reglab/statecodes huggingface dataset:
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-600's › 600 - CERTIFIED HOUSEHOLDS › Section 144-301-600-FS 666-8 - Certification Periods

Current through 2024-29, July 17, 2024
GENERAL RULE
- Establish a definite period
						of time which the household shall be eligible to receive Food Supplement
						benefits. At the expiration of each certification period entitlement to
						benefits ends. At initial application, the first month of the certification
						period shall be the month of application. Certification periods shall conform
						to calendar months and shall not be more than twelve (12) months.
NOTE:
Food Supplement Program (FSP)
						applicants and recipients receiving TANF/PaS and MaineCare shall be assigned a
						common redetermination period based upon FSP criteria. Categorically eligible
						TANF/PaS households shall have their FSP benefits terminated for failure to
						complete a re-determination even though they continue to receive TANF/PaS or
						SSI benefits. When TANF/PaS benefits are terminated within the certification
						period, and the agency does not have sufficient information to determine the
						effect upon FSP eligibility and benefit level, the following actions shall be
						taken:
Wait until it is certain that the TANF/PaS benefits will
						be closed for at least one month.
Unless the certification period expires by the end of the
						following month, send a notice of expiration which informs the household that
						its certification period will expire at the end of the month following the
						month the notice of expiration is being sent, and that its certification period
						is expiring because of changes in its circumstances which may affect its FSP
						eligibility and benefit level.
1. All
					 households shall be assigned a twelve (12) month certification period.
SHORTENING A CERTIFICATION PERIOD There are only three
						basic instances when the State can shorten a certification period:
1. When the State received
					 information which indicates the household is ineligible,
2. When a household is found eligible for
					 Transitional Food Assistance (TFA) and the recertification month is pushed back
					 to match the last month of TFA, or
3. When the household does not cooperate in
					 clarifying its circumstances.
For #1 & #3 only, a contact letter must be sent
						giving ten (10) days to respond. If the household does not respond, or responds
						and
refuses
to provide information, a notice of
						adverse action is sent for termination.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-600's › 600 - CERTIFIED HOUSEHOLDS › Section 144-301-600-FS 666-9 - Redeterminations

Current through 2024-29, July 17, 2024
1.
GENERAL RULE
The right to participate ends with the last day of the
						certification period. The Department shall provide each household a notice of
						expiration by the beginning of the last full month of the certification period.
						Benefits shall not be continued beyond the certification period unless the
						Department determines the household is still eligible. For the Department to
						make a determination that the household is ineligible, or still eligible, the
						household must -
A. submit a signed
					 recertification form,
B. provide
					 any necessary verifications, and
C.
					 complete an interview with the following exceptions:
(1) The Department shall process all annual
					 eligibility reviews without an interview until the earlier of December 31,
					 2021, or the end of the month after the month in which the public health
					 emergency (PHE) declaration related to COVID-19 is lifted by the U.S. Secretary
					 of Health and Human Services unless -
(a) the
					 household requests an interview,
(b) there is unclear information on the
					 recertification form, or
(c) the
					 household would be determined to be ineligible based on information provided on
					 the recertification form.
(2) Households which have no earned income
					 and in which all adult members are elderly and/or have disabilities will not be
					 required to complete an interview at annual eligibility review unless -
(a) there is unclear information on the
					 recertification form, or
(b) the
					 household would be determined to be ineligible based on information provided on
					 the recertification form.
The Department will conduct an interview if the household
						requests one.
NOTE:
Advance notice of adverse action is
						not required when benefits change from one certification period to
						another.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-600's › 600 - CERTIFIED HOUSEHOLDS › Section 144-301-600-FS 666-10 - Restoration of Lost Benefits

Current through 2024-29, July 17, 2024
GENERAL RULE
- Do not restore benefits more
						than twelve (12) months prior to the month the agency becomes aware of the
						underpayment or is notified of the reversal.
When an underpayment is identified, take action to
						restore benefits when:
- the underpayment was caused by the agency;
- a disqualification for intentional program violation is
						reversed, or special instructions state that a household is entitled to a
						restoration of lost benefits.
A household is entitled to restored benefits, even if it
						is not currently receiving FS.
Installments may be made to restore lost benefits. An
						accounting system for documenting entitlement to restored benefits and for
						recording the balance must be maintained.
A fair hearing may be requested when the client is
						dissatisfied.
In order to restore benefits determine the time period to
						be covered in the restoration.
1.
					 Regardless of the time period of lost benefits, restoration cannot cover more
					 than a twelve (12) month period. Restoration may be made:
- back to the date of application when erroneously
						denied.
- back to the first month that benefits were not received
						when benefits were erroneously terminated.
- for the months the household was underpaid.
The difference between what the household received and
						what it should have received equals the amount to be restored.
2. Establish eligibility for each
					 month's benefit separately.
3.
					 Subtract any amount owed the agency due to any previously established claim for
					 overpayment, regardless of cause of overpayment.
4. If the household's membership has changed,
					 restore the benefits to the household containing the majority of the household
					 members at the time the error occurred. If this cannot be determined, restore
					 benefits to the person who was the head of household at the time of the
					 error.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-700's › 700 - ADMINISTRATION PROCEDURES › Section 144-301-700-FS 777-4 - Replacement of Benefits

