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Disqualifications and Sanctions

Revised October 3, 2008

Disqualifications   Sanctions

DISQUALIFICATIONS   Intentional Program Violation (IPV) – Basic Food   Misrepresenting Interstate Residence   Fleeing Felon   Unlawful Practice Causing Ineligibility   Quitting a job Without Good Cause   Temporary Absence of a Child Becomes Permanent, Not Reported   Ineligible Student

Intentional Program Violation (IPV) – Basic Food   What is an Intentional Program Violation (IPV)?   How am I notified of an IPV disqualification?   How is an IPV disqualification entered in the Disqualified Recipient System (DRS) for clients not currently active on Basic Food?   How do I enter information into the DRS system for an active DSHS client?     What is an Intentional Program Violation (IPV)?   ·         An intentional program violation is defined in EAZ Manual – WAC 388-446-0015 Intentional program violation (IPV) and disqualification hearings for Basic Food.   ·         A person determined to have committed an Intentional Program Violation (IPV) is not eligible to receive Basic Food for a specified period of time.  See EAZ Manual – WAC 388-446-0020 Basic Food disqualification penalties and WAC 388-408-0035 Who is in my assistance unit for Basic Food?   How am I notified of an IPV disqualification?   ·         The Disqualified Recipient System (DRS) is a system that provides a nationwide record of persons disqualified for Intentional Program Violations (IPV). See EAZ Manual Data Sharing and EAZ Manual – WAC 388-446-0015 Intentional program violation (IPV) and disqualification hearings for Basic Food.      ·         DRS interfaces with ACES daily on new and existing clients if there has been a name or date of birth change.  If there has been a change, an alert 257 – DRS MATCH FOUND, 258 – DRS MATCH DISCREPANCY-NOT ON FEDERAL FILE, or 260 – DRS MATCH DISCREPANCY-DISQ NUMBER/DATES DIFFER is generated.   ·         DRS interfaces with ACES on a monthly basis to determine which active, pending, or suspended Basic Food clients have had a penalty added since the last monthly process.  The monthly interface also sends ACES Basic Food penalized clients to the Federal DRS.   ·         DRS interfaces with ACES on a quarterly basis on clients who are active, pending, or suspended from Basic Food.  If the client is on the DRS VSAM file (total of the past three monthly DRS files received), alerts 257 – DRS MATCH FOUND, 258 – DRS MATCH DISCREPANCY-NOT ON FEDERAL FILE or 260 – DRS MATCH DISCREPANCY-DISQ NUMBER/DATES DIFFER is generated.   How is an IPV disqualification entered in the DRS system for clients not currently active on Basic Food?

NOTE: Before entering information into ACES regarding an IPV, an Administrative Disqualification Hearing (ADH) must be completed to determine that there is an Intentional Program Violation. See EAZ Manual – WAC 388-446-0015 Intentional program violation (IPV) and disqualification hearings for Basic Food.

