October 2016
On Target
October 2016
Limited Liability Company vs. Limited Liability Corporations
SNAP Program
In the SNAP program, when a customer provides income verification from an LLC,
determine if it is a Limited Liability Company or Corporation. Customers with incorporated businesses will have their income treated as paid earned income (EML).
Those customers of Limited Liability Companies will have their income treated as
SEC/SEN.
OCTOBER 2016 CONTRIBUTORS
Catherine McDonald
Dawn Myers
Jeff Hodges
Kris Rash
Child Care Policy Analysts
SNAP Policy Analysts
Members of Limited Liability Companies are considered self-employed. Managers
who are not members are considered employees and, therefore, not self-employed.
Tax returns can help identify the type of business, along with verifying income.
Limited Liability Corporations file the 1120S with their federal tax returns.
TANF Policy Analysts
Note: Small closely held cor por ations can file a Schedule C with their per sonal
income tax return instead of an 1120S. The IRS actually permits this, it isn’t just
the person completing the wrong forms. Staff should ask the customer if the business is incorporated or not. If they file a Schedule C, ask to see the articles of incorporation.
Program Management Evaluators
One way to gather information about businesses is to check on-line for businesses
registered in Oregon. There is a link from the SNAP Web Tools for the Oregon
Secretary of State (SOS) Business Registry. This site gives you information about
the officers and the business address. By checking the coding for the type of business (click on ENTITY TYPE), you can see if it is a corporation. If the registry is
current, it means the customer has provided proof of the company’s earnings to the
SOS office and should have income records.
You can also check EBLU on the mainframe for the name of a company’s owners.
Pressing {F14} on the WAGE screen will give you the same information. Customers in the border areas of the state sometimes register their business in both Oregon
and Washington.
Information on corporations in Washington State can be found through a similar
website at: http://www.secstate.wa.gov/corps/
Quality Assurance/SNAP Policy Analysts
Quality Control
Quality Assurance
SSP Training Unit
INSIDE THIS ISSUE
Limited Liability Company vs.
Limited Liability Corporations
SNAP Program
1
ABAWD Policy Chart
2
Payment Dates on Child Support
Screens
3
Child Support Pass-Through and
Disregard
3
Fabulous Customer Service vs.
Process
4
100% Accuracy Honor Roll
5
95% Accuracy Honor Roll
5
What to do when a Complaint is
received about a Child Care
Provider
5
Worker Honor Roll
5
SNAP Preventative Tips
5
2
ABAWD Policy Chart
There is confusion about what policies apply to ABAWDs living in Multnomah or Washington counties versus the
rest of the state. Clackamas County will become a non-waiver county as of January 1, 2017.
Policy
Multnomah/Washington
County (non-waiver areas)
Rest of the State (Waiver areas)
Determine a person is an ABAWD if age
18 and not yet 50 with no child under age
18 in the filing group
Yes
Yes
Use E&T Exemption reason codes 1 - 9
Yes
Yes
No
No effective 10/1/16
Yes
No
SRS Change Report form
Use DHS 854 for ABAWDs
(mandatory or exempt).
Use DHS 853 for nonABAWDs.
Use DHS 853 for ABAWDs and non
-ABAWDs
Must do the ABAWD work requirements
Yes
No (OFSET voluntary)
No
No (for SSP)
No (for APD/AAA)
Apply CT if received in another state
Yes
Yes
Apply a job quit disqualification
Yes
Yes (even if no OFSET is available)
Apply disqualification if do not accept a
bona fide job offer
Yes
Yes (even if no OFSET is available)
Apply CT if does not do the ABAWD
work requirements in Oregon
Yes
No
Apply the SNAP time limits
Yes
No
Fixed clock of 1/1/16 to 12/31/18 applies
to ABAWD
Yes
Yes
Use E&T Exemption reason codes J, K, L
ABAWD required to report when work
hours go below 20 hours a week
Must do the OFSET work requirements
3
Payment Dates on Child Support Screens
Use mainframe screen SMEH and SRCI when checking to see what date child support was disbursed to a client. (SMEH is for direct deposit or ReliaCard. SRCI is for checks.) There are other mainframe screens that
contain payment dates. SMEH and SRCI should be used because the other screens use projected payment rather than actual dates.
To access SMEH:
From a cleared mainframe screen, type SMEH,child support case number,Security ID, press [Enter]
To access SRCI:
From a cleared mainframe screen, type SRCI,child support case number,Security ID, press [Enter]
If you have questions on using these screens, or if you need know the security ID for your branch office, email
TANF.policy@state.or.us.
Child Support Pass-Through and Disregard
Month of application for TANF:
For TANF, a family that received child support in the month of application and prior to the TA NF grant opening
always gets a disregard of the child support (coded DSP). This is true whether the applicant is applying as a singleparent family or as a two-parent family. Code child support received in the month of application and prior to the
TANF grant opening as follows:
 For a single-parent family: DSP/SUP with a N/R end date of the current month.
 For a two-parent family: DSP/SUP with a N/R end date of C.
On-Going TANF (Month after Initial Month)
Once TANF is open, child support coding differs depending on whether it is for a single-parent family or for a twoparent family. Code child support received when TANF is open as follows:
Single-parent family with no INC, SFP or PLS coding:
 When child support is paid to DCS as required by administrative rule and policy, the computer system will add
CSP coding (child support pass-through) and PSP coding (child support remaining after the pass-through is applied) to the paying absent parent. (The worker does not code DSP/SUP.)
 When child support is paid directly to the TANF recipient and the recipient does not turn over the child support
to DCS, the worker should code the full amount of child support as SUP. Do not code any DSP.
For a two-parent family and for single-parent families coded INC, SFP or PLS: code DSP/SUP with a N/R end date
of C.
For more information on Child Support Pass-Through and Disregard, see FSM Child Support H.
TANF Policy Analysts
