MR #15:21: Enrolling Households into Mid-Point Reporting with 12 Month Approval Periods

Helping Families. Supporting Communities. Empowering Individuals.

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10/15/15

Summary

This manual release begins the process of ending EZ REDE with 6-month approval periods. It defines Mid-Point Reporting (MPR) criteria and provides policy on the enrollment of these households into Mid-Point Reporting with 12-month approval periods. Active cases in EZ REDE status meeting the criteria for Mid-Point Reporting will be enrolled as they become due for a face-to-face REDE and are processed by the FCRC. 

We are implementing Mid-Point Reporting in two phases. This release is Phase 1 of the enrollment process and the assignment of 12-month approval periods.

System changes are effective 10/15/15, and will affect initial applications processed out of IES, and initial applications and REDEs processed in ACM and IPACS effective for December 2015 benefits.

The following households are in Mid-Point Reporting starting with December regular roll approvals:

  • TANF units with earnings;
  • SNAP units in any category except:
    • TANF units with SNAP and the case has no earned income;
    • SNAP units where all the adults in the unit are qualifying members and the case has no earned income.
  • Mid-Point Reporting households will be assigned a 12-month approval period with an interim Mid-Point Report form issued in the 5th month of their approval period.
  • A household in Mid-Point Reporting is only required to report when their gross monthly income exceeds the Gross Monthly Income Standard, except when completing the interim Mid-Point Report form any changes related to the questions on the form must be reported.  A manual release will be provided at a later date explaining Phase 2 implementation of the interim Mid-Point Report form.
  • Mid-Point Reporting households are required to have a face-to-face REDE every 12-months.
  • A new Item 80 code 656 (I) will be centrally entered to identify households that are in Mid-Point Reporting and to indicate that the next contact with household is an interim Mid-Point Report form.
  • Starting with December regular roll approvals, Item 80 code 656 (I) will be centrally entered on newly approved applications out of IES meeting the above criteria to be enrolled in Mid-Point Reporting and assigned a 12-month approval period with an (R) in Item 36.
  • A new version of Form 4769, Redetermination Fact Sheet will be centrally sent informing the customer of their enrollment in Mid-Point Reporting and their reporting requirements.
  • Starting with December regular roll approvals, for initial applications processed in ACM or IPACS, the HSC approves the case on regular roll entering a 12-month approval period in Item 24 and a (R) in Item 36. The system will centrally enroll the case into Mid-Point Reporting with an Item 80 code 656 (I) and sends Form 4769.
  • Form 4893, Your SNAP Benefits are Ending, You Qualify to Use the Phone System Interview to Reapply is the EZ REDE notice for cases due for a face-to-face. For cases with an Item 36 code R and Item 80 code 656 (F) processed in ACM or IPACS, the HSC approves the case on regular roll entering a 12-month approval period in Item 24 and a (R) in Item 36. The system will centrally enroll the case into Mid-Point Reporting with an Item 80 code 656 (I) and Item 36 (R). Form 4769 will be mailed to inform the customer of their reporting requirements.
  • All other cases currently coded with an R in Item 36 and an Item 80 code 656 (M) are in EZ REDE and will continue to have a 6-month approval period until they become due for a face-to-face REDE. These cases are sent Form 4764 and Form 4765 Redetermination Application.
    • To prevent errors, system edits to Item 24 will only allow up to a 7-month approval period if necessary for cases coded with an Item 80 656 code (M).
    • The HSC approves the case on regular rolls entering a 6-month approval period in Item 24 and a (R) in Item 36. 
    •  Item 80 code 656 will be centrally updated to an (F) with an (R) in Item 36 and Form 4769 is mailed informing the household that they are in EZ REDE.
    • These cases will not receive an (I) until their next face-to-face REDE.
    • When the face-to-face REDE comes due the HSC will approve the case on regular roll entering a 12-month approval period and a (R) in Item 36. The case will be centrally enrolled into Mid-Point Reporting with an Item 80 code 656 (I) and Item 36 (R).
  • Form 4002, TANF Eligibility Information will no longer be mailed for TANF cases with or without SNAP that do not have an Item 90 code 801 or 802 in the 6th month following the last opening date of the case. A later release will address how this form will be handled in IES.
  • Item 80 code 643 will no longer be entered on TANF cases that meet the Mid-Point Reporting criteria.
  • The extension of SNAP approval periods will end effective December 2015. Customers whose SNAP approval period ends November 2015 will be mailed the appropriate SNAP REDE notice to reapply for benefits effective December 2015. FCRC staff will need to process REDEs for these households in order for benefits to continue uninterrupted.
  • This manual release contains an updated manual page for SNAP E&T activity Community Work inadvertently omitted from a previous manual release.

In an effort to reduce the number of SNAP REDEs completed by customers and simplify work for staff we are ending EZ REDE with 6-month approvals. Mid-Point Reporting (MPR) replaces EZ REDE policy. Active cases in EZ REDE status meeting the criteria for Mid-Point Reporting will be enrolled as they become due for a face-to-face REDE and are processed by the FCRC.

This manual release defines Mid-Point Reporting households and begins the process of enrolling these households into Mid-Point Reporting with 12-month approval periods.