·         Information about Basic Food clients disqualified for an IPV who are not currently active or who are not known to ACES must be reported to DRS.     ·         Report IPV clients to DRS by entering the information on the LMEN through option L – DRS Update.   ·         To enter information through the DRS update option for clients not currently active or known to ACES, take the following steps:   1.      From the WMEN screen, enter Option L – File Inquiry in the Selection field <TRANSMIT> and ACES displays File Inquiry Submenu – LMEN   2.      From the LMEN screen, enter Option L – DRS Update.   3.      Enter the client’s social security number in the Client SSN field, <TRANSMIT>, and the DRSI screen displays.   4.      On the DRSI screen, enter client data in the following fields:   o        Last name field.   o        First name field.   o        MI middle initial field.   o        DOB field.   o        SSN field – Social Security Number is pre-filled.   o        Sex field.   5.      In the Disqualification Details section:   o        In the Effective field, enter the [Effective date of the disqualification]. The date must be greater than the date entered in the DECISION field.  If the date entered is prior to the decision date, Edit Message 2022 – Effective Date Cannot be Less Than Decision Date displays.  See EAZ Manual – WAC 388-446-0020 Basic Food disqualification penalties.   o        In the Lgth field, enter the [number of months of the disqualification]. Enter two (2) digits – such as 02, 24 or 99.   o        In the Disq Num field, enter [1, 2 or 3] for first, second or third offense.   o        In theFIPS State field, no entry is necessary, the field AUTO fills.   o        In the Decision field, enter the [Date of the court or ADM Hearing decision].   o        In the Contact Title field, enter the [title of appropriate person], i.e. Financial Worker.   o        In the Contact Org field, enter [CSO Name].   o        In the Phone field, enter [CSO phone number with Ext if applicable].   6.      To enter another disqualification for the same client press <F13>.   7.      If no other disqualification, <TRANSMIT>.   How do I enter information into the DRS system for an active DSHS client?   ·         Disqualification information for a client currently active in ACES is entered on the SANC screen. The disqualification information will be sent to the DRS system the next time the interface runs.   o        Up to four IPV penalties can be entered at one time.   o        The system calculates the penalty end date for all IPV disqualifications.   ·         To enter information on the SANC screen, take the following steps:   1.      From the AMEN screen, enter Option R – Interim/Hist Change in the Selection field.   2.      Enter the AU in the AU ID field.  If the sanction will be done in a historical month, enter the month and year in the Benefit Month field.   3.      <TRANSMIT> and the ADDR screen displays.  In the upper right corner type SANC, <TRANSMIT> and the SANC screen displays.   4.      On the SANC screen, enter information about the IPV as follows:   o        In the Ind field, enter the type of disqualification. See <F1> Help.   o        In the Ctr field, enter [1, 2 or 3] for first, second or third disqualification.   o        In the Dec/Off Dt field, enter the date of the IPV hearing decision. The penalty end date is calculated with month 1 being the first month after allowing for 10-day advance notice.   o        In the Start Dt field, enter the date the disqualification is to begin allowing for 10 days advance notice. The date entered here must be greater than the date entered in the Dec/Off Dt field.   o        The Pnlty End Dt field fills automatically based on the number of the offense and the disqualification decision date.   o        The Override Dt field may be used to override the system set penalty end date. If for some reason, based on policy, the end date is not correct, enter the correct penalty end date in this field   5.      Call DONE, <TRANSMIT> and the ELIG screen displays.   6.      The ELIG screen displays the sanction information as follows:   o        If the Ind field on the SANC screen is [X]:    Finl Resp displays:             ID                         T displays:                             A                         RSN displays:                       270 or 271 depending on offense                         Penalty T displays:             X                         Penalty Date displays:        Dec/Off Dt plus number of                                                                         disqualified months   o        If the Ind field on the SANC screen is [Y]:                           Finl Resp displays:             ID                         T displays:                            A                         RSN displays:                       272                         Penalty T displays:              Y          Penalty Date displays:        Penalty Date = 999999 – indicates permanent disqualification             o        If the Ind field on the SANC screen is [Z]:                                     Finl Resp displays:              [ID]                         T displays:                             A                         RSN displays:                       269                         Penalty T displays:              Z                         Penalty Date displays:        Dec/Off Dt plus 10 years               o        If the Ind field on the SANC screen is [W]:                           Finl Resp displays:             [ID]                         T displays:                             A                         RSN displays:                       232                                         Penalty T displays:              W Penalty Date displays:        Dec/Off Dt plus number of disqualified months                                                     7.      Verify and commit the data.                                     Misrepresenting Interstate Residence   What is Misrepresenting Interstate Residence?   How do I disqualify a client for misrepresenting interstate residence?   How do I lift the disqualification for a client who has completed their period of ineligibility for misrepresenting interstate residence?     What is Misrepresenting Interstate Residence?   ·         A TANF applicant or recipient is disqualified from receiving cash benefits if convicted of fraud by misrepresentation of residence in order to receive assistance from two or more states at the same time.  See EAZ Manual – WAC 388-446-0010 TANF disqualification period for fraud convictions of misrepresenting interstate residence.   How do I disqualify a client for misrepresenting interstate residence?   ·         To disqualify a client for misrepresenting interstate residence, take the following steps:   1.      On the DEM4 screen, answer [Y] – Yes to Question #5.    2.      The ELIG screen displays:   o        Fin Resp code RN – CA Sanctioned Receiving MA Only/FAP Recipient.  (A pregnant recipient will have a Fin Resp of RE)   o        T (Status Type) A – Active   o        RSN (Reason Code) 262 – Convicted of Receiving PA in 2 or more States   3.      Verify and commit the data.

