MR #16.05: Mid-Point Reporting (MPR) Process

04/20/16

Summary

This manual release implements Phase 2 of the Mid-Point Reporting (MPR) process, effective 04/19/16. Mid-Point Reporting households are required to have a face-to-face REDE every 12-months with an interim Mid-Point Report form issued in the 5th month of their approval period. This manual release explains the central mailing of the Mid-Point Report form by the DHS' Legacy system. It provides policy and procedures for the HSC to  process the form until IES Phase 2 is implemented.  A future manual release will explain the Mid-Point Reporting process in IES and the use of Form 1893 as the redetermination application.

• A new SNAP and TANF Mid-Point Report (Form 2890) is created. Form 2890 will serve as the interim report form for Mid-Point Reporting. It will be produced and mailed to households coded with an (I) in Item 80 code 656 and an (R) in Item 36 at schedule cut-off in the 5th month of their 12-month approval period.
• The customer must complete and return Form 2890 to the FCRC by the 5th day in month 6 of their approval period.
• If Form 2890 is returned incomplete, or unsigned, send Form 1721, Instructions to Customer. Allow the household 10 calendar days to take the required action. If not returned within 10 calendar days, swap the TANF cash case to medical only and cancel SNAP benefits.
• The first Form 2890 will be centrally mailed on or around 04/19/16 and is due back to the FCRC 05/05/16.
• During the approval period a SNAP household in Mid-Point Reporting is only required to report when their gross monthly income exceeds the Gross Monthly Income Standard, unless they are completing Form 2890. When completing Form 2890 a customer must answer all questions on the form and report any changes related to the questions asked on the form. For cases with SNAP, if the customer fails to report when the household's gross monthly income exceeds the Gross Monthly Income Standard, or fails to report a change or fails to provide accurate information on the Form 2890, complete an overpayment for SNAP as appropriate.
• For SNAP, if a customer returns Form 2890 and no changes are reported the HSC will document that no changes were reported in the case file. No further action is needed by the HSC. If a change is reported, the HSC should make the appropriate changes to the case. The customer is only required to provide verification to Question#4, "Has the income from work changed for any member of your household?", if marked "Yes".
• TANF cases without SNAP are only required to report changes on the interim Mid-Point Report form and at REDE.
• For TANF, the HSC must verify hours of employment if not included on paystubs or other pay verification. If any change is reported, follow-up as appropriate. The Work Number may be used to verify hours worked for TANF.
• For SNAP, if Form 2890 is not returned and the customer receives TANF and/or SNAP in any category, swap the TANF cash case to medical only and cancel SNAP benefits. Do not cancel medical benefits. Form 157, Notice of Change is centrally mailed to customer notifying them of the cancellation.
• For TANF and SNAP, if Form 2890 is received after the due date (5th day in month 6) but before the end of month 6, benefits are reinstated without proration. When Form 2890 is received after month 6 but before the end of month 7, prorate benefits from the date of receipt. Send a manual Form 157, Notice of Change.
• For TANF and SNAP, the household must reapply for benefits if Form 2890 is received after the 7th month.
• New Mobius Reports have been created, Mobius Report 84502771,"Cases Due for Mid-Point Report (Form 2890)" , Mobius Report 84502772, "Summary of Cases Due for Mid-Point Report (Form 2890)", Mobius Report 84502791, "TANF only Cases Due for Mid-Point Report (Form 2890)", and Mobius Report 84502792, "Summary of TANF Cases Due for Mid-Point Report (Form 2890)."
• With the implementation of Mid-Point Reporting Phase 1, some cases were enrolled into Mid-Point Reporting prior to the implementation effective month December. In addition to this problem some cases were assigned an incorrect Item 80 code 656 (M) or (I). Some cases were missing Item 36 (R).  A central conversion to the affected cases with SNAP was completed on 03/14/16 and to TANF cases on 04/14/16. 
• This release contains updated manual pages to clarify that for newly approved TANF cases with earned income, with or without SNAP, and TANF cases no longer meeting the criteria to be in EZ REDE, a REDE is completed every 12-months with a Mid-Point Report (MPR) form completed in the 6th month of the 12-month period.  
• At the request of Food and Nutrition Service (FNS) we are clarifying the work requirement policy referenced in MR#15.25. Currently the entire state is exempt from the SNAP work requirement policy (PM 03-25-00) through December 31, 2016. A nonexempt customer who would have to meet the work requirement is still required to participate in SNAP Employment and Training (SNAP E&T) where the program operates and provider slots are available (see  PM 03-25-01, PM 21-06-01). SNAP customers are still required to comply with the work provisions in PM 03-15-01, unless an exemption reason is met (see PM 03-15-02).

