The CAO must conduct a face-to-face interview for each application. The person interviewed may be an applicant, a recipient, the payment name, or the caretaker or relative of a need child. The applicant may bring other persons to the interview.
PO-16867-950, Social Security Number Delays Due to the Shutdown, Linked October 7, 2013.
Interviews must be conducted in the CAO except when:
The applicant is unable to get to the CAO for an interview (for example, the person is housebound or incapacitated).
A home visit may reveal information about suspected fraud or abuse or
The CAO believes there is a valid reason for a home visit, such as to the mother of a newborn or to a family with preschool children when traveling or babysitting is hard for them to arrange.
55 Pa. Code § 125.24(a)(1)(ii)
NOTE: Supervisory approval is required before a home visit is made in either of the last two instances.
During the application interview, the CAO must:
Review the information on the PA 600 or COMPASS application.
Help the applicant present his or her situation.
Have the applicant fill out the Criminal History Inquiry form if he or she answered "YES" to any of the criminal history questions on the PA 600. See Section 104.48.
Explore and resolve with the applicant any unclear or incomplete information. Where there is suspected fraud, see Section 178.312 before making any referrals to the Office of Inspector General (OIG) for investigation.
Initiate or update the budget group information based on the completed PA 600 and the facts presented during the interview.
Make sure that each applicant has a Social Security number (SSN). Refer each person who does not have an SSN to the local Social Security Office as required. See Supplemental Handbook, Chapter 950.
NOTE: Do not refer to the Social Security Office ineligible aliens who state that they do not qualify for an SSN due to their immigration status. See Chapter 122.
NOTE: Medical Assistance may be authorized for any person who is waiting to receive an SSN or for an alien who is eligible for emergency medical services. See Medical Assistance Eligibility Handbook, Sections 322.32 and 378.31 and Supplemental Handbook, Section 950.1.
If applicable, review the disqualification information on the copy of the CAPDRS screen obtained during the screening interview. See the "Using CIS" manual for instructions to obtain more disqualification information. See Supplemental Handbook, Section 910.74, for requirements on verifying and imposing disqualification.
If applicable, explain and fill out reimbursement forms. Give the person a copy of the signed forms. Reimbursement forms include, but are not limited to, the following:
55 Pa. Code § 125.24(a)(1)(ii)
Agreement and Authorization to Pay Claim -FIRM 176-K
Reimbursement Agreement -OIG 173-S
Agreement and Authorization to Pay Claim-SSI -OIG 176-SSI
Agreement for Repayment – Delayed UC Checks- OIG 176-U
Assignment of Interest in Decedent’s Estate- PA 198-S
See Supplemental Handbook, Chapter 915.
Discuss past management of the applicant’s finances as needed to understand the present situation.
Review with the applicant the Job Search as a Condition of Eligibility for Cash Assistance and review information relating to the verification of Job Searches. This may include applicants recording and reporting their job search activities by registering online with JobGateway(sm) at www.jobgateway.pa.gov and/or the completion of a Job Application Report form PA 1900.
PA 1900 includes information explaining what is required to comply with the TANF applicant Job Search and instructions on how to record the Job Search on the form to prevent a delay in the eligibility determination of benefits.
NOTE: The applicant Job Search begins on the date that the applicant is notified of the requirement. This would be the date the Appointment Notice and Verification Checklist (PA253) is provided to the applicant, either at interview or when mailed (allowing for three mailing days). It continues until all pending information is returned to the CAO. A week is seven days. On the 8th day, a new week begins, requiring at least three more job applications.
Revised Operations Memorandum - Cash Assistance OPS120703
Explain basic program requirements and procedures
NOTE: An informational flyer, Applying for Cash (PA 1909), has been developed to provide an applicant with information on the requirements they can expect when applying for cash assistance. PA 1909 is available on Docushare as a handout for the applicant at interviews and it must be provided when the PA 1900 is given to the applicant.
Discuss who is responsible for the care and control of a child for whom application is being made. Determine who the specified relative is for each TANF budget group. See Chapter 127.
Give the person the “Rights and Responsibilities” page from the PA 600. Review the page with the person to make sure he or she understands it.
55 Pa. Code § 125.24(c)(7)(vi)
Explain that the person who signs the application form is responsible for accurately reporting any changes that affect his or her situation. Changes must be reported by the tenth of the month after the month the change took place. See Section 170.2.