NOTE: A pregnant person who has misrepresented interstate residence will continue to receive cash assistance through SFA (State Funded Assistance) and State medical while she is pregnant.  Once the pregnancy ends, she is no longer eligible for these benefits. See EAZ Manual – WAC 388-418-0020 How does the department determine the date a change affects my benefits? to determine the effective date of the change.

How do I lift the disqualification for a client who has completed their period of ineligibility for misrepresenting interstate residence?   ·         To lift the disqualification for misrepresenting interstate residence, take the following steps:   1.      On the STAT screen, remove Reason Code 262 – Convicted of Receiving PA in 2 or more States at the client level and AU level if necessary.   2.      On the disqualified client’s DEM1 screen, in the Elig Est Date field, enter [the date the client is eligible to begin receiving assistance].   3.      On the DEM4 screen, change the answer to Question #5 to [N] – No.   4.      The ELIG screen displays:   o        Fin Resp code RE – Recipient.   5.      Verify and commit the data.   Fleeing Felon   What is a fleeing felon?   How do I disqualify a client who is a fleeing felon?   How do I lift the disqualification when a client is no longer a fleeing felon?     What is a fleeing felon?   ·         A fleeing felon is a person who meets the criteria in EAZ Manual – WAC 388-442-0010 How does being a fleeing felon impact my eligibility for benefits?   How do I disqualify a client who is a fleeing felon?   ·         To disqualify a client who is a fleeing felon, take the following steps:   1.      On the DEM3 screen, answer [Y] – Yes to Question #3.   2.      The ELIG screen for Cash displays:   o        Finl Resp code RM – CA Ineligible Person Receiving MA Only.   o        T (Status Type) A – Active or C – Closed (if no other eligible household members).   o        RSN (Reason Code) 256 – Fleeing Felon & Parole Violation – CA/FA.   3.      The ELIG screen for Basic Food displays:   o        Finl Resp code ID – IPV/Drug Felon Disqual (FS).   o        T (Status Type) A – Active or C – Closed.   o        RSN (Reason Code) 256 – Fleeing Felon & Parole Violation – CA/FA.   4.      Verify and commit the data.

NOTE: A pregnant person who is a fleeing felon is not eligible for cash assistance – she will only receive medical while in fleeing felon status.  See EAZ Manual – WAC 388-442-0010 How does being a fleeing felon impact my eligibility for benefits?

How do I lift the disqualification when a client is no longer a fleeing felon?   ·         To lift the disqualification for a client who is no longer a fleeing felon, take the following steps:   1.      On the STAT screen, remove Reason Code 256 – Fleeing Felon & Parole Violation – CA/FA at the client and AU level if necessary.   2.      On the disqualified client’s DEM1 screen, in the Elig Est Date field, enter [the date the client is eligible to begin receiving assistance].   3.      On the DEM3 screen, change the answer to Question #3 to [N] – No.   4.      The ELIG screen displays:   o        Finl Resp code RE – Recipient.   5.      Verify and commit the data.

NOTE: As allowed under federal law, Senate Bill 6411 passed in the 2004 legislative session, restored Basic Food benefits to persons convicted of a drug-related felony. Senate Bill 5213 passed in the 2005 legislative session restored TANF benefits to persons convicted of a drug-related felony.