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1. Mid-Point Reporting
2. Who is in Mid-Point Reporting?
3. New Mid-Point Report (Form 2890) Created
4. New Type Action Reasons (TARs) Created
5. How does the Mid-Point Reporting Process Work?
6. Mobius Reports
7. Form Revision
8. Mid-Point Reporting Clean-Up
9. Other Updates
10. Manual Revisions

Mid-Point Reporting

This manual release implements Phase 2 of the Mid-Point Reporting (MPR) process effective 04/19/16. It explains the central mailing of the Mid-Point Report form by the DHS' Legacy system. It provides policy and procedures for the HSC to process the Mid-Point Report form until IES Phase 2 is implemented.  A future manual release will explain the Mid-Point Reporting process in IES and the use of the Form 1893 as the redetermination application.

A household in Mid-Point Reporting is assigned a 12-month approval period with an interim Mid-Point Report form issued in the 5th month of their approval period. The Mid-Point Report form is due back to the FCRC by the 5th day in month 6 of the household's approval period. A Mid-Point Reporting household will have a face-to-face redetermination every 12 months.

Who is in Mid-Point Reporting?

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

Item 80 code 656 (I) is centrally entered when a household meets the criteria for Mid-Point Reporting. An (R) in Item 36 is required to be entered by the HSC and the system will prompt the worker for an entry.

New Mid-Point Report (Form 2890) Created

A new SNAP and TANF Mid-Point Report (Form 2890) is created. Form 2890 serves as an interim report form and is produced and mailed to the customer at schedule cut-off in the 5th month of their approval period.

New Type Action Reasons (TARs) Created

• Type Action Reason (TAR R1) is created to use with Type Action (TA) 22, 31, 81 and 82. When TAR R1 is used a  centrally generated Form 157, Notice of Change is sent with the following message, unless suppressed: You failed to return your Mid-Point Report by (date centrally entered). PM 19-07-00.
• Type Action Reason (TAR R2) is created for use with medical 94/96 only cases swapped back to TANF cash when a untimely Form 2890 is received.

How does the Mid-Point Reporting Process Work?

• A household enrolled in Mid-Point Reporting will have a face-to-face REDE every 12-months. Form 1893, Redetermination Application will be used for completion of the face-to-face REDE.  
• During the 12-month approval period, a SNAP household in Mid-Point Reporting is only required to report when their gross income exceeds the Gross Monthly Income Standard, except for when they are completing Form 2890.  When the customer completes Form 2890 all questions must be answered and any changes related to the questions on the form must be reported.  For cases with SNAP, if the customer fails to report when the household's gross monthly income exceeds the Gross Monthly Income Standard, or fails to report a change or fails to provide accurate information on the Form 2890, complete an overpayment for SNAP as appropriate.
• TANF households without SNAP must report changes on the interim Mid-Point Report form and at REDE.
• Form 2890 is mailed to the customer in month 5 of their approval period. The customer must complete the Form 2890 and return it by the 5th day in month 6 of their approval period.
• The first Form 2890 will be mailed on or around 04/19/16 to Mid-Point Reporting households coded with an (I) in Item 80 code 656 and an (R) in Item 36 and is due back to the FCRC 05/05/16.
• Form 2890 contains five short questions. For SNAP, the only verification required is to Question#4, "Has the income from work changed for any member of your household," if marked "Yes". Unless questionable, do not request that the customer provide any other verifications. For TANF, if a customer returns Form 2890 and no changes are reported, the HSC must still verify the number of hours worked. If any change is reported, follow-up as appropriate.

