Texas Works Handbook
Revision Notice 12-1
Effective January 1, 2012
January Quarterly Revision
Archived Revision 11-4, Effective October 1, 2011
Archived Revision 11-3, Effective July 1, 2011
Archived Revision 11-2, Effective April 1, 2011
The revision consists of the policy changes and clarifications detailed below.
Policy Changes
- (TANF/SNAP) Elimination of Finger Imaging Requirements, Identifying Clients During Telephone Interviews, Prevention of Duplicate Participation
- (MP/CHIP) Regional CHIP Coordinators
- (MP) Texas Benefits Medicaid Card
- (MP/CHIP Perinatal) Changes to Children's Health Insurance Program (CHIP) Perinatal Program and CHIP Perinatal Newborns Admitted to the Neonatal Intensive Care Unit (NICU)
- (TANF/SNAP/MP) Adoption Assistance and Permanency Care Assistance (PCA) Program
- (TANF/SNAP/MP) Documentation Requirements for Citizenship
- (TANF/MP) Child Support Documentation Requirements
- (SNAP/TANF/MP) New Income Verification and Budgeting on Fluctuating Income
- (SNAP) Medicaid Buy-In for Children (MBIC)
- (SNAP) Processing Desk Reviews
- (SNAP) What to Report
- (TANF) TANF State Time Limit County Hardship
- (TANF/SNAP/MP) DataMart Reports
- (RMA) Refugee Medical Assistance
- (All Programs) Reporting a Security Incident Regarding IRS FTI
- (TANF/SNAP/MP) Updates to the Texas Works Documentation Guide for TIERS Users
Policy Clarifications
- (MP) Authorized Representative
- (MP) TP 47/Medical Assistance for Children Ineligible for TANF-Level Families Because of Applied Income
- (MP) Who is Included
- (MP) Advisor Action on Information Received Outside the Reporting Period for TP 07 and TP 37
- (TANF/SNAP/MP) Vehicle Exemption for Disability
- (TANF/SNAP/MP) Allowable Costs of Producing Income
- (TANF/SNAP/MP) Spousal Diversion and Dependent Allowance
- (SNAP) Allowable Medical Expenses
- (SNAP) Special Treatment for Households Meeting Categorical Eligibility Criteria
- (CHIP Perinatal) Post-Birth Eligibility Determination Forms and Reports
- (WHP) Budget Group for Women's Health Program (WHP)
- (SNAP) Summary of Due Dates for Form H1020, Request for Information
Forms and Reports
Adds or revises the following forms associated with RMA, Medicaid for Transitioning Foster Care Youth (MTFCY) and/or Former Foster Care in Higher Education (FFCHE) programs to the forms section.
- H1001 — Application for Benefit Assistance from the Voluntary Agency (VOLAG) Fax Coversheet - Applications ONLY (Form H1010)
- H1011 — Application for Medicaid for Youth Transitioning from Foster Care or an Approved Unaccompanied Refugee Minor's Resettlement Program (English/Spanish)
- H1011-A — Medical Renewal Form for Youth Transitioned from Foster Care or an Approved Unaccompanied Refugee Minor's Resettlement Program
- H1036 — Refugee Cash Assistance Verification Form
- H1868 — Application for Health Care Benefits
- H1868-S — Application for Health Care Benefits (Spanish)
- H1871 — Outreach Letter – HCFFCHE
- H1871-S — Outreach Letter - HCFFCHE (Spanish)
Policy Changes
(TANF/SNAP) Elimination of Finger Imaging Requirements, Identifying Clients During Telephone Interviews, Prevention of Duplicate Participation - Adds policy from Texas Works Bulletin (TWB) #11-14, released Aug. 17, 2011, that announced the elimination of finger imaging requirements. Also adds policy for authenticating the client during a telephone interview, and prevention of duplicate participation. (A-113; A-116.4; A-131; A-132; A-140; A-144.4; A-145.1; A-611; A-612; A-621; A-831.7; A-1370; A-2000 TOC; A-2000 through A-2050; A-2400 TOC; A-2422.3; B-111; B-121; B-122.3; B-122.3.2; B-400 TOC; B-476.8; B-1031.1; B-1100; C-212; C-221; C-875; C-911; C-912; C-1470; Forms TOC; Glossary; TW Case Reading Guide; The Texas Works Documentation Guide for TIERS Users; TW Manager's Guide; TIERS A-1.1; TIERS Glossary)
(MP/CHIP) Regional CHIP Coordinators – Updates regional CHIP coordinator information. (A-126.7)
(MP) Texas Benefits Medicaid Card - Adds policy released in TWB #11-11, which informs staff the Your Texas Benefits Medicaid card replaces Form H3087, Medicaid Identification. Also removes SAVERR references. (A-125; A-820; A-823; A-824; A-1532; C-1113; Form H1027-A Instructions)