Current through 2024-29, July 17, 2024
1.
GENERAL RULE
SNAP benefits reported as not issued to the individual's
						EBT Account are replaced only if the error is reported in the period of
						intended use. The period of intended use of regular monthly allotments is the
						month of issuance and the next 11 months.
2.
PROCEDURES FOR REPLACING BENEFITS
					 USED TO PURCHASE FOOD THAT WAS DESTROYED
Benefits used to purchase food can only be replaced when
						the food has been destroyed due to a household misfortune, such as but not
						limited to fire or flood, or special disaster declaration by the Secretary of
						Agriculture. The household must report the loss within ten days of the
						destruction.
A. The household must
					 complete the SNAP Loss and Replacement Request form within 10 days of the
					 initial report of the loss.
B. The
					 disaster must be verified and documented.
C. The Department shall issue a replacement
					 allotment not to exceed the lesser of the value of the food destroyed or one
					 month's benefit within ten days of receiving the form and the
					 verification.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-700's › 700 - ADMINISTRATION PROCEDURES › Section 144-301-700-FS 777-6 - Program Complaints

Current through 2024-29, July 17, 2024
GENERAL
RULE
- All
						complaints regarding processing standards and service to program participants,
						potential participants, or interested individuals or groups shall be directed
						to the appropriate TANF or PaS/FS Unit Supervisor. The complainant shall be
						provided a written response within 15 days and a copy shall be forwarded to the
						Regional Manager. The response shall specify the action taken and that the
						complainant can further appeal to the Regional Manager. Appeals to the Regional
						Manager shall be processed and notification made to the complainant within 10
						days of the appeal. The notice shall advise that if the complainant is still
						dissatisfied that he/she can appeal to the Deputy Director, Office for Family
						Independence for final resolution. A final disposition will be made and the
						complainant notified within 10 days of the final appeal.
Information about the program complaint system and how to
						file a complaint shall be made available through pamphlets available at each
						regional office. Program complaints received through the statewide Food
						Supplement Program information hot-line will be referred to the appropriate
						TANF or PaS/Food Supplement Program Unit Supervisor.
EXCEPTION:
1. Complaints about discrimination on the
					 basis of race, sex, age, religious creed, national origin, political beliefs,
					 or handicaps shall be handled as outlined in FS 1 of the Maine Food Supplement
					 Program Manual.
2. Disagreements
					 with agency actions affecting benefits shall be handled through the Fair
					 Hearings process set forth in FS 777-1.
3. Allegations of misconduct or other
					 complaints against an individual employee shall be processed in accord with
					 Article 12 of the Collective Bargaining Contract in effect at the time of the
					 complaint.
Each Regional Manager shall maintain a file or files
						containing sufficient data to show the disposition of each complaint.
						Information on each complaint shall be retained for a period of 3 years from
						the date of the end of the federal fiscal year in which the complaint was
						filed.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-700's › 700 - ADMINISTRATION PROCEDURES › Section 144-301-700-FS 777-7 - Electronic Benefits Transfer (EBT) System

Current through 2024-29, July 17, 2024
1.
GENERAL
					 RULE
SNAP recipients receive benefits via an Electronic
						Benefit Transfer (EBT) card known as The Pine Tree Card. The United States
						Department of Agriculture (USDA) authorized retailer may have a manual voucher
						system to access the recipients' benefits. The card is used to access benefits
						from point of sales (POS) devices or online purchasing systems at USDA
						authorized retailers.
2.
BASIC RULES
A. Each Assistance
					 Group case head is issued an EBT card to access SNAP benefits. If separate
					 Assistance Groups have the same case head, only one card is issued.
B. Each Assistance Group is allowed a maximum
					 of two payees to access SNAP benefits.
C. The EBT SNAP account is non-interest
					 bearing.
D. An EBT SNAP account
					 balance that is not used by the recipient in the month of issuance is carried
					 forward.
E. EBT SNAP account
					 balances include both dollars and cents.
F. A recipient cannot use the EBT SNAP
					 account to borrow against future month's benefits.
G. Monthly benefits are issued during a five
					 day period each month. Recipient's benefits (excluding supplements) are
					 available on the same date each month once they are on the delivery
					 cycle.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-800's › 800 - INCOME AND ELIGIBILITY VERIFICATION SYSTEM › Section 144-301-800-FS 888-1 - Type of Information Required and Source Agencies

