Department of Human Services Families First Online Policy Manual
FAMILIES FIRST MANUAL TABLE OF CONTENTS
Chapter	Section	Subject		Updated
1		INTRO
	1.1	Introduction
	1.2	Authority for Families First
2		RIGHT TO APPLY
	2.1	Policy Statement
3		APPLICATION PROCESS
	3.1	Policy Statement
	3.2	What is the Application Process?
	3.3	Filing an Application
	3.4	Promptness of Applications
	3.5	Technical Eligibility Determination
	3.6	Families First Application when case closed or denied less than three months
	3.7	Applying for Families First and Appearing Potentially Eligible for SSI
4		TIMELINESS STANDARDS
	4.1	Policy Statement
	4.2	Providing Notices
5		INTERVIEWING FOR ELIGIBILITY
	5.1	Policy Statement
	5.2	Purpose of an interview
	5.3	Determination of Appropriate Path
	5.4	Mandatory Interviews
	5.5	Scheduling Interviews
	5.6	Single Interview
	5.7	Waiver of Office Interview
	5.8	Information Provided During the Interview to the Client
	5.9	Failure to Cooperate in the Eligibility Process
	5.10	Refusal to Cooperate in the Eligibility Process
6		DIVERSION
	6.1	Policy Statement
	6.2	Diversion Facts
	6.3	Qualifying Criteria
	6.4	Re-entry Qualifications
	6.5	Verification
	6.6	Documentation
	6.7	Procedures
7		ASSISTANCE UNIT
	7.1	Policy Statement
	7.2	Mandatory Assistance Unit Members
	7.3	Optional Assistance Unit Members
	7.4	Construction of the Assistance Unit
	7.5	SSI Caretakers
	7.6	Individuals Excluded From the Assistance Unit
	7.7	Exceptions
	7.8	Good Cause
	7.9	Verification
	7.10	Documentation
	7.11	Procedures
	7.12	Special Procedures for Fleeing Felons
	7.13	Unstable Assistance Units
	7.14	Pregnant Woman Only Cases
	7.15	Minor Parents
8		STRIKERS
	8.1	Policy Statement
9		ENUMERATION
	9.1	Policy Statement
	9.2	Exceptions
	9.3	Good Cause
	9.4	Verifications
	9.5	Documentation
	9.6	Procedures
10		RESIDENCE
	10.1	Policy Statement
	10.2	Exceptions
	10.3	Verifications
	10.4	Documentation
	10.5	Procedures
11		CITIZENSHIP AND ALIEN STATUS
	11.1	Policy Statement
	11.2	How Citizenship is Defined
	11.3	An Alien Who is a Victim of Trafficking
	11.4	Establishing the Eligibility of Aliens
	11.5	Method of Verification of Alien Status
	11.6	Income and Resources of Ineligible Alien
	11.7	Public or Private Agency Sponsors
	11.8	Exception – Soviet Jewish Refugees
	11.9	Individual Citizen Sponsors
	11.10	Alien’s Responsibility
	11.11	Aliens Exempt From This Provision
	11.12	Establishing Income and Resource Amount from Sponsors
	11.13	Multiple Sponsorship
	11.14	Liability for Overpayments
	11.15	Good Cause for Sponsor to Fail to Provide Information
12		AGE REQUIREMENT
	12.1	Policy Statement
	12.2	Exception
	12.3	Verification
	12.4	Documentation
13		RELATIONSHIP
	13.1	Policy Statement
	13.2	Relationship Terms
	13.3	Exceptions
	13.4	Verification
	13.5	Documentation
	13.6	Procedures
14		LIVING IN THE HOME WITH A RELATIVE
	14.1	Policy Statement
	14.2	Exceptions
	14.3	Verification
	14.4	Documentation
	14.5	Procedures
15		DEPRIVATION
	15.1	Policy Statement
	15.2	Absence
	15.3	Death
	15.4	Incapacity
	15.5	Unemployed Parents
16		CARETAKER – SSI CHILD
	16.1	Policy Statement
17		RESOURCES
	17.1	Policy Statement
	17.2	Countable/Non-Countable Resources
	17.3	Ownership of Resources
	17.4	Resources of Individuals
	17.5	Treatment of Commingled Liquid Resources
	17.6	Jointly Owned Resources
	17.7	Sale of Real Property During the Nine-Month Exemption Period
	17.8	Determining Equity Value of a Vehicle
	17.9	Verification
	17.10	Documentation
	17.11	Procedures
18		INDIVIDUAL DEVELOPMENT ACCOUNT
	18.1	Policy Statement
	18.2	Eligibility to Participate in the IDA Project
