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FSML – 73A June 1, 2014 Temporary Assistance for Needy Families Related Programs TOC Page - 1

Temporary Assistance for Needy Families Related Programs Table of Contents

Pre-TANF Program

A. Program Intent and Overview 1. Program intent 2. Program overview

B. Application, Verification, Eligibility and Participation 1. Application process 2. Who must participate in the Pre-TANF Program initial assessment process 3. Who must participate in Pre-TANF Program Employment and Self-Sufficiency

services 4. Who is likely to benefit from continued participation in Pre-TANF Program

services 5. Pre-TANF Program duration 6. Medical assistance eligibility 7. Pre-TANF Program clients who locate employment 8. Verification for TANF eligibility

C. Case Management 1. Initial assessment 2. Pre-TANF Program case plans

D. Determining, Calculating and Issuing Benefits 1. Program benefits 2. Determining and issuing benefits

E. Noncooperation and Disqualification 1. Willful noncompliance during the Pre-TANF Program for presumed TANF eligible 2. Noncompliance where TANF eligibility is in question

F. Ending the Pre-TANF Program 1. Ending the Pre-TANF Program 2. Medical assistance eligibility 3. Denying the TANF application

FSML – 73A Page - 2 Temporary Assistance for Needy Families Related Programs TOC June 1, 2014

Temporary Assistance for Domestic Violence Survivors (TA-DVS)

A. Program Intent and Overview 1. Program intent 2. Program overview 3. Other abusive situations 4. Elder abuse 5. Child abuse

B. Needs Assessment 1. Interviewing the client 2. Assessing the need 3. Eligibility for TA-DVS is based on protecting people from an abusive situation 4. About the abuser 5. TA-DVS may be an option if the child is threatened or has been abused 6. Use of TA-DVS with other programs

C. Domestic Violence Assistance Agreements (DVAA)

D. Application Process 1. The application form is the Application for Services (DHS 415F) 2. Date of application 3. Processing time frames 4. When a new application is required 5. Approval and denial notices

E. Eligibility Requirements

F. Financial Eligibility Requirements

G. Verification

H. Program Benefits 1. Shelter and relocation needs 2. Food needs 3. Medical needs 4. Other payments

I. Payment Limits

J. Time Limits

https://apps.state.or.us/cf1/DHSforms/Forms/Served/de0415f.pdf


K. Issuing Payments and Notification 1. Deciding when to make a payment and appropriate notices 2. Housing-related payments 3. Motel use 4. Roommates 5. TA-DVS payment considerations 6. Issuing the payment 7. For TA-DVS payments, in most cases use pay reason code 22 in the Special Cash

Pay system 8. Notices

L. Hearings; Overpayments; Intentional Program Violations 1. Hearings 2. Overpayments 3. Intentional Program Violations

TANF


B. Application and Redetermination 1. Date of Request and application time frames 2. Application for TANF and additional forms 3. Who must sign an application and complete the application process 4. When is an application needed 5. Interview 6. Verification of eligibility 7. When to open a TANF grant 8. Certification periods 9. Withdrawal of applications or noncompliance of the application process 10. Duplicate benefits

C. Eligibility Determination Groups 1. Household group 2. Filing group 3. Financial group 4. Need group 5. Benefit group 6. TANF eligibility group examples

D. Nonfinancial Eligibility Requirements 1. Requirement to live with a caretaker relative 2. Age


3. Oregon Residence 4. Citizen/alien status 5. Social Security number 6. School attendance 7. Pursuing assets 8. Cooperation with Division of Child Support (DCS) 9. Requirement to complete an employability screening and participate in an overview

of the JOBS program 10. Separation from employment; caretaker relative 11. Strikers 12. Pursuing substance abuse and mental health treatment

E. Time Limits for TANF 1. What is the Oregon time limit? 2. To whom do time limits apply? 3. What months do not count against the Oregon Time Limit? 4. What is Indian Country? 5. What counties are designated as Indian Country? 6. What is an exemption? 7. Coding a time limit exemption 8. Forty-eight month notice and assessment 9. Extending TANF beyond 60 months 10. JOBS participation after reaching 60 months 11. Coding requirements for clients who have reached 60 months 12. Verifying months of TANF receipt

F. Deprivation 1. Determining deprivation for a child 2. Determining deprivation for a child/unborn without legal paternity 3. Deprivation based on death 4. Deprivation based on continued absence 5. Deprivation based on incapacity 6. Deprivation based on unemployed/underemployed 7. Change in basis of deprivation

G. Financial Eligibility 1. Overview 2. Countable income 3. Adjusted income 4. Resource and resource limit 5. Determining the resource value of vehicles for the Pre-TANF Program and TANF 6. Availability of income 7. Unavailability of income and resources 8. Non-needy caretaker relative grants 9. Noncitizens 10. Sponsored noncitizens 11. Deeming income


12. Deeming resources 13. Asset Quick-Reference Chart

H. Budgeting and Calculating 1. When to use prospective eligibility or budgeting 2. Converting stable income 3. Averaging income 4. Anticipating variable income 5. Annualizing income 6. Periodic income

I. Waiving TANF Requirements Due to Domestic Violence 1. When do you waive TANF requirements? 2. What eligibility requirements cannot be waived? 3. Coding and tracking waivers 4. Cooperation with child support 5. Confidentiality and narration in cases where domestic violence is present 6. Mandatory reporting of child abuse in domestic violence cases

J. Minor Parents 1. Definitions 2. Eligibility 3. Minor parents living with their major parents

4. Minor parents living with their major parents; turn 18

K. Reporting and Acting on Changes 1. Reporting requirements 2. What to do when a client reports a change 3. Effective date for all changes except adding a new person to an open case 4. Effective date for adding a new person to an open case 5. Late, incomplete or nonreporting 6. Change in basis of deprivation 7. Change in household composition 8. Change in income

L. Decision Notices 1. Overview 2. Types of decision notices 3. What a decision notice must contain 4. TANF notice situations

M. Participation, Cooperation and Re-Engagement ; Disqualification 1. What is JOBS cooperation? 2. Who must cooperate with the JOBS program? 3. Who is exempt from JOBS?


4. Who can volunteer for the JOBS program? 5. Changing status from a JOBS volunteer to JOBS mandatory 6. Good cause and noncooperation 7. Good cause for noncooperation with the JOBS program 8. Discharge for misconduct 9. Good cause for a job quit mid certification 10. Good cause for missed appointments 11. Good cause when the clients meet federal participation requirements 12. What is re-engagement? 13. Re-engagement process 14. When do you end re-engagement? 15. Who can be disqualified from the JOBS program? 16. JOBS disqualification penalties 17. Notice requirements at disqualification 18. When is a JOBS disqualification ended? 19. What is the effective date if ending a disqualification? 20. Next steps in disqualification 21. What is cooperation with alcohol and drug or mental health treatment? 22. Good cause for noncooperation with alcohol and drug or mental health treatment 23. Penalties for noncooperation with alcohol and drug or mental health treatment 24. When does an alcohol and drug or mental health treatment disqualification end? 25. Effective date for ending a drug and alcohol/mental health disqualification 26. Counting the disqualification/noncooperation penalty months

N. Tribal TANF 1. Overview 2. Tribes operating TANF programs 3. Tribal TANF service areas and service populations 4. Tribal TANF and Department of Human Service (DHS) TANF 5. Tribal TANF and Supplemental Nutrition Assistance Program (SNAP) 6. Tribal TANF and Child Care

Post-TANF Due to continuing state economic issues, reductions in the Temporary Assistance for Needy Families (TANF) Program were made for the 2011-2013 biennium. One of the reductions which is required by Senate Bill 1579 (2012) is the suspension of the Post-TANF Program beginning May 1, 2012. Because the Post-TANF Program is suspended beginning May 1, 2012, the $50 Post-TANF payment made to eligible clients will end on April 30, 2012.

Job Program Incentive (JPI)

A. Program Intent and Overview 1. Program intent


2. Program overview

B. Initial and Ongoing Enrollment 1. Initial loading 2. Initial enrollment 3. Ongoing enrollment 4. When to begin JPI payments 5. Verification of eligibility

C. Financial Eligibility 1. Requirements 2. Resource and resource limits 3. JPI income and payment standards 4. Program benefits

D. Making Job Participation Incentive (JPI) Issuances 1. Making updates to or create a UCMS case 2. Make updates to or create a FCAS case 3. Benefit period

E. Reporting and Acting on Changes 1. Reporting requirements 2. What to do when a client reports a change 3. Late, incomplete or nonreporting

State Family Pre-SSI (SFPSS)


B. Eligibility

C. Nonfinancial Requirements 1. Specific program requirements 2. Legal costs 3. Disability determination; overview 4. Impairments 5. Individual does not meet or equal a listed impairment

D. Financial Requirements 1. Payment standard

http://dhsmanuals.hr.state.or.us/EligManual/05TF-B.htm

http://dhsmanuals.hr.state.or.us/EligManual/05TF-B.htm#appsign

http://dhsmanuals.hr.state.or.us/EligManual/05TF-B.htm#WithdrawalApplications

http://dhsmanuals.hr.state.or.us/EligManual/05TF-G.htm

http://dhsmanuals.hr.state.or.us/EligManual/05TF-G.htm#Requirements

http://dhsmanuals.hr.state.or.us/EligManual/05TF-G.htm#Resource

http://dhsmanuals.hr.state.or.us/EligManual/05TF-G.htm#TANFIncome

http://dhsmanuals.hr.state.or.us/EligManual/05TF-I.htm

http://dhsmanuals.hr.state.or.us/EligManual/05TF-M.htm

http://dhsmanuals.hr.state.or.us/EligManual/05TF-M.htm#ReportingRequirements

http://dhsmanuals.hr.state.or.us/EligManual/05TF-M.htm#WhatToDo

http://dhsmanuals.hr.state.or.us/EligManual/05TF-M.htm#Late


E. Issuing Benefits and Changes 1. Overview of changes 2. Changes that must be reported 3. Effective dates: initial month’s benefits 4. Effective dates: other 5. Effective dates: special circumstances 6. Redetermination of eligibility 7. Redetermination interview

F. Participation, Cooperation and Re-Engagement 1. Good cause for noncooperation with activities 2. Good cause for missing appropriate medical appointments 3. Good cause for noncooperation with substance abuse or mental health treatment 4. Good cause for not pursuing assets 5. What is noncooperation? 6. What is re-engagement? 7. SFPSS re-engagement review process Worker Guide PSS-1: State Family Pre-SSI (SFPSS)

Refugee (REF) Program


B. Service Area 1. For refugees who live in Clackamas, Multnomah and Washington counties 2. For refugees who live outside Clackamas, Multnomah and Washington counties 3. Refugee Service Area 4. Medical assistance

C. Application Process 1. Application process 2. Who must sign an application and complete the application process 3. Withdrawal of application or noncompletion of the application process 4. When to open an REF grant 5. Redetermination of eligibility 6. Verification of eligibility

D. Eligibility Determination Groups 1. Household group 2. Filing group 3. Financial group 4. Need group 5. Benefit group


E. Eligibility and Payments 1. Overview 2. Nonfinancial eligibility requirements 3. Financial eligibility requirements 4. Income and payment standards

F. Self-Sufficiency Activities

G. APD (Aging & People with Disabilities)

H. Medical Assistance – REFM

Housing Stabilization Program

A. Program Intent and Overview 1. Intent 2. Overview

B. Application and Eligibility 1. The application and intake process 2. Eligibility requirements 3. Reason for need 4. Nonfinancial eligibility requirements 5. Financial eligibility requirements 6. Verification

C. Program Benefits and Payment Limits 1. Program benefits 2. Payment limits and time limits

D. Case Management 1. Case Management Action Plan 2. Interagency collaboration

Emergency Assistance

A. Program Intent and Overview

B. Need Assessment 1. Reason for emergent need


C. Application Process 1. Application forms 2. Date of application and processing time frames

D. Eligibility Requirements 1. Nonfinancial eligibility requirements 2. Financial eligibility requirements 3. TANF grant as unearned income 4. SSI benefits as unearned income 5. Eligibility for households with ineligible noncitizens 6. Eligibility for households with domestic violence

E. Verification

F. Effective Dates

G. Program Benefits 1. Shelter needs 2. Food needs 3. Medical needs

H. Payment Limits

I. Time Limits

J. Issuing Payments and Notification

K. Hearings

FSML – 73A June 1, 2014 TANF B - Application and Redetermination B - 1

B. Application and Redetermination

1. Date of Request and application time frames

Date of Request (DOR) The Temporary Assistance for Needy Families (TANF) application process starts with a client request. The request may be in the form of a:

Phone call;

Office visit;

Home visit;

Written request.

