Assistance begins the date the CAO determines that the budget group (see Section 110.1) is or will be eligible. Benefits are authorized as either an OTI for noncontinuous eligibility (NCE) or as an opening for ongoing eligibility.
If the CAO determines that a budget group is eligible for the month of application, the begin date is the calendar day when the budget group meets eligibility requirements. If the budget group is not eligible for the month of application but is eligible for the next month, the begin date is the first calendar day of the month of eligibility. See Chapter 168.
For an initial opening, there must be a code giving the reason for the issuance. See the PA 601P form for a list of reason codes.
Use the OTI for all NCE openings and to issue the initial payment for an ongoing opening.
NOTE: An OTI may not be needed for an ongoing opening if the eligibility begin date is the same date as a regular payment day for which the deadline can be met.
The OTI may be authorized from either central (EBT) or county issuance. See Section 180.4 for OTI procedures and issuance methods.
180.31 Proration
If the CAO authorizes assistance with the same begin date as the budget group’s regularly scheduled payment day, the budget group receives the full semimonthly payment amount. Prorate the initial check if the begin date is not a regular payment day.
The prorated amount must be for the number of days beginning with the effective date up to and including the day before the first regular payment day for which the deadline can be met. The amount is the daily amount multiplied by the number of days, up to a maximum of 15, until the next regular payment day.
NOTE: If the deadline for the first regular payment day cannot be met, add the regular semimonthly payment amount to the prorated amount.
Except for the NCE, the system will automatically prorate the initial payment based on the figures used for data entry of the opening.
NOTE: The system treats a grant group as a budget group for the purpose of nonfinancial, income and resource eligibility determination. When a budget group has members whose eligibility is based on special program requirements, the members are authorized in different grant groups to allow for identification of the appropriate Federal Financial Participation (FFP). These grant groups are not linked in the eligibility determination process.
See Appendix G for proration tables.
55 Pa. Code § 225.24(c)(1)(iii)
180.32 Minimum Benefit
Do not issue a benefit if the semimonthly benefit amount is less than $5 unless it is due to the recoupment of an overpayment.
55 Pa. Code § 225.24(b)(1)(ii)
Do not issue a prorated OTI if the amount is less than $1.00 for a semimonthly benefit.
180.33 NCE Openings
The NCE is a limited period benefit authorized to cover up to 31 days of eligibility.
Exception:The CAO may authorize more than 31 days to accommodate the issuance of retroactive benefits due to administrative error or delay, underpayments or appeal hearing decisions. Use reason code 094 for these authorizations.
The NCE transaction opens the budget, issues a payment and closes the budget in one action. Use it when the budget group is not eligible for ongoing benefits.
The NCE (Non-Continuous Eligibility) opening requires:
· An open date (first day of eligibility);
· A close date (last day of eligibility);
· Non-Financial information required by eCIS;
· Income and resource information
· A reason code that explains the client's need for assistance.
NOTE: It may be necessary to compute the payment amount manually and enter the information through the Finanical Module (FM) to issue the OTI.
180.34 Ongoing Openings
If a budget group is eligible for Cash Assistance for more than one or two months, the CAO must authorize an ongoing opening. Use action code "A" for an ongoing opening. Once the budget is opened, eCIS will generate regularly recurring payments until the CAO takes action to change, suspend or end benefits.
The "A" ongoing opening requires:
· An open date (first day of eligibility);
NOTE: The budget open date may not be a date before the application date or more than 30 days before data entry. If a delay of more than 30 days is due to administrative error or delay, the CAO may use an open date back as far as 365 days by authorizing an NCE transaction with reason code 094.
· A reason code that explains the client’s need for assistance;
· A renewal due date;
· Non-Financial information required by eCIS;
· Income and resource information.
· A reason code that explains the client's need for assistance.
The system will calculate the amount of any OTI due the budget group for the period from the first day of eligibility through the day before the first regular semimonthly payment day. The amount and the following OTI reason code will appear on the screen:
55 Pa. Code § 225.24(c)(1)(iii)
109—Initial benefit, system calculation.
If the budget group is eligible for an amount different from the OTI calculated by the system, the CAO must enter the correct amount manually and change the OTI reason code to:
100—Initial benefit, manual calculation.
180.35 Computing the Control Digit
When a budget is opened, the system automatically calculates and assigns a control digit to the case number. The control digit is a single number (0 to 9) that acts as an internal control to reject invalid input.
Revised March 3, 2019; Replacing July 9, 2013