SSDI
Issue Date: 10/3/2002
Effective Date: 10/3/2002
Program(s) Affected: TEMHA
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0319.pdf

Effective immediately FIA Information Memo #02-83 is obsolete. Customers with disabilities of twelve months or more who are applying for or reapplying for Transitional Emergency, Medical and Housing Assistance (TEMHA) should apply for Social Security Disability Insurance (SSDI) or Supplemental Security Income (SSI) on their own. Verify with a receipt from the Social Security Administration (SSA) indicating that an application was filed or through the State-On-Line-Query (SOLQ), State Verification Exchange System (SVES) or State Data Exchange (SDX) system.


Control #: 03-20
Subject: Child Specific Benefit Waiver
Issue Date: 9/25/2002
Effective Date: 10/1/2002
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0320.pdf

Over the past several years, the Department has worked to eliminate the Child Specific Benefit (CSB) requirements. This year, although both houses of the General Assembly voted to repeal CSB, the final legislation failed because they could not agree on other provisions in the bill. With the consent of the Joint Committee on Welfare Reform, the Department has devised an interim strategy to discontinue the CSB requirements.


Control #: 03-21
Subject: Food Stamp Disqualified Recipients Report
Issue Date: 10/10/2002
Effective Date: 1/1/2003
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0321.pdf

An individual’s disqualification from the Food Stamp Program (FSP) because of an intentional program violation (IPV) in one state remains in place in any other state for the length of the disqualification. To track disqualified individuals local departments must enter information about the disqualification into the Disqualified Recipient Sub-system (DRS). The DRS is a national database of disqualified individuals. States can retrieve data directly from the DRS database by calling the Voice Response Unit (VRU).


Control #: 03-21 Attachment
Subject: Disqualified Recipient Report
Issue Date: 10/10/2002
Effective Date: 10/10/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0321attach.pdf

Use this form to enter disqualified recipient information into the national registry of disqualified FS recipients.


Control #: 03-22
Subject: Automatic MPAP Eligibility For QMB Recipients
Issue Date: 10/21/2002
Effective Date: 10/21/2002
Program(s) Affected: Medical Assistance (QMB and MPAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0322.pdf

On July 30, 2002, the Centers for Medicare and Medicaid Services (CMS) approved Maryland’s request for an addition to the 1115 Medicaid waiver linking the Qualified Medicare Beneficiary (QMB) and the Maryland Pharmacy Assistance Programs (MPAP). This change will allow QMB recipients to receive automatic pharmacy coverage.


Control #: 03-23
Subject: Index Of Action Transmittals And Information Memos
Issue Date: 10/11/2002
Effective Date: 10/11/2002
Program(s) Affected: All prgrams
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0323.pdf

The Family Investment Administration has compiled for your use an Index of Action Transmittals (ATs) and Information Memos (IMs). The attached Index lists ATs and IMs from June 1996 through September 2002 and is in alphabetical order by subject. This handy paper index will be useful in retrieving information on policies to assist you in your work. It will simplify locating an AT or IM on a particular policy and should be a time saver.


Control #: 03-23 Attachment
Subject: Action Transmittal and Information Memo Index
Issue Date: 10/11/2002
Effective Date: 10/11/2002
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0323attach.pdf

Action Transmittal and Information Memo Index


Control #: 03-24
Subject: Social Security (Rsdi) And Ssi Cost-Of-Living Increase and Related Increases
Issue Date: 11/30/2002
Effective Date: 1/1/2003
Program(s) Affected: Cash Assistance, Food Stamps, Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0324.pdf

Historically, Social Security Retirement, Survivors, and Disability Insurance (RSDI) and Supplemental Security Income (SSI) benefits have increased each year. This is usually true for Railroad Retirement and Veterans Benefits also. The mass change process to take these changes into account for cash assistance, food stamps and medical assistance purposes is described in this transmittal.


Control #: 03-25
Subject: Increase In The Food Stamp Telephone Allowance
Issue Date: 11/21/2002
Effective Date: 1/1/2003
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0325.pdf

Every year we review the shelter allowances to determine if they should increase, decrease or stay the same. Based on the most recent Consumer Price Index (CPI) for the Baltimore/ Washington area, the standard and limited utility allowances will stay the same. The basic telephone allowance will increase. This AT describes the increase in the basic telephone allowance.