Unlawful Practice Causing Ineligibility   What is unlawful practice?   How do I disqualify a client convicted of unlawful practices in obtaining cash assistance?   How long is the disqualification for unlawful practice?   How do I lift the disqualification for unlawful practices?     What is unlawful practice?   ·         For details about unlawful practice in obtaining cash assistance, refer to the following EAZ Manual/WAC sections:   o        WAC 388-446-0001 Cash and medical assistance fraud.   o        WAC 388-446-0005 Disqualification period for cash assistance.   How do I disqualify a client convicted of unlawful practices in obtaining cash assistance?   ·         To disqualify a client convicted of unlawful practices in obtaining cash assistance, take the following steps:   1.      On the DEM4 screen, answer [Y] –Yes to Question #4.    2.      The ELIG screen displays:   o        Finl Resp code RN – CA Sanctioned Receiving MA Only/FAP Recipient.   o        T (Status Type) A – Active.   o        RSN (Reason Code) 263 – Convicted of Unlawful Practices.   How long is the disqualification for unlawful practice?   ·         The disqualification period is determined by the court.  See EAZ Manual – WAC 388-446-0005 Disqualification period for cash assistance.   How do I lift the disqualification for unlawful practices?   ·         To lift the disqualification for unlawful practices, take the following steps:   1.      On the STAT screen, remove Reason Code 263 – Convicted of Unlawful Practices, at the client and AU level if necessary.   2.      On the disqualified client’s DEM1 screen, in the Elig Est Date field, enter [the date the client is eligible to begin receiving assistance].   3.      On the DEM4 screen, change the answer to Question #4 to [N] – No.   4.      The ELIG screen displays:   o        Fin Resp code RE – Recipient.   5.      Verify and commit the data.   Quitting a job Without Good Cause   What is considered quitting a job without good cause?   How do I disqualify a client for a job quit without good cause?   How do I lift the disqualification for a job quit without good cause?     What is considered quitting a job without good cause?   ·         For details about what is considered quitting a job without good cause, refer to the following EAZ Manual/WAC sections:   o        WAC 388-444-0060 FS E&T – Unsuitable employment.   o        WAC 388-444-0065 What happens if I quit my job?   o        WAC 388-444-0070 Good cause for quitting a job.   ·         Quitting a current job without good cause applies only to Basic Food cases.   How do I disqualify a client for a job quit without good cause?   ·         For a new applicant the information must be entered in Option P – Process Appl Months.   ·         For a client already receiving Basic Food, enter the job quit information in the appropriate benefit month through Option R – Interim/Hist Change.   1.      On the EARN screen complete:   o        Employer Name field.   o        Income Type field. See <F1> Help   o        Begin Date field.   o        End Date field.   o        Inc Method field. See <F1> Help.   o        In the Voluntary Quit Ind field, enter [Y] – Yes.   o        In the Voluntary Quit Date field, enter [the date the client quit the job].

NOTE: The ACES system is designed to count by months rather than days.   To make the system calculate a voluntary job quit without good cause within 60 days of applying for Basic Food, the date of application for Basic Food may be used as the job quit date on the EARN screen.

o        In the Voluntary Quit WG/HR field enter [Y] – Yes to indicate the client was working over 20 hours per week or earning income equal to the federal minimum wage times 20.   o        In the Voluntary Quit Offns field enter the [number of times the client has quit a job without good cause].  This is not an enterable field for a new application.   o        In the Voluntary Quit Gd Caus field enter [N] – No, based on the fact that the client did not have good cause for quitting the job.   ·         Based on the information entered, ACES will calculate the length of disqualification.  See EA-Z Manual WAC 388-444-0075 What are the disqualification periods for quitting a job without good cause? The ELIG screen displays:   o        Finl Resp code FD – FS E&T Disqualified (FS).   o        T (Status Type) A – Active.   o        RSN (Reason Code):   219    - Voluntary Quit   260    - FS Voluntary Quit – 2nd Offense or   261