The request can be made by the client or another person or agency authorized to act on the client’s behalf. Additionally, to establish a date of request, an application is not needed. The date of request is the date the request for benefits is received by a Self-Sufficiency Program office of the Department of Human Services (DHS). A TANF client must apply at the branch serving the area in which their family lives or works. Application time frames A client has up to 45 days from the date of request to complete the application process. The application process is completed when the client fills out and signs the application form, has a face-to-face interview, and provides the necessary information and verification. The 45-day limit may be extended when one of the following is true:

Circumstances exist beyond the control of either the client or the branch to complete the process;

Information needed to determine eligibility is expected to be received after the 45-day limit, and the client has no control over delivery;

The client requests a hearing before the 45-day time frame has ended.

Application Process; General: 461-115-0010 Application Requirements: 461-115-0020

Date of Request: 461-115-0030 Application Processing Time Frames; Not Pre-TANF or SNAP: 461-115-0190

http://apps.state.or.us/caf/arm/A/461-115-0010.htm




FSML – 73A B - 2 TANF B - Application and Redetermination June 1, 2014

2. Application for TANF and additional forms

The application form for TANF is the Application for Services (DHS 415F). It must be signed by at least one caretaker relative to be considered complete. Note: CAPI is not an allowable application for TANF. The required application forms are:

A new, signed Application for Services (DHS 415F);

If there is not a signed Your Rights and Responsibilities While in JOBS and JOBS Plus (DHS 7819) on file that is less than 12 months old or a narrative in the past 12 months documenting a discussion with the client about the DHS 7819, do one of the following:

- Review the DHS 7819 and have each JOBS participant sign;

- Review with each JOBS participant during the interview and narrate the discussion in TRACS; or

- Narrate that the form was mailed to the client with the intent of it being reviewed at the next JOBS appointment.

If there is not a signed Cooperating with Child Support Enforcement (DHS 428A) on file that is less than 12 months old or a narrative in the past 12 months documenting a discussion with the client about the DHS 428A, review the DHS 428A with the parent and narrate this discussion or narrate that the form has been given to the parent.

Application Process; General: 461-115-0010 Application Requirements: 461-115-0020

Date of Request: 461-115-0030 Application Processing Time Frames; Not Pre-TANF or SNAP: 461-115-0190

3. Who must sign an application and complete the application process

A parent or a nonparent caretaker relative of the dependent child(ren) must sign an application and completes the application process. If they are unable to do so unassisted, they may use an authorized representative. The authorized representative may obtain and use the benefits on behalf of the family. People who can be authorized representatives include:

A legally appointed guardian;

A conservator;

A person with power of attorney;



https://apps.state.or.us/cf1/DHSforms/Forms/Served/de7819.pdf



https://apps.state.or.us/cf1/DHSforms/Forms/Served/de0428a.pdf








A person authorized by the client; and

A person acting responsibly for the client.

Note: When the caretaker relative changes, the new caretaker relative must sign a current application.

Who Must Sign the Application and Complete the Application Process: 461-115-0071

Authorized Representatives; General: 461-115-0090

4. When is an application needed?

A completed application is required for TANF applicants except as listed in this section. Using an existing application An existing application can be used when:

A case closes and reopens during the same calendar month; or

Adding a newborn to the case, if the newborn was included on the original application as an unborn; or

A case is closed because the case was over income and the case is reopened the month after closure.

When an existing application is used, the existing application should be reviewed and updated as needed. Example 1: Mom and child receive TANF. Returned mail is received. A basic

decision notice is sent and the TANF case is closed effective March 31. The client comes into the office March 25 and reports a new address. Since the client came in during the same month the case is closing, a new application is not needed.

Example 2: Mom is on TANF due to pregnancy and is due May 1. She reports on May 8 that she had her baby May 2. A new application is not needed.

Example 3: Dad and two children are on TANF. Dad’s case is closed September 30 due to being over income. Dad reports on October 10 that he was laid off due to lack of work and meets all requirements for TANF, including financial requirements, in October. Since he met eligibility in the month following closure, a new application is not needed.

When An Application Must Be Filed: 461-115-0050





Transitioning between Self Sufficiency programs Workers may use the existing application when clients change between self sufficiency programs administered by DHS.

FOR MORE INFORMATION ABOUT WHEN TO USE A NEW APPLICATION TO CHANGE PROGRAMS, PLEASE SEE MULTIPLE PROGRAM WORKER GUIDE #1 (MP-WG#1).

Adding a new person If workers are adding a person other than a newborn to the grant, they must either:

Use a new DHS 415F application form; or

Add an addendum, Additional space for other people living with you (DHS 415X), to the current application.

Branches may use their discretion to determine when to use a new application or an addendum.

5. Interview

A face-to-face interview is required at initial application and redetermination unless there is a hardship. If a hardship is present, it should be narrated. A hardship includes but is not limited to:

Care of a household member;

A client’s age, disability or illness;

A commute of more than two hours from the clients residence to the nearest branch office;

A conflict between the client’s work or training schedule and the business hours of the branch office; and

Transportation difficulties due to prolonged severe weather or financial hardship.

Application Requirements: 461-115-0020 Interviews: 461-115-0230

6. Verification of eligibility

Clients must provide verification to DHS when it is requested.

http://dhsmanuals.hr.state.or.us/EligManual/13mpwg01.htm


https://apps.state.or.us/cf1/DHSforms/Forms/Served/de0415x.pdf




Verification may be received in a variety of ways but must come from a third party. The third party, however, must have direct knowledge of the information and cannot be a member of the filing group.

Verification may be a document that is copied and put into the agency file. It may be received via a telephone conversation, or a document may be viewed during a home visit. When verification is not placed in the file or available online, the worker must carefully narrate the information received. In certain situations, questionable information may warrant a home visit by DHS staff.

The following are factors that must be verified at application, redetermination and when changes occur:

SSN or application for an SSN;

Noncitizen status. It is not necessary to verify the document of the noncitizen if the document has already been verified once;

Income;

Incapacity for deprivation based on incapacity;

Pregnancy, if it is an eligibility requirement. The client’s statement that the pregnancy was determined by one of the following is adequate for verification:

- Medical practitioner;

- Health department;

- Clinic;

- Crisis pregnancy center; or

- Like facility.

Verification of Time on TANF in another state.

For other eligibility factors, workers may accept the client's statement as verification. Workers may verify any factors affecting eligibility whenever they consider them questionable. They can choose the type of verification they believe is acceptable for specific eligibility factors and specific situations. Note: Staff may not ask applicants or recipients to verify their citizenship solely on the

basis of the client’s ethnicity or ability to communicate in English. If a client identifies himself or herself as a noncitizen on the application, noncitizen status must be verified.

Note: When requesting information from a financial institution, have the client sign and

date an Authorization for Use and Disclosure of Information (MSC 2099) for each

https://apps.state.or.us/cf1/DHSforms/Forms/Served/me2099Enabled.pdf


request. Name the specific financial institution on the form before the client signs. Send the form to the financial institution and keep a copy in the branch.

Verification; General: 461-115-0610

Limitation on Eligibility Period; TANF: 461-135-0075 Effective Dates; Initial Month Benefits: 461-180-0070

Verifying time on TANF from another state When a client indicates on the application that they received TANF benefits in another state(s), the agency must verify how many months the client received TANF in the other state(s). If verification is needed, do the following things:

Pend the adult’s benefits for 45 days and open a case for the children if all other TANF eligibility requirements are met; and

Attempt to verify the out of state time by contacting the other state.

CONTACT INFORMATION FOR VERIFICATION OF TIME IN ANOTHER STATE IS AVAILABLE IN MULTIPLE PROGRAM WORKER GUIDE #4 (MPWG#4) – CONTACTS FOR STATEWIDE VERIFICATION OF ASSISTANCE.

If verification of time on TANF from another state is not received within the 45 day-application period, deny the application for failure to complete the application process. When verification is received within the 45-day application time frame:

If the adult has less than 60 months on TANF: Supplement TANF back to the date the case was opened for the children. Once verification is received the adult is considered to have met eligibility the date all other eligibility factors for TANF were cleared;

If over 60 months, the adult’s needs would not be added to the grant unless the client meets an exemption. The children would continue to receive benefits as long as all other TANF eligibility requirements were met.

CLICK HERE FOR MORE ON EXEMPTION TO THE TANF TIME LIMIT REQUIREMENT.

Out-of-state months, once verified, must be added to the Out-of-State Time Limits screen.

CLICK HERE ON HOW TO UPDATE THE OUT-OF-STATE TIME LIMITS SCREEN. Note: If verification from the other state identifies months in Indian Country or months

a program was not federally funded, those months do not count towards the federal or Oregon state time limit.



http://apps.state.or.us/caf/arm/B/461-180-0070.htm


http://www.dhs.state.or.us/caf/ss/tanf/docs/out_of_state_time_limits.pdf



Example 4: Mary Ann moved to Oregon from Washington. At intake she said she had about four years on assistance in Washington. The worker called Washington but was unable to make a connection with anyone. Since all other eligibility factors were met, the worker opened TANF for the children but pended Mary Ann for proof of time on assistance in Washington. The worker emailed Washington. Two weeks later, she received an email from Washington verifying the client had received TANF for 48 months, none of which were in Indian Country. The worker was able to supplement TANF back to the date the grant opened for the children.

Example 5: Josh and his children moved to Oregon from Washington, D.C. Josh said he had received 60 months of TANF in DC and so the family had timed out. Josh did not meet a current hardship exemption. The worker tried to call D.C., but the office was already closed because of the difference in time zones. Since the family met all other eligibility requirements, the worker opened benefits for the children and pended Josh for proof of time on assistance. The worker then faxed a request to D.C. to verify time on assistance for Josh. The verification was received two days later. Because Josh had received TANF for 60 months, all months being after July 2003 and no months being while Josh lived in Indian Country, nor was time funded with state dollars, the worker sent a notice to Josh denying him TANF and updated the Out-of-State Time Limit screens. TANF remained open for the children.

Application Process; General: 461-115-0010

Verification; General: 461-115-0610 Limitation on Eligibility Period; TANF: 461-135-0075 Effective Dates; Initial Month Benefits: 461-180-0070

7. When to open a TANF grant

Initial application A TANF grant is opened when the client completes the application process and provides the needed verification within the application processing time frames. This includes the interview. The effective date for initial month cash benefits is the date that all eligibility factors have been cleared and the family is determined eligible for TANF program benefits. Example 6: Lynne and her children apply for TANF on the second. She meets

with her case worker on the third. Lynne may have an unemployment claim and the worker asked if she has applied for UC benefits. Lynne says she has not applied. All other eligibility factors have been cleared. Lynne is pended to apply for UC






benefits. On the fifth, Lynn contacts the worker to let her know she had just applied for UC benefits.

Question: What is the effective date for opening TANF benefits? Answer: The effective date for TANF program benefits will be the fifth of the month.

Redetermination At redetermination, TANF is opened the first of month following the closure if both of the following criteria are met: 1. The client establishes a date of request during the final month of the certification

period; and 2. A completed application is turned in no later than the end of month following the

last month of the certification period. Example 7: McKayla’s TANF certification period ends December 31. She

establishes a date of request for TANF on December 15 and turns in a completed application on January 8.

Question: Did McKayla establish a DOR in the final month of her certification period?