Control #: 03-26
Subject: Change In Adverse Action Time For TCA AND FS
Issue Date: 11/23/2002
Effective Date: 1/1/2003
Program(s) Affected: Temporary Cash Assistance And Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0326.pdf

In 1995 Maryland began the process of welfare reform under a federally approved demonstration waiver. This demonstration waiver allowed us to use a five working day adverse action period for Temporary Cash Assistance and food stamps. We have lost the federal authority to continue to use a five working day adverse action period.


Control #: 03-27
Subject: Food Stamp Program Access
Issue Date: 11/22/2002
Effective Date: 11/22/2002
Program(s) Affected: Food Stamps (FS)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0327.pdf

The State's current budget deficit and hiring freeze has caused many local departments of social services to find more efficient ways to provide essential services to their customers. Despite our current or future resource constraints we must maintain quality customer service. Quality customer service must remain a high priority for all our programs.


Control #: 03-28
Subject: Completion Of The “State Of Birth” Field On Cares
Issue Date: 11/26/2002
Effective Date: 11/26/2002
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0328.pdf

The Child Support Enforcement System (CSES) recently received a data reliability audit. The results of the audit showed that CSES did not capture data in a category known as Paternity Established for Children in the State of Maryland and did not use the “Place of Birth” field to determine eligibility for this category. If CSES fails to capture accurate information about this category of information, the State of Maryland may suffer financial penalties, in both block grant and child support incentives.


Control #: 03-29
Subject: Transitional Food Stamp Benefits
Issue Date: 12/2/2003
Effective Date: 1/1/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0329.pdf

The Farm Bill allows states to extend a household’s food stamp benefits when their Temporary Cash Assistance (TCA) case closes. Food stamp benefits are “frozen” for five months following the TCA case closing. Transitional food stamps ease the transition from welfare and bring federal dollars into Maryland’s economy.


Control #: 03-30
Subject: Specified Low- Income Medicare Beneficiaries (SLMB)
Issue Date: 12/1/2002
Effective Date: 1/1/2003
Program(s) Affected: Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0330.pdf

The funding allocated for the Qualifying Individual-2 (QI-2), also known as Specified Low-Income Medicare Beneficiary-III (SLMB-III) program, in the Balanced Budget Act of 1997 was time limited and has not been re-authorized by Congress. However, customers eligible for SLMB II have been granted funding that will pay their Medicare Part B premium through January 31, 2003. Continued eligibility for SLMB II customers will be determined when Congress returns.


Control #: 03-31
Subject: Temporary Cash Assistance Mass Change January 2003
Issue Date: 12/11/2002
Effective Date: 1/1/2003
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0331.pdf

The Welfare Innovation Act of 1996 requires that the total of Temporary Cash Assistance and Food Stamps be at least 61percent of the established Minimum Living Level. For the Federal Fiscal Year 2003, the established minimum living level for a household size of 3 increased to $1,374. Effective January 1, 2003, the maximum allowable payment for Temporary Cash Assistance (TCA) will increase slightly, by .21%. Please note the dates for actions related to the benefit increase for this program noted below


Control #: 03-32
Subject: Adverse Action And Payment For Child Care Providers
Issue Date: 12/17/2002
Effective Date: 12/17/2002
Program(s) Affected: Purchase Of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0332.pdf

This action transmittal outlines payment to child care providers who provide service after the customer's case closes during the first 60 days of certification and they did not receive an adverse action notice.


Control #: 03-33
Subject: Purchase Of Child Care Waiting List
Issue Date: 12/23/2003
Effective Date: 1/15/2003
Program(s) Affected: Purchase Of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0333.pdf

Due to recent increases in caseload and a lack of available funding, the Purchase of Child Care program is wait-listing Priority 3 applicants, as of January 15, 2003. Priority 1 and 2 applicants, as well as Priority 3 applicants with an SSI child or parent, are not wait-listed. Active customers will be given a 60-day grace period to reapply for services if the case closes at reconsideration. CCAMIS has been enhanced to assist with the process. Letters and reports are available to facilitate the process.


Control #: 03-34
Subject: Restoration Of Food Stamps To Immigrants Who Have Lived In The United States For Five Or More Years
Issue Date: 2/17/2003
Effective Date: 4/1/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0334.pdf

The 2002 Farm Bill (Farm Security and Rural Investment Act of 2002) restores food stamp eligibility to legal immigrants who have lived in the United States as qualified immigrants for a period of five years or longer. This change is effective April 1, 2003. IMPORTANT: This action transmittal also provides information about the correct coding of the SPP field on the ALAS Screen.


