When a repatriate enters the U.S. through a port of entry in Pennsylvania or plans to live in Pennsylvania, DHHS notifies the Headquarters Program Unit of the Office of Income Maintenance. The Unit contacts the CAO Executive Director and provides required forms and instructions for assisting the repatriate.
NOTE: If the CAO determines that an individual may be a repatriate, but Headquarters Program Unit has not notified the CAO, the CAO will contact the unit to verify the individual’s status.
These are the CAO duties:
1. Receive the following from the Headquarters Program Unit:
Blank form to claim Federal reimbursement, which the CAO completes when assistance under the program ends. This form is the Non-Emergency Monthly Financial Statement Form (Form RR-04)
Blank U.S. Repatriation Program Privacy and Repayment Form (Form RR-05), if the Department is responsible for obtaining the repatriate’s signature.
NOTE: The CAO may reproduce these forms in Appendix A.
Instructions for completing the forms
Information about the repatriate, the expected arrival date and expected needs
2. Cooperate with the Headquarters Program Unit to develop a plan for assisting the repatriate.
3. Explain the Repatriated Nationals Program and repayment requirements to the repatriate.
4. If the Headquarters Program Unit has not referred the repatriate to the CAO, contact the unit to verify repatriate status. Also verify repatriate status by examining the repatriate’s loan document from the Consular Office of the Department of State.
NOTE: Attach a photocopy of the loan document to the Form RR-04.
5. Do not require the repatriate to complete an Application for Benefits (PA 600) for repatriation assistance. Complete the data entry screens.
6. Determine if the repatriate qualifies for repatriation assistance, including one-time payments for settlement related items or expenses.
If the repatriate is eligible, authorize repatriation assistance using category D with program status code 05.
If the repatriate is not eligible, determine if he or she qualifies for MA.
7. Determine if the person is eligible for SNAP benefits. See the SNAP Handbook.
NOTE: If the repatriate qualifies for SNAP benefits, require a PA 600.
8. Have the repatriate sign the Repayment Agreement form. Give the repatriate a copy of the signed form and keep a copy in the CAO.
Statewide CAO Procedures Repatriated Nationals *Links to an internal website.
9. Develop a plan of assistance to meet the repatriate’s needs. Notify the Headquarters Program Unit when the plan is complete:
For a Pennsylvania resident, develop a plan to receive the repatriate and provide assistance for subsistence and resettlement.
For a nonresident with a port of entry in Pennsylvania, develop a plan for reception assistance and onward transportation.
For a nonresident with a port of entry outside Pennsylvania, develop a plan for onward transportation.
10. If circumstances warrant, send the Headquarters Program Unit a memo requesting an extension of the eligibility period before the 90 days expire. Include:
A summary of the individual’s circumstances that justify the request.
Proof of efforts to obtain other resources to meet the individual’s needs.
An estimate of the amount of time assistance will be needed and why.
NOTE: The Headquarters Program Unit will notify the CAO of the DHHS decision.
11. Complete and send an original and three copies of Form RR-04 to the Headquarters Program Unit within 90 days after repatriation assistance ends.
NOTE: The Headquarters Program Unit will complete the “expenditures for medical care” sections of the form and will submit the reimbursement request to DHHS, Office of Family Assistance. If the individual has repaid the CAO, do not reduce the expenditures on the Form RR-04. DHHS will send the reimbursement to the OIM Headquarters Program Unit to forward to the Office of Comptroller.
12. Keep case material and copies of all forms and proofs for six years. Keep until resolved if there is information about litigation, claims, negotiations or audits.
13. When repatriation assistance ends, find if the repatriate qualifies for cash assistance, Medical Assistance, and/or SNAP benefits. Apply the same requirements and procedures as for any other applicant.
Reminder: Non-citizen dependents may qualify for Refugee Assistance after the 90 days of repatriation assistance. See Chapter 730, Refugee Assistance Program.
Reissued March 14, 2019, replacing October 10, 2012