Current through 2024-29, July 17, 2024
GENERAL RULE
- Federal regulations require
						that each state maintain and use an income and eligibility verification system
						(IEVS). Wage and benefit information shall be requested as follows:
1. Wage information maintained by the Maine
					 Employment Security Commission (MESC)
2. Information about net earnings from
					 self-employment, wages, and payments of retirement income maintained by the
					 Social Security Administration (SSA) - "BEERS"
3. Federal retirements and survivors,
					 disability, SSI, and related benefit information available from SSA - "BENDEX"
					 and "SDX"
4. Unearned income
					 information from the Internal Revenue Service (IRS)
5. UIB claim information from MESC.
6. Prisoner Verification System
7. Deceased Matching System (SSA Death Master
					 File)
NOTE
: Requests for the aforementioned
						information shall be made through computer-to-computer techniques. Insofar as
						practicable, the data will be edited to delete nonessential information being
						forwarded to regional eligibility staff.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-800's › 800 - INCOME AND ELIGIBILITY VERIFICATION SYSTEM › Section 144-301-800-FS 888-2 - Requesting Information About Applicants

Current through 2024-29, July 17, 2024
GENERAL RULE
- The information noted in FS
						888-1 shall be requested from the appropriate agencies about members of all
						applicant households during the first week of the month following the month in
						which the application is filed. Information about members of applicant
						households who cannot provide SSN's at application shall be requested in the
						month following the month in which the SSN is received.
Information received within the thirty-day application
						period shall be used to determine eligibility and benefits if it is received
						for an applicant household which is still pending.
NOTE
: Eligibility and benefit determinations
						shall not be delayed pending receipt of IEVS information.
Information received about applicant households which
						have already been opened shall be treated the same as information on recipient
						households (FS 888-4).
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-800's › 800 - INCOME AND ELIGIBILITY VERIFICATION SYSTEM › Section 144-301-800-FS 888-3 - Requesting Information About Recipients

Current through 2024-29, July 17, 2024
GENERAL RULE
- The information noted in FS
						888-1 shall be requested from the appropriate agencies about members of
						recipient households as follows:
1.
					 Quarterly, from MESC on wages. Such requests shall include all households which
					 participated in any month of the corresponding quarter.
2. Monthly, from SSA data bases and not later
					 than the second month of the certification period when the requests at
					 application did not establish automatic reporting of changes in SSA
					 data.
3. Annually, from IRS for all
					 current recipients. This request shall be made as soon as practicable after the
					 latest year's data is available from IRS.
4. Weekly, from MESC on UIB benefits for all
					 participating households.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-800's › 800 - INCOME AND ELIGIBILITY VERIFICATION SYSTEM › Section 144-301-800-FS 888-4 - Actions on Recipient Households

Current through 2024-29, July 17, 2024
GENERAL RULE
- Case action on IEVS
						information about recipient households must be complete within 45 days of
						receipt of that information.
NOTE
: The 45-day time limit means, in
						effect, that the Regional Office has thirty days to complete case action, since
						it will take about two weeks for the Central Office to edit, print, and
						distribute written instructions to the regions.
Case action includes:
1. review of the information, and comparison
					 of it, to information in the case record.
2. for all
new
or previously
					 unverified information received, contact with the household and/or the
					 appropriate assets or income source to resolve discrepancies (FS
					 888-5).
3. when discrepancies
					 warrant, action to
begin reduction of benefits or termination of
					 eligibility
(advance notice sent).
Appropriate case action and dates shall be noted on the
						IEVS document and filed in the case record with the exception of documents
						containing IRS information. All documents generated from IRS source data shall
						be destroyed once case action is completed. A master file of IRS documents will
						be maintained at Quality Control. BEERS data contains IRS information and is
						subject to the same security.
When the case actions substantiate an over-issuance,
						appropriate actions to initiate claims and/or disqualification proceedings
						shall be taken. (REMEMBER: Adverse actions based on Federal matches require 30
						day advance notice.)
NOTE
: The 45-day time limit does not apply
						to claims and disqualification actions.
ACTIONS BASED ON MESC MATCHES
When any adverse action is called for and is based upon
						information from an MESC match, the household shall be sent a written notice at
						least 12 days prior to taking such adverse action.
The notice shall advise the household that the Department
						has received information which indicates the need for adverse action and that
						it has 12 days to contest the decision. The notice shall state that, unless the
						Department is notified otherwise within 12 days by the household, it will
						assume that the data provided by the match or obtained through independent
						verification is correct and the adverse action will be taken.
ACTION BASED ON FEDERAL RECORD
						MATCHES
When any adverse action is called for and is based upon
						information from BEERS or IRS matches the household shall be sent a written
						notice at least 30 days prior to taking such adverse action.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 301 - SUPPLEMENTAL NUTRITION ASSISTANCE PROGRAM (SNAP) RULES › FS-800's › 800 - INCOME AND ELIGIBILITY VERIFICATION SYSTEM › Section 144-301-800-FS 888-5 - Use of IEVS Information

