TANF 60-Month Time Limit Exception Request Desk Aid

05/10/2023

Criteria

  • TANF Counter at month 57 or greater
    • Exception may be requested at any time beyond month 60.
  • Active TANF EDG or pending application:
    • Provide 4690/4691 as needed
    • Provide 2905/2378B as needed
  • Individual requesting exception must be eligible for TANF with the exception of the TANF Time Limit Counter.
  • Individual for whom exception is requested must be eligible on an active or pending TANF EDG.
  • When 4691/C is received in the FCRC by an applicant, it should be processed expeditiously as follows:
    • Date stamp with date received
    • Upload in IES to the ECR; and
    • E-mail the 4691 to dhs.fcs.lotss@illinois.gov to have exception request entered in IES.
    • Take steps below to process the exception request based on information provided on the 4691/C.
Reason for Request Steps to Process Request
Probably eligible for SSI disability and an application is pending
  1. Verify a pending SSI/RSDI application in clearances (IES / SOLQ).
  2. Send a 267VCL, include a 183A for each individual identified as having a barrier (if more than one person is indicated as having a medical barrier).
    1. If no records are received and no contact from the individual, schedule the case to be heard at Committee - proceed to step #7.
    2. If the customer makes contact or indicates they need more time, extend the VCL 10 days for each request.
      1. Case should be brought to each Committee meeting to determine continuation beyond the 45-day exception timeframe.
  3. If at any time it appears they are having issues getting records, offer to assist. WAG 03-08-01: Establishing Disability.
    1. Request the customer sign a 4701H(s) for all medical providers who may provide records.
    2. Send a request for records via signed 4701H to each medical provider.
    3. If no response is received in 30 days, contact the medical provider to determine when the FCRC can expect information or to determine if there is an issue with the request.
    4. If no respond is received, contact was made and there is no resolution, contact BPD at DHS.PolicyDevelopment@illinois.gov (TANF Exception Clarification - Subject) for further assistance.
  4. Upload all verifications, including medical records received to the ECR.
  5. Complete and sign the 4692 including a suggested recommendation of a decision and upload to the ECR.
  6. When medical records are received, use the CAU Checklist procedures to send a request to CAU.
  7. CAU response received:
    1. 183C uploaded to ECR with CAU requesting more information - begin again at step #2.
    2. 183C uploaded to ECR indicating approval of the exception - proceed to step #7.
    3. 183C uploaded to ECR indicating denial of the exception -  proceed to step #7.
  8. Notify the TANF Exception Committee to schedule the exception to be heard at the next available Committee meeting.
    1. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the case to be heard.
Unable to work at least 30 hours per week due to medical condition
  1. Send a 267VCL and include a 183A for each individual identified as having a barrier (if more than one person is indicated as having a medical barrier).
    1. If no records are received and no contact from the individual, schedule the case to be heard at Committee - proceed to step #6. 
    2. If the customer makes contact or indicates they need more time, extend the VCL 10 days for each request.
      1. Case should be brought to each Committee meeting to determine continuation beyond the 45-day exception timeframe.
  2. If at any time it appears they are having issues getting records, offer to assist. WAG 03-08-01: Establishing Disability
    1. Request the customer sign a 4701H(s) for all medical providers who may provide records.
    2. Send a request for records via the signed 4701H to each medical provider.
    3. If no response is received in 30 days, contact the provider to determine when the FCRC can expect information or to determine if there is an issue with the request.
    4. If no records are received, contact was made and there is no resolution, contact BPD at DHS.PolicyDevelopment@illinois.gov (TANF Exception Clarification - Subject) for further assistance.
  3. Upload all verifications, including medical records received to the ECR.
  4. Complete and sign the 4692 including a suggested recommendation of a decision and upload to the ECR.
  5. When medical records are received, use the CAU Checklist procedures to send a request to CAU.
  6. CAU response received:
    1. 183C uploaded to the ECR with CAU requesting more information - begin again at step #2.
    2. 183C uploaded to ECR indicating approval of the exception - proceed to step #8.
  7. Notify the TANF Exception Committee to schedule the exception to be heard at the next available Committee meeting.
    1. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the case to be heard.
In an intensive program that prevents working at least 30 hours per week (includes DCFS, domestic or sexual violence, homeless services, mental health, substance abuse and vocational rehabilitation programs)
  1. Obtain written verification from program staff that indicate what the customer's barrier is, how they are participating in the program, including the number of hours per week, and how the barrier may affect their ability to work.