(MP/CHIP Perinatal) Changes to Children's Health Insurance Program (CHIP) Perinatal Program and CHIP Perinatal Newborns Admitted to the Neonatal Intensive Care Unit (NICU) – Adds policy released in TWB #10-13, Changes to Children's Health Insurance Program (CHIP) Perinatal Program, dated Aug. 13, 2010, and in TWB #11-07, CHIP Perinatal Newborns Admitted to the Neonatal Intensive Care Unit (NICU), dated Feb. 15, 2011. Effective Sept. 1, 2010, children born to CHIP perinatal mothers whose household income is at or below 185% of the Federal Poverty Income Limit (FPIL) and who receive Emergency Medicaid to cover labor with delivery charges will be enrolled in Medicaid instead of CHIP perinatal. When hospital-based staff have information from the applicant or the hospital that a CHIP perinatal newborn is medically fragile and is admitted into the NICU, hospital-based staff must certify eligible mothers for Emergency Medicaid and the infants for TP 45 coverage effective back to the date of birth. (A-126.3.1; A-128.2; A-128.5; D-1433.1)
(TANF/SNAP/MP) Adoption Assistance and Permanency Care Assistance (PCA) Program – Adds policy released in TWB #11-01, Adoption Assistance and Permanency Care Assistance (PCA) programs, dated Sept. 9, 2010. Effective Oct. 1, 2010, adoption assistance may be extended to the end of the month of the individual's 21st birthday. Adoption assistance payments continue to be exempt for all Texas Works programs. The PCA program provides medical assistance and/or cash payments up to the individual's 21st birthday if eligible. The Department of Family and Protective Services (DFPS) determines eligibility for PCA and adoption assistance, and passes the eligibility determination to the Texas Integrated Eligibility Redesign System (TIERS) via an interface. TIERS creates and supports four new medical coverage types of assistance (TOA) for PCA and one new TOA for adoption assistance: TP 96, TA 78, TA 79, TA 80 and TA 81. For SNAP, PCA cash payments are treated the same as foster care payments. For Medicaid/TANF, PCA Medicaid and PCA, cash payments are treated the same as foster care Medicaid/cash payments. (A-222; A-231; A-241; A-241.2; A-1326.4; A-1371; A-6.1.1)
(TANF/SNAP/MP) Documentation Requirements for Citizenship – Changes documentation requirements for citizenship. It is no longer a requirement to file a copy, paste into page level comments or image the Systematic Alien Verifications for Entitlements (SAVE) or Bureau of Vital Statistics (BVS) inquiries. New policy requires documentation of the verification number for SAVE inquiries and/or the certification number for BVS inquiries in case comments. (A-360)
(TANF/MP) Child Support Documentation Requirements – Adds requirement to document the determination made when re-evaluating client's claim of good cause. (A-1160)
(SNAP/TANF/MP) New Income Verification and Budgeting on Fluctuating Income – Adds policy released in TWB #11-08, on March 7, 2011. HHSC has streamlined the policy for verification of fluctuating income to reduce the number of pay periods eligibility staff must verify. Advisors must verify at least two consecutive or non-consecutive pay amounts in the time period beginning 45 days before the file date through the interview date or the date the case is processed if an interview is not required. This policy applies to all Texas Works programs except Children's Medicaid. (A-1355; A-1371)
(SNAP) Medicaid Buy-In for Children (MBIC) – Adds policy released in TWB #11-05, Medicaid Buy-In for Children, dated Dec. 3, 2010. The MBIC program was implemented on Jan. 1, 2011. Medicaid for the Elderly and Persons with Disabilities (MEPD) staff determine eligibility for this program. The MBIC program provides Medicaid for children with disabilities up to age 19 with family income up to 300% FPIL. MBIC includes a premium payment based on the household's income. If the household is required to pay a premium payment, the premium payment might be an allowable medical expense for SNAP. The MBIC recipient must meet criteria in B-432, Definition of Disabled, in order for the household to claim a medical expense. This new TOA is identified in TIERS as TA 88. (A-1428.1; C-1116; A-6.2)
(SNAP) Processing Desk Reviews – Adds policy released in TWB #11-15, Desk Reviews for Certain SNAP Desk Reviews. (B-126)
(SNAP) What to Report - Incorporates policy from TWB #11-13,4, released July 25, 2011, requiring staff to request the associated changes in shelter costs when a household reports a change in their residence address. (B-621; B-631)
(TANF) TANF State Time Limit County Hardship List – As a result of updated employment statistics, adds the following counties to the TANF State Time Limit Hardship County List: Fannin and Chambers. Deletes Marion, Delta, Terrell and San Patricio. HHSC updates the list every three months. Use this new list for budget months beginning January 2012. Exception: For restored benefits, use the county list that was applicable for the restored month(s). (C-321; C-322)
(TANF/SNAP/MP) DataMart Reports – Adds three new reports:
- DG-014 Merge/Separate (M/S) Work-in-Progress (WIP) Report