We are implementing Mid-Point Reporting in two phases. This release is Phase 1 of the enrollment process and the assignment of 12-month approval periods. System changes are effective 10/15/15, and will affect initial applications processed out of IES and initial applications and REDEs processed in ACM and IPACS effective for December 2015 benefits.

The following households are in Mid-Point Reporting starting with December regular roll approvals:

  • TANF units with earnings;
  • SNAP units in any category except:
    • TANF units with SNAP and the case has no earned income;
    • SNAP units where all the adults in the unit are qualifying members and the case has no earnings.

What is Mid-Point Reporting (MPR)

Mid-Point Reporting households are assigned a 12-month approval period with an interim Mid-Point Report form issued in the 5th month of their approval period. A face-to-face REDE is required at 12-months. A household in Mid-Point Reporting is only required to report when their gross monthly income exceeds the Gross Monthly Income Standard, except when completing the interim Mid-Point Report form any changes related to the questions asked on the form must be reported. A manual release will be provided at a later date explaining Phase 2 implementation of the interim Mid-Point Report form.

New Item 80 Code 656 (I)

A new Item 80 code 656 (I) will be centrally entered to identify households that are in Mid-Point Reporting and to indicate that the next contact with the household is an interim Mid-Point Report form.

Initial Applications Approved out of IES

  • Starting with December regular roll approvals, Item 80 code 656 (I) will be centrally entered on newly approved applications out of IES meeting the criteria to be enrolled in Mid-Point Reporting and assigned a 12-month approval period with a (R) in Item 36.
  • Form 4769, Redetermination Fact Sheet will be centrally sent informing the household of their enrollment in Mid-Point Reporting and their reporting requirements.

Initial Applications Approved in ACM/IPACS

  • Starting with December regular roll approvals, for initial applications processed in ACM or IPACS, the HSC approves a case on regular roll entering a 12-month approval period in Item 24 with a (R) in Item 36.
  • The system will centrally enroll the case into Mid-Point Reporting with an Item 80 code 656 (I) and send Form 4769 informing the household that they are enrolled into Mid-Point Reporting and explains their reporting requirements.

REDES Processed in ACM/IPACS

Form 4893

  •  Cases with Item 36 code (R) and Item 80 code 656 (F) 
    • For cases with an Item 36 code (R) and Item 80 code 656 (F) processed in ACM or IPACS, the HSC approves the case on regular roll entering a 12-month approval period in Item 24 and a (R) in Item 36. 
    • The system will centrally enroll the case into Mid-Point Reporting with an Item 80 code 656 (I) and Item 36 (R). Form 4769 is sent informing the household of their enrollment into Mid-Point Reporting and their reporting requirements.

Form 4764 and Form 4765

  • Cases with Item 36 coded R and Item 80 code 656 (M)
    • All other cases currently coded with an R in Item 36 and an Item 80 code 656 (M) are in EZ REDE and will continue to have a 6-month approval period until they become due for a face-to-face REDE.
    • To prevent errors, system edits to Item 24 will only allow up to a 7-month approval period for cases coded with an Item 80 656 code (M).
    • The HSC approves the case on regular roll entering a 6-month approval period in Item 24 and a (R) in Item 36. 
    • Item 80 code 656 will be centrally updated to an (F) and Form 4769 is mailed informing the household that they are EZ REDE status and their reporting requirements.
    • These cases will not receive an (I) until their next face-to-face REDE.
    • When the face-to-face REDE comes due the HSC will approve the case on regular rolls entering a 12-month approval period.
    • After approval, the case will be centrally enrolled into Mid-Point Reporting with an Item 80 code 656 (I) and Item 36 (R).
    • This process will continue until all cases coded with Item 80 code 656 code (M) are in Mid-Point Reporting, unless IES Phase 2 is implemented for conversion. For this reason references to EZ REDE policy remain in manual pages with this release.

Item 36

Entry of an (R) in Item 36 by the HSC is very important to insure that a case is enrolled appropriately into EZ REDE or Mid-Point Reporting. See WAG 27-36-00.

Form 4002, TANF Eligibility Information

Effective December 2015, TANF Eligibility Information (Form 4002) will no longer be mailed to TANF households with or without SNAP that do not have an Item 90 code 801 or 802 in the 6th month following the last opening date of the case. A later release will address how this form will be handled in IES.

Item 80 Code 643 REDE

Effective December 2015, Item 80 code 643 REDE will no longer be entered on TANF cases that meet the Mid-Point Reporting criteria.

Ending the Extension of SNAP Approval Periods

We are stopping the extension of SNAP approval periods effective for approval periods ending November 2015. The appropriate SNAP REDE notice will be mailed to the customer to reapply for December 2015 benefits. FCRC staff will need to process December REDEs for these households in order for benefits to continue uninterrupted.

Updated Manual Page

This manual release contains an updated manual page for SNAP E&T activity Community Work inadvertently omitted from a previous manual release.

MANUAL REVISIONS

[signed copy on file]

James T. Dimas

Secretary-designate, Illinois Department of Human Services

Forms Referenced:

Form 643

Form 4002

Form 4764

Form 4765

Form 4769

Form 4893