eCIS identifies a budget group (see Section 110.1) by the category and the grant group (GG) data field. In most cases, the budget group is entered on the system as one grant group with one monthly benefit issued as two semimonthly payments. Benefits are available on the EBT system on the next calendar day after authorization.
Exception:When a budget group has members whose eligibility is based on special program requirements, the budget group must be split into two or more grant groups. The budget group must receive two or more benefits issued in four or more semimonthly payments reflecting either a reduced or full family size allowance (FSA). The grant group with special program members gets the maximum FSA for that special grant group. The other related budget group members get the difference between the special grant group FSA and the total FSA allowed for the budget group. (See Chapter 110.91 Special Program Budget Groups).
The CAO must authorize the issuance of semimonthly benefits when it determines that a budget group is eligible for an ongoing monthly TANF cash payment. The EBT system issues ongoing semimonthly payments based on a schedule of payment days. Each semimonthly payment covers a future period that begins on the payment day and ends the day before the next payment day.
Example:A budget group is eligible for a monthly payment of $200. It receives semimonthly benefits of $100 on March 9 and March 23. The first payment is for March 9 through March 22 and the second payment is for March 23 through April 10 (the day before the next payment day).
NOTE: The system treats a grant group as a budget group for determining nonfinancial, income and resource eligibility. Budget group members whose eligibility is based on special program requirements are authorized in different grant groups to allow for identification of the appropriate Federal Financial Participation (FFP). There is no linkage between these grant groups in the eligibility determination process.
Benefits for initial openings, noncontinuous eligibility (NCE), special allowances and corrective and retroactive payments are called one-time issuances (OTIs). OTI benefits are issued on any work day in the month. The CAO will not disburse OTI's from CAOAA, except in situations where there is a demonstrated immediate need for cash and a centrally issued benefit will be too late to meet the crisis.
A budget group eligible for ongoing payments gets benefits based on the payment day schedule. Payments post to the recipient’s EBT account by 6:00 a.m. on the scheduled payment date.
Each county is assigned one, two, or all ten cycles with benefits. See Appendix A for more information.
If the budget group also receives SNAP, the issuance of the SNAP benefit coincides with the first semimonthly cash benefit.
NOTE: The Central Office must mail a schedule of payment days to all active budget groups. The CAO must provide the schedule to the budget group when ongoing benefits are authorized.
The CAO must data enter actions to open, close or change issuance information or payment amount on or before 5 p.m. on the deadline date in order to affect payment issued on the corresponding payment day. See Appendix A (PA 1635) for deadline dates.
The budget group will receive centrally issued benefits by the EBT system. Recipients in the A, J, or M category have additional options to receive their benefits.
(See Chapter 720.5 Payment Methods).
Initial opening payments and other OTIs authorized by central issuance are mailed to the individual within seven to ten working days of data entry.
Initial opening payments and other OTIs authorized by county issuance are mailed from the CAO or made available for the recipient to pick up at the CAO.
Recipients do not need a fixed residence. They must have a mailing address to receive benefits and correspondence from the CAO. They may use the CAO as a mailing address if necessary. If the mailing address is not a recipient’s residence, record the residence address in the case record notes section. Explain why the residence address is different from the mailing address. See Section 108.1021, Address Confidentiality Program, for information about participants in the Address Confidentiality Program (ACP).
NOTE: Do not record the residence address of a recipient who is living in a shelter for abused women and children.
The post office will not forward checks if the recipient is not at the address printed on the check. All undeliverable centrally issued checks will be returned to Treasury. The recipient must ask the CAO for a replacement. See Section 180.5 Replacements and SH 720.61 SSP Replacements
Recipients and vendors return both original Treasury-issued assistance checks and checks they or their representative payee have written to the CAO returning assistance benefits.
All returned checks and checks written to return assistance benefits go to:
Commonwealth of Pennsylvania
Department of Treasury
SSP Disbursements
P.O. Box 8001
Harrisburg, PA 17105-8001
When checks are returned to the CAO, the CAO must:
· Provide a Receipt of Payment (PA/CS 175M) to the individual returning a check to the CAO. Each CAO must choose a staff member to handle and return checks and the fully completed PA/CS 175M to DHS – Office of Income Maintenance (OIM) Headquarters, using controlled document procedures found in SH 915 Appendix C. Do not hold checks at the CAO. For a returned OTI benefit, note the reason code of the benefit in the Description section of the PA/CS 175M. The county record number, category, program status code and reason code are required for proper accounting. The CAO issued check must be voided in eCIS and also in SAP.
· Authorize a replacement check if reissuance is required, using the following supplemental benefit reason codes:
118—Replace stale dated check in a lesser amount
117—Replace mutilated or returned check in the same amount
For assistance checks or other mail returned by the post office, the CAO must:
· Review the case to determine an address change has been reported or a replacement requested.
· Complete any action needed to change the address or authorize a replacement if not already done. See Section 180.5.
55 Pa. Code § 231.24(b)(1)(iii)
NOTE: The recipient must tell the CAO of a change in address or circumstances. If returned mail from the postal service is other than a check, see Section 123.8.
· Review eCIS to be sure the address is data entered correctly if the budget group did not report an address change or nonreceipt of an assistance payment.
· Suspend or hold the next benefit payment and send a Confirming Notice of suspension and subsequent closure if eCIS data shows no discrepancy.
· If the budget group does not contact the CAO, close the budget group’s cash benefits effective the calendar day before the suspension date.
· If the budget group does contact the CAO before the next payment day, reinstate payments effective the date of the suspension.
For checks returned to the Treasury Department by the postal service:
· Do not re-mail the check.
· Update the FM Review OTI screen in eCIS to post the return of the check to eCIS Benefit/Budget History.
NOTE: When the postal service returns a check to Treasury, the system will set Alert No. 76 (SUSP) – Cash Benefit Suspension. The worker reviews the alert for possible action. If the CAO has not taken action to replace that benefit, the system will issue a confirming notice advising the individual of suspension and proposed closure.
180.243 Altered and forged checks
DHS – OIM Headquarters will notify the CAO when it finds out that the amount of an assistance check has been forged or altered resulting in an increase in the payment amount. The CAO must discuss the matter with the individual. Point out the serious consequences of such action. After the interview with the individual, determine if an overpayment is required. Refer the case to the Office of Inspector General (OIG) by completing the Overpayment Referral Data Input form (PA 189), ARRC Claim Change form (PA 1001), and Overpayment Referral (OIG 189).
The OIG is responsible for action to collect overpayments or begin prosecution proceedings.
Revised July 19, 2024; Replacing March 6, 2019