  2. If the individual indicates domestic or sexual violence as a barrier, see PM 03-13-02-e: Determination of Family Violence Exclusion.
  3. Verify the program is an approved part of the RSP.
    1. If the RSP has not been updated, contact the customer to update the RSP with the plan.
    2. Continue to process the exception request while engaging the customer to update the RSP.
  4. Upload all verifications received to the ECR.
  5. Complete and sign the 4692 including a suggested recommendation of a decision and upload to the ECR.
  6. Notify the TANF Exception Committee to schedule exception to be heard at the next available Committee meeting.
    1. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the case to be heard.
In an education or vocational training program that has been approved in the RSP and will be completed within 6 months after the end of the 60 months. Obtain written verification from the school or training provider that the customer is expected to complete the program within 6 months after the 60th month, WAG 03-06-05-a: Exception Reasons
  1. Obtain written verification from the school or training provider that the customer is expected to complete the program within 6 months after the 60th month.
  2. Verify the program is an approved part of the RSP.
    1. If the RSP has not been updated, contact the customer to update the RSP with the plan.
    2. Continue to process the exception request while engaging the customer to update the RSP.
  3. Upload all verifications received to the ECR.
  4. Complete and sign the 4692 including a suggested recommendation of a decision and upload to the ECR.
  5. Notify the TANF Exception Committee to schedule exception to be heard at the next available Committee meeting.
  6. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the case to be heard.
Unable to work at least 30 hours per week due to care of a related child under 18 or spouse due to their medical condition Also applies for "Other Required Adult" in TANF EDG.
  1. Send a 267VCL and include a 183A for each individual identified as having a barrier (if more than one person is indicated as having a medical barrier)
    1. If no records are received and no contact from the individual, schedule the case to be heard at Committee.
    2. If the customer makes contact or indicates they need more time, extend the VCL 10 days for each request.
      1. Case should be brought to each Committee meeting to determine continuation beyond the 45-day exception timeframe.
  2. If at any time it appears they are having issues getting records, offer to assist. WAG 03-08-01: Establishing Disability.
    1. Request the customer sign a 4701H(s) for all medical providers who may provide records.
    2. Send a request for records via the signed 4701H to each medical provider.
    3. If no response is received in 30 days, contact the provider to determine when the FCRC can expect information or to determine if there is an issue with the request.
    4. If no records are received, contact was made and there is no resolution, contact BPD at DHS.PolicyDevelopment@illinois.gov (TANF Exception Clarification - Subject) for further assistance.
  3. Upload all verifications, including medical records received to the ECR.
  4. Complete and sign the 4692 including a suggested recommendation of a decision and upload to the ECR.
  5. When medical records are received, use the CAU Checklist procedures to send a request to CAU.
  6. CAU response received:
    1. 183C uploaded to ECR with CAU requesting more information - begin again at step #1.
    2. 183C uploaded to ECR indicating approval of the exception - proceed to step #8.
  7. Notify the TANF Exception Committee to schedule the exception to be heard at the next available Committee meeting.
    1. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the case to be heard.
Living with a disabled child who is approved for a Home and Community-Based Care waiver
  1. Utilizing MMIS within Blue Zone
  2. From the IPACS main menu, select F8 Medicaid Eligibility Information (MMIS)
  3. On the Recipient Eligiblity Inquiry screen, enter the RIN for the child indicated to be under an MFTD waiver and hit Enter, then:
    1. Select F7; then 
    2. Select F17 (Shift + F5); then
    3. Select F19 (Shift + F7)
    4. The message at the bottom of the screen will indicate if there is "More Information on Next Page"
  4. If it is indicated there is more information, select PA1 from menu bar
  5. The OBRA Wavier/Exclusion Code segment will appear directly below the MCO segment
  6. MFTD (Home-Based Community Waiver) waivers are identified as follows:
    1. Exclusion Code GN; and
    2. Description of DSCC/MFTD NON-WAIVER
  7. If it is determined the child is on an MFTD waiver, handle as follows:
    1. Verify the TANF Counter stopped the month the waiver was approved.
    2. Notify the TANF Exception Committee to schedule the exception to be heard at the next available Committee meeting.
      1. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the exception to be heard.
  8. If it is determined the child is not on a MFTD waiver, handle as follows:
    1. Notify the TANF Exception Committee to schedule the exception to be heard at the next available Committee meeting.
      1. Send an e-mail to dhs.fcs.lotss@illinois.gov to schedule the exception to be heard.

