Responsibility and Service Plan Process Memo - 12/19/12

Helping Families. Supporting Communities. Empowering Individuals.

Overview

This notice is to inform you that CCR&Rs and Sites now have access to TANF clients' Responsibility and Service Plan (RSP) information on the ACID system. This information is to be used when determining CCAP eligibility for TANF clients who are involved in activities other than employment.

IPACS Training Handbook

Please review the process for checking RSP information in the IPACS Training Handbook chart 6. The IPACS manual should be used as a guide for looking up activity information, but the language in the manual concerning case actions and RSP documentation is outdated. ACID Screen 6 is now updated with current RSP information. Therefore, if a TANF client applies for the Child Care Assistance Program (CCAP) for activities other than employment, review the information on ACID 6 to confirm that the activity they are in has been approved by their FCRC case worker. A paper RSP is no longer required at the time of application or redetermination. (The CCAP Program Manual will be edited soon to reflect this change).

Updated Process

Please note that RSP activities will no longer show a "TERM DATE" (date of activity ending). If a client was assigned an activity and that activity has been discontinued, a code "999" will appear on ACID 6 for "closeout." This information must be checked every time eligibility is determined for a TANF client in any activity other than employment.

If you have questions about the schedule of the activity, refer to the MGR (Manager) code on ACID 6. Using this code, determine where the activity occurs by referencing the attached Manager Listing. These activity agencies may be contacted to determine the number of days for which child care should be approved if the client does not complete the schedule section on the CCAP Application (IL444-3455, R-6-11). Occasionally, applicants will participate in an activity for more than the required hours, e.g., a client reports 30 hours per week in an activity and the ACID screen shows a 20 hour weekly requirement. As long as a client reports activity during normal business hours (8am-6pm, M-F), accept the schedule the client reports and determine eligibility based on that schedule. The agencies where the activity is occurring (MGR) should be contacted concerning training schedules in the following instances.

  1. The client did not report the activity schedule. We can contact an agency for schedule information to avoid sending a request for information to the client.
  2. If the following 2 conditions are met:
    1. A client reports more activity hours than show on ACID screen 6 AND
    2. A client reports activity outside of normal business hours (8am-6pm, M-F).

If the schedule is listed on the CCAP application and it is equal to or less than the number of hours approved on ACID 6, the CCAP case may be approved based on the schedule provided.

Also attached is an updated listing of RSP activity codes (bottom of page 1 of the attached). Please replace the Codes section of the IPACS Training Manual with these pages. The most recently approved activity will appear on ACID screen 6 and is updated every night. If an FCRC caseworker changes or cancels an activity, the new information will be on ACID 6 the next day. Note that activity code 999 is still used when an activity has been closed out and is no longer approved.

Identifying TANF Clients

Before checking ACID 6 to verify the activity is approved, be sure that the client is currently on TANF. ONLY TANF clients are required to have an approved RSP for activities other than employment. No RSP is required for TANF clients that are employed and have pay stubs or Income/Employment Verification Letters, as set forth in CCAP policy (Sections 01.02-03). Clients receiving SNAP or Medical benefits only will not have an RSP. Use CCAP non-TANF education and training policy for these clients, if they are not employed (Section 01.03.03).

Children under the Age of 1: Heads of households who have a child less than 1 year old cannot be required to include a Work and Training Activity in the RSP or to seek or maintain employment. A RSP may or may not be issued by the FCRC caseworker for activities in which the head of household is involved. If a person in this situation applies for CCAP for a non-employment activity, use CCAP non-TANF education and training policy (Section 01.03.03). Use either reason code 2 or 3 for these cases, depending on if they are working as well as attending education/training.

TANF cases in sanctioned status: If a TANF client does not comply with all TANF required activities, they may be put in "sanctioned" status. Depending on the type of sanction, this could mean that their TANF cash assistance has been reduced or zeroed out. However, these cases are still considered to be TANF cases and will continue to be issued a RSP and have information updated on ACID screen 6. The client must comply with the RSP activities even while in reduced or "0" grant status. Therefore, even if a TANF case has no amount in the GRANT field on ACID 2 (NEEDS), the client will still be required to have the proper coding on ACID 6 at the time of CCAP application and redetermination. Use either reason code 2 or 3 for these cases, depending on if they are working as well as attending education/training.

Determining if the adult is a TANF recipient:

Sometimes a case is a Category 04/06 TANF case, but the parent/caretaker is not a TANF recipient. When the applicant does not receive TANF themselves, a RSP is not required. The head of household of a case with an "RPY" indicator in the name and address field on ACID Screen 1 (BASIC) is not receiving TANF for themselves, only for the children, other parent, or spouse who are living with them. Whenever a CCAP application is reviewed and a non-work activity is requested, CCAP staff should confirm whether the applicant and/or a second adult is a TANF recipient. This can be done by reviewing two fields on ACID.

First, on ACID screen 1 (BASIC), verify that TANF has been approved by the FCRC caseworker by referring to the GRANT HISTORY line near the bottom of the screen. If there is a benefits tag of "Y" in the CURRENT month (the month the CCAP application is being reviewed), you must check BX78 on ACID Screen 3 (PEOPLE).

The following 3 codes in Item 78 along with a "Y" in the current GRANT HISTORY month indicate that an individual is a TANF recipient and has a RSP.

  • blank - eligible for all benefits on this case
  • "4" eligible for cash on this case
  • "7" - eligible for cash on another case (verify if the client/other parent/spouse is receiving TANF on other case)

If any other code is listed in BX78 for a TANF case, the individual does not receive TANF cash assistance, and will NOT have a RSP. These cases should follow the CCAP non-TANF education and training policy (Section 01.03.03).

TANF Clients Exempt from Work & Training Activities

When TANF clients meet the following exemption reasons, determine eligibility for CCAP based upon CCAP non-TANF education and training policy (Section 01.03.03). Use either indicator 2 or 3 for these cases, depending on if they are working as well as attending education/training.

TANF Clients with Children under Age One:

TANF recipients caring for a child(ren) under age one may have a RSP, but are exempt from certain activities. One adult in a case is exempt from work, education and training requirements for the first year of their child(ren)'s life. Although the parent is not required to engage in work and training activities, their RSP may include other activities for which child care is needed. They may choose to use the time to go to school or work, although it is not included in their RSP. CCAP non-TANF education and training policies should be followed for these cases. Use either reason code 2 or 3 for these cases depending on if they are working as well as attending education/training.

Client age 60 or older:

A TANF recipient who is age 60 or older has a RSP, but is not required to engage in work and training activities to receive TANF. CCAP non-TANF education and training policies should be followed for these cases. Use either reason code 2 or 3 for these cases depending on if they are working as well as attending education/training.

Pregnant TANF Clients with Other Dependent Children:

TANF clients who are pregnant are exempt from participating in a training and education activity during the 6 weeks prior to their due date. To help identify these clients, review ACID Screen 3 for the EDD date.

Please contact the BCCD Policy Unit if you have any questions concerning these instructions. The CCAP Program Manual will be updated to reflect this information as soon as possible. Until that time, this memo should be used when determining eligibility for these cases.