WAG 19-02-01-d: Completion of the REDE

PM 19-02-01-d

IES Phase 2 Process

(IES) Mails IL 444-1893 Medical, SNAP and Cash Redetermination Notice 60 days prior to the last day of the certification period.

(IES) Ends TANF benefits the month following the last certification month if the redetermination is not returned by the due date.  Sends IL 444-0360C Notice of Decision notifying the customer TANF benefits will stop.

(CSU/FCRC) Scans redetermination forms and proofs received to the Electronic Case Management, Redetermination Interview Required queue.

(FCRC) Claims the task for processing, using electronic verifications when available.  Schedules a face-to-face interview using the office scheduler in IES.

(FCRC) After the interview is conducted and all verification factors are verified, IES is updated with the new information.  The caseworker then runs eligibility and certifies the TANF EDG.

Customer Duties 

• (Client) Completes and returns IL444-1893 Medical, SNAP and Cash Redetermination Notice to the Central Scanning Unit (CSU) or the FCRC. 

Family Community Resource Center Duties

1. Review the client's responses shown on the form. Determine if the form is:
   • fully completed; and
   • signed by the client.
2. Review the REDE form and compare the information to existing Electronic Case Record (ECR) to determine if the following information is correct and has been verified and documented:
   • family composition;
   • first and last names;
   • Social Security Numbers (SSN);
   • birth dates;
   • social data;
   • source and amount of budgeted income; and
   • amount of benefit check, etc.
3. Provide the customer with:
   • IL444-3496 Work Pays brochure.  Explain to the client the benefits of employment;
   • IL444-3669 What's New "Tell us about it".  Inform the client that the form may be dropped off at the office or mailed back;
   • IL444-4336 Child Care and the TANF Work Requirement.  Inform the client of child care benefits available to support their efforts at self-sufficiency. (see PM 06-16-00);
   • IL444-4710 Family Violence Exclusion.  Do not issue the brochure if a suspected abuser or children are present;
   • IL444-4708 Know Your Opportunities - Education & Training and IL444-4709 Know Your Opportunities - Going to College.  Inform the client of available educational and training activities (see PM 21-01-00); and
   • IL444-4335 Your TANF Time Limit.  In addition to completing and giving this form to the customer, tell them how many months of TANF have been counted. Explain the criteria for not counting a month and whether or not the client currently meets any of the criteria. 
4. Use automated clearances when available.  Follow up with the customer for eligibility factors that cannot be verified electronically.
5. Review the case record for the presence of a signature on one of the following forms to document assignment of support rights to the State (see PM 24-01-04): 
   • IL444-2378B Request for Cash Assistance, Medical Assistance, Supplemental Nutrition Assistance Program (SNAP).  The signature must be after the section on Cash/Medical Rights and Responsibilities;
   • Signature page of the Combined Application Form (CAF);
   • IL444-2905 Request for Financial Assistance; or
   • IL444-4002 TANF Eligibility Information.
6. Review the customer's Responsibility and Services Plan (RSP) for accurate work and training status (see PM 03-13-00).  Revise the RSP with the customer if needed.  Document this in the IES case notes.
7. Obtain further verifications, if necessary, when:
   • the client indicates a change in circumstances or income that may affect eligibility, and cannot be verified using automated clearances;
   • proof of a permanent eligibility factor was not obtained or is missing from the case record;
   • a situation is questionable;

     NOTE: If one of these situations occurs, provide the client Form IL444-0267 VCL Verification Checklist using the Case Change Mode in Data Collection.  IES will indicate verifications are to be returned by the 11th day from the mail date (See WAG 02-07-02).

     Help the client if more information/verifications are needed. Use 3rd-party contacts when necessary for information needed to determine eligibility.

     Complete IL444-0034 Consent to Release of Information, if information is unavailable without consent from the client. Have it signed by the caretaker relative for each 3rd-party contact to be made. Public records do not require written consent of the caretaker relative.