What Happens When the Customer Returns Form 2890?

Form 2890 is Incomplete or Unsigned

• If Form 2890 is returned incomplete, or unsigned, send Form 1721, Instructions to Customer. Allow the household 10 calendar days to take the required action. If not returned within 10 calendar days, swap the TANF cash case to medical only and cancel SNAP benefits by schedule-cut off.
• If the 10th day falls after schedule-cut off and the customer does not return a completed Form 2890 with all questions answered and/or a signature by the due date of Form 1721 void SNAP and/or TANF benefits for the payment month, if a timely Notice of Change, Form 157 can be sent to the customer at least 10 days before the date of change. Cancel SNAP and swap TANF cash to medical only for the following effective month. Send a manual Form 157. Refer to PM 23-02-01 for Cash Overpayment and PM 23-02-02 for SNAP Overpayment to determine when to consider benefits as an overpayment

No Changes Reported 

SNAP

If a completed Form 2890 is returned by the household and no changes are reported the HSC will document in the case file that no changes were reported. No further action is necessary by the HSC.

Example: Mr. B receives SNAP only. Mr. B's SNAP approval period is December 2015 through November 2016. In April, Mr. B receives Form 2890 to complete and return to the FCRC by May 5. Mr. B completes Form 2890 with no reported changes and mails it back to the FCRC by the due date. The HSC documents in the case file that the customer returned Form 2890 and no changes were reported on the form. Form 2890 is filed in the case record and no further action is needed by the HSC.

TANF

If the customer returns Form 2890 and no changes are reported the HSC must still verify the number of hours worked. Use the Work Number to verify the number of hours worked, if pay verification was not returned with Form 2890 or the number of hours worked cannot be determined from the verification. If any change is reported, follow up as appropriate.

Example: Ms. P was approved to receive TANF and SNAP January 2016 through December 2016. She is currently employed. In May Ms. P receives Form 2890 to complete and return to the FCRC by June 5. Ms. P completes Form 2890 with no reported changes and mails it back to the FCRC. Verification of weekly hours worked were not included. The HSC sends Form 1721, Instructions to Customer, requesting proof of weekly hours. Allow 10 calendar days for the customer to return verifications. The Work Number may also be used to verify hours worked.

Customer Reports a Change

If a change is reported, update the case with the appropriate change by schedule cut-off for the next effective month. If verification is not provided with Form 2890, send Form 1721, Instructions to Customer requesting verification. Allow 10 calendar days for the customer to return verifications. If the 10th day falls after schedule-cut off and the customer does not provide verification by the due date void SNAP and/or TANF benefits for the payment month, if a timely Notice of Change, Form 157 can be sent to the customer at least 10 days before the date of change. Cancel SNAP and swap TANF cash to medical only for the following effective month. Send a manual Form 157. Refer to PM 23-02-01 for Cash Overpayment and PM 23-02-02 for SNAP Overpayment to determine when to consider benefits as an overpayment.

SNAP

For SNAP, verify an income reported change to Question #4, "Has the income from work changed for any member of your household?" and the response is answered "Yes". No other reported changes are verified.

TANF

For TANF, the number of hours worked must be verified and any other reported change as appropriate.  Check the Work Number first to verify hours worked, if verification was not provided with Form 2890. Send Form 1721, Instructions to Customer, if verification of income is not provided or the information on Form 2890 is unclear. Allow 10 calendar days for the household to respond.