Current through 2024-29, July 17, 2024
GENERAL RULE
- Action shall be taken without
						independent verification based on information obtained through IEVS which is
						considered
verified upon receipt
. Such verified information is
						Social Security and SSI benefit information from SSA and UIB information from
						the Maine Employment Security Commission.
EXCEPTION
: When it appears that the IEVS
						information about a particular household is questionable, the information shall
						be considered unverified and must be independently verified.
Prior to taking action to terminate, deny, or reduce
						benefits based on IEVS information which is considered
unverified upon
						receipt
, the information shall be independently verified. Such
						unverified information is:
1. Unearned
					 income information from IRS.
2.
					 Wage information from the Maine Department of Labor and SSA (BEERS).
3. Prisoner Verification System
4. Deceased Matching System (SSA Death Master
					 File)
5. Questionable information
					 as noted above.
Verification of unverified information shall be obtained
						by means of contacting the household and/or the appropriate asset or income
						source.
If the household is contacted it must be in writing. The
						household must be informed of the information the Department has received, and
						be requested to respond within 10 days. If the household fails to respond in a
						timely manner, an appropriate notice of adverse action shall be sent.
The appropriate source may be contacted by the means best
						suited to the situation.
When the household or appropriate source provides the
						independent verification the household shall be properly notified of the action
						to be taken.
When all other sources of income verification are
						unavailable the amount to be used shall be mutually agreed upon by the client
						and agency.
Once terminated or denied for failure to respond or
						refusal to cooperate, the household shall not be determined eligible until it
						cooperates in the completion of the IEVS review in question.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter I - INTRODUCTION AND PHILOSOPHY › Section 144-311-I-I - Legal Background and Authority

Current through 2024-29, July 17, 2024
A. Title IV-A,
				  Social Security Act
B.45 CFR Parts
				  220, 233 and 234 Federal Register, June 30, 1972
C. SRS Program Regulations 20-3 (C-2); 20-5
				  (C-2); 20-7 (C-4)
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter I - INTRODUCTION AND PHILOSOPHY › Section 144-311-I-II - Purpose

Current through 2024-29, July 17, 2024
Self-support remains one of the major program goals for Aid
					 to Families with Dependent Children (AFDC) recipients and the Work Incentive
					 (WIN) Program is a major effort to accomplish this goal by providing an
					 opportunity for certain members of AFDC families, 16 and over, to be placed in
					 jobs immediately if they are job-ready, or to secure the necessary training and
					 social services to prepare them to obtain and hold jobs in order to attain the
					 goal of self-support.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter II - OPERATION OF THE PROGRAM › Section 144-311-II-I - Role of Income Maintenance Unit

Current through 2024-29, July 17, 2024
I. The Income
				  Maintenance Unit (IMU) of the Department of Human Services is a cooperating
				  partner in the WIN Program. Under the legislation and current regulations the
				  IMU shall:
A. determine which AFDC applicants
				  and recipients are exempt from registration and which are required to register
				  as a condition of eligibility for AFDC benefits based on established
				  criteria;
B. inform exempt
				  individuals that they may volunteer for WIN;
C. inform nonexempt individuals in writing
				  that failure to register as required may affect their AFDC assistance
				  payments;
D. immediately refer all
				  nonexempt AFDC applicants and recipients and all volunteers to the WIN Sponsor
				  for registration;
E. inform each
				  applicant and recipient in writing of his/her right to a hearing before the
				  Department of Human Services to contest a determination of nonexempt status or
				  to contest a denial of AFDC assistance payments because of refusal to register
				  for WIN;
F. inform exempt
				  applicants and recipients that they must report to the IMU any changes which
				  affect their exempt status;
G.
				  refer individuals exempted from registration on the basis of incapacity to the
				  Maine Department of Human Services, Bureau of Rehabilitation;
H. furnish written notice of final AFDC
				  eligibility determination of registrants to the WIN Sponsor within 3 days of
				  such determination;
I.include a
				  redetermination of exemption as a part of the AFDC eligibility redetermination
				  process, except where an individual has been determined to be 65 years of age
				  or older, or permanently incapacitated;
J. inform the WIN Sponsor in writing of any
				  changes affecting an individual's exemption or employment status within 3 days
				  of such change;
K.recalculate the
				  AFDC payment when the registrant obtains a job or enters a salaried WIN
				  component;
L. apply the sanctions
				  required by law and federal regulations for refusal to register or participate;
M.collect and report data as
				  required; and
N. work closely on
				  coordinated basis with local SAU and Department of Manpower Affairs
				  staff.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter II - OPERATION OF THE PROGRAM › Section 144-311-II-III - Role of the Separate Administrative Unit