62 P.S. 432.19
Notify the payment name of the TANF applicant/recipient group that support cooperation requirements apply if a minor child has a noncustodial parent or putative father, or if an adult has an absent spouse. The CAO must not authorize assistance until a certification of cooperation is provided, good cause is established for not meeting the requirements or a determination of non-cooperation is made.
NOTE: Failure to cooperate with support enforcement requirements without good cause will result in a denial of assistance to the applicant/recipient causing a reduction of at least 25 percent of the monthly cash assistance benefit. See Chapter 131.
Reminder: Review Medical Assistance eligibility for ineligible Cash Assistance applicants and recipients.
Explain the applicant’s right to appeal the CAO’s determination if he or she is not satisfied with the decision.
NOTE: If the applicant has limited English proficiency, use interpreting services to explain, in the applicant’s primary language, that the CAO can provide free interpreting assistance. Use interpreting assistance as needed to make sure the client completely understands the interview. Refer to the limited English proficiency (LEP) implementation and monitoring plan established by the CAO.
Explain the use of the Authorization for Information form (PA 4) and have the applicant or person who is the payment name sign, regardless of his or her age. Persons who have applied for or are receiving cash benefits who are 18 years old or older or are emancipated must sign the PA 4 within 30 calendar days of the authorization date.
NOTE: A person who is required to sign the form and fails to sign is ineligible for cash benefits.
NOTE: In TANF cases, there is no deprivation of care due to absence if one parent is serving in the uniformed service. TANF could be authorized if one of the parents is incapacitated. Because both parents are in the budget group, the CAO must have the parent serving in the uniformed service sign when that parent returns home on leave. The CAO may also get faxed or scanned signatures when needed.
Ask the applicant to read the affidavit, or read it to him or her. The applicant, regardless of age, must sign the affidavit on the application form during the application interview.
NOTE: In TANF cases, there is no deprivation of care due to absence if one parent is serving in the uniformed service. TANF could be authorized if one of the parents is incapacitated. Because both parents are in the budget group, the CAO will have the parent serving in the uniformed service sign when that parent returns home on leave. The CAO may also get faxed or scanned signatures when needed.
NOTE: Persons whom others have applied for who are 18 years of age or older or emancipated must also sign the affidavit on the application form during the application interview or within 30 calendar days from the authorization date.
NOTE: A person who is required to sign the application and fails to sign is ineligible for cash benefits.
Verify identity and note on the PA 600 the verification source, such as driver’s license, Social Security card, Selective Service card, voter registration card, or other acceptable source.
At the end of the application interview, offer the applicant the opportunity to register to vote. Give the registration form to applicants who wish to register. Help the applicant fill out the voter registration form if help is needed. See Supplemental Handbook Chapter 980.
42 U.S.C.A. 1973 gg-5 (a)(2)(A)
Explain to the applicant that assistance will be reduced by amounts received if the assistance check is cashed at a gambling casino, racetrack, bingo hall or other establishment that gets more than 50 percent of its gross revenues from gambling.
Explain the requirements of the Agreement of Mutual Responsibility (AMR, PA 1661). See Chapter 107.
NOTE: If a person has good cause (such as serious illness or hospitalization) for not completing and signing the AMR, benefits may be authorized without a signed AMR. The person must complete and sign the AMR no later than the end of the good cause period.
If there is evidence of child abuse, all CAO staff persons who have client contact, specifically contact with children, must report suspected child abuse to the executive director or the director's designee. See Section 103.4.
Explain the responsibility to cooperate with the Third Party Liability Program in completing a Medical Services Questionnaire (PW 382). See Chapter 185 for CAO responsibilities for the PW 382.
Provide information about reduced telephone costs through Link-Up America and Lifeline programs. See Section 103.33.