Answer: Yes, the final month of her certification period was December and she established a DOR on December 15.

Question: Was a completed application turned in no later than the end of the month following the last month of the certification period? Answer: Yes. The certification period ended December. The following month was January and a completed application was submitted January 8. Question: What is the effective date for opening TANF benefits? Answer: The effective date for opening TANF benefits will be January 1.

If both of the criteria listed above are not met, TANF is opened the date the client meets all eligibility requirements, including an interview. Example 8: Liam’s TANF certification ends on May 31. He establishes his date

of request on June 2. He turns in an application, meets with his case manager and completes all eligibility requirements on June 6.

Question: Did Liam establish a DOR in the final month of his certification period?


Answer: No. Since he did not, his benefits begin the date he cleared all eligibility. Question: What is the effective date for opening TANF benefits? Answer: The effective date for opening TANF benefits will be June 6.

Re-opening TANF after closure (nonredeterminations) When reopening TANF after a mid-certification closure, the client must submit a new application unless they meet one of two requirements: 1. The client becomes eligible for TANF before the closure takes place; or 2. The case is closed for going over income but the client becomes eligible for TANF

in the month following closure. If the case is closed due to being over income and the client becomes eligible for TANF in the month following closure, TANF is opened effective the day the client clears eligibility. Example 9: Landon is receiving TANF. His case is closed July 31 for returned

mail. Landon contacts his worker on August 2 with a new mailing address. Since Landon’s case has already closed, he must complete a new application.

Example 10: Julie is receiving TANF. She was pended for information to add

her child to her case. She did not turn in the pended items and her case is closed October 31. Julie returns the pended items on October 29. Since she returned the pended items prior to the closure of her case, TANF would be reopened, without a new application for November 1.

Example 11: Monica is receiving TANF. She goes to work and is over income.

Her case closes January 31. On February 14, she contacts her worker and explains that she got laid off in January and received her final check on January 30. Since she closed due to being over income and she contacted DHS in February (the month following closure), her TANF can be restored without a new application if she meets TANF eligibility. The effective date is 2/14, the day she contacted her worker and cleared eligibility.

Effective Dates; Eligibility Following Closure: 461-180-0100



8. Certification periods

All eligibility factors must be redetermined at least once every six months for families who have an open JOBS plan and are not participating or an active JOBS disqualification. This includes a completed application and interview. For other families, eligibility factors must be redetermined at least once every 12 months. A redetermination may be done either at assigned intervals or whenever it is deemed necessary by the case manager if the interval between redeterminations does not exceed those listed above. A TANF certification may be redetermined early in order to align the TANF certification with SNAP benefits as long as the certification length does not exceed the guidelines above. Example 12: Sharon has an active DQ2 JOBS disqualification. Her TANF must

be redetermined no more than every six months. This is because she has a current JOBS disqualification.

Example 13: Josie and her two children are receiving TANF. Josie does not have a case plan at this time as a work experience site has not been arranged. A plan will be developed as soon as the site is available. She has no JOBS disqualification. Josie has no case plan; therefore, she would not be considered to be failing to participate. The redetermination of TANF eligibility could be up to 12 months.

Example 14: Jonathan was laid off from his job at the factory. He said his employer was going to hire him back in about three to four months. He has a case plan and is participating. His redetermination could be up to 12 months. However, because he may be going back to work soon, the case manager may do a six-month certification.

Example 15: Bobbi and her child are receiving TANF. She is receiving SSI after working with the State Family Pre-SSI program to become eligible. Bobbi is not required to participate in the JOBS program. Therefore, her redetermination date could be up to 12 months.

Periodic Redeterminations; Not EA, ERDC, REF, REFM, SNAP or TA-DVS: 461-115-0430



9. Withdrawal of applications or noncompletion of the application process

Withdrawn application A client may withdraw their application at any time during the application process. When an application is withdrawn, the client must either sign a Voluntary Agreement to Take Action on a Case (MSC 457D) or be given a basic decision notice. Note: If a client requests TANF on a signed application, they must either sign a

MSC 457D or be given a basic decision notice. Example 16: Carol is applying for TANF. During her intake, she states that she

does not want to apply for TANF as she does not want to participate in the JOBS program. Carol must either sign a MSC 457D or be given a basic decision notice.

Notice Situation; Voluntary Action: 461-175-0340

Noncompletion of the application process A client’s application is considered incomplete when the client or their authorized representative does not complete the application process by the 45th day from the date of request. This includes failing to:

Sign and submit the application;

Provide verification of eligibility factors; and

Attend an interview.

This does not mean that a client’s TANF application may be instantly or automatically denied for missing a single appointment. Note: Once the department has correctly denied an application or considered it

withdrawn by the 45th day from the date of request, the client must initiate the application process again if they want to get benefits. The same application may be used if the anticipated changes make the client eligible the following month, and the eligibility decision is made within the application processing time frame.

Example 17: Madison turns in a completed application. She cannot stay for an

intake and is scheduled to return tomorrow for her interview. Madison does not attend her interview and does not contact the branch to reschedule. On the 45th day, the application is denied for failure to complete the application process.

Application Process; General 461-115-0010

Application Requirements: 461-115-0020

https://apps.state.or.us/cf1/DHSforms/Forms/Served/me0457d.pdf







10. Duplicate benefits

A TANF recipient cannot receive cash benefits in two different benefits groups at the same time. Cash benefits are other cash benefit programs funded under title IV-E of the Social Security Act. Cash benefits include:

Oregon TANF benefits;

Out-of-State TANF;

Tribal TANF;

Social Security Income;

Child Welfare Foster Care payments;

Child Welfare Guardianship payments.

Note: SSI is the only social security program funded under title IV-E of the Social Security Act. Receipt of other social security programs such as Social Security based off a disability (SSDI) or Social Security based off retirement, widow’s benefits or a parent or spouse’s disability benefits (SSB) do not prevent an individual from receiving TANF.

Note: Benefits issued under the TA-DVS program are not considered cash benefits. Example 18: Callie is requesting a non-needy caretaker relative grant for her

niece, Amelia, for whom she receives foster care payments. Amelia is not eligible for TANF as she receives foster care payments.

Example 19: Meredith, Derek and their two children just moved to Oregon from

Washington, where they are all receiving TANF benefits. Washington confirms that their TANF will end May 31. They are eligible for TANF in Oregon on June 1.

SEE TANF-I (TF-I) ON WAIVING TANF REQUIREMENTS DUE TO DOMESTIC

VIOLENCE.

SEE MULTIPLE PROGRAM WORKER GUIDE #4 (MPWG#4) FOR INFORMATION ON HOW TO CONTACT OTHER STATES TO VERIFY THAT BENEFITS HAVE ENDED.

TANF and Employment Related Day Care An ERDC recipient may move from ERDC to TANF in the same month as long as all TANF eligibility criteria have been met. A TANF recipient may not move from TANF to ERDC in the same month except in the following circumstances:

http://dhsmanuals.hr.state.or.us/EligManual/05tf-i.htm



Adults receiving TANF for themselves and their children may also receive ERDC for children who are in the household but cannot be included in the TANF benefit group;

Children who are in an ERDC benefit group can also be a TANF benefit group member when living with a non-needy caretaker relative who is not included in the TANF benefit group;

Children who are in an ERDC benefit group can also be in a TANF benefit group when living with a needy caretaker relative receiving SSI.

Example 20: Christina is receiving ERDC benefits for her child. She is laid off on May 5 and applies for TANF on May 10. Christina and her child meet all eligibility criteria for TANF on May 10. Christina and her child are eligible for TANF effective May 10.

Note: Christina is still responsible for her ERDC copay for May for any child care that she uses.

Example 21: Owen is on TANF and has recently started working. His TANF will end September 30. If he meets eligibility for ERDC, it cannot start until October 1. Owen should be reviewed for JOBS child care for September child care benefits.

Example 22: April receives SSI and receives TANF for her children. April begins working February 15 and needs child care assistance. She is not eligible for JOBS child care as she is exempt from the JOBS program. April may receive ERDC benefits in February if she meets all other ERDC eligibility requirements.

Note: April’s SSI and TANF grant need to be counted on her ERDC case as income.

ERDC recipients may not receive JOBS child care in the same month.

Example 23: Lexie receives ERDC. She used her ERDC benefits until she was laid off on December 10 and becomes eligible for TANF on December 18. Lexie is not eligible for JOBS child care until January 1.

Determining TANF for caretaker relatives with the dependent child receives TANF on another TANF case.

If a needy caretaker relative applies for TANF and meets all eligibility requirements except that their dependent child is on another case, the caretaker relative may receive TANF for themselves while the dependent children are removed from the other case. The child(ren) may not receive TANF on both cases.


Prior to issuing TANF for the caretaker relative, it must be determined that the child is in the caretaker relative’s household and must meet all other eligibility requirements. Children are considered in the household, filing and financial groups on the new case. They are not in the need group as they do not meet all nonfinancial requirements due to duplicate benefits. Since they are in the financial group, their income and resources count towards eligibility and the benefit allotment Example 24: Sheila applies for TANF on May 15 for her two children. She

clears all other eligibility as of May 17. The children are currently receiving TANF on their father John’s case. Sheila’s worker does not find this questionable as John has already reported that the children have left his household. John’s worker sends a 10-day notice to close his TANF case May 31. Sheila may receive TANF for herself starting May 17. Her children are added to the case effective June 1.

Example 25: On May 25, Marcus applies for TANF for himself and his daughter, Bethany, who is receiving TANF on a non-needy caretaker relative grant with her grandmother. This report is considered questionable as Marcus had previously reported having his daughter in his care when he did not. The worker pends for verification that his child lives with him. This is received May 31. The grandmother’s worker sends a 10-day notice removing Bethany from the TANF case, effective July 1. Marcus receives TANF for himself only May 31 through June 30. Bethany is added July 1.

Example 26: Tracy applies for TANF for her son Brody on May 16. It is not questionable as it is confirmed by Tracy’s child welfare worker. Brody is currently receiving TANF on his aunt’s case. Brody also receives $150 per month in SSB benefits. A 10-day notice is sent removing Brody from his dad’s case effective June 1. The SSB counts against Tracy’s TANF grant.

Example 27: On August 2, Jonas applies for TANF for himself and his two

children. It is not questionable that the children are in Jonas’ care as he has primary custody during the school year. His two children are currently receiving TANF on their mother’s case in California. The worker in California is closing TANF for the children August 30. Jonas may receive TANF through the end of August on his own. His children will be added to his case effective September 1.

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June 1, 2014 TANF C - Eligibility Determination Groups C - 1

C. Eligibility Determination Groups

In the TANF eligibility determination process, DHS must examine:

Who is living in the household with those who are applying for TANF;

Who must apply together;

Whose income and resources will be used to determine eligibility;

Whose needs are considered; and

Who will receive benefits?

In order to make this happen, there are five “eligibility groups”; i.e., groups that define

who in the household is considered in the eligibility determination process.

1. Household group

People are considered in the same household when they share their dwelling. This means

that they live together in the same house or share sleeping, bathroom and kitchen

facilities that are not in a commercial establishment providing room and board or both for

fair market value compensation.

For individuals that are homeless, the household group consists of the individuals who

consider themselves to be living together.

Individuals living in multiple household groups in one month

Individuals who live in more than one household group during a calendar month are

members of the household group in which they spend more than half of their time, except

as follows:

Parents who sleep 30 percent or more of their time during the calendar month in

the household of the dependent child(ren);

A dependent child is included in the household group with the caretaker relative

who usually has the major responsibility for care, control and supervision of the

dependent child, if the dependent child lives with two household groups in the

same calendar month for at least one of the following reasons:

- Education;

- The usual caretaker relative is gone from the household for part of the

month because of illness; or

- A family emergency.

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C - 2 TANF C - Eligibility Determination Groups June 1, 2014

Note: An award by a court of joint (50/50) legal custody does not, by itself, mean a

child does not meet the definition of household group member.