   • If the client fails to provide the necessary information, end the TANF EDG for the next regular roll month; or
   • If the unit receives SNAP benefits, take the correct action regarding SNAP. 
8. When a change that may affect eligibility or the payment amount is reported, review the related eligibility factors to determine ongoing eligibility.
9. When potential eligibility for UI must be determined:
   • run an AWVS clearance on the client in IES; and
   • complete the Unemployment Insurance Benefits Calculator to determine if a customer is potentially eligible for Unemployment Insurance benefits.

     NOTE: The system determines if a client is "not potentially eligible for UI" based on the current work quarters identified by the system. Future eligibility for UI may occur depending upon the client's work record. 

10. If the REDE indicates that a family member may be eligible for benefits from some other source, make a referral.
11. If the REDE reveals the client to be deaf, hard of hearing, or communication impaired, inform them of the TTY services and the TTY number(s) they can use.

    NOTE: TTYs are located in each FCRC and in each Regional office. An individual who is deaf, hard of hearing or communication impaired who owns or has access to a TTY can communicate with their FCRC.

    Include the correct TTY number on all written correspondence to clients when the written correspondence requires entry of the FCRC telephone number. 

12. If the REDE reveals the client to be homebound, identify the client as homebound in IES case notes. 
13. If the REDE reveals that someone in the unit is pregnant, update this information using the Case Change Action in Data Collection.
14. The REDE is complete when the worker has:
    • reviewed the completed REDE form;
    • conducts a face-to-face REDE with the client;
    • obtains necessary verifications of eligibility factors;
    • makes a decision on continued eligibility;
    • makes necessary changes to eligibility using the Cash Change Process in Data Collection; and
    • Runs eligibility and certifies the case in IES.   
15. IES generates IL444-0360C Notice of Decision to the client (see WAG 01-06-02-a).
16. Determine if an assessment has been completed on the case. If an assessment has not been completed, complete one. See PM 02-03-00 and WAG 02-03-00.
17. Immediately scan and upload REDE forms and verifications in the Electronic Case Record (ECR).  Document in the IES case notes that the REDE was completed and any changes made.

Legacy System Process (ACM and IPACS)

1. (System) Enters code 643 REDE in Item 80 of Form 552.

   The PERSONS section of the code indicates the following month and year: 

   • For clients with no earned income, the month Form 4002 is sent to the client (i.e., clients governed by policy in PM 19-02-01-a).
   • For clients with earned income who receive SNAP benefits on the same case, the month prior to the month and year listed in Item 24 (i.e., those clients governed by policy in PM 19-02-01-b).
   • For clients with earned income who DO NOT receive SNAP benefits on the same case, the month Form 4002 and Form 4000 are sent to the client (i.e., those clients governed by policy in PM 19-02-01-c).
2. (System) Sends control lists to the FCRC. The lists identify each client for whom a REDE is needed.
3. (Caseworker) If requested, provide the client with a REDE report form in the other language (English or Spanish).

   If necessary, correct the coding in Item 21 of Form 552 so the client receives the requested version of the REDE report form in the future. 

4. (Client) Completes Form 4002.
5. (Caseworker) If a home visit is necessary, schedule the appointment in writing. Make a home visit only with LOA approval.
   • If the client is not at home when you visit, complete and leave Notice of Attempted Home Visit (Form 1303). Complete Form 1303 to schedule a new appointment for the home visit.
   • If the client is not at home for the 2nd scheduled home visit and if completing the yearly REDE, cancel the case using TA 22/TAR 90. Otherwise, put the case in zero grant status using TA 31/TAR 99 and zero grant reason 2.

     If the case has SNAP, determine eligibility for SNAP benefits (see PM 18-04-11 and WAG 18-04-11). SNAP benefits will continue to be authorized on the zero grant case. Do not increase SNAP benefits as a result of the decrease in the TANF benefits, because the cash benefits are being discontinued due to failure to comply with a cash program requirement.