Current through 2024-29, July 17, 2024
A.
				  Central Office SAU Responsibilities:
1.
				  Program Direction and Supervision:
The Central Office SAU is responsible for the overall
					 development and administration of the WIN Program to insure that the program
					 direction, policies and procedures are carried out effectively throughout the
					 State. Supervision entails the furnishing of necessary guidance and technical
					 assistance to regional WIN staff and local SAU's to assure adequate quantity
					 and quality of supportive services as well as an evaluation of program
					 results.
2. Liaison with
				  the Division of Employment Security:
Continuous liaison and coordination between the Department
					 of Human Services and Department of Manpower Affairs is crucial and includes
					 joint program evaluation, assessment and addressing of mutual problems. The
					 Central Office SAU is also responsible for fostering the same degree of
					 interagency cooperation at the regional and local level.
3. Program Planning:
The Central Office SAU is the focal point of responsibility
					 for coordinating the IMU responsibility and all supportive services planning
					 relative to WIN. The principal planning mechanism for supportive services is
					 the Statewide Operational Plan, SOP, which is prepared jointly by the Central
					 Office SAU and Division of Employment Security with input from Assistance
					 Payments staff. The Central Office SAU must assure that the local SAU's are
					 participating appropriately together with the DES for reviewing, evaluation and
					 consolidating local operational plans into a comprehensive plan for the
					 State.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter II - OPERATION OF THE PROGRAM › Section 144-311-II-IV - Role of Department of Manpower Affairs

Current through 2024-29, July 17, 2024
Project managers are accountable to the State Department of
					 Manpower Affairs for all aspects of local project administration, including
					 overall supervision and direction of local WIN operations. In addition, the
					 local WIN staff shall:
A. prepare the
				  local WIN plan in conjunction with the local SAU;
B. coordinate WIN activity with other local,
				  State and Federal agencies and programs, such as the Comprehensive Employment
				  and Training Act (CETA). Familiarity should also be maintained with other
				  public assistance programs such as Food Stamps, Title XIX and local, welfare
				  programs;
C. develop and install
				  procedures for the registration and deregistration functions;
D. establish local program performance
				  standards and goals, consistent with the State and Federal guidelines and
				  procedures;
E. insure that WIN
				  regulations and guidelines are followed, including nondiscrimination
				  provisions;
F. provide in-service
				  training and technical assistance for the guidance of the staff;
G. provide overall administrative management,
				  which may include budget, personnel, accounting, payroll, WIN allowances and
				  payments to employers;
H. collect
				  and report data as required;
I.
				  register AFDC applicants and recipients and inform IMU within 3 days of
				  registration that registration is completed;
J. participate in appraisal activities and
				  provide manpower and placement services;
K. work closely with the local SAU to insure
				  coordinated services;
L. work
				  closely with IMU in referral, status change, deregistrations and the
				  adjudication process;
M. develop
				  OJT and PSE to meet expenditure requirements;
N. monitor OJT and PSE contracts;
O. provide information on the WIN and
				  recipient tax credit to employers and complete WIN Tax Credit Eligibility
				  Declaration Forms;
P. inform IMU
				  within 3 working days in writing of any change in employment or other status
				  affecting AFDC grants or service eligibility;
Q. monitor local operations for
				  nondiscriminatory policies and procedures.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter III - SUPPORTIVE SERVICES › Section 144-311-III-II - Procedures for the Separate Administrative Unit:'

