PM 06-01-11

A computer generated list is received in the Family Community Resource Center each month showing cases containing refugees or Cuban-Haitian entrants who have been in the U.S. 6 months and who will no longer be eligible for RRP benefits after their 8th month.

NOTE: Each month, RRP cases that have not been canceled by the 9th month are reported on the Refugee Delinquency Report. Take immediate action to correct the cases on the report.

City of Chicago

When the list of cases with expiring refugee eligibility is received, take the following action for single adult and family RRP cases:

  1. (IM) Review the case record to determine if the date of entry in Item 80 of Form 552 is correct. If the date of entry is wrong, correct the date.
  2. (IM) If the adult or family has been in the U.S. more than 8 months, contact the Intake Administrator (or designated representative) to arrange an appointment date and time for the client to apply for GA.
  3. (IM) Complete a Notice to Recipients of Refugee Assistance (Form 2418), in triplicate, showing the appointment date and time.
  4. (IM) Send the original Form 2418, the mail-in Request for Financial Assistance - Medical Assistance - SNAP (Form 2378B), and all GA informational brochures to the client.

    Keep a copy of the Form 2418 for control purposes.

  5. (IM) Send the case record, a copy of the Form 2418 (use as cover sheet), and Form 552 to Intake.
  6. (Intake) If the client keeps the appointment, determine eligibility for GA. Use the verifications in the RRP case record.
  7. (Intake) If the client is eligible for GA, take the following actions:
    1. Complete and send Form 157 to notify the client of the RRP cancellation.
    2. Complete and submit the current Form 552 to cancel the RRP case using TAR 72.
    3. Complete a new Form 552 to authorize GA for the same month as the RRP cancellation, with no gap in benefits.

      If there is an overlap due to a change in mail date, do not adjust the GA amount. If there is a gap, issue an Initial Prorated Entitlement (IPE) to eliminate the gap due to a change in mail date.

      When possible, process the RRP cancellation and GA approval for the 9th month after the date of entry. 

  8. (Intake) If the client is ineligible for GA, take the following actions:
    1. Deny the GA application (see WAG 17-04-01).
    2. Complete and submit the current Form 552 to cancel the RRP case using TAR 72.
    3. Send Form 157 to notify the client of the RRP cancellation.
  9. (Intake) If the client does not keep the appointment, take the following actions:
    1. Complete and submit the current Form 552 to cancel the RRP case using TAR 72.
    2. Send Form 157 to notify the client of the RRP cancellation.
    3. Return the case record to the IM worker.

If the client contacts the Family Community Resource Center in response to the Form 157, refer them to Intake. If a client appeals, handle as any other appeal. However, do not continue benefits past the 8th month unless the issue under appeal is the determination of the correct 8-month period.

Outside the City of Chicago

When the list of cases with expiring refugee eligibility is received, take the following action for single adult and family RRP cases:

  1. Review the case record to determine if the date of entry in Item 80 of Form 552 is correct. If the date of entry is wrong, correct the date.
  2. Notify the client of the impending RRP cancellation at least 45 days in advance.

    To notify the client, complete a Notice to Recipients of Refugee Assistance (Form 2418A), in triplicate.

    Send the original to the client, and file the 2nd copy in the case record. 

  3. Send the first copy of the Form 2418A to the local General Assistance Unit.
  4. Forty-five days after sending the Form 2418A, cancel the RRP case as follows:
    1. Complete and send Form 157, to notify the client of the RRP cancellation.
    2. Complete and submit the current Form 552 to cancel the RRP case using TAR 72.

If the client appeals, handle as any other appeal. However, do not continue benefits past the 8th month unless the issue under appeal is the determination of the correct 8-month period.