     The system will centrally budget the amount of the cash benefit reduction as code 512 to make sure that the SNAP benefits do not increase due to the reduction in the cash benefits. If TANF benefits are budgeted as code 658, these codes will be centrally removed when code 512 is added.

6. (Caseworker) Follow the child support enforcement process as needed (see WAG 24-03-00).

Client Duties

1. (Client) Completes Form 4002 and reports the unit's circumstances and income.
2. (Caseworker) If a client fails to return the REDE form, send the client another REDE form and a due date for its receipt in the FCRC.

Family Community Resource Center Duties

1. Review the client's responses shown on the form. Determine if the form is:
   • fully completed; and
   • signed by the client.
2. Review the REDE form and compare the information to existing case record documents. Review Form 552 and Summary of Case Information (Form 1376/Form 1376C) to determine if the following information is correct and has been verified and documented:
   • family composition;
   • first and last names;
   • Social Security numbers (SSN);
   • birth dates;
   • social data;
   • source and amount of budgeted income;
   • amount of benefit check, etc.
3. If a face-to-face REDE is requested:
   • provide the client with Work Pays Brochure (Form 3496) and explain to the client the benefits of employment.
   • provide the client with WHAT'S NEW Tell us about it (Form 3669). Inform the client that the form may be dropped off at the office or mailed back;
   • give the client Child Care and the TANF Work Requirement (Form 4336). Inform the client of child care benefits available to support their efforts at self-sufficiency (see PM 06-16-00);
   • give the client Domestic Violence Exclusion (Form 4710). Do not issue the brochure if a suspected abuser or children are present;
   • give the client Opportunities - Education & Training (Form 4708) and Opportunities - Going to College (Form 4709). Inform the client of available educational and training activities (see PM 21-01-00);
   • tell the client how many months of TANF have been counted. Explain the criteria for not counting a month and whether or not the client currently meets any of the criteria. Also provide this information to the client in writing by completing and giving them YOUR TANF TIME LIMIT (Form 4335). If the REDE is a mail-in, send Form 4335 to the client.
4. Complete:
   • an AWVS clearance and enter the SSN on Form 552 for each person in the benefit unit whose SSN was obtained during the REDE process and (the SSN) does not appear on Form 552;
   • an AWVS clearance on all known multiple SSNs not listed on Form 552, for each person for whom benefits are requested or received;
   • an AWVS clearance for each legally responsible relative (RR) in the home who is not included in the benefit unit and whose SSN is known;
   • a clearance of the immigration status of noncitizens through SAVE if the immigration status is subject to change or proof was not previously obtained;
   • a review of the case record and Form 1376/1376C, for RR information and accurate forms completion;
   • a review of the case record for presence of a signature on one of the following forms to document assignment of support rights to the state (see PM 24-01-04): 
     • Request for Cash Medical SNAP (Form 2378B) - signature must be after the section on Cash/Medical Rights and Responsibilities; or
     • AIS Cash/Medical Rights and Responsibilities signature page; or
     • Request for Financial Assistance (Form 2905); or
     • TANF Eligibility Information (Form 4002);
   • a review of the case record and Form 552 for current and accurate work and training status (see PM 03-13-00); and
   • if the case contains earned income, make sure Item 36 is coded appropriately (see PM 19-07-00).
5. Obtain further verifications, if necessary, when:
   • the client indicates a change in circumstances or income that may affect eligibility;
   • proof of a permanent eligibility factor was not obtained or is missing from the case record;
   • a situation is questionable.

     NOTE: If one of these situations occurs, provide the client Form 1721 requesting the needed verifications. Give the client 10 days to provide the verifications.

     Help the client if more information/verifications are needed. Use 3rd-party contacts when necessary for information needed to determine eligibility.

     Complete Consent to Release of Information (Form 34), if information is unavailable without consent from the client. Have it signed by the caretaker relative for each 3rd-party contact to be made. Public records do not require written consent of the caretaker relative.