- DG-015 Merge/Separate (M/S) Timeliness Report
- DG-016 Merge/Separate (M/S) Daily Potential Duplicate Report
(C-841)
(RMA) Refugee Medical Assistance – Updates Part R, Refugee Medical Assistance (RMA), and references made throughout the handbook regarding RMA and medical programs available to Unaccompanied Refugee Minors (URMs). (A-116.7.6; A-1300 TOC; A-1326.11; A-1326.12; A-1326.13; B-475.1.2; C-131; F-111; F-1410; F-1510; M-100 TOC; M-111; M-1410; M-1510; R-TOC; R-100; R-200 TOC; R-200; R-300; R-400 TOC; R-400; R-500 TOC; R-500; R-700; R-900; R-1000 TOC; R-1000; R-1100; R-1300; R-1400 TOC; R-1400; R-1600; R-1700; R-1800; R-2000; R-2100; R-2200; R-2300 TOC; R-2300)
(All Programs) Reporting a Security Incident Regarding IRS FTI – Adds policy regarding action taken due to an unauthorized inspection or disclosure of Internal Revenue Service (IRS) Federal Tax Information (FTI) (C-1060).
(TANF/SNAP/MP) Updates to the Texas Works Documentation Guide for TIERS Users – Updates the guide to add the following requirements to document in case comments:
- The amount, reason and month for all supplements and/or restored benefits issued
- The source/provider to which a deduction expense is paid (name, address and/or telephone number if there is not a place for the information on the TIERS page)
- Authenticating a caller at application and recertification
- The certification number for SAVE inquiries
- Sanctions
- SNAP/CMA Alignment
- The relationship status of the child care provider to the client
The following two documentation requirements have been removed from the guide.
- Actions taken to provide the client with an opportunity to register to vote, and whether the client chose to register, if unable to document the choice on the application form or on Form H1019, Report of Change, as required by policy in A-1521, Registering to Vote.
- Finger imaging.
The Texas Works Documentation Guide for TIERS Users is referenced throughout the handbook and is listed in C-941.
Policy Clarifications
(MP) Authorized Representative – Clarifies policy regarding authorized representatives for medical programs. A client does not have to be incompetent or incapacitated to designate an authorized representative. If the client is incompetent or incapacitated, someone acting responsibly for the client or who has been designated as an authorized representative may represent the household in the application and review process. (A-121; A-121.1; A-170)
(MP) TP 47/Medical Assistance for Children Ineligible for TANF-Level Families Because of Applied Income – Clarifies policy for Type Program 47. A child's eligibility for TP 47 is determined when the household is denied TANF-Level Families eligibility because of income and the budget includes one cent or more of applied income of a stepparent or a grandparent.(A-132.1; A-132.2; A-221; A-241.1; A-242; A-1366; A-1366.1; A-1366.2; A-1366.3; A-1368; A-1368.1; A-1368.2; C-1116)
(MP) Who is Included – Clarifies policy regarding when to include the needs of an unborn child for medical programs. When determining eligibility for TP 40, TP 43, TP 44 and TP 48, include the needs of the unborn child(ren) if a pregnant woman is included in the certified group or a woman in the budget group receives Medicaid because of her pregnancy. Do not include the needs of the unborn child(ren) in the budget group when determining eligibility for TANF-Level Families program. (A-241; A-241.1; A-241.2)
(MP) Advisor Action on Information Received Outside the Reporting Period for TP 07 and TP 37 – Clarifies policy on case action when information is received outside the reporting period for TP 07 and TP 37. The advisor should act on information received that makes the family ineligible for TP 07 or TP 37, even if the information is received outside the reporting period. If information is received during the first six-month period, the eligibility must be terminated at the end of the six-month period. If information is received during the second six-month period, the eligibility must only be terminated at the end of the seventh or 10th month of the second six-month period. (A-845.2)
(TANF/SNAP/MP) Vehicle Exemption for Disability – Clarifies policy to state that a vehicle exemption for transporting a physically disabled person applies to any disabled person living in the home. (A-1238)
(TANF/SNAP/MP) Allowable Costs of Producing Income – Updates policy to allow a client to claim 55 cents per mile as an allowable cost of producing income (A-1323.4.5)
(TANF/ SNAP/ MP) Spousal Diversion and Dependent Allowance – Adds specific language concerning Spousal Diversion and Dependent Allowance income from a family member approved for nursing facility Medicaid coverage. (A-1326.14)