Current through 2024-29, July 17, 2024
Appraisal at Registration: If at all possible the WIN/MA
					 and SAU staff should appraise the individual during or immediately after
					 registration. Certification may also be requested and supportive services
					 arranged during the appraisal process. However, until the registrant becomes a
					 recipient, only direct staff services may be provided by the WIN funds. The
					 necessity for pre-appraisal is precluded when appraisal occurs at the time of
					 registration. Pre-appraisal activities by the SAU may be found in certain
					 instances when there has been a long delay between registration and appraisal.
					 In no instance should pre-appraisal activities delay the scheduling of
					 appraisal interviews.
Appraisal Interview: The purpose of the appraisal interview
					 is to assess the registrant's employability potential and suitability for
					 employment or participation in a WIN component. It involves analyzing the
					 registrant's work history, skills, interests, and possible needs for supportive
					 services as well as the consideration of personal employability information in
					 relation to the current labor market. The Department of Manpower Affairs staff
					 and SAU staff should both be involved in the appraisal process and a joint
					 interview should he conducted to the extent possible. When this is not
					 feasible, sequential interviews should be conducted within 5 days. The WIN/MA
					 staff shall request certification of each registrant prior to assignment to a
					 WIN component, and shall indicate the date by which the supportive services
					 requested are to be provided or arranged. If an uncertified, registered
					 recipient finds employment the WIN/MA staff may request the SAU to certify the
					 individual if supportive services are necessary for the individual to accept
					 the employment.
Selection: The criteria for selection for appraisal
					 are:
A. All unemployed fathers shall
				  be appraised within 2 weeks of determination eligibility for AFDC benefits.
				  This does not necessarily mean, however, that every unemployed father will be
				  assigned to a WIN component;
B.
				  Other registrants will be appraised according to the following legislatively
				  mandated priorities, taking into account the individual's employment
				  potentials:
1. mothers, whether or not
				  required to register, who volunteer;
2. other mothers and pregnant women under 19
				  years of age who are required to register;
3. dependent children and relatives who have
				  attained age 16 and who are not in school full-time, or engaged in work or
				  manpower training;
4.
				  others.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter IV - PROCEDURAL STEPS

Current through 2024-29, July 17, 2024
STEP 1: The SAU social worker, DES/WIN interviewer and the
				  client assess the client's situation and jointly agree on the social service
				  plan and vocational plan. The goals, barriers and WIN services needed by the
				  client as identified and requested on MA 5-96.
A. Case not being opened
1. SAU worker submits SWSS-083
2. SAU worker submits SWSS-085
3. Send to terminal operators
4. One copy SWSS-083 and SWSS-085
				filed
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter V - GRIEVANCE/APPEALS PROCESS › Section 144-311-V-I - DES/WIN Grievance Procedure

Current through 2024-29, July 17, 2024
When the participant has a complaint about a work or
					 training assignment or related issues such as wages or hours of attendance, the
					 DES/WIN Grievance Procedure is the mechanism to he used to raise and resolve
					 such complaints. The SAU shall assist the DES/WIN team in informing the
					 participant of the purpose of the Grievance Procedure and, when necessary,
					 shall assist the participant in its use.,
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter V - GRIEVANCE/APPEALS PROCESS › Section 144-311-V-II - DES/WIN Appeal Process

Current through 2024-29, July 17, 2024
When DES/WIN proposes termination of an individual for
					 failure to participate in WIN "without good cause" the SAU is notified. The
					 individual is notified by the DES/WIN team of his right to a predetermination
					 conference and an appeal hearing under the DES/WIN Appeal Process. The SAU
					 shall assist in informing the individual of the meaning of these procedures and
					 shall assist him in their use. The SAU shall attend DES/WIN appeal hearings for
					 the purpose of contributing information relative to its role in the
					 program.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter V - GRIEVANCE/APPEALS PROCESS › Section 144-311-V-III - 60-day Counseling Period

Current through 2024-29, July 17, 2024
If the Hearing Officer upholds the DES/WIN team's
					 recommendation of termination or if the individual does not utilize the DES/WIN
					 appeal procedure and is to be terminated, the SAU is notified by the DES/WIN
					 team and proceeds to institute the 60-day counseling period.
The counseling period shall minimally include:
A. A review of exemption criteria
B. A review of supportive service
				  needs
C. An explanation to the
				  participant, his spouse or parent of the effect that termination from the
				  program will have on the amount and form of assistance
D. An explanation of the time period the
				  individual must wait before he may re-register for WIN
If the individual returns to participation and thereafter
					 refuses to participate "without good cause" he or she again shall have the
					 assistance of the SAU in utilizing the DES/WIN predetermination conference and
					 appeal procedures. If the individual's termination is upheld, however, the
					 60-day counseling period will not he given again.
If the individual refuses to accept counseling or if after
					 the expiration of the 60 days he refuses to continue in the WIN program, the
					 SAU shall notify IMU. IMU notifies the individual Of sanctions to be applied,
					 that is, change to be made in the amount and/or form of assistance as a result
					 of his failure to participate without good cause. The individual may not appeal
					 under the Department of Human Services Fair Hearing procedure about subject
					 matter appealed and ruled on under the DES/WIN Appeal Process.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter V - GRIEVANCE/APPEALS PROCESS › Section 144-311-V-IV - Representation of Minor Registrants