Example 1: Mom and child applying for TANF. Dad does not live in the home

but sleeps there three nights a week. Since dad is sleeping in the

child’s home more than 30 percent of the time, he is considered

part of the household group.

Individuals gone for 30 days or more

Individuals are in the same household even if they are gone for 30 days or more and one

of the following is true:

They are absent because of employment. Employment includes looking for work

outside the area of their residence, or their employment takes them out of their

residence. Employment such as long-haul truck driving, fishing, or active duty in

the U.S. Armed Forces normally takes an individual out of their household for a

period of time;

Caretaker relatives gone for up to 90 days in a residential alcohol or drug treatment

facility;

Caretaker relatives enter a general hospital (unless they enter some other living

arrangement);

Child in foster care but expected to return to the household within the next

30 days;

Children gone for:

- Illness, such as general hospital or drug and alcohol treatment (unless they

go into a long-term care title XIX facility);

- Social service; or

- Educational reasons such as Job Corps, boarding school, etc.

Example 2: Mom and child are applying for TANF. Mom and dad are together

but dad is currently working in Alaska on a fishing boat. Since dad

is only out of the home due to employment, he is considered part of

the household group.

Example 3: Dad is applying for TANF. His son is in foster care but

documentation from his child welfare worker shows that the son

will be returned in two weeks. Since the child is expected to be

returned within two weeks, he is part of the household group.

Example 4: A mother is applying for TANF for herself and her child. She is

recently divorced. The divorce settlement states the child has

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50 percent visitation with both parents. A divorce settlement, child

custody order or other parenting agreement cannot solely be used

to determine where a child is residing. A conversation with the

mother must be had about the actual visitation of the child. After

the conversation, it is determined that the child lives 50 percent of

the time in the home of each parent; the child is not considered

part of the TANF household group.

Household Group: 461-110-0210

No adult cases - adjusted household group

When there is no adult in the need group (e.g., no “AD” on the grant), benefits are based

on the adjusted number in the household group compared to the number in the need

group.

In no-adult TANF cases, the adjusted number in the household is determined by taking

the total number of individuals in the household, minus the following individuals (unless

they are included in the need group):

Unborn child;

Foster children;

Children receiving Adoption Assistance;

Landlords and tenants;

Live-in attendants who live with the filing group solely to provide necessary

medical or housekeeping services, and are paid to provide those services;

Clients receiving long-term care or waivered home and community-based care.

Example 5: Grandma is applying for a non-needy caretaker relative grant for

her grandson. Grandma also lives with her husband and a foster

child. The foster child is not included in the household group.

Prorated Standards; Adjusted Number in Household: 461-155-0020

Correctional facilities

The following people are considered living in correctional facilities. They are not

household members and are not eligible for benefits:

People who are legally confined to a correctional facility such as jail, prison,

penitentiary or juvenile detention center;

People temporarily released from a correctional facility to perform court-imposed

community service work;



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People on short-term leave (less than 30 days) from a correctional facility;

People released from a correctional facility for the sole purpose of obtaining

medical care.

Note: People on parole or long-term leave (30 days or more) from a correctional

facility and people under house arrest are not considered living in a correctional

facility. If they are living in the same household as the applicants, they are

considered a household member and may be eligible for benefits if they meet all

eligibility requirements.

Note: If a household group member becomes incarcerated, only remove the person if

they are anticipated to be gone for more than 30 days.

Eligibility for Inmates and Residents of State Hospitals: 461-135-0950

2. Filing group

The filing group is the individuals from the household group whose circumstances are

considered in the eligibility determination process. The filing group consists of

individuals from the household group who choose to apply for benefits and who meet

nonfinancial eligibility requirements; AND people who must apply for benefits because

of their relationship to those people.

If the filing group does not include at least one applicant who meets all nonfinancial

eligibility requirements, the group is ineligible.

Applicants must provide any information or verification needed to determine who must

be in the filing group.

When a household member is in more than one filing group for the same program, the

filing groups must be combined, unless specified otherwise in administrative rule.

Filing Group; Overview: 461-110-0310

Who must apply together?

The following household group members must be in the filing group:

Dependent child or unborn;

Parents of a dependent child in the filing group. This includes step parents;

Parents of an unborn;

Siblings of a dependent child. The sibling must be:



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- Under age 18; or

- 18 and attending school full time.

Caretaker relatives of the dependent child, their spouse and children.

Who is not in the filing group?

The following individuals are excluded from the filing group:

A dependent child who has been or will be receiving:

- Foster care payments for more than 30 days; or

- Adoption assistance; or

- Title IV-E subsidized guardianship payments.

Parents of a minor parent if:

- The parents of the minor parent are in the household but not applying for

TANF for the minor parent or any siblings of the minor parent; or

- The minor parent does not live with his or her parents.

A caretaker relative who does not meet the definition of a parent of the dependent child

may apply for TANF as a needy or non-needy caretaker, if they are given the care,

control and supervision of the child. Needy caretaker relatives must meet all eligibility

requirements to qualify. Non-needy caretaker relatives must only meet income eligibility

requirements to qualify.

Example 6: A mother has three children. Two of the children are from a

previous marriage, but the third is by her current boyfriend who

does not live with her. She wants to apply for TANF for herself and

her oldest children but not for the youngest child because she does

not want to pursue the boyfriend for child support. All three

children must be included in the filing group with the mother

because they are blood-related siblings.

Example 7: A man and a woman apply for TANF. She has two children by a

previous relationship but they have a child in common. They must

all be in the filing group together for TANF because the blood-

related siblings cannot be separated from one another and the

parents cannot be separated from the children.

Note: The definitions of legally married, marriage, parent and spouse changed as of

January 1, 2014. These definitions are changed in order to recognize same-sex

marriages from states, districts, territories or countries where same-sex marriage

is legal.

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Would the marriage need to be verified? To be eligible for benefits, individuals

must provide verification when the department requests verification (see

OAR 461-115-0610). If the information provided is questionable, ask for

verification.

What districts, states or territories recognize same-sex marriage in the United

States? For a current list see the Guide to Legal Same Sex Marriage in Districts,

States, and Territories in the Self-Sufficiency Program’s staff tools website under

TANF.

Definitions for Chapter 461: 461-001-0000

Filing Group; TANF: 461-110-0330

Pregnant women

For pregnant women who have no other children to be eligible, the pregnancy must have

reached the month before the month in which the due date falls.

For filing groups in which the only eligible child is an unborn, the father of the unborn

must be in the filing group if he is in the household with the mother.

If there is another dependent child in the household, the father of the unborn is included

in the filing group, even when the mother‟s pregnancy has not reached the calendar

month before the month in which the due date falls.

Note: When the pregnant woman is at risk of or has a safety concern due to domestic

violence, the case manager may waive the requirement for her to have reached

the month before the month in which the due date falls.

Example 8: A pregnant mother is applying for TANF for herself and her two

children. The father of the unborn child resides in the home with

her. The mother, children and father of the unborn must be in the

filing group together.

Caretaker relatives and children on duplicate TANF cases

If a needy caretaker relative applies for Temporary Assistance for Needy Families

(TANF) and meets all eligibility requirements except that their dependent child is on

another case, the caretaker relative may receive TANF for themselves while the

dependent children are removed from the other case. The child(ren) may not receive

TANF on both cases.

Prior to issuing TANF for the caretaker relative, it must be determined that the child is in

the caretaker relative‟s household and must meet all other eligibility requirements.

Children are considered in the household, filing and financial groups on the new case.


http://www.dhs.state.or.us/caf/ss_stafftools.htm



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They are not in the need group as they do not meet all nonfinancial requirements due to

duplicate benefits. Since they are in the financial group, their income and resources count

towards eligibility and the benefit allotment.

Example 9: Sheila applies for TANF on May 15 for her two children. She

clears all other eligibility as of May 17. The children are currently

receiving TANF on their father John’s case. Sheila’s worker does

not find this questionable as John has already reported that the

children have left his household. John’s worker sends a 10-day

notice to close his TANF case May 31. Sheila may receive TANF

for herself starting May 17. Her children are added to the case

effective June 1.

Example 10: On May 25, Marcus applies for TANF for himself and his

daughter, Bethany, who is receiving TANF on a non-needy

caretaker relative grant with her grandmother. This report is

considered questionable as Marcus had previously reported

having his daughter in his care when he did not. The worker pends

for verification that his child lives with him. This is received

May 31. The grandmother’s worker sends a 10-day notice

removing Bethany from the TANF case, effective July 1. Marcus

receives TANF for himself only May 31 through June 30. Bethany

is added July 1.

Example 11: Tracy applies for TANF for her son Brody on May 16. It is not

questionable as it is confirmed by Tracy’s child welfare worker.

Brody is currently receiving TANF on his aunt’s case. Brody also

receives $150 per month in SSB benefits. A 10-day notice is sent

removing Brody from his dad’s case effective June 1. The SSB

counts against Tracy’s TANF grant.

Example 12: On August 2, Jonas applies for TANF for himself and his two

children. It is not questionable that the children are in Jonas’ care

as he has primary custody during the school year. His two children

are currently receiving TANF on their mother’s case in California.

The worker in California is closing TANF for the children

August 30. Jonas may receive TANF through the end of August on

his own. His children will be added to his case effective

September 1.

Filing Group; TANF: 461-110-0330

Specific Requirements; TANF: 461-135-0070

Concurrent and Duplicate Program Benefits: 461-165-0030




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3. Financial group

The financial group is individuals from the filing group whose income and resources

count in determining eligibility and benefits.

The TANF financial group consists of all the people in the filing group except:

A caretaker relative (other than a parent), their spouse and dependent children

who choose not to be included in the need group and who have income less than

the non-needy countable income limit standard for their filing group; and

An individual who is eligible for and receives an SSI cash payment.

Example 13: A mother of two children is receiving a Social Security check each

month. Part of the check is SSB but the other part is SSI. The

mother’s SSB would not count toward the children’s TANF grant

because, due to the SSI, she is not in the financial group and none

of her income is counted for TANF.

Example 14: A father receives TANF for himself and one of his children but has

another child who is on SSI. The children have different mothers.

The child who receives SSI also received child support from her

mother. The child support does not count toward the TANF grant

of the father and the other child.

Example 15: A mother receives TANF for herself and her two children. The

father of the youngest child stays with the family on Friday,

Saturday and Sunday of each week. The father is in the household

group. He is also required to be in the filing and financial groups.

His income is counted against the TANF grant for the entire

family.

Example 16: A grandmother is applying for TANF for her two grandchildren as

a non-needy caretaker relative. The grandmother’s spouse and

their two minor children also live in the household. The

grandmother, spouse, their two children and the two relative

children are all included in the financial group. The combined

countable income must be less than the countable income limit

standard for six in the filing group. If not, the entire caretaker

relative filing group is ineligible. If the income is less than the

standard, the dependent relative children must also have income

below the “no-adult countable income limit” for the need group to

be eligible.

Financial Group: 461-110-0530


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4. Need group

The TANF need group consists of individuals from the financial group whose basic and

special needs are used in determining eligibility and benefit level.

The TANF need group consists of the financial group members who meet all

nonfinancial eligibility requirements other than citizenship or noncitizen status except as

follows:

Parents who are in foster care and for whom foster care payments are being made.

This includes teen parents who are in foster care but whose children are not

covered by foster care and individuals receiving independent living subsidies,

including payments under the Chafee Housing Program;

Unborn children;

Individuals serving a disqualification penalty;

Individuals who have exceeded the 60-month time limit and do not meet any of the

exceptions listed in OAR 461-135-0075;

A fleeing felon under OAR 461-135-0560;

An individual violating a condition of state or federal parole, probation or post-

prison supervision under OAR 461-135-0560.

Example 17: A mother of two children is applying for TANF. She does not want

to get TANF for one child as she does not want to pursue child

support. The mother can choose not to apply for TANF for the

child. The child is required to be in the household, filing and

financial group and would not be in the need group.