California TANF Time Limits
If you call an individual California county to verify TANF closure, you may not get accurate information about the
accumulated TANF months in their state since they do not have access to the information of other counties.
When verifying TANF time limits the worker must call 1-877-365-7378 or e-mail wdtip2@osi.ca.gov.
California TANF time limits information is available to workers on the Multiple Program Worker Guide.
TANF Policy Analysts
4
Fabulous Customer Service vs. Process
Perhaps your branch has had a PME (program management evaluation) and you were part of the process. Maybe you
have only vaguely heard of them. But, they are happening each year, typically each month, at some location across
our state.
Program management evaluations determine whether a branch is delivering the SNAP program with any program
access issues (among many other things). Program access barriers can be giving the wrong information, making a
customer do unnecessary things to get SNAP or sending them the wrong notice. It’s one of the very few reviews an
office specialist would be reviewed in regards to the SNAP program. Their jobs are hugely important to program access – this is the first stop for many of our applicants.
Sometimes, we PME’s (evaluators) sit in the lobby to observe how customers’ questions are handled and how they
are encouraged to apply. Here is a scene we have observed often over the years:
A new applicant makes it to the front of the line and says, “I’d like to apply for food stamps”.
Customer Service Guide, “Sure, put your social security number into that pad there”. They look up the person inquiring and see they don’t have an open case. They take out an app, date stamp the DOR and hand it to them.
“Fill this out and bring it back and we will get the process started”.
Can anyone spot at least three things wrong with this exchange? Doesn’t seem like anything at first but there are
some things we left out.
Firstly, does the customer have to fill out the entire application to get an appointment? Well no, no they don’t. We
can schedule the appointment based on the filing date only which can be established by requesting benefits, providing an address and signature. Page one and two do that (Or 539F) but they don’t even have to do that much.
The filing date: did we tell them anything about that? Nope. We need to encourage them to establish a FD the same
day if at all possible and tell them why it’s important to them. An example of this could be “Please make sure to at
least get in the first page, front and back, before you leave. This way, if you are eligible, you won’t lose any benefits
by waiting until another day. Let me know if you don’t have time to do that”.
The third thing is we probably want to smile and greet them; see if we can offer any other services we provide, community resources available locally and help them to feel at ease before asking for a very personal piece of information.
FNS (Food and Nutrition Services) expects us to do this for everyone we give an application to, even recertification
clients. Taking a few extra seconds to explain why we need what we need and how it will benefit the customer is really important. Our processes sometimes get very ingrained but we have to remember that telling a customer “we
will get it processed” may not mean much to them but “we will get your benefits to you as soon as we can providing
you are eligible” makes a lot more sense to them.
We know that our Consumer Guide staff is the first face an applicant sees or the first voice they hear on the phone
and do a terrific job of helping our customers navigate our processes. We know there are a million things they have
to remember. So please make this 1,000,001. Telling them what a filing date is, explaining why it’s important and
encouraging one is really critical to FNS, the PME’s and most importantly our customers.
Program Management Evaluator (PME)
5
Please note: This is the last month the SNAP Honor Roll will be published due to the new
Targeted Review Process.
SEPTEMBER 2016
TARGETED SNAP REVIEWS
WORKER HONOR ROLL
Quality Assurance is publishing a Worker Honor Roll to
call attention to the outstanding work done by so many of
you in the field.
100% ACCURACY HONOR ROLL
0313
Milwaukie APD
1311
Burns APD
2019
Cottage Grove
AAA
0314
Estacada APD
1404
Refugee Branch SSP
2311
Ontario APD
0401
Astoria SSP
1408
Sun School Project
3102
Enterprise SSP
The workers on the list will
have SNAP targeted review
accuracy rates of 95% or better in the past six months.
Is your name on the list?
You can find out here.
0511
St. Helens APD
1505
Rogue Family Center
3111
La Grande APD
0801
Gold Beach SSP
1611
Prineville APD
3112
Enterprise APD
1202
Condon SSP
1802
Lakeview SSP
3211
Florence AAA
1211
John Day APD
2003
Cottage Grove SSP
3505
North Employment
& Training SSP
SNAP Preventative Tips

When a roommate situation is known ask clarifying questions about household composition, total
rent, who pays what and
the client’s share.

Check The Work Number
before issuing benefits
even if it was checked in
recent weeks.

Remember that a terminated source of income counts
in the initial month when
received in the initial
month.

Once a SNAP recipient is
determined ABAWD exempt, follow through on
coding the exemption on
the case. Check recent
TRACS narrative in case
an ABAWD was already
determined exempt.

Identify and code NED
cases correctly. Review
NED policy as needed.
95% OR BETTER
96.43
Albany AAA
2211
96.00
Klamath Falls APD
1811
96.36
D8 Processing Center SSP
1503
96.00
Beaverton APD
3417
95.15
Medford APD SSO
1513
95.45
West Eugene SSP
2002
96.00
New Market Theater SSP
1402
95.24
North Salem AAA
2411
What to do when a complaint is received about a child care provider
It’s important to take action when a complaint is received about a child care provider to
ensure the safety of children in care and the integrity of the child care program. Written
procedures and a tip sheet are available outlining who to contact with these concerns.
These documents can be located on the ERDC staff tools page and an Information
Memorandum was sent out mid-October; see SS-IM-16-048 issued 10/14/2016.
Child Care Policy Analysts
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