Current through 2024-29, July 17, 2024
A minor (under age 18) who has no capacity in a court of
					 law, when entering the WIN adjudication system, must be represented by a parent
					 or guardian. Due process dictates that the representative be sent copies of all
					 program related communications. Therefore, in a case involving a mandatory
					 registrant who is under 18 years of age: (a) the record should indicate who is
					 the proper person to represent the registrant and (b) such representative
					 should be sent copies of any and all communications concerning the registrant
					 including such items as appointment notices, status change notices, job
					 referrals, component assignment notices, notices of failure to keep
					 appointments, notices of intent to deregister, hearing and appeal notices and
					 any other official correspondence.
In the case of a committed child living with either parent,
					 both parent and agency will be sent copies of all communications concerning the
					 registrant (minor child).
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter VI - APPENDIX

Current through 2024-29, July 17, 2024
Note: For paper copies of these forms, contact the
				  Department. Some could not be converted into electronic format for this version
				  of Chapter 311.
Forms - Definitions
1. SWWN-002: Bill for Child Care
				Services
2. SWWN-026: WIN
				Registration Referral
3. SWWN-029:
				Notice to WIN/ES of AFDC Change
4.
				SWSS-083: Social Service Face Sheet
5. SWSS-085: Social Service Program
				Sheet
6. SWIM-017: Medical
				Statement Signed by Physician
7.
				G-16A: Purchase Authorization
8.
				G-31: Departmental Bill Head
9.
				ES-571-A: Waiver for Release of Information
10. ES-571-B: Employment Capacities Report
				Physical Status
11. ES-571-C:
				Employment Capacities Report Mental Status
12. MA-49: Request for Payment of
				Professional Services
13. MA 5-95:
				WIN Registration Record
14. MA
				5-96: WIN Certification Record
15.
				MA 5-97: WIN Status Change Notice
16. SRS-NCSS-117, Part A: WIN Certifications
				Report
17. SRS-NCSS-117, Part B:
				AFDC WIN Grant Reductions Report
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › Chapter VII - REPORTS

Current through 2024-29, July 17, 2024
In addition to the on-going case recording narrative SAU is
				  required to submit a monthly report of Income Maintenance and SAU activities
				  including such items as case reviews, registrations, certification and welfare
				  savings. This is compiled and submitted on SRS-NCSS-117, commonly called the
				  "117".
Quarterly the child care report a detailed breakdown of types
				  of care, ages of children, etc. is submitted to the federal level.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 311 - WORK INCENTIVE (WIN) PROGRAM MANUAL › BILL FOR CHILD CARE SERVICES

Current through 2024-29, July 17, 2024
Submit Name of Recipient:
bid to:
Address:
Case no.
In/Home Relative I child - $.50 per hour 4 children - $1.10
				  per hour
Child Care Rates 2 children - $.70 per hr. 5 children - $1.30
				  per hour
3 children - $.90 per hr. 6 children - $1.50 per hour
(Maximum of eight hours per day
						  allowed)
($2.00 minimum per day)
Date
Child(rens) Name(s)
No.of
						  child.
Rate
Hours provid.
Daily amount
Gross
						  amount
1.
x
=
2.
x
=
3.
x
=
4.
x
=
5.
x
=
6.
x
=
7.
x
=
8.
x
=
9.
x
=
10.
x
=
11.
x
=
12.
x
=
13.
x
=
14.
x
=
15.
x
=
16.
x
=
Signature of Caretaker: Date:
Address:
SWWN-002 R1074
NONE OF THE FORMS FROM THIS POINT TO THE END COULD BE
				  CONVERTED TO MACHINE READABLE FORM FOR THIS VERSION OF CHAPTER 311. PLEASE
				  CONTACT THE DEPARTMENT FOR PAPER COPIES OF THESE FORMS.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-I - INTRODUCTION