Example 18: A mother is applying for TANF for her two children. The father of

the older child lives on the East Coast. The father of the younger

child does not live with the family but visits the child in the child’s

home every other day. There is no deprivation for the younger

child, therefore that child does not meet all nonfinancial eligibility

factors. So the younger child would not be eligible for TANF. The

mother and the older child do meet all nonfinancial eligibility

factors, therefore they may be eligible for TANF without the

younger child.

Example 19: A grandmother receives a non-needy caretaker relative TANF

grant for her grandchild. The child’s mother is not allowed to have

care, control or supervision of the child by order of Child Welfare.

As part of her rehabilitation, the child’s mother is ordered by the

court to live with her mother. The child’s mother would be in the

household group, filing group and financial group (her income

would count against the child’s grant). The child’s mother would




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not be in the need group because she does not meet all

nonfinancial eligibility factors (she is not a caretaker relative).

Therefore, the grandmother could potentially continue to receive

benefits for the grandchild.

Need Group: 461-110-0630

Citizenship and Alien Status Requirements: 461-120-0110

5. Benefit group

The benefit group is the people from the need group who receive benefits.

The TANF benefit group consists of individuals from the need group who:

Meet all nonfinancial eligibility requirements;

Have resources below the resource limit;

Have income below the Income Limits/Payment Standards.

Benefit Group: 461-110-0750

6. TANF eligibility group examples

The following TANF case scenarios are to assist in identifying who are in respective

TANF eligibility groups.

Unborn child examples

Example 20: A woman in her ninth month of pregnancy is living with the father

of the unborn child. Neither have any other dependent children.

Household - Mom, alleged father, unborn;

Filing - Mom, alleged father, unborn;

Financial - Mom, alleged father, unborn;

Need - Mom, alleged father;

Benefit - Mom, alleged father.

The mother and the alleged father of the unborn are living

together. Both claim the alleged father is, in fact, the father (no

other man has been identified as the father). Because both of these

individuals are a parent of the unborn child, both must be included




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in the filing group. Since the pregnancy has reached the calendar

month before the due date month, both parents are in the benefit

group and receive TANF.

Example 21: A woman in her third month of pregnancy is living with the father

of the unborn. She also has a child from a previous relationship.

Household - Mom, mom’s child, father of unborn, unborn:

Filing - Mom, mom’s child, father of unborn, unborn;

Financial - Mom, mom’s child, father of unborn, unborn;

Need - Mom, mom’s child, father of unborn;

Benefit - Mom, mom’s child, father of unborn;

In addition to the explanation in example 1, because of the

relationship of the individuals in the household (mom is a parent to

her child and a parent to the unborn, father is a parent to the

unborn), all are included in the filing group. Although mom’s

pregnancy has not reached the ninth month, because there is

another dependent child in the filing group, the father of the

unborn is included in the benefit group along with mom and mom’s

child, regardless of the month of pregnancy of the mom.

Example 22: A woman is in her ninth month of pregnancy. She does not live

with the father of the unborn, but they are a “couple” and see each

other every day. Once the baby is born, the father plans to be very

involved in the child’s life.

Household - Mom, unborn;

Filing - Mom, unborn;

Financial - Mom, unborn;

Need – Mom;

Benefit – Mom.

Because mom and the father of the unborn do not live together and

have no other eligible dependent children, the father is not

considered in the household (e.g. he does not live in the dwelling

and there are no other children to consider deprivation).

Note: Once the baby is born, the case worker would need to consider the involvement of

the father. If it is determined that the dependent child is not deprived by continued

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absence, the worker would need to re-determine eligibility based on a two-parent

household or end TANF benefits for the mom and child based on no deprivation.

Blended family examples

Example 23: Mom, mom’s child, boyfriend (PWE) and their common child. The

boyfriend voluntarily quit a full-time job without good cause 1

month ago. They are all applying for TANF together.

Household - Mom, boyfriend, mom’s child, common child;

Filing - Mom, boyfriend, mom’s child, common child;

Financial - Mom, boyfriend, mom’s child, common child;

Need – No eligible persons;

Benefit - No eligible persons.

Because of relationship of the individuals (mom is a parent to

mom’s child; mom’s child is a half-sibling to the common child;

boyfriend is a parent of the common child), all are included in the

filing group. Since boyfriend (who is in the need group) quit a full-

time job without good cause, this family is ineligible for TANF.

Example 24: Mom, dad (married), mom’s child, common child. The dad is

working full time. Mom is applying for TANF for herself and her

child.

Household - Mom, dad, mom’s child, common child;

Filing - Mom, dad, mom’s child, common child;

Financial - Mom, dad, mom’s child, common child;

Need – Mom, dad, mom’s child, common child;

Benefit - No eligible person.

Because of relationship of the individuals (mom is a parent to

mom’s child; mom’s child is a half-sibling to the common child;

dad is a parent of the common child. and step-parent to mom’s

child), all are included in the filing group. Because dad is working

full-time, this family is over the income limit to receive TANF.

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Child Welfare/child in foster care examples

Example 25: Mom, her child, two foster children in her care.

Household - Mom, her child, two foster children;

Filing - Mom, her child;

Financial - Mom, her child;

Need - Mom, her child;

Benefit - Mom, her child.

Since the two children are in foster care, they are not part of the

filing group. Mom and her child would be in the need and benefit

group as they meet all eligibility requirements.

Example 26: Mom, her only child who is in foster care but will return to the

household within the next 30 days.

Household - Mom, child;

Filing - Mom, child;

Financial - Mom, child;

Need – Mom;

Benefit – Mom.

Because the child in foster care will be returned to the home in the

next 30 days, the child is considered part of the household. The

child also remains in the filing and financial groups. The child is

not in the need group as he or she is foster care. Mom is eligible

for TANF as her only child is in foster care but expected to return

in the next 30 days.

Adopted children examples

Example 27: Mom, her biological child, and adopted child (not receiving

adoption assistance).

Household - Mom, biological child, adopted child;

Filing - Mom, biological child, adopted child;

Financial - Mom, biological child, adopted child.

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Need - Mom, biological child, adopted child;

Benefit - Mom, biological child, adopted child.

Because the adopted child is NOT receiving adoption assistance,

the adopted child remains in the filing group. Everyone meets all

eligibility requirements and are in the need and benefit groups.

Example 28: Mom, her two adopted children (both receiving adoption

assistance).

Household - Mom, her two adopted children;

Filing - No eligible person;

Financial - No eligible person;

Need - No eligible person;

Benefit - No eligible person.

Because the children are receiving adoption assistance, they are

not considered part of the filing group. In order for the mom to be

eligible for TANF, she must have an eligible dependent child or

unborn in her filing group. Since the children are not in the filing

group, the mom is ineligible for TANF.

Non-needy caretaker relative examples

Example 29: Aunt, uncle, their minor child, niece. Only requesting benefits for

niece.

Household - Aunt, uncle, their minor child, niece;

Filing - Aunt, uncle, their minor child, niece;

Financial – Niece;

Need – Niece;

Benefit – Niece.

Because aunt, uncle, and their minor child are not requesting

benefits and have income less than 185 percent of the nonneedy

countable income limit, they are not in the financial group. The

niece remains in the need and benefit group as she meets all

eligibility requirements.

FSML – 73A


Example 30: Grandma, grandson, granddaughter (cousin to other grandson).

She is only requesting TANF for grandson.

Household -Grandma, grandson, granddaughter;

Filing - Grandma, grandson;

Financial – Grandson;

Need – Grandson;

Benefit – Grandson.

Since grandma is not requesting benefits for the granddaughter

and the granddaughter is not a sibling to the grandson, the

granddaughter is not in the filing group. Also, because grandma is

not requesting benefits for herself and has income less than the

non-needy countable income limit, she is not in the financial

group. The grandson remains in the need and benefit group as she

meets all eligibility requirements.

SSI recipient examples

Example 31: Mom who receives SSI, child.



Financial – Child;

Need – Child;

Benefit – Child.

Because the mom receives SSI, she is not in the financial group.

The child remains in the in the need and benefit group because he

or she meets all eligibility requirements.

Example 32: Mom, dad and child who receives SSI.

Household - Mom, dad, child;

Filing - Mom, dad, child;

Financial - Mom, dad;

Need - Mom, dad;

Benefit - Mom, dad.

FSML – 73A


Because the child receives SSI, he or she is not in the financial

group. The mom and dad remain in the financial need and benefit

group as they meet all eligibility requirements.

Example 33: Mom who receives SSI and SSDI and child.



Financial – Child;

Need – Child;

Benefit – Child.

Because the mom receives SSI, she is not part of the financial

group. Since she is not part of the financial group, none of her

income, including her SSDI, counts. The child remains in the

financial, need and benefit groups as he or she meets all eligibility

requirements.

Noncitizen examples

Example 34: Mom who is an ineligible noncitizen, dad, child.

Household - Mom, dad, child;

Filing - Mom, dad, child;

Financial - Mom, dad, child;

Need - Mom, dad, child;

Benefit- Dad, child.

Because of their relationship, mom, dad and child care in the filing

and financial group. Since the only nonfinancial requirement that

mom does not meet is the citizenship and alien requirements, she is

in the need group. Mom falls out at the benefit group as she does

not meet all nonfinancial requirements.

Note: Since mom is in the need group, she is required to complete an employability

screening (DHS 7823A).

Example 35: Mom who is an ineligible noncitizen, at risk of harm due to

domestic violence and pregnant in the fourth month.

Household - Mom, unborn;


FSML – 73A


Filing - Mom, unborn;

Financial - Mom, unborn;

Need – Mom;

Benefit – Mom.

Since mom is at risk of harm due to domestic violence, the

requirement to meet citizenship requirements and to be in the

month prior to her due date can be waived. Since she meets all

other requirements, she would be TANF eligible.

SEE HERE FOR A CHEAT SHEET ON HOW TO CODE TANF CASES WHERE

CITIZENSHIP IS WAIVED DUE TO DOMESTIC VIOLENCE.

Minor parent examples

In the following examples, the terms „major mom” and “major dad” refer to a minor

parent’s mother or father.

Example 36: Major mom, minor parent, minor parent’s child, sibling of minor

parent. Major mom is requesting TANF for everyone.

Household - Major mom, minor parent, minor parent’s child,

sibling of minor parent;

Filing - Major mom, minor parent, minor parent’s child, sibling of

minor parent;

Financial - Major mom, minor parent, minor parent’s child, sibling

of minor parent;

Need - Major mom, minor parent, minor parent’s child, sibling of

minor parent;

Benefit - Major mom, minor parent, minor parent’s child, sibling of

minor parent.

Since major mom is requesting TANF for the minor parent, the

minor parent cannot be a separate filing group than major mom.

Example 37: Major mom, minor parent, minor parent’s child, sibling of minor

parent. Major mom does not want TANF.

Household - Major mom, minor parent, minor parent’s child,

sibling of minor parent;

Filing - Minor parent, minor parent’s child;

http://www.dhs.state.or.us/caf/dv/desktools/code-non-ctzn-cs.pdf

FSML – 73A


Financial - Minor parent, minor parent’s child;

Need - Minor parent, minor parent’s child;

Benefit - Minor parent, minor parent’s child.

Since Major mom is not requesting TANF for the minor parent, the

minor parent and their child can be in a separate filing group.

Example 38: Major dad, minor parent/pregnant in ninth month, sibling of minor

parent, father of minor parent’s unborn. Major dad is requesting

TANF for everyone.

Household - Major dad, minor parent, sibling of minor parent,

father of minor parents unborn, unborn;

Filing - Major dad, minor parent, sibling of minor parent, father of

minor parents unborn, unborn;

Financial - Major dad, minor parent, sibling of minor parent, father

of minor parents unborn, unborn;

Need - Major dad, minor parent, sibling of minor parent, father of

minor parents unborn;

Benefit - Major dad, minor parent, sibling of minor parent, father of

minor parents unborn.

Since major dad is applying for benefits, the minor parent cannot

be a separate filing group. Since the minor parent is pregnant, the

father of her unborn child must also be in the filing group. The

unborn is not in the need or benefit group.