55 Pa. Code § 121.3 (a)(2)(iii)
To receive TANF, the applicant must meet the appropriate eligibility conditions. The CAO must determine eligibility based on the following:
Category (see Chapter 105)
Agreement of mutual responsibility (see Chapter 107)
Budget groups (see Chapter 110)
Strikers (see Chapter 113)
Students (see Chapter 114)
Identity (see Chapter 120)
Citizen/noncitizen (see Chapter 122)
Residence (see Chapter 123)
Specified relatives (TANF only) (see Chapter 127)
Deprivation (TANF only) (see Chapter 129)
Support (see Chapter 131)
Employment and training requirements (see Chapter 135)
Resources (see Chapter 140)
Income (see Chapters 150, 152, 155, 157, 160)
Reporting changes (see Chapter 170)
Semiannual reporting (see Chapter 171)
Reimbursement (see Supplemental Handbook, Chapter 915)
Enumeration (see Supplemental Handbook, Chapter 950)
Job Search Requirements (see Section 104.3)
Criminal status (see Section 104.48)
Conviction for welfare fraud (see Supplemental Handbook, Chapter 910)
Conviction for felony related to illegal possession, use, or distribution of a drug (TANF only) (see Section 104.482)
NOTE: Unless the person has good cause, eligibility is related to participation in or compliance with a drug treatment program if treatment is necessary, available, and appropriate.
Conviction for residency misrepresentation (see Supplemental Handbook, Chapter 910)
The applicant is the primary source of information in establishing eligibility for cash assistance.
In addition to the specific requirements of the chapters listed under Section 104.43, the applicant must also do the following:
Provide required verification to establish eligibility.
Provide information for third-party liability coverage to determine medical coverage carried by another person or organization.
Sign an Authorization for Information form (PA 4) consenting to the disclosure of information from third parties.
NOTE: Any person applying for assistance who is 18 years old or older or under age 18 and emancipated must also sign a PA 4. See Chapter 178.
Cooperate in establishing eligibility for state and federal benefits. An applicant who does not cooperate without good cause in establishing eligibility for federal programs is ineligible for Cash Assistance as follows:
Reminder: Eligibility for unemployment compensation (UC) must be explored. Cash Assistance may be authorized pending verification of the UC application. However, CAO follow up will be necessary to ensure the individual person has applied for possible benefits. If UC benefits are expected, complete the OIG 176-U. See Supplemental Handbook, Section 915.531.
For TANF, the applicant is ineligible until he or she complies.
For Extended TANF, the applicant and the applicant’s family are ineligible until the applicant complies. See Section 150.1 for noncooperation of recipients.
NOTE: If the person reapplies, states that he or she will cooperate in applying for potential state or federal benefits, and signs the required forms, then he or she is in compliance. If the person again does not follow through with the application and benefits are discontinued, this establishes a pattern of noncooperation. If the person reapplies, he or she must actually complete the application for state and federal benefits before he or she is considered to be in compliance. TANF may not be authorized until that time.
Cooperate in establishing paternity and a court order for support, unless good cause exists.
Repay any assistance payment received during a period for which federal or state benefits were awarded. See Supplemental Handbook, Chapter 915.
NOTE: The CAO must not deny assistance because an applicant has not repaid assistance received in the past.
Give true and complete information on everything that may affect eligibility.
Every recipient must cooperate with state and federal quality control (QC) reviews. Failure to do so will make the recipient ineligible for the program being reviewed. See Supplemental Handbook, Chapter 900.
Quality Control will notify the CAO when a recipient refuses to participate. The CAO must then do the following:
Contact the recipient to determine why he or she refused.
Arrange for an appointment with the QC reviewer if the recipient agrees to participate.
Notify the budget group of the proposed discontinuance of benefits by sending an Advance Notice if the recipient still refuses to cooperate.
Redetermine eligibility for other programs.
Every recipient must cooperate with a Treasury Department investigation of a duplicate benefit issuance. If a budget closes due to noncooperation with the investigation, the CAO must not authorize cash benefits until the Treasury Department lifts the closure.
An applicant or recipient who has been convicted of welfare fraud is ineligible for Cash Assistance. See Supplemental Handbook, Section 910.7.
The CAO will get information about a welfare fraud conviction through CIS. The OIG will update this information as necessary.
Otherwise eligible persons who have been sentenced for a felony or misdemeanor offense may receive TANF or GA Cash Assistance if they have satisfied the penalty imposed on them by law and they are complying with any terms of probation or parole. See Appendix B for a policy summary.
The CAO must clearly explain the following criminal history eligibility requirements to all applicants and recipients.
The following persons may not receive Cash Assistance:
A person who has been sentenced for a felony or misdemeanor offense (not a summary offense) and has not satisfied the penalty imposed by law or who is violating parole or probation.