Control #: 03-35
Subject: Expanded Simplified Reporting For Food Stamp Households
Issue Date: 2/18/2003
Effective Date: 4/1/2003
Program(s) Affected: Food Stamp Program (FSP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0335.pdf

Effective October 1, 2001 FIA implemented simplified change reporting for FS households with earned income. Households under simplified reporting (SR) requirements were required to report changes only at recertification or when their income exceeded 130% of the federal poverty rate unless the household also received assistance from another program with more extensive reporting requirements. In this transmittal simplified reporting is expanded.


Control #: 03-35 Attachment
Subject: Food Stamp Change Reporting Guide
Issue Date: 2/18/2003
Effective Date: 2/18/2003
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0335attach.pdf

Food Stamp Change Reporting Guide


Control #: 03-36
Subject: Emergency Medical Services
Issue Date: 2/27/2003
Effective Date: 2/27/2003
Program(s) Affected: Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0336.pdf

The Fact Sheet on the DHR/FIA CARES 9701 (revised 3/02 has an item on Emergency Medical Assistance which does not clearly state that Emergency Medical Services are available only for ineligible immigrants or illegal aliens. This memorandum notifies local departments that the DHR/FIA CARES 9701 Fact Sheet item on Emergency Medical Assistance will be changed to Emergency Medical Services for Ineligible Aliens, and clarifies procedures for local departments on local staff and customer questions about applications and appeals for Emergency Medical Services.


Control #: 03-37
Subject: 2003 Federal Poverty Levels and FIP Schedule Update
Issue Date: 4/1/2003
Effective Date: 4/1/2003
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0337.pdf

The Federal Poverty Income guidelines increased on March 1, 2003. The new poverty levels will be on CARES effective April 1, 2003. For your convenience, a chart with the new poverty levels is attached (Attachment 1). In addition, a copy of the updated FIP Schedule is attached (Attachment 2). This Information Memo updates only Column C - 50% Poverty Level - of the FIP Schedule. The amounts in Columns A and B did not change. The new amounts are used when determining eligibility for Temporary Cash Assistance applications and recertifications completed on or after April 1, 2003.


Control #: 03-38
Subject: Processing Overpayment Benefit Error Groups (BEGs) and Waivers For Processing Overpayments
Issue Date: 4/2/2003
Effective Date: 4/2/2003
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0338.pdf

The Food and Nutrition Service (FNS) requires that when a household is issued food stamps that it is not eligible for, the State must establish an overpayment so that the money can be repaid to the federal government.


Control #: 03-39
Subject: Regarding DHR Form 340 and Action Transmittal 02-78
Issue Date: 4/7/2003
Effective Date: 4/7/2003
Program(s) Affected: Temporary Cash Assistance (TCA), Temporary Emergency Medical And Housing Assistance (TEMHA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0339.pdf

This Information Memo provides answers to questions asked by Local Department staff regarding Action Transmittal 02-78, Revised Authorization for Reimbursement of Interim Assistance (DHR/FIA 340). There are several points local department staff should keep in mind when reading this memo and processing the 340 forms.


Control #: 03-40
Subject: Eliminating The 60-Day Look Back Period For Voluntary Quit
Issue Date: 4/15/2003
Effective Date: 4/1/2003
Program(s) Affected: Temporary Cash Assistance (TCA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0340.pdf

Action Transmittals #’s 02-27 and 02-79 address policy concerning TCA customers who voluntarily quit a job without good cause. Both transmittals state that TCA adults and children age 16 and older (not including minor parents) cannot voluntarily quit a job without good cause. AT# 02-79 implemented a look back period of 60 days when an applicant quit a job without good cause. In an effort to simplify work requirement policy, FIA has made both 02-27 and 02-79 obsolete.


Control #: 03-41
Subject: Notice of Missed Interview
Issue Date: 4/1/2003
Effective Date: 4/1/2003
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0341.pdf

Some typographical errors that could cause confusion were discovered in a recent CARES Bulletin. Replace Page 2 of CARES Bulletin 03-08, Notice of Missed Interview, with the revised Page 2 that is attached.