FSML – 73A

June 1, 2014 TANF E - Time Limits for TANF E - 1

E. Time Limits for TANF

1. What is the Oregon time limit?

Under federal and state law, most families can receive TANF cash assistance for a total

of 60 months (five years). TANF cash assistance is intended to be a temporary means of

support while families work towards self-sufficiency.

In Oregon, the 60-month time limit began on July 1, 2003, and is applied based on state

law.

Note: Eligibility decisions for TANF in Oregon are only based on time that counts

against the Oregon Time Limit.

Example 1: Al applies for TANF. His time limits records show that he has

reached 60 months towards the federal time limit but only

24 months towards the Oregon Time Limit. Since eligibility is

based on the Oregon Time Limit, Al may receive TANF if he meets

all other eligibility requirements.

Limitation on Eligibility Period; TANF: 461-135-0075

2. To whom do time limits apply?

The following people are subject to TANF time limits:

A minor parent head of household;

Adult single parents;

Both adults in a two-parent family;

Needy caretaker relatives;

Individuals who reached the 60 month TANF Time Limit in another state and do

not currently qualify for an Oregon hardship exemption.

Note: Some states count months when there is a child-only case. Oregon does

not, and information about child-only cases should not be shared with

another state or added to our system.

Time limits do not apply to:

Children;

Non-needy caretaker relatives;


FSML – 73A

E - 2 TANF E - Time Limits for TANF June 1, 2014

SSI parents;

Ineligible noncitizens.

Limitation on Eligibility Period; TANF- 461-135-0075

3. What months do not count against the Oregon Time Limit?

What Months count towards the Oregon Time Limit?

Dates Did time

count for

those

receiving

Oregon

TANF?

If yes, who receiving Oregon

TANF did it count for?

Does out-of-

state or tribal

TANF count

from that time

towards the

Oregon Time

Limit?

08/01/96-06/30/03 No No

07/01/03-09/30/07

(Max of 51 Months

Possible)

Yes Only clients serving a JOBS

disqualification

Yes, unless they

lived in Indian

Country.

10/01/07-06/30/08

(Max of 9 Months

Possible)

Yes All adults and minor parent head-

of-households receiving TANF

except those who:

Qualified for an

exemption;

Lived in Indian Country;

Were part of a two parent

family where deprivation

is based off

un/underemployment; or

Participated in JOBS plus,

PRE-TANF, Post-TANF,

SFPSS, Degree

Completion Initiative.

Yes, unless they

lived in Indian

Country.

07/01/08-04/30/12 No Yes, unless they

lived in Indian

Country.

05/01/12- Present Yes All adults and minor parent head-

of-households except those who:

Qualify for an exemption;

Live in Indian Country; or

Participate in JOBS plus,

PRE-TANF, Post- TANF,

SFPSS, Parents as

Scholars (PAS).

Yes, unless they

lived in Indian

Country.


FSML – 73A


From July 1, 2008, to April 30, 2012, months did not count towards the Oregon time limit

for any adult or minor parent head-of-household living in Oregon. This was due to an

economic hardship in place due to high unemployment rates across the state.

Example 2: Erica and her children move to Oregon from Colorado. In

Colorado, Erica received TANF from 09/1997-08/2002 and then

her TANF closed as she reached 60 months. Since Oregon does not

count time prior to 07/2003, this time does not count towards the

Oregon Time Limit and Erica may receive TANF in Oregon as

long as she meets all other requirements.


Definitions of Terms, Components, and Activities; JOBS, Pre-TANF, Post-TANF, TANF: 461-001-0025


Good Cause; Employment Programs: 461-130-0327


4. What is Indian Country?

Indian Country is certain American Indian tribal reservations and communities that are

defined by 18 USC 1151.

In order to be exempt from time limits due to Indian Country, an individual must:

Live in a region designated “Indian Country”; and

Fifty percent or more of that region‟s adult residents must be unemployed.

DHS determines which areas are considered Indian Country retroactively. For example,

in 2014, Indian Country for 2013 will be determined.

Note: When a client lives in a county deemed Indian Country, no months will count,

even if the individual’s case was coded with a TLY.

5. What counties are designated as Indian Country?

What counties are considered Indian Country?

Year County

2012 Coos, Crook, Curry, Douglas, Josephine

2011 Coos, Crook, Curry, Douglas, Jefferson, Josephine

2010 Coos, Crook, Curry, Douglas, Harney, Jefferson, Josephine

2009 Coos, Crook, Curry, Douglas, Harney, Jefferson, Josephine

2008 Crook, Curry, Josephine

2007 Crook, Josephine

2006 Crook, Josephine

2005 Crook, Curry, Josephine






FSML – 73A


2004 Curry, Josephine

2003 Coos, Curry, Josephine

For 2013, counties that meet the definition of Indian Country in 2012 will remain coded

as Indian Country. If it is later determined that those counties are not Indian Country, the

Indian Country coding will be removed and time will count based off the exemption

coding.

Example 3: Trevor is on TANF and lived in Jefferson County in 2012. At the

time, Jefferson County was coded as Indian Country as it met the

criteria in 2011. At redetermination in January 2012, it is

determined that Trevor does not meet any exemptions to time limits

and is coded with a TLY N/R. In 2013, coding for Indian Country

is updated for the year of 2012. Jefferson County did not meet the

requirements for 2012 and the Indian Country coding is removed.

Since Trevor was coded TLY, his record will now show that his

time counted for 2012.

6. What is an exemption?

Exemptions are reasons that allow a month of TANF to be excluded from the Time Limit

clock.

In order for an individual to be granted an exemption, they must be unable to obtain or

maintain employment for one of the following reasons:

(TLA) Has a verified alcohol and drug treatment plan; **

(TLB) Is subjected to battery or extreme cruelty;

(TLC) Has a child with a disability, which prevents the parent from obtaining or

keeping employment;**

(TLD) Is a victim of domestic violence (see OAR 461-001-0000);

(TLE) Participating in the Parents as Scholars (PAS) Activity (see

OAR 461-001-0025);

(TLL) Has a certified learning disability;**

(TLM) mental health condition;**

(TLN) Is caring for a family member who has a disability, is in the home and is

not attending school full-time;**

(TLS) Has a disability (see OAR 461-001-0000);** or

(TLX) Is deprived of needed medical care.




FSML – 73A


Exemptions coded with ** must be verified by a licensed or certified professional that is

qualified to determine the condition or circumstances. An exemption cannot be coded

until verification is received.

Example 4: Lisa is on TANF. She is a victim of domestic violence and she

cannot obtain work right now due to safety issues. Since she is

unable to obtain work, she is coded with a TLD N/R and her time

is not counted towards the time limit.

Example 5: Michelle is on TANF. She has a mental health condition. This

condition is currently managed with medication and does not

prevent her from looking for or accepting work. Since it does not

limit her ability to work, she would not be eligible for an

exemption.

Example 6: Lydia is on TANF. She tells her worker during a JOBS

appointment in January that she is unable to work since she is

caring for her disabled mother who lives with her. The worker

explains to Lydia that she must provide documentation that she is

needed in the home to care for her mother to exempt her from time

limits. Lydia provides the documentation in March. Since the

documentation was provided in March, the exemption will begin in

March. The worker also reviewed for a JOBS exemption.

7. Coding a time limit exemption

Exemptions are coded on UCMS using a need resource code. If an adult or minor parent

head-of-household does not qualify for an exemption, use a TLY code.

The need resource codes are:

TLA – A&D*;

TLB – battered and subjected to extreme cruelty;

TLC – adult caring for a child with a disability*;

TLD – domestic violence;

TLE – person in PAS;

TLL – learning disability*;

TLM – Mental health*;

TLN – caring for a disabled family member in the HH*;

TLS – adult with a disability*;

FSML – 73A


TLX – person deprived of medical care.

*Documentation required.

Note: Though JOBS participation exemptions are different than time-limit exemptions,

many clients who are exempt from JOBS participation may also qualify for a time

limit exemption. Review cases that are JOBS exempt for possible time limit

exemptions.

Exemptions that need to be changed

Occasionally, there are times when an exemption has been coded in error. When this

occurs:

1. Email the TANF Policy box with the recipient‟s name, Social Security number and

reason the exemption coding should be changed;

2. Narrate the correct time limit exemption coding including when the time limit was

in place and, if required, how the exemption was verified; and

3. Determine eligibility decisions off the correct time limit.

8. Forty-eight-month notice and assessment

TANF recipients will receive an auto-generated notice “Time Limit Update – 12 months

remaining” when an adult or minor parent head of household on a TANF case reaches

48 months on the State Time Limit. It will not be sent to individuals at 48 months who

are currently coded with an exemption or live in Indian Country, as they are not currently

accruing additional months.

This notice, the CM 07G, will be a mid-month notice that informs the recipient that:

If they reach 60 months and are not eligible for an exemption, their TANF grant

will be lowered;

Children of adults who reach 60 months on TANF may still be eligible for TANF;

There are exemptions for time limits, and what they are;

They should expect contact from their case manager.

Forty-eight-Month Time Limit Assessment

Individuals who receive the CM 07G should be scheduled for a 48-month Time Limit

Assessment that will specifically address their time on TANF.

mailto:[email protected]

FSML – 73A


A specific appointment notice, “12 Months Remaining on Temporary Assistance for

Needy Families (TANF) Appointment” (DHS 7827), has been created for these

appointments. It is available on the forms server.

When an individual comes in for their assessment, the case manager should address and

narrate:

Strengths and barriers preventing the family from moving off TANF;

Eligibility for an exemption (see TANF-E.6 for more on exemptions);

Available supports from family, friends and the community;

Any necessary screenings;

Potential referrals to both internal and external programs including the State

Funded Pre-SSI/SSDI Program and Family Support and Connections.

When creating a JOBS plan, please consider prioritizing these individuals for available

JOBS program activities.

Note: Prior to the assessment, it is important to verify that past Time Limit exemptions

were coded appropriately.

A check list of what should be covered at the appointment can be found by clicking here.

If an individual does not attend their 48-Month Assessment, the case manager should

proceed with the re-engagement process, if appropriate.

9. Extending TANF beyond 60 months

An adult or minor parent head-of-household must meet one of the two extensions to be

eligible for TANF after they reach 60 months:

Qualify for an exemption; or

Live in Indian Country.

SEE TF-E.6 FOR EXEMPTION REASONS.

If a client lives in areas that met Indian Country requirements in the previous year when

they reach 60 months, the client should be informed that if it is determined that the

county is NOT Indian Country, the adults portion will be reviewed for an overpayment.

Example 7: Mary is applying for TANF and previously received 60 months of

TANF. At intake, it is determined that Mary is a victim of domestic

violence and this prevents her from looking for or obtaining work.

Since she meets an exemption, she may continue receiving TANF.


http://dhsmanuals.hr.state.or.us/EligManual/05tf-e.htm#exemption

http://www.dhs.state.or.us/caf/ss/tanf/tanf-time-limits.html

http://dhsmanuals.hr.state.or.us/EligManual/05tf-e.htm#exemption

FSML – 73A


Example 8: Coleen has received 60 months of TANF in Hawaii. She moved to

Josephine County in 2014 and applied for TANF. Since Coleen is

now living in Indian County, she can receive TANF even though

she has reached 60 months. Her case manager has a conversation

with her about Indian Country. She explains that Indian Country is

determined retroactively. This means that in 2013, Josephine

County was determined Indian Country. Many times counties

remain Indian Country for several years so the coding remains. In

2015, DHS will determine if Josephine County meets the

requirements to be Indian Country. If it is not, Coleen could have

to repay her portion of the TANF. Coleen may choose to get TANF

and risk an overpayment or only get TANF for her children.

10. JOBS participation after reaching 60 months

When a client reaches 60 months on TANF, the minor parent head of household or adults

must cooperate with their case plan (if not otherwise exempt from JOBS), unless good

cause exists regardless of whether they are included on the TANF grant.

A client who meets the JOBS exemption criteria is not mandatory to participate in case

plan activities.