Example: Ms. J's receives TANF and SNAP. Ms. J's approval period is December 2015 through November 2016. In April,  Ms. J receives her Mid-Point Report form due May 5. Ms. J completes Form 2890 and mails it back to the FCRC by the due date. She has reported a change in income and has provided paystubs. For TANF, the paystubs verifies hours worked. Because Ms. J has reported a change the HSC must make the appropriate changes to the case. After the appropriate changes have been made document the action taken and file Form 2890 in the case record.

What if the Customer Doesn't Return Form 2890? 

If Form 2890 is not returned by the due date the household is ineligible for TANF and SNAP.

• TANF households with or without SNAP will be swapped to medical only. 
• Swap the case to medical only using TAR R1 with TA 81 or TA 82. SNAP benefits are centrally removed during the swap process when TAR R1 is used. The medical case is in Group 00. Enter (P) in the first field in Item 44. Enter spaces in Item 36.

Example: Ms. K and her two children are approved to receive TANF and SNAP December 2015 through November 2016. Ms. K is employed part-time and the case meets the criteria to be enrolled in Mid-Point Reporting. In April, Ms. K is mailed Form 2890 due back on May 5. Ms. K does not return the report form. The HSC takes action to swap Ms. K 's TANF benefits to medical only using TA 81/TAR R1. Ms. K will continue to receive medical benefits without interruption. SNAP benefits are removed. Form 157, Notice of Change is centrally sent.

• SNAP only households or SNAP households with FHP medical, AABD or RRP cash and/or medical will only have their SNAP benefits stopped. Do not cancel medical benefits.
• Use TA 22 with TAR R1 to cancel a SNAP only case. To remove SNAP from an FHP, AABD or Refugee case use TA 31 with TAR R1 and enter a dash in Item 15. Enter a (P) in the first field in Item 44. Enter spaces in Item 36. Unless suppressed Form 157, Notice of Change is centrally mailed.

Example: Ms. L and her child are approved to receive FHP medical with SNAP benefits January 2016 through December 2016. The household is in Mid-Point Reporting. Ms. L receives Form 2890 in May to complete and return by June 5. Ms. L does not return Form 2890. The HSC removes Ms. L's SNAP benefits from the case by using TA 31/TAR R1 and entering a dash in Item 15. Enter a (P) in the first field in Item 44. Enter spaces in Item 36. Ms. L and her child will continue to receive medical benefits without interruption. Form 157, Notice of Change is centrally mailed to the customer notifying them of the SNAP cancellation.

What Happens if Form 2890 is Returned After the Due Date?

• When Form 2890 is received after the due date, but before the end of month 6, reinstate benefits without proration.
• If Form 2890 is received after month 6, but before the end of month 7, prorate benefits from the date of receipt.
• Send a manual Form 157, Notice of Change.

The household must file a new application if Form 2890 is received after the 7th month.

Note: When a case is reinstated without requiring a new application do not change the original approval period.

Reinstatement of a TANF Cash Swap/Canceled SNAP

When a TANF cash case with SNAP is swapped to medical only, reinstate benefits if the household provides a completed Form 2890 and provides proof of income and the hours worked for TANF.

Use TA 81 or TA 82 with TAR R2 and a 6-digit date (30 days prior to the first day you want to issue TANF benefits) to complete the swap action. Authorize SNAP under the TANF case number.

Example 1: Ms. K and her two children were approved to receive TANF and SNAP December 2015 through November 2016.  The case is in Mid-Point Reporting because Ms. K is employed. In April, Ms.K was mailed Form 2890 due back to the FCRC on May 5. Ms. K did not return Form 2890 by the due date. The HSC takes action to swap Ms. K's  TANF cash to medical only and cancels SNAP benefits. On May 18, Ms. K mails Form 2890 with pay stubs back to the FCRC with no reported changes. Ms. K's paystubs provides the number of hours worked. The HSC takes action to swap the medical case to TANF cash using a registration date of 04/18/16. Use TA 82/TAR R2 and the 6-digit date (05/18/16) to approve the TANF case using the income verification provided. Issue June benefits by adding Item 80 code 100 IPE with 06/16 benefit amount. Register and approve SNAP on the TANF case using the date of cooperation. Since Form 2890 was returned before the end of month 6 ,benefits are not prorated. Send a manual Notice of Change (Form 157).