Control #: 03-42
Subject: Changes to The Disquailifed Recipient Subsystem (DRS)
Issue Date: 4/21/2003
Effective Date: 6/1/2003
Program(s) Affected: Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0342.pdf

Action Transmittal # 03-21, effective January 1,2001 advised the local Departments of Social Services that the Food and Nutrition Service (FNS) had stopped printing the FNS-524 form. DHR created a replacement form (DHR/FIA 962) that the DSS were to begin using when their supply of old forms ran out. Congress frequently asks FNS to provide information on how often the penalty for trafficking drugs and firearms occurs and FNS has been unable to provide the information because they had no way to collect the data. FNS has now revised the coding on the DRS system and created a new data collection element for “Type of Offense”.


Control #: 03-42 Addendum
Subject: Disqualified Recipient Report
Issue Date: 4/21/2003
Effective Date: 4/21/2003
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0342Add.pdf

Use this form to enter disqualified recipient information into the national registry of disqualified FS recipients.


Control #: 03-43
Subject: State Review Team DHR/FIA 161 Form (Authorization For Release of Information)
Issue Date: 4/22/2003
Effective Date: 4/22/2003
Program(s) Affected: Medical Assistance and Transitional Emergency Housing Assistance (TEMHA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0343.pdf

Periodically advocates review the State Review Team (SRT) case files to determine if local departments of social services (LDSS) and the SRT are complying with requirements related to processing Medical Assistance applications. The latest review indicates SRT is still receiving a large number of referral packets that do not include a completed DHR/FIA 161 Form (Authorization for Release of Information from a Personal Physician, Hospital or Clinic). It is extremely important to include with the referral packet a completed DHR/FIA 161 Form for each of the customer’s treating physicians so SRT staff may obtain necessary medical information from the customer’s treating physician/hospital/clinic named on the form. If SRT obtains the additional information from the customer’s treating source, SRT will not need to return the referral to the LDSS requesting further information. This saves time and effort for LDSS staff, SRT staff, and the customer. If the customer refuses to sign the DHR/FIA 161 the case manger is to indicate that on the form and submit it with the referral packet. Referral packets are to always include at least one DHR/FIA 161 Form. Action Transmittal #01-28 issued January 31, 2001 provides procedures for referring Medical Assistance applicants to the SRT for a disability determination. FIA Information Memo #02-88 issued June 19, 2002 reiterates the necessity for the DHR/FIA 161 and explains what is needed for a DHR/FIA 161 to be considered completed.


Control #: 03-44
Subject: Purchase of Care (POC) Signature Requirements
Issue Date: 5/6/2003
Effective Date: 5/6/2003
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0344.pdf

An original customer signature has always been required for POC applications. In order to increase customer access an original signature is no longer required on the application.


Control #: 03-45
Subject: Purchase Of Care - Child Protective Services Contact List
Issue Date: 5/5/2003
Effective Date: 5/5/2003
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0345.pdf

We have published a Purchase of Care (POC) Child Protective Service (CPS) Contact List for Local Departments of Social Services (LDSS) supervisor and case manager use. This list will advise LDSS staff who the appropriate contact person is in the different LDSS’s.


Control #: 03-46
Subject: Waiver Of Able-Bodied Adults Without Dependents Requirements
Issue Date: 5/16/2003
Effective Date: 5/16/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0346.pdf

The Food and Nutrition Service (FNS) notified us about which counties are exempt from the special work requirements for able-bodied adults without dependents (ABAWDS). There is no change in the exempt counties for the period of April 1, 2003 through March 31, 2004.

Reminder: The exempt counties are Cecil, Allegany, Dorchester, Garrett, Somerset, Worcester, and Baltimore City.


Control #: 03-47
Subject: Long-Term Care Facility Representing Customers
Issue Date: 5/17/2003
Effective Date: 5/17/2003
Program(s) Affected: Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0347.pdf

Long-Term Care facilities have expressed concern that some local departments are not correctly applying the medical assistance policy related to authorized representatives.


Control #: 03-48
Subject: Work Requirements for Voluntary Quit and Voluntarily Reducing Work Effort
Issue Date: 5/27/2003
Effective Date: 5/27/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0348.pdf

This action transmittal provides policy about changes in the food stamp rules for customers who voluntarily quit a job or reduce their work effort.


Control #: 03-49
Subject: EXCLUDED RESOURCES – INDIVIDUAL DEVELOPMENT ACCOUNTS (IDA) AND EARNED INCOME TAX CREDIT (EITC)
Issue Date: 6/6/2003
Effective Date: 7/1/2003
Program(s) Affected: FOOD STAMPS
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0349

The policy change described in this action transmittal continues our efforts to streamline eligibility procedures for Food Stamps and to increase policy consistency between the Food Stamp and Temporary Cash Assistance (TCA) programs. Federal legislative changes in the Farm Bill allow states to match food stamp policy with TCA in a limited way. Since TCA does not count IDAs or federal or state EITC as a resource, we can exclude them for food stamps. The effective date of the changes is July 1, 2003.