Current through 2024-29, July 17, 2024
Pursuant to
				  22 M.R.S.
				  §4323 the Department of Health and Human
				  Services (DHHS), in conjunction with the municipalities, is responsible for the
				  proper administration of the Maine General Assistance Program. The authority to
				  promulgate these rules is granted by
				  22 M.R.S.
				  §42(1), and M.R.S.
				  §§ 4301
et seq
.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-III - RESPONSIBILITIES

Current through 2024-29, July 17, 2024
The Department and the municipalities are jointly responsible
				  for the administration of the Maine General Assistance Program. The respective
				  duties and legal responsibilities for such administration are set forth as
				  follows.
A. Municipal Responsibilities.
1. Every municipality must administer a
				General Assistance Program.
2.
				Ordinance. The municipal officers of each municipality must adopt an ordinance,
				after notice and hearing, as provided in Section
				VIII.
3. Eligibility. Municipalities must use the
				standards established by ordinance to determine eligibility, as set forth in
				Section
				IV.
4. Assistance. Municipalities shall provide
				assistance in accordance with statute and rule (Sections
				IV and V ) for eligible applicants
				for which they bear responsibility (Section
				VI ).
5. Reimbursement. To receive reimbursement
				from the Department for General Assistance expenditures, municipalities must
				comply with all applicable laws and regulations, and follow the procedural
				requirements in Section
				XII.
6. Records. Municipalities shall maintain
				case records in accordance with Section
				VII.
7. Review. Municipalities shall cooperate
				with the Department's review, as provided in Section
				IX. When a municipality is found to
				be out of compliance with statute and/or rule, they will submit a corrective
				action plan to be approved by the Department.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-V - MAXIMUMS, CATEGORIES AND LEVELS OF ASSISTANCE

Current through 2024-29, July 17, 2024
A.
				Overall Maximums
1. The overall maximum used
				to calculate an applicant's deficit and unmet need as provided in Section
				IV(B) is also the
				maximum benefit amount that may be provided in non-emergency
				situations.
2. Municipalities must
				establish an aggregate maximum level of assistance in accordance with
				22 M.R.S.
				§4305(3-B).
a. The Commissioner will accept as standards
				and practices for those persons in the unorganized territories, the same as
				those presented in the Maine Municipal Association (MMA) model ordinance,
				unless they are found to be unacceptable by the Department.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-VI - MUNICIPALITY OF RESPONSIBILITY

Current through 2024-29, July 17, 2024
A. Financial
				Responsibility of a Municipality to Applicants
1. Except as provided in Section B (below), a
				municipality is responsible for the General Assistance support of-
a. Residents of the municipality;
b. Persons who apply for assistance in that
				municipality, but who are not residents of that or any other municipality. If a
				person is not a resident of any municipality, the municipality where the person
				first applies shall be responsible for support until a new residence is
				established.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-VII - RETENTION OF RECORDS

Current through 2024-29, July 17, 2024
A. Municipalities
				shall retain case records for a minimum of three full State fiscal years.
1. Emergency phone applications shall be
				transferred to a written application form and maintained on file as any other
				emergency application.
2. The
				process of destroying records shall be determined by the local government
				records office for each municipality.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-VIII - ORDINANCE FILED

Current through 2024-29, July 17, 2024
A. A municipality's
				General Assistance program shall be administered in accordance with an
				ordinance enacted, after notice and hearing, by the municipal officers. The
				ordinance shall establish written standards of eligibility including the
				maximum amounts of assistance to be provided.
1. The standards of eligibility will;
a. Govern the determination of eligibility of
				persons applying for relief;
b.
				provide that all individuals wishing to make an application for relief shall
				have the opportunity to do so; and
c. provide that relief shall be furnished or
				denied to all applicants within 24 hours of the date of submission of an
				application.
Code of Maine Rules › 10 - DEPARTMENT OF HEALTH AND HUMAN SERVICES › 144 - DEPARTMENT OF HEALTH AND HUMAN SERVICES - GENERAL › Chapter 323 - MAINE GENERAL ASSISTANCE MANUAL › Section 144-323-IX - REVIEW OF MUNICIPAL ADMINISTRATION OF GENERAL ASSISTANCE

Current through 2024-29, July 17, 2024
A. The Department shall review the
				administration of General Assistance for each municipality for compliance with
				statute, municipal ordinance and this manual.
1. Reviews shall be conducted on a regular
				basis.
a. At the Department's discretion,
				municipalities may be reviewed by mail and/or telephone.
i. The Department shall consider the amount
				of General Assistance expended, the number of cases, and the overall cost
				effectiveness when determining if an on-site review is warranted.
ii. Municipalities shall have an on-site
				review no less than every three years.
iii. Any municipality that receives a mail
				review may request an on-site review by the Department's
				representative.