Department of Human Services: Chapter 5: Section 5.3 to 5.4
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Department of Human Services

 
 
 

IMA POLICY MANUAL

PART VIII:  CASE MAINTENANCE

 

CHAPTER 5:  REPORTING AND PROCESSING CHANGES

 

RECIPIENT REPORTING REQUIREMENTS   5.3

 

ALL
Generally, changes that customers are required to report between recertifications must be reported by the 10th day of the month following the month of the change. For income changes, the month of the change is the month during which the customer first receives the new or changed income.  (However, for FS customers subject to Simplified Reporting, see Section 5.3.2 “Simplified Reporting” in this chapter.)  
 
Groups are not responsible for reporting changes in the amount of benefits they receive from other programs administered by the Income Maintenance Administration.
 
MA 
After an application is approved, recipients are responsible for reporting all nonfinancial and financial changes by the 10th day of the month following the month of the change.
 
TANF 
 
After an application has been approved, a TANF recipient is generally responsible for reporting all nonfinancial changes by the 10th day of the month following the month of the change. However, when a child in the grant leaves the home for more than 90 days, the change must be reported within five days of the caretaker's discovery that the absence will last for more than 90 days (See Part IV, Section 1.15:  Temporary Absence.)
 
Income Changes for TANF Groups  The responsibilities of TANF groups to report income changes depends on their status immediately prior to the change:
  • If a TANF group has not reported income, or their only income is unearned income, they are responsible for reporting any new source of income and the amount by the 10th day of the month following the month of the change.
  • If a TANF group has reported earnings that are currently being counted, they are responsible for reporting changes in income that increase the total household income to a level above 130 percent of the Federal Poverty Guideline that was in effect on the first day of October on or before the budget month, as described in the table below: 

130% of the FY 2007 Federal Poverty Guideline:

Household Size Total Monthly     Household Size Total Monthly

                                                 Income                                                      Income

            1                                  $1,062                         5                             $2,535

            2                                  $1,430                         6                             $2,904

            3                                  $1,799                         7                             $3,272

            4                                  $2,167                         8                             $3,640

                                                For each additional person, add:         $369

  • However, if they have been placed in Simplified Reporting (See Section 5.3.2: Simplified Reporting below) they are subject to the change-reporting levels listed in the Simplified Reporting Notice sent out through ACEDS, even if the Federal poverty level changes during their certification period.
Households who are required to report total income above these limits shall report the change by the 10th day of the month following the month during which their household income exceeded the above levels.

 

FS
Eligible FS households must be issued a change-reporting form at the time eligibility is established.  Thereafter, new change-report forms must be issued every time a completed form is sent to the agency.
 
For eligible FS households, there are two different types of reporting, “standard” and “simplified.”
 
Standard Reporting     5.3.1
 
“Standard” reporting requirements apply to an FS household assigned a certification period longer than six months, as well as to migrant or seasonal farm workers. These include households who are eligible for IDA (and who have also been given a certification period of 12 months) and other households in which all adult members are either disabled or elderly (and who have been given a certification period of 24 months. Note that elderly/disabled households with earnings are given six month certification periods and would be subject to Simplified Reporting, discussed below.)
Households subject to standard reporting are required to report changes in the following areas between recertifications:
  • changes in earned income of more than $100 monthly
  • changes in unearned income of more than $50 monthly (except for income from programs administered by IMA)
  • changes in household composition
  • changes in legal child support obligations
  • changes in liquid resources that increase the total to over $2,000, except that households  in which any member is elderly or disabled are not required to report unless the total exceeds $3,000
  • changes in residence and resulting changes in shelter costs.
If an FS household is subject to standard reporting and experiences a change between the
application interview and the date of the notice of eligibility, household members must report the change by the 10th day of the month following the month of change.
 
Simplified Reporting  5.3.2
 
“Simplified” reporting requirements apply to all FS households assigned a six month certification period. This includes most TANF households, households without disabled/elderly adults and disabled/elderly adults with earnings. However, no household is subject to simplified reporting requirements until they have been notified of the requirements through an ACEDS notice.
 
Recipients subject to “simplified” reporting are not required to report any nonfinancial changes between recertifications, such as household composition. They are only required to report financial changes if the change results in their total gross monthly household income exceeding 130 percent of the Federal poverty level (see table under TANF above). If the income does increase above the 130 percent level, it must be reported by the 10th of the month following the month during which the income increased. These recipients are subject to the change-reporting levels listed in the Simplified Reporting Notice they are sent through ACEDS, even if the Federal poverty level changes during their certification period.
 
If an FS household is subject to simplified reporting and experiences a change between the application interview and the date of the notice of eligibility, members must report the change only if it is a reportable change under Simplified Reporting. If it is a reportable change, they must report it within ten days of the notice of appoval.

 

CHANGES DISCOVERED BY OTHER MEANS  5.4

 

ALL
Even in situations where customers are not required to report changes, the Department must take action on changes that it discovers. This includes the following:

o        information received through ACEDS interfaces with

·         DOES

·         Social Security (BENDEX and SDX)

·         DC Public Schools

·         DMV

·         IEVS

o        information received through reports from IMA sources, including

·         OQAA investigations

·         TANF Home Visit Grantees

·         DHS-886

o        information received from other Agencies such as

·         OIC Investigations

·         QC Reviews

·         TEP Vendors

o        voluntary reports from customers, even when not required to make a report

o        reports from recipients regarding other IMA programs that affect FS eligibility

o        third-party reports, such as a report of suspected fraud submitted by a neighbor.