Individuals who are not cooperating with the requirements of their case plan are subject

to disqualification only after the individual has had an opportunity to participate in the re-

engagement process which includes a determination by the department of whether good

cause exists.

REFER TO TANF M (TF-M) – PARTICIPATION, COOPERATION, RE-ENGAGEMENT

AND DISQUALIFICATION.

Any disqualifications that have been accrued for the benefit group members prior to the

60 month limit remain in place.

Example 9: Lisa and her child have received TANF for five years. DHS has

documentation of Lisa’s learning disability, which has impacted

her ability to obtain and maintain employment. Lisa and her child

would be eligible to receive TANF beyond 60 months, as long as

Lisa continued to cooperate with her case plan, and they continued

to meet all other eligibility factors.

Example 10: Karen and her two children have received TANF for five years.

Karen has provided documentation from her child’s pediatrician

that she is needed in the home to care for her child due to his

disabilities. Karen and her children would be eligible to receive

TANF beyond 60 months, as long as they continued to meet all

other eligibility factors. Karen is not required to participate in

http://apps.state.or.us/caf/fsm/05tf-f.htm

http://dhsmanuals.hr.state.or.us/EligManual/05tf-m.htm

FSML – 73A


case plan activities, because she is exempt from JOBS as she is

caring for a disabled child.

Example 11: Juan and Maria just moved to Oregon with their children. They

had both received TANF in WA for 60 months. The family meets all

financial and nonfinancial eligibility requirements except for time

limits. Juan has been looking for work, but Maria has been staying

at home with their child who has chronic asthma and needs round

the clock care. Maria has provided documentation from the child’s

doctor that she is needed in the home. Juan meets no time limit

exemption criteria, so he will not be able to receive cash, but

Maria and the children will continue to be eligible. Juan is

mandatory for JOBS and must cooperate with his case plan for the

family to continue to receive cash.

Example 12: Lisa received TANF in a state where the time limit was 48 months.

She moved to Oregon after having timed out in the state she came

from. She fits all TANF eligibility requirements. Because Oregon

has a 60-month time limit, Lisa is eligible for an additional

12 months of assistance.

Example 13: Mary is a single parent with one child applying for TANF. She has

received TANF out of state for five years. She has no identified

barriers, all screenings have been offered, and she is cooperating

with a case plan. Mary’s needs will be removed from the grant

because she has exceeded the 60-month limit. Her children may

receive TANF as long as Mary cooperates with her case plan.

Example 14: John is a single parent with two children who has received TANF

in excess of five years. John does not meet any of the time limit

exemption criteria, but has been receiving TANF for his children.

John has stopped participating in activities listed in case plan.

Even though John’s needs have already been removed from the

grant, John is entitled to have the opportunity to participate in the

re-engagement process and look at good cause.

Example 15: Fred and his wife Mary came to Oregon after having received

60 months of TANF in Washington. The family meets all financial

and nonfinancial eligibility criteria, except for time limits. Neither

Fred nor Mary fit any Oregon exemption criteria. The TANF case

would open just for the children. Both Fred and Mary would need

to cooperate with their case plan for the family to remain eligible

for TANF.


Definitions of Terms, Components, and Activities; JOBS, Pre-TANF, Post-TANF, TANF: 461-001-0025


Good Cause; Employment Programs: 461-130-0327







FSML – 73A


11. Coding requirements for clients who have reached 60 months

If any adult or minor parent head-of-household is no longer eligible to receive TANF due

to having reached 60 months of time and meets no exemption criteria, make the

following coding changes:

1. Add a TRJ Needs/Resource code with the first month of ineligibility for that

specific person;

2. Add a TLY Needs/Resource code; and

3. Change the in-grant code to „NO.‟

If any adult or minor parent head-of-household has reached 60-months but continues to

be eligible because they meet an exemption, make the following coding changes:

1. Add a TRH Needs/Resource Code with a date that matches the review date;

2. Add a TRH case descriptor;

3. A TL exemption code is required; and

4. Keep the in-grant code as an “AD.”

SEE HERE FOR A TANF TIME LIMITS CODING GUIDE THAT INCLUDES CODING

FOR WHEN A CLIENT REACHES 60 MONTHS.

12. Verifying months of TANF receipt

When a client indicates on the application that they received TANF benefits in another

state(s), the agency must verify how many months the client received TANF in the other

state(s).

If verification is needed, do the following things:

Pend the adult‟s benefits for 45 days and open a case for the children if all other

TANF eligibility requirements are met; and

Attempt to verify the out of state time by contacting the other state.

CONTACT INFORMATION FOR VERIFICATION OF TIME IN ANOTHER STATE IS

AVAILABLE IN MULTIPLE PROGRAM WORKER GUIDE #4 (MPWG#4) –

CONTACTS FOR STATEWIDE VERIFICATION OF ASSISTANCE.

If verification of time on TANF from another state is not received within the 45 day-

application period, deny the application for failure to complete the application process.

When verification is received within the 45-day application time frame:

http://www.dhs.state.or.us/caf/ss/tanf/docs/time_limit_coding_guide.pdf


FSML – 73A


If the adult has less than 60 months on TANF: Supplement TANF back to the date

the case was opened for the children. Once verification is received the adult is

considered to have met eligibility the date all other eligibility factors for TANF

were cleared;

If over 60 months, the adult‟s needs would not be added to the grant unless the

client meets an exemption. The children would continue to receive benefits as long

as all other TANF eligibility requirements were met.

CLICK HERE FOR MORE ON EXEMPTION TO THE TANF TIME LIMIT

REQUIREMENT.

Out-of-state months, once verified, must be added to the Out-of-State Time Limits

screen.

CLICK HERE ON HOW TO UPDATE THE OUT-OF-STATE TIME LIMITS SCREEN.

Note: If verification from the other state identifies months in Indian Country or months

a program was not federally funded, those months do not count towards the

federal or Oregon state time limit.

Example 16: Mary Ann moved to Oregon from Washington. At intake she said

she had about four years on assistance in Washington. The worker

called Washington but was unable to make a connection with

anyone. Since all other eligibility factors were met, the worker

opened TANF for the children but pended Mary Ann for proof of

time on assistance in Washington. The worker emailed

Washington. Two weeks later, she received an email from

Washington verifying the client had received TANF for 48 months,

none of which were in Indian Country. The worker was able to

supplement TANF back to the date the grant opened for the

children.

Example 17: Josh and his children moved to Oregon from Washington, D.C.

Josh said he had received 60 months of TANF in DC and so the

family had timed out. Josh did not meet a current hardship

exemption. The worker tried to call D.C., but the office was

already closed because of the difference in time zones. Since the

family met all other eligibility requirements, the worker opened

benefits for the children and pended Josh for proof of time on

assistance. The worker then faxed a request to D.C. to verify time

on assistance for Josh. The verification was received two days

later. Because Josh had received TANF for 60 months, all months

being after July 2003 and no months being while Josh lived in

Indian Country, nor was time funded with state dollars, the worker



FSML – 73A


sent a notice to Josh denying him TANF and updated the Out-of-

State Time Limit screens. TANF remained open for the children.

Application Process; General: 461-115-0010



Effective Dates; Initial Month Benefits: 461-180-0070





FSML – 73A June 1, 2014 TANF K – Reporting and Acting on Changes K - 1

K. Reporting and Acting on Changes

Case Management Opportunity: When discussing the change, ask open-ended questions about how the change affects self-sufficiency for the client and children. For example: Why did X leave/move into the household? How does his/her presence/absence

affect you and the children? How will this move help you and the children? Why did you need to leave your last

address? Now that you are employed, how do you think this will affect the other family

members? What additional support would you need to keep your job and your family’s needs?

1. Reporting requirements

Clients must report changes within 10 days of their occurrence. They may report the changes by phone, office visit, report form or other written notice. These changes include the following:

Changes in members of the filing group and any resulting changes in income;

Change in marital status;

Changes in employment, including getting a job, quitting or losing a job;

When a member of the filing group becomes pregnant. The report must be received by the branch not later than the 10th day after the client becomes aware of the pregnancy;

Changes in the source of income;

Changes in earned income of more than $100 per month;

A change in unearned income of more than $50;

The acquisition or change in ownership of nonexcluded vehicles;

The sale or receipt of resources that cause total resources to exceed program resource limits;

FSML – 73A K - 2 TANF K – Reporting and Acting on Changes June 1, 2014

Change in residence, including changes in shelter costs resulting from the move.

Example 1: Tanya and her children are receiving TANF. Tanya gets married to Joe. Joe is now in the filing group. Tanya must report this change within 10 days.

Example 2: Mary is receiving TANF with her two children, Melissa and Jim.

Jim is 18 years old. He graduates from high school in June. This must be reported as Jim is no longer in the filing group.

Reporting Changes – Overview: 461-170-0010

Changes That Must be Reported: 461-170-0011

SEE TANF SECTION L (TF-L) FOR DECISION NOTICE INFORMATION WHEN ACTING ON CHANGES REPORTED.

2. What to do when a client reports a change

Determine if the change impacts the client’s eligibility for benefits. If the change does not impact eligibility, document the change in the case file. If it does impact eligibility, determine how the change would impact the case. Document the change and the action that needs to be taken because of the change. For any action that adversely affects the client, a decision notice must be sent before the date of action.

SEE THE GENERIC PROGRAM INFORMATION CHAPTER (SECTION A) (GP-A) FOR DEFINITIONS OF DECISION NOTICES.

3. Effective date for all changes except adding a new person to an open case

For changes that occurred and were reported in the same month but do not continue, regardless of whether the change would cause an increase or decrease in benefit, document the change in the client’s case record; no CMS action is needed. Example 3: Maddie reports on 6/14 that she has a temp job for one week

working at the fair. She will get her only check in June. Since it was reported and occurred in the same month but will not continue, there is no need to change the case or supplement TANF.

Example 4: Noah reports on 7/16 that he missed a week of work in July due to

illness. He has already returned to work at his regular hours but his 7/15 check was $100 less than normal. Since the changed occurred and was reported in the same month but is not expected to continue, no supplement is made and income remains the same.



http://dhsmanuals.hr.state.or.us/EligManual/05tf-l.htm

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When an anticipated change is reported before the payment month and the change will continue and cause an increase in benefits, the effective date is the first of the payment month in which the change will occur. Example 5: Peyton reports on 3/21 that she is no longer working. She stopped

working and will receive her final check in March. The effective date for the change is 04/01.

If the change is not reported until the month it occurs or later, the effective date is the first of the month following the month in which the change was reported. Example 6: Lily reports on 11/06 that she stopped working in October. The

change was reported later than the month it occurred. The effective date for removing the income is 12/1. No supplement is made.

Note: When adjusting a case for the following month, use a COMPUTE incoming code. For an anticipated change reported in a timely manner that will continue and cause a decrease in benefits, the effective date is the first of the month following the month in which a timely continuing benefit decision notice period ends. Example 7: Logan reports timely on 8/24 that he is now getting SSB benefits

for his child. Since there is not time to give timely notice, the effective date is 10/01.

Example 8: Chad and Melissa report timely on 4/05 that they are now getting

child support for Melissa’s son. Child support screens show the first payment was issued 4/2. The case manager sends timely notice to reduce benefits for 5/1.

Note: If a reported change makes a benefit group ineligible for TANF, use a CLOSE

incoming code. For an anticipated change reported before the payment month and the change will continue and cause an increase in benefits, the effective date is the first of the payment month in which the change will occur. Example 9: Sierra reports that on 01/18 that her unemployment benefits have

ended on 01/14. Since this change will continue and cause an increase in benefits, the effective date is 02/01.

Note: Adjust CMS using a COMPUTE incoming code to reflect the change in income

before the End of Month (EOM) deadline; use an SUPL action, if after.

Effective Dates; Changes in Income or Income Deductions That Cause Increases: 461-180-0020 Effective Dates; Changes in Income or Income Deductions That Cause Reductions: 461-180-0030

Effective Dates; Suspending or Closing Benefits and JOBS Support Service Payments: 461-180-0050





SEE TANF SECTION L (TF-L) FOR INFORMATION ON DECISION NOTICES WHEN TAKING ACTION ON CASES.

