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Counties have two options regarding the timing of First Stop registration. You may either (A) take the application when the applicant appears at your agency, or (B) require that the individual register for First Stop before you take the Work First application. If you choose to require First Stop registration before taking the application for Work First you must take a Medicaid application on the day the family comes into the agency unless all the individuals requesting assistance are
active in a Medicaid case or a Medicaid inquiry is appropriate. Continue your current application practice for Food Stamp applications. All applications and re-applications in your county must be processed using the same method.
Based on community awareness of the registration requirement, some adults go to ESC before they come to DSS to apply for Work First. In this instance, ESC will register the individual(s). You can verify the registration by viewing the ESC registration screens (See VIII. for verifications.). Applicants registered for First Stop in this manner have met the requirement. Exempt families can choose to register for First Stop prior to or after applying for Work First Family Assistance.
A. Option A: Taking an Application at DSS, Then Referring to ESC
1. Continue the current application/inclusion process. Take the Work First Family Assistance application/re-application/inclusion on the date the applicant comes to social services to make an application.
2. Evaluate each adult to determine if he/she is required to complete the First Stop work registration process. (See IV. for exemptions.)
3. Advise the applicant that each non-exempt adult must register with ESC for First Stop before the application/inclusion can be approved.
4. Refer the applicant to a First Stop ESC representative to complete the First Stop work registration process according to the registration procedures established in your county.
5. The applicant or individual asking to be included must complete the First Stop work registration process within a minimum of 10 calendar days after the date of application/inclusion request for Work First Family Assistance. Counties cannot choose a period shorter than 10 calendar days but may give the family longer to register. Be sure to document the deadline date by which registration must be completed.
6. Advise applicants that it is their responsibility to notify their caseworker (prior to the deadline given to register for First Stop) if they are unable to complete the work registration process.
7. If the applicant advises the caseworker that he/she is unable to complete the First Stop work registration process by the deadline, evaluate whether the reason is acceptable. The director or his/her designee must establish acceptable reasons for an allowable delay. There is no acceptable reason for failing to register, only for a delay in registering. (See VI. for emergency registration procedures and VII. regarding changes in exemption status.)
a. If the reason is acceptable, set a new deadline and advise the applicant of the new deadline for registration.
b. If the reason is not acceptable, advise the applicant that if the First Stop work registration is not completed by the original deadline:
8. If the applicant registers by the deadline, process the application/ inclusion if all other eligibility criteria have been met. Continue to follow Work First Manual Section 202 to determine the effective date of the inclusion.
If the Work First application is denied due to another eligibility requirement, the family must be evaluated for any appropriate Medicaid programs.
9. If the applicant/inclusion does not register (and does not notify the caseworker) by the deadline:
a. Process the denial..
(1) Deny the application; or
(2) Deny the non-standard unit add-on application and continue to process the original application; or
(3) Deny the standard filing unit add-on application and complete an open-shut for the original application; or
(4) Deny the inclusion and send a timely notice to terminate the on-going case.
b. Evaluate family members on the Work First application for any appropriate Medicaid program using the same application date.
10. If the applicant tells you that he/she registered for work at ESC before coming to the agency, inquire into the Employment Security Client System (ESCS) to verify the applicant’s statement. (See VIII. for verification procedures.)
a. If your inquiry verifies that the individual is an active First Stop registrant in your county, the individual has met the requirement. No further action is necessary.
b. If your inquiry verifies that the individual is an active work registrant in your county, but not a First Stop registrant, you must determine the date of registration.
1. If the individual registered in your county within the last 10 workdays, he/she has met the requirement. However, you must notify ESC that the individual is now a Work First applicant so that ESC will add the First Stop indicator. Notify ESC by completing and forwarding Attachment 2
. (Also see X., A. for notifying ESC.)
2. If the individual registered more than 10 workdays prior to coming to social services, he/she has not met the requirement. Follow the procedures above.
c. If your inquiry verifies that the individual has not registered for First Stop, he/she must register. Follow the procedures above.
B. Option B: Refer to ESC, Then Take Application
1. If all adults in the family applying for Work First Family Assistance or inclusion to an on-going case have not completed First Stop work registration, consider the visit an inquiry for Work First Family Assistance.
Always take a Medicaid application on the date the family visits the agency, unless all of the individuals inquiring about Work First Family Assistance are active in a Medicaid case or a Medicaid inquiry is appropriate.
2. Advise the family that each non-exempt adult must register for First Stop, then take an application or inclusion request for Work First Family Assistance.
3. Advise the individual inquiring about inclusion to an on-going case that he/she must both register for First Stop and return to the agency to request inclusion within 10 calendar days. This means that you must establish a manual tracking mechanism to track the 10 days. Failure to complete First Stop work registration and return to the agency to request inclusion means the on-going case will be issued a timely notice proposing termination.
4. Refer the applicant to ESC or First Stop work registration representative to register for First Stop following the registration procedures set up in your county.
5. Once all non-exempt adults in the case have registered for First Stop and the applicant returns to your agency, take a Work First Family Assistance application/inclusion. Process the application/inclusion when all other eligibility factors have been established.
a. The effective date of the payment for an application is the date the application for Work First was taken.
b. The effective date of the payment for an inclusion is the date the inclusion is taken regardless of the date the Work First family reported the individual had moved into the home.
6. If the individual requesting standard filing unit inclusion does not register for First Stop and return to the agency to request inclusion within the 10 calendar days specified, send a timely notice proposing termination for the on-going case and evaluate for Medicaid. If the request was for a standard filing unit add-on to an existing application, process the existing application as open-close.
Terminate the on-going case of the standard unit inclusion at the end of the timely notice period unless the individual advises the caseworker, and it is verified, that he has completed the First Stop work registration process prior to the end of the timely notice period.
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For questions or clarification on any of the policy contained in these manuals, please contact your local county office. |
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