62 P.S. 432(9)
“Satisfied the penalty” means completed the period of incarceration and paid or is in compliance with a plan to pay all fines, costs, and restitution. It does not apply to a juvenile, unless he or she was tried and convicted as an adult outside the juvenile court system.
An exception is granted to a person who is in violation of probation or parole but has received a presidential pardon.
A person on probation may be subject to monthly supervisory fees. Nonpayment of this fee does not affect eligibility.
NOTE: A person who is under house arrest is not eligible for Cash Assistance, with the following exceptions:
A person under house arrest or on electronic monitoring (a form of house arrest) as a term of probation or parole. If otherwise eligible, the person may receive Cash Assistance as long as he or she is meeting probation or parole requirements.
A person under house arrest or on electronic monitoring while waiting for trial or sentencing. If otherwise eligible, the person may receive Cash Assistance, because he or she has not been convicted or sentenced.
A person who has been summoned to appear as a defendant at a criminal court proceeding and fails to comply with the summons or bench warrant. Failure to appear does not apply to a person summoned to appear as a defendant in juvenile court.
62 P.S. 481.1
A person who has been convicted of welfare fraud and is applying within six months from the date of a first conviction, twelve months from the date of a second conviction, or permanently from the date of a third conviction. See Section 104.47.
62 P.S. 481.1
A person who has been convicted in federal or state court of fraudulent misrepresentation of where they live in order to receive Cash Assistance, Medical Assistance, SNAP benefits, or Supplemental Security Income from two or more states (ten-year disqualification).
42 U.S.C. 608(a)(8)
A person who is fleeing to avoid prosecution, custody, or confinement following a conviction for a felony or for a high misdemeanor in New Jersey. An exception is granted if the person has received a presidential pardon.
42 U.S.C. 608(a)(9)
A person convicted of a felony offense for conduct that took place after August 22, 1996, related to the possession, use, or distribution of a controlled substance must agree to assessment and treatment based on his or her statement, current participation in a treatment program, or other current substantial evidence. For benefits to continue, the person must comply with assessment and treatment if the treatment is necessary, available, and appropriate, unless there is good cause for not complying. See Section 107.4 for the TANF referral process for assessment and treatment for substance abuse.
21 U.S.C. 862a
When reviewing a person’s criminal history status and determining eligibility, the CAO must be aware of the following:
Only civilian convictions are considered in determining eligibility. Military court convictions do not affect eligibility for benefits.
The Accelerated Rehabilitative Disposition (ARD) program does not involve a conviction or sentencing. A person who is satisfactorily participating in ARD may still be eligible to receive benefits. ARD status can change if the person fails to comply with the program requirements. Failure to comply with the program can lead to a conviction and sentencing, which may lead to ineligibility. The CAO should review the person’s status periodically.
Persons in the Probation Without Verdict (PWOV) program may be eligible for benefits during the probation period if they meet all requirements and are in compliance with the terms of their probation. Under the PWOV program, a person is actually convicted and placed on probation for a maximum of one year. If the person complies with the terms of probation, the record is expunged after probation ends.
The CAO must require completion of the Criminal History Inquiry form by an applicant or recipient who gives a “YES” response to the criminal history questions on the PA 600 or PA 600R. The CAO must proceed as follows:
A person is ineligible if the answer to any question indicates that he or she has not satisfied his or her penalty. For example, the person has not completed the required period of incarceration and either has not paid all criminal fines, costs, and restitution or is not currently in compliance with an approved payment plan. The person may be eligible for Cash Assistance if he or she has either made full payment of all fines, costs, and restitution or is in compliance with an approved payment plan.
NOTE: There is no need to reverify information that has been previously verified, such as past convictions in which the person paid all fines, cost, and restitutions. If the person has ongoing fines and costs, the CAO must reverify compliance at each renewal or when the CAO receives information that the person is out of compliance.
A person is ineligible if the answer to any question indicates that he or she is on probation or parole and has either not paid all fines, costs, and restitution or is not in compliance with an approved payment plan. The person may be eligible for Cash Assistance if he or she is in compliance with all terms of his or her probation or parole.
62 P.S. 432(9)
NOTE: The court or other authority that established the payment plan is responsible for determining if the person is in compliance with the plan. A person is ineligible for Cash Assistance if he or she owes fines, costs, or restitution and does not have an approved plan. The CAO should advise the person to contact the court or other authority to establish a payment plan.