4. Effective date for adding a new person to an open case

The effective date for adding an individual (other than an eligible newborn) to the benefit group is the date on which all eligibility requirements are met and verified. If benefits have been issued for the month and adding the new person would reduce benefits, the person is added the first of the month following the month in which the notice period ends (see OAR 461-175-0050). Example 10: Cameron reports 10/4 that his wife, Maria, has moved back into

the home. Maria clears all eligibility on 10/7. Maria is added to the case as of 10/7.

Example 11: Jasmine reports on 10/8 that she has finally gotten a SSN for her

son Marcus, who is currently coded on the case as a NO. Marcus clears all eligibility on 10/8. The effective date for adding Marcus is 10/8.

Example 12: Ann reports on 9/5 that Craig, the father of her child, has moved

in. He receives $400 in SSB. This income will reduce but not close the TANF case. Timely notice is sent and Craig is added to the case on 10/01.

Effective Dates; Adding a New Person to an Open Case: 461-180-0010

Adding an eligible newborn The effective date for adding an eligible newborn to an open case is:

The date of birth, if all eligibility requirements are met and verified within 45 days after the birth; or

The date all eligibility factors are met and verified, if the verification is completed more than 45 days after the date of birth.

Example 13: Dawn reports on 12/2 that her daughter was born 11/26. All eligibility is cleared 12/2. The child is added to the case effective 11/26.

Example 14: Elizabeth reports on 10/10 that her son was born 8/20. Eligibility

is cleared 10/10. Eligibility was not cleared within 45 days of birth. The baby is added to the case effective 10/10.


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5. Late, incomplete or nonreporting

If it is discovered that clients failed to report changes they are required to report and, as a result, the benefit group received benefits to which they were not entitled, the Department of Human Services (DHS) must file an overpayment against the filing group. If a reported change results in insufficient information to determine how the change will affect the benefit group’s eligibility and benefit level, DHS may shorten the redetermination period and require a new application. If the client fails to report a one-time unanticipated change, no overpayment exists. This is because the grant amount is calculated based on the best information available to the client and to CAF SSP at the time the determination is made. If the client fails to report the change that has occurred and continues, there is no overpayment for the month in which the change first occurred. This is because benefits could not have been adjusted in time to prevent the overpayment. However, overpayments exist in the following months in which the change in income has not been correctly adjusted and reflected in the monthly grant amount. Note: Send a timely continuing benefit decision notice to the client before reducing or

terminating benefits.

Definitions and Categories of Overpayments: 461-195-0501 Calculation of Overpayments: 461-195-0521

6. Change in basis of deprivation

See Section F (TF-F) for necessary action when an absent parent moves into an ongoing TANF household, or another change occurs that could affect the deprivation status of the dependent children in the filing group.

7. Change in household composition

Adding a new person other than a newborn When adding a new person, other than an eligible newborn, to an open case, a new application or an addendum must be received.

SEE TANF-B.4 (TF-B.4) FOR MORE ON WHEN AN APPLICATION IS REQUIRED. 1. Determine if this person must be added to the filing group, and change the number

in the household on CMS to reflect the correct figure.

a. If the person is in the filing group, determine the eligibility factors that the new person must meet.

http://apps.state.or.us/caf/arm/C/461-195-0501.htm

http://apps.state.or.us/caf/arm/C/461-195-0521.htm

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If the new person is an absent parent returning home, see information on “Change in basis of deprivation.” If the person is not a parent, add this person effective the date when all eligibility requirements are met and verified.

2. Use prospective budgeting to include the new person’s income. 3. If benefits have been issued for the month and adding the new person would reduce

benefits, add the person the first of the month following the month in which the notice period ends. (This means sending the filing group a timely continuing benefit decision notice if the new member’s income and resources exceed the allowable limit.)

Example 15: Karen reports on 10/4 that her son Jeff has entered the household.

Jeff clears all eligibility, including deprivation on 10/7. He is added to the case effective 10/7.

Example 16: Veronica reports on 2/4 that her son Trevor has entered the home.

Trevor receives $1000 per month in child support. This makes Veronica over income for TANF. Timely notice is sent and TANF is closed 2/28.

Example 17: Sam reports on 4/25 that her daughter is now living with her. Her

daughter receives $850 in SSB per month. This makes Sam and her other children over income for TANF. Since timely notice is needed, the case is closed 5/31. The daughter is not added to the case for May benefits.

Prospective or Retrospective Eligibility and Budgeting; ERDC, REF, REFM,

SNAP, TANF: 461-150-0060 Effective Dates; Adding a New Person to an Open Case: 461-180-0010

Adding an assumed eligible newborn If eligibility requirements are met and verified within 45 days after the birth, the effective date to add the newborn is the date of birth, or the date that all eligibility factors are met and verified, if completed more than 45 days after the date of birth. When adding a newborn to a case, proof of birth or SSN is not required. Example 18: Mae reports that her son James was born 11/8. James clears all

eligibility 12/2. Since eligibility was cleared within 45 days of birth, James is added to the case 12/2.

Example 19: Rose reports that she had her daughter Melissa on 12/2. Melissa is Rose’s only child. While determining eligibility, it is determined




that there is no deprivation for Melissa. Since there is not eligible child, the case is closed for 12/31. Melissa is not added to the case.


Removing a person Removing a person from their grant means either reducing or terminating the benefits of the benefit group. A timely continuing benefit decision notice is required except for the following situations:

When a child is removed from the home as a result of a court decision or a voluntary placement in foster care by their caretaker relative, send a basic decision notice to close the child’s benefits only. (Child Welfare cannot remove a child from the child’s home without a court order. Therefore, a basic decision notice is sufficient when Child Welfare has custody of the child.)

Note: After the removal of the child/ren from a home by Child Welfare and the remaining HH members are the adults, a 10 day notice for closure of TANF benefits is given.

Example 20: Mom and son (no other children are in the home) are receiving a

TANF grant, and Child Welfare has a court order to remove the son on May 28. A basic decision notice is given to the household(no later than May 31) for the removal of the son and a timely decision notice is given to the mom for closure of TANF (before the 10-day notice cutoff in June for June 30 closure).

Example 21: Crystal reports that her husband is no longer in the household.

Removing him from the case will reduce her TANF benefits. A timely notice is needed.

Notice Situation; Removing an Individual From a Benefit Group (REF, REFM, SNAP, TANF)

or Need Group (ERDC): 461-175-0305

8. Change in income When a change in income occurs, determine how the change will impact the monthly benefit amount. Process the change according to when and now it is reported.

Actions taken when a change of employment is reported

Prior to closing or reducing a case based on an increase in income, verification of the income must be received. If verification of income is not received, close the case for failure to provide requested verification.




Note: A copy of the first pay check is not required to verify the gross. It can be verified in any format that includes, but is not limited to: a copy of the paystub, written or oral statement from the employer, print out from the employer, etc.

If weekly work hours, hourly wage and the date of the first paycheck is reported, pend the client using a Notice of Information or Verification Needed (DHS 210A) for verification of the gross income received on their first paycheck. The due date for the pending items will be 10 calendar days after the date the first paycheck is received. Example 22: Jane is receiving TANF and reports that she has a new job on

December 5 at ABC Company and she is working 20 hours per week at $10 per hour. Her first pay check will be received December 20. Pend Jane using a DHS 210A for verification of the gross income received on her first check. The due date will be December 30, 10 days after her first check is received.

Note: Do not wait for verification of income to be received to convert the medical

benefits to EXT. Based on her initial report, Jane and her family would have been converted to EXT effective January 1.

If weekly work hours, hourly wage and the date of the first paycheck is not reported, pend the client using Notice of Information or Verification Needed (DHS 210A) for weekly work hours, hourly wage and verification of the gross income received on their first paycheck. The due date for the pended items will be the 15th of the following month. Example 23: Peter is receiving TANF and reports that he has a new job on

December 15. He does not report any specific information regarding this job. Pend Peter, using a DHS 210A for his weekly work hours, hourly wage and verification of the gross income received on his first pay check. The due date will be January 15.

Note: The items needed to verify and act on income and to validate a placement are not

the same items. Name of employer, occupation, begin date, weekly work hours, hourly wage and date first paycheck will be received is needed to enter a job for placement.

Actions taken when pended items are received

If the pended items are returned, calculate the ongoing income using prospective budgeting and determine if the income will cause the case to be reduced or closed. A Timely Continuing Benefit Decision is needed when benefits are closed or reduced. Many times the first pay check is not reflective of ongoing income because it is not for a full pay period. After proof of the gross income is received, determine if the weekly hours are reflective of what the client originally anticipated. If the client reports that the originally reported hours are not reflective, it is not necessary to pend for additional proof of income, simply narrate what income was used and why. Example 24: Brad is receiving TANF with his son, Jack. He reports that he is

working 40 hours per week at $10 per hour at 123 Mill. He returns his first pay stub as proof of his gross income received. This






income reflects only a partial pay period, but does verify the hourly rate. Based off his prospective income of $10x40x4.3=$1720, he is over the countable and adjusted income tests for TANF. Narrate that the pay stub was not used to determine ongoing income as it was not a full pay period. Close Brad’s case effective the end of the month, giving timely notice.

Example 25: Cara is receiving TANF with her two children Brian and Lily. She

reports that she is working 25 hours per week at $9.00 per hour. She turns in her first pay check. The client has not been given the amount of hours she originally reported and is only working 10 hours per week. Based off income of 10x$9x4.3=$387, she is under the countable and adjusted income tests for TANF. Narrate that the pay stub was used to determine ongoing income, instead of the original hours reported due to the pay stub being reflective of the hours that she is actually working. Reduce Cara’s case effective the first day of the next month giving timely notice.

Note: If a TANF case is closed for being over income and the family becomes TANF

eligible in the month following the closure, a new application is not needed to restore TANF.

Actions taken when pended item are not received If pended items are not received timely, close the TANF grant giving 10-day notice for failure to return the requested verification. TANF recipients whose TANF closes due to not returning requested verification are not eligible for TBA SNAP benefits. Actions taken when a new job is reported at redetermination If a client reports that they have started a new job on their redetermination application, determine if they had started working prior to turning in their application packet. If the client has not begun working prior to turning in their application, do not count any income in the initial month of the new certification as there is no guarantee the job will begin. Example 26: Brian’s TANF ends 2/28 and he turns in his redetermination

packet on 2/4 and reports that he will begin working on 2/25. Since he has not started working yet, do not count any income for March, the initial month of the new certification and pend for proof of the gross income on the first check per the guidelines above.

Example 27: Lynn’s TANF ends 06/30 and she turns in her redetermination

packet on 6/15 and reports that she started working 6/10. She will get her first check on 6/25. Since she has already started working and will receive her first check prior to the initial month of the new


certification, count ongoing income for the initial month of her new certification.

Example 28: Natalie’s TANF ends 10/31 and she turns in her redetermination application on 10/10. She started working full time on 10/05 and will receive her first check on 10/25. Her full time income will make her over income for TANF. Deny her redetermination packet for being over income and close TANF for 10/31.

Example 29: Stuart’s TANF ends 8/31 and he turns in his redetermination

application on 8/25. He reports that he started working on 8/20 and will get his first pay check of $200 on 9/07. His ongoing income will be $1000 and will make him over income. In the initial month of his new certification (September), his job will be a new source of income so actual income is used. Send a timely closure notice to close for 09/30.


Transitional Benefit Alternative (TBA) in the SNAP Program: 461-135-0506 Prospective Eligibility and Budgeting: 461-150-0020

Prospective or Retrospective Eligibility and Budgeting: ERDC, REF, REFM, SNAP, TANF: 461-150-0060

Income and Payment Standards; JOBS, REF, TANF: 461-155-0030 How Income Affects Eligibility and Benefits; REF, SFPSS, TANF: 461-160-0100

Notice Situations; General Information: 461-175-0200

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