Example 2: Ms. G and her child were approved to receive TANF cash only in December 2015. Due to Ms. G's earnings the case is enrolled in Mid-Point Reporting. Ms. G did not return Form 2890 due back to the FCRC on May 5 until June 23rd (7th month). Ms. G's paystubs verify her hours worked. The HSC swaps the medical only case to TANF cash. Register the swap using the date that is 30 days prior to the date of cooperation. Approve the swap using the 6 digit date (06/23/16) with TA 81 and TAR R2. Benefits are prorated. Send a manual Notice of Change (Form 157).

Canceled SNAP Benefits

Example: Ms. T and her child were approved to receive FHP medical and SNAP December 2015 through November 2016. Ms. T did not return Form 2890 by May 5. The HSC canceled Ms. T's SNAP benefits at scheduled cut-off. Ms. T hand delivers Form 2890 to the FCRC on June 3 with her verification of income changes. The HSC reviews the income verification and makes the appropriate case changes. SNAP benefits are authorized under the medical case number from the date of receipt (06/03/16) of Form 2890 and SNAP benefits are prorated. The HSC documents the change and files Form 2890 in the case record. Unless suppressed, a central Form 157, Notice of Change is sent.

Mobius Reports

The following monthly Mobius Reports are created by region and by local office:

• Mobius Report 84502771, "Cases Due for Mid-Point Report (Form 2890)"
• Mobius Report 84502791, "TANF Cases Due for Mid-Point Report (Form 2890)"

These reports will list Mid-Point Reporting cases centrally sent Form 2890 and the following:

• • case name and address
  • case ID
  • SNAP certification end date
  • TANF Cert End Date
  • mail date of Mid-Point Report 
  • Mid-Point Report Due Date
  • SNAP benefits
  • space for caseworker comments
• Mobius Report 84502792, "Summary of TANF Cases Due for Mid-Point Report (Form 2890)" and Mobius Report 84502772, "Summary of Cases Due for Mid-Point Report (Form 2890)" provide a statewide total of cases by local office.

Form Revision

Form 157, Notice of Change is revised to include the cancellation message reason for TAR R1.

Mid-Point Reporting Clean-Up

With the implementation of Mid-Point Reporting Phase 1, some cases were incorrectly enrolled into Mid-Point Reporting prior to the implementation effective month December. In addition to this problem, some cases were assigned an incorrect Item 80 code 656. These cases have been identified and were centrally updated on 03/14/16 for SNAP and 04/14/16 for TANF. 

Other Updates

This release contains updated manual pages to clarify that for newly approved TANF cases with earned income, with or without SNAP, and TANF cases no longer meeting the criteria to be in EZ REDE, a REDE is completed every 12-months with a Mid-Point Report (MPR) completed in the 6th month of the 12-month period.  

At the request of Food and Nutrition Service (FNS) we are clarifying the work requirement policy referenced in MR#15.25. Currently the entire state is exempt from the SNAP work requirement policy (PM 03-25-00) through December 31, 2016. A nonexempt customer who would have to meet the work requirement is still required to participate in SNAP Employment and Training (SNAP E&T) where the program operates and provider slots are available PM 03-25-01, PM 21-06-01. SNAP customers are still required to comply with the work provisions in PM 03-15-01, unless an exemption reason is met (see PM 03-15-02).

Manual Revisions

[signed copy on file]

James T. Dimas

Secretary, Illinois Department of Human Services

Forms Referenced:

Form 157

form 1721

Form 1893 

Form 2890