     If the client fails to provide the necessary information, take the following action: 

   • if the information does not affect medical eligibility, put the case in zero grant using TA 31/39 and zero grant reason 2.
   • if the information also affects medical benefits and a REDE has not been completed within the last 12 months or there are no persons in the case under 19, cancel the case using TA 22/TAR 88.
   • if the information also affects medical and a REDE has been completed within the last 12 months, delete the adults and SWAP the case to All Kids Assist.

     If the unit receives SNAP benefits, take the correct action regarding SNAP. 

6. When a change that may affect eligibility or the payment amount is reported, review the related eligibility factors to determine ongoing eligibility.
7. When potential eligibility for UI must be determined:
   • run an AWVS clearance on the client; and
   • call up and complete the optional "Potential Eligibility for Unemployment Insurance (UI)" screen through ACM.

     NOTE: The system determines if a client is "not potentially eligible for UI" based on the current work quarters identified by the system. Future eligibility may occur depending upon the client's work record. 

8. If the REDE indicates that a family member may be eligible for benefits from some other source, make a referral.
9. If the REDE reveals the client to be deaf, hard of hearing, or communication impaired, inform them of TTY services and the TTY number(s) they can use.

   NOTE: TTYs are located in each FCRC and in each Regional office. Deaf, hard of hearing, or communication impaired clients who own or have access to a TTY can communicate with their FCRC.

   Include the correct TTY number on all written correspondence to clients when the written correspondence requires entry of the FCRC telephone number. 

10. If the REDE reveals the client to be homebound, identify the client as homebound by entering 02 in Item 63 of Form 552.
11. If the REDE reveals that someone in the unit is pregnant, code the EDD in Item 60 of Form 552. Enter the 4-digit date of expected delivery with the code.
12. Review eligibility and complete the authorization, reporting, and case record documents as follows:
    • Revise Form 552 to indicate the date the REDE was completed and any changes in eligibility, social data, and/or benefit amount.
    • Update Item 71 and Item 72 at each redetermination of eligibility.
    • For cases without earned income, complete an SNAP REDE when necessary.

      Update Item 24 on Form 552 to coordinate the following TANF REDE with SNAP REDE. Enter in Item 24 the month following the month the next TANF REDE is scheduled. 

    • Indicate in Item 30 of Form 552 the month and year that the determination of ongoing eligibility is made. A REDE of eligibility may be reported when all factors of eligibility which require proof have been verified. However, a REDE may be considered complete when only a Client Assessment Unit (CAU) determination remains pending. An entry in Item 30 indicates the worker whose initials are in Item 6 completed the REDE by:
      • reviewing the completed REDE form;
      • conducting a face-to-face REDE with the client, when appropriate;
      • obtaining necessary verifications of eligibility factors;
      • making a decision on continued eligibility; and
      • completing required case record documents.
13. Make any necessary changes to the case.
    • Enter code R in the first position of Item 44 of Form 552 when a REDE has been completed.
    • If both a TANF REDE and an SNAP REDE were completed, enter code B. Enter in Item 30 of Form 552 the date the TANF REDE is completed and continued eligibility determined.
14. The system sends the client TANF/SNAP Computation - Work Pays (Form 553H) and, if applicable, Attachment to Computation of Grant/SNAP (Form 553GC), when income is budgeted and the benefit amount is reduced.

    The system sends Form 157C when the benefit amount is decreased or canceled (see PM 01-06-03). Form 157C shows why the action is being taken and gives the applicable policy reference. 

15. Consider the REDE complete when the information provided by the client does not indicate any change in circumstances and the case record and/or Summary of Case Information (Form 1376/1376C) includes the verified and documented information.

    NOTE: In questionable situations, proof may be requested or a home visit completed during the REDE process or at any other time. 

16. Determine if an assessment has been completed on the case. If an assessment has not been completed, complete one. See PM 19-02-06 and WAG 19-02-06.
17. Immediately file REDE forms and verifications in the case record. Document in the case record that the REDE was completed and any changes made.