TANF Exception Committee Meeting

The FCRC representative should present a summary of the case details including the reason for the request, the TANF Counter balance and the recommendation of an approval, denial or a continuance of the request. Document any decision and/or details from the Committee meeting in Case Comments in IES. When a decision is made during a Committee meeting, the TANF Exception Committee will notify the FCRC of the final decision via e-mail and include a finalized 4692.

Note: FCRC should not finalize the exception request until the Committee issues a final decision in writing via the 4692.

Finalize Exception Request

TANF Exception Committee

Once the TANF Exception Committee has issued a formal decision via the 4692, the Committee will:

  • Process the exception request decision in IES via the TANF Time Limit Exceptions Summary screen.
  • Upload the finalized 4692 to the ECR creating the WVS task, Complete 4692 Exception Reason Summary.
  • Document in Case Comments.
  • Send an e-mail to the RA, LOA and the individual who signed the 4692 to notify the decision has been finalized.

Family Community Resource Center 

Upon receipt of the e-mail from the TANF Exception Committee finalizing the exception decision, FCRC staff will:

  • Process the task, Complete 4692 Exception Reason Summary.
    • Certify the results of TANF exception decision by making necessary changes in IES to either issue benefits or close/deny the TANF EDG.
    • Notify the individual of the decision via the 4693.
    • Upload a copy of the 4693 to the ECR.

Note: IL444-4693 must be issued via the IES Correspondence module as a manual form, then printed and uploaded to the ECR.

Instructions for uploading Exception Documents in IES

NOTE: All forms referenced should be generated via IES whenever possible. Forms generated via IES appear in the Correspondence module. When a form cannot be generated in IES and must be generated manually using the Forms Library, staff should upload the form to the ECR via the appropriate process below.

IL444-4691/4691C - Request for Exception

Left Navigation:

  • Select EDM; then
  • Upload Documents/Create EDM tasks
  • Complete the following fields on the Upload Documents/Create EDM Tasks screen in IES as follows:
    • Requested Action = Create an IES Inbox Task - Upload a Document
    • Case/Application # = select the magnifying glass and use the pop-up box to search for and select the appropriate case
    • Individual = select the name of the individual who completed the 4691
    • Document Category = Application
    • Document/Task Title = 4691C - Request for Exception
    • Received Date = date the 4691/C was received from the individual (document should be date stamped)
    • Route to Queue = TANF 60 Month Exceptions
    • Browse to the file location and select the appropriate 4691/C to be uploaded
    • Select Add
    • Select Submit
  • Review the ECR to ensure the 4691 is uploaded and viewable.

IL444-267VCL - Verification Checklist

Left Navigation:

  • Select EDM; then
  • Upload Documents/Create EDM tasks
  • Complete the following fields on the Upload Documents/Create EDM Tasks screen in IES as follows:
    • Requested Action = Upload an IES Document - Do NOT Create an IES Inbox Task
    • Case/Application # = select magnifying glass and use the pop-up box to search for and select the appropriate case
    • Individual = select the name of the individual the 267VCL was sent
    • Document Category = Application
    • Document/Task Title = 267 - Instructions to Customer
    • Received Date = date the 267VCL was generated and sent to the individual by IDHS
    • Browse to the file location and select the appropriate 267VCL to be uploaded
    • Select Add
    • Select Submit
  • Review the ECR to ensure the 267VCL is uploaded and viewable.

IL444-4692 - Exception Request Summary

Left Navigation:

  • Select EDM; then
  • Upload Documents/Create EDM tasks
  • Complete the following fields on the Upload Documents/Create EDM Tasks screen in IES as follows: 
    • Requested Action = Upload an IES Document - Do NOT Create an IES Inbox Task
    • Case/Application # = select the magnifying glass and use the pop-up box to search for select the appropriate case
    • Individual = select the name of individual who completed the 4691/C
    • Document Category = Application
    • Document/Task Title = Complete 4692 Exception Reason Summary
    • Received Date = date the 4692 was created by IDHS
    • Browse to the file location and select the appropriate 4692 to be uploaded
    • Select Add
    • Select Submit
  • Review the ECR to ensure the 4692 is uploaded and viewable.

IL444-4693 - Exception Decision Notice

Left Navigation:

  • Select EDM
  • Upload Documents/Create EDM tasks
  • Complete the following fields in IES on the Upload Document/Create EDM Tasks screen as follows:
    • Requested Action = Upload an IES Document - Do NOT Create an IES Inbox Task
    • Case/Application # = select the magnifying glass and use pop-up box to search for and select the appropriate case
    • Individual = select name of the individual the 4692 is completed for
    • Document Category = Application
    • Document/Task Title = Complete 4692 Exception Reason Summary
    • Received Date = date the 4693 was created by IDHS
    • Browse to the file location an select the appropriate 4693 to be uploaded
  • Click Add
  • Click Submit
  • Review the ECR to ensure the 4693 is uploaded and viewable.