(SNAP) Allowable Medical Expenses – Updates policy to allow a client to claim 55 cents per mile for transportation costs for medical expenses (A-1428.1)
(SNAP) Special Treatment for Households Meeting Categorical Eligibility Criteria – Clarifies policy to explain that remaining non-liquid resources are exempt once a categorically eligible household passes the resource criteria for TANF-NC; also removes SAVERR language. (B-472)
(CHIP Perinatal) Post-Birth Eligibility Determination – Clarifies policy regarding post-birth eligibility determination. If the pregnant woman delivers or has a miscarriage before the CHIP perinatal eligibility determination is made and the CHIP administrator is aware of the delivery or miscarriage, the newborn is screened for Medicaid or CHIP, but the woman's perinatal application is denied. If the pregnant woman delivers or has a miscarriage before the eligibility determination and the CHIP administrator is made aware of the delivery or miscarriage after the eligibility determination has been made, the woman's coverage is terminated on the last day of the month the birth or miscarriage occurs. (D-122.1)
(WHP) Budget Group for Women's Health Program (WHP) – Clarifies policy regarding the WHP budget group. Do not include in the WHP budget group:
- persons who do not meet age and relationship requirements;
- SSI recipients;
- children receiving foster care or adoption assistance; or
- residents of state supported living centers or institutions. (W-200 TOC; W-210; W-211; W-212)
(SNAP) Summary of Due Dates for Form H1020, Request for Information – Clarifies policy regarding Form H1020 due dates for cases processed in TIERS. The two additional days for mail time when sending a Form H1020-MA in TIERS is only applicable to SNAP EDGs pended for a missed appointment. (B-140)
Forms and Reports
(SNAP) Form H0901, HHSC Enhanced Data Gathering Worksheet – Updates form used by Community Partners to be completed electronically with check boxes for Yes, No and NA responses. Check boxes have been added to other fields such as Interview Type, Pay Frequency for Earned Income and Source for Unearned Income.
Adds or revises the following forms associated with RMA, Medicaid for Transitioning Foster Care Youth (MTFCY) and/or Former Foster Care in Higher Education (FFCHE) programs to the forms section of the Texas Works Handbook.
- H1001 - Application for Benefit Assistance From the Voluntary Agency (VOLAG) Fax Coversheet - Applications ONLY (Form H1010)
- H1011 - Application for Medicaid for Youth Transitioning from Foster Care (English/Spanish)
- H1011-A Medical Renewal Form for Youth Transitioned from Foster Care
- H1036 - Refugee Cash Assistance Verification Form
- H1868 - Application for Health Care Benefits
- H1868-S - Application for Health Care Benefits (Spanish)
- H1871 - Outreach Letter – HCFFCHE
- H1871-S - Outreach Letter - HCFFCHE (Spanish)
(TANF/SNAP) Form H1184, Benefit Issuance Schedule – Updates language on forms sent to clients from case number to EDG and Food Stamps to SNAP.
(TANF/TANF-Level Medicaid) Form H1713, Service Plan for Family Violence Option and Report of Good Cause – Removes requirement for client to initial and date Form H1713 at each review if client wishes to continue to claim good cause. (Form H1713 Instructions)
(MP) Form H3038, Emergency Medical Services Certification, Instructions – Modifies form and instructions to indicate if the emergency medical condition was due to a miscarriage, stillbirth or multiple births. These modifications will simplify TP 30/MA – Pregnant Women – Emergency and TP 45/MA – Newborn Children processing for staff.
Bulletins on the Texas Works Handbook Website
The following bulletins are deleted since the information is incorporated into the handbook:
| Release Date | Bulletin No. | Title |
|---|---|---|
| 02-23-10 | #10-08 | Community-Based Organization (CBO) Interviewed Supplemental Nutrition Assistance Program (SNAP) Applications Pilot |
| 04-28-10 | #10-09 | Waiver of the Recertification Interview for Some Supplemental Nutrition Assistance Program (SNAP) Recipients Who Receive Supplemental Security Income (SSI) and Are Processed by Centralized Benefit Services (CBS) Staff |
| 04-30-10 | #10-10 |
|
| 10-08-10 | #11-03 | Food Distribution on Indian Reservations for the Alabama-Coushatta Tribe of Texas |
| 02-15-11 | #11-07 |
Attachment - C-131 Income Limits Attachment - HHSC Hospital Based Worker - Training |
| 06-07-11 | #11-11 |
|
These bulletins are available at http://ofs.hhsc.state.tx.us/TWP/tw-bulletins.aspx.