Control #: 03-49
Subject: Excluded Resources – Individual Development Accounts (IDA) And Earned Income Tax Credit (EITC)
Issue Date: 6/6/2003
Effective Date: 7/1/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0349.pdf

The policy change described in this action transmittal continues our efforts to streamline eligibility procedures for Food Stamps and to increase policy consistency between the Food Stamp and Temporary Cash Assistance (TCA) programs. Federal legislative changes in the Farm Bill allow states to match food stamp policy with TCA in a limited way. Since TCA does not count IDAs or federal or state EITC as a resource, we can exclude them for food stamps. The effective date of the changes is July 1, 2003.


Control #: 03-50
Subject: Reporting Requirements
Issue Date: 6/6/2003
Effective Date: 7/1/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0350.pdf

On April 29, 2003, the Food and Nutrition Service published a final rule that changes reporting requirements. The new policy:

-Raises the unearned income reporting threshold from $25 to $50,

-Changes the definition of the date that the household knows of a change in income and gives a timeframe for when a simplified reporting household has to report income exceeds the gross income limit (130 percent of poverty level);

-Limits the length of the certification period to no more than 6 months for households required to report changes in earnings of more than $100.

-Provides policy about agency action on changes in income.


Control #: 03-51
Subject: Verifications for the Purchase of Child Care Program
Issue Date: 6/12/2003
Effective Date: 6/12/2003
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0351.pdf

The Office of Child Care Subsidy is changing the verification requirement in order to increase customer access and decrease the workload for case managers.


Control #: 03-52
Subject: POC Child Support Tax Intercepts
Issue Date: 6/12/2003
Effective Date: 6/12/2003
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0352.pdf

This action transmittal outlines Purchase of Child Care policy on counting child support tax intercepts.


Control #: 03-53
Subject: Computer Based Training
Issue Date: 6/17/2003
Effective Date: 6/17/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0353.pdf


Control #: 03-54
Subject: Tracking Attendance in TANF Work Activities
Issue Date: 6/18/2003
Effective Date: 7/1/2003
Program(s) Affected: Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0354.pdf

Maryland’s achievement on the federal Work Participation Rate has been among the lowest in the United States for the last three years. Although many adult TCA recipients are engaged in activities consistent with their Independence Plans, too few are participating in countable federal activities for enough hours to count toward the participation rate. Action Transmittals #97-66 Revised and #97-67 explain the work requirements and define the work activities that adult TCA recipients are expected to engage in. Action Transmittals #00-39, #01-25, #02-61 and #02-84 further explain the requirements to collect activity and attendance documentation for adult TCA recipients engaged in work activities.

This transmittal describes the requirements to track customer attendance in work activities and enter the activity and attendance information into the Work Opportunities Management Information System (WO MIS) for all customers engaged in TANF work activities.


Control #: 03-55
Subject: Excluded Income – Educational Income
Issue Date: 6/19/2003
Effective Date: 7/1/2003
Program(s) Affected: Food Stamp Program; Temporary Cash Assistance; Purchase of Child Care; Medical Assistance; Maryland Children’s Health Program (MCHP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0355.pdf

The 2002 Farm Bill allows states to simplify the definition of income. Currently, case managers have to apply complex policy to determine if educational income is countable for food stamps and Purchase of Care (POC). Effective July 1, 2003 case managers will no longer use educational income in the food stamp or POC calculation.

Action transmittal # OPA 94-45 issued May 19, 1994 is obsolete.


Control #: 04-12
Subject: Change in Electronic Benefit Transfer (EBT) Issuance
Issue Date: 10/20/2003
Effective Date: 11/1/2003
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0412.pdf

Currently, the State issues food stamp regular monthly benefits over a five-day period according to alphabetical listing of the head of household’s last name.

The large volume of food stamps issued over the five-day period creates hardships on retailers and on customers waiting in long lines. Because of this, the Maryland Retailer’s Association met with DHR and requested a change in the EBT food stamps issuance schedule.

To be more responsive to the community, effective November 2003, we will issue food stamp benefits over a 10-day period. ...


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