A person is ineligible if the answer to any question indicates that he or she has failed to appear as a defendant at a criminal court proceeding when issued a summons or has failed to comply with a bench warrant. The person is ineligible until he or she complies with the summons or bench warrant.
62 P.S. 481.1
NOTE: The issuing authority determines whether a person is in compliance with a summons or warrant.
A person is ineligible if the answer to any question indicates that he or she is currently fleeing to avoid prosecution, custody, or confinement following a conviction for a felony or for a high misdemeanor in New Jersey.
42 U.S.C. 608(a)(9)
If a person’s answer to any question indicates that he or she has been convicted of a felony offense for conduct occurring after August 22, 1996, related to the conviction involving possession, use, or distribution of a controlled substance, then a determination of whether the person has a current drug problem is required. If assessment or treatment is required based on the person’s statement, current participation in a treatment program, or other current substantial evidence, the person must comply with assessment and treatment unless there is good cause for not complying.
62 P.S. 405.1
A person whose answer indicates that the penalty was satisfied must get verification documentation.
A person whose answer indicates that he or she has complied with a summons or bench warrant must get verification documentation. Verification documentation includes the following:
Written evidence from a local magistrate's office, court official, or law enforcement agency.
Written evidence from another county or state, court official, or law enforcement officer.
Written evidence from a parole or probation officer.
The CAO may use information provided directly by other official sources, such as a court official or law enforcement agency, to verify compliance with the above requirements. See "Using IEVS," Chapter 13, Exchange 10-CJIS.
The CAO is encouraged to communicate directly with any local official source that may be used to get verification.
NOTE: The CAO worker should always be careful when he or she receives information about a person who has not complied with a summons or a bench warrant to appear as a defendant at a criminal court proceeding. Consult the appropriate law enforcement agency on how to proceed.
A person is ineligible for benefits if satisfactory documentation is not provided within 30 days of receipt of a completed application or 15 days from the renewal date. The person may reapply for benefits when the required documentation is available.
NOTE: The burden of proof is on the person, including, if applicable, providing documents that verify compliance with an approved payment plan.
The CAO worker must review the documentation to determine whether the person has satisfied all penalties or is in compliance with an approved payment plan, whichever applies. If the documentation does not establish that the person has satisfied all penalties or is in compliance with an approved payment plan, the person is ineligible for TANF until he or she verifies that all penalties are satisfied or he or she is in compliance with an approved payment plan.
The CAO must issue the appropriate notice to the person, using the correct 62 P.S. or 55 Pa. Code citations.
The CAO must use the special "criminal history" reason codes when basing ineligibility exclusively on information gotten through the use of the Criminal History Inquiry form or on the person’s failure to provide documentation to establish eligibility.
The CAO must review a person’s criminal history status at application and at each scheduled renewal. See Chapter 176. A person’s criminal history status must also be reviewed whenever the caseworker becomes aware of a change that may affect eligibility. Examples of such sources of information may include, but are not limited to, the following:
IEVS hits in Exchange 10.
Client notification.
Other government or local agencies.
Newspaper articles and other news media.
Anonymous tips.
When determining whether an overpayment related to criminal history must be processed, the CAO must refer to the Criminal History Inquiry form (PA 600 or PA 1665) and follow these procedures:
If the person checked “YES” in block 3 of the Criminal History Inquiry form and the CAO confirmed compliance at that time but received information between application and renewal that the person was no longer in compliance, then the CAO must investigate and, if necessary, send proper notice and stop benefits. The CAO must not process an overpayment for the period of noncompliance. If the person verifies compliance, ongoing benefits may continue if the CAO receives the verification before termination, or the case may be reopened.
If the person checked “YES” in block 3 of the Criminal History Inquiry form but the IMCW never followed up to verify compliance with the court, an administrative overpayment must be processed if it is determined the person was not in compliance with the court. The CAO must process an overpayment for the period of noncompliance.
If the person checks “NO” in block 3 of the Criminal History Inquiry form but the CAO later finds out that the answer should have been “YES,” the CAO must process an overpayment if the person is determined to have been out of compliance during the months he or she received assistance.
Reissued August 31, 2016; replacing June 16, 2014; reviewed April 18, 2017