	18.3	Eligibility to Receive Matching Contributions
	18.4	Exceptions
	18.5	Verification
	18.6	Documentation
	18.7	Procedures
19		LOW INCOME ENTREPRENEURIAL ACCOUNT
	19.1	Policy Statement
	19.2	Verification
	19.3	Documentation
	19.4	Procedures
20		INCOME
	20.1	Policy Statement
	20.2	Requirement to Apply for Other Benefits
	20.3	Earned Income
	20.4	Unearned Income
	20.5	Payments Excluded from All Families First Income Tests (GIS/CNS) and in Calculating Benefits
21		TREATMENT OF INCOME
	21.1	Policy Statement
	21.2	Projecting Income
	21.3	Anticipating Income
	21.4	Income in Past 30 Days
	21.5	Cases of Steady Employment
	21.6	Converting Income to Monthly Amounts
	21.7	Rounding Truncating Procedures
	21.8	Income at Application
	21.9	Anticipated Changes and Benefit Amounts
	21.10	Income at Reapplication
	21.11	Individuals Whose Income Must be Considered
	21.12	Income of Children
	21.13	Parents
	21.14	Stepparents and Parents of Minor Parents
	21.15	Applicant/Grantee Other than Parents
	21.16	Individuals Whose Income is Not to be Considered
	21.17	Calculating Income and Benefits
	21.18	Families First Payments Made on a Monthly Basis
	21.19	Computing Income and Benefits
	21.20	Computing Prorated Income
	21.21	Self Employment Income
	21.22	Annual Income
	21.23	Income from Migrant Labor, Seasonal Work
	21.24	Monthly Self Employment Income
	21.25	Capital Gains are Income
	21.26	Internal Revenue Service Publications
	21.27	Costs of Producing Self Employment Income
	21.28	Unallowable Deductions
	21.29	Determining Monthly Income When Averaged
	21.30	Determining Monthly Income When Anticipated
	21.31	Assistance Units with Boarders
	21.32	Income of Resident Farm Laborers, Migrant Aus, School Employees, and other Contractual Employees
22		TREATMENT OF CHILD SUPPORT INCOME
	22.1	Policy Statement
	22.2	Child Support Distribution
	22.3	Counting Child Support in the Families First Budget
	22.4	History of Bonus, Supplements and Child Support Pass-Through Payments
	22.5	Eligibility Determination for Child Support Pass-Through Payments
	22.6	Discussion of Child Support with the Caretaker
	22.7	Documentation
	22.8	Procedures
23		PERSONAL RESPONSIBILITY PLAN
	23.1	Policy Statement
	23.2	Signing the PRP
	23.3	The Personal Responsibility Plan Agreement
	23.4	Renegotiating the PRP Work Plan
	23.5	Exceptions
	23.6	Good Cause
	23.7	Verification
	23.8	Documentation
	23.9	Procedures
24		IMMUNIZATION AND HEALTH CHECKS
	24.1	Policy Statement
	24.2	Exceptions
	24.3	Good Cause
	24.4	Verification
	24.5	Documentation
	24.6	Procedures
25		SCHOOL ATTENDANCE
	25.1	Policy Statement
	25.2	Exceptions
	25.3	Good Cause
	25.4	Verification
	25.5	Documentation
	25.6	Procedures
	25.7	Failure to Comply – Minors Who Are Not Parents
	25.8	Failure to Comply – Minor Parents Who Are ECs or EAs in an AU
26		CHILD SUPPORT COOPERATION
	26.1	Policy Statement
	26.2	Exceptions
	26.3	Good Cause for Refusal to Assign Child Support
	26.4	Good Cause for Refusal/Failure to Cooperate with Child Support
	26.5	Verification
	26.6	Documentation
	26.7	Procedures
	26.8	IV-D Reports to Family Assistance
	26.9	Failure/Refusal to Cooperate with Child Support
	26.10	Good Cause Determination Procedures
	26.11	Sanctions
	26.12	Support Collections Which Cause Ineligibility
	26.13	Retention of Direct Support Payments
27		WORK REQUIREMENTS
	27.1	Policy Statement
	27.2	Core Activities
	27.3	Non-Core Activities
	27.4	Renewal House
	27.5	Residential Treatment Centers
	27.6	Refugees
	27.7	Vocational Rehabilitation
	27.8	Minor Parent Caretakers
	27.9	Exceptions
	27.10	ADA Accommodations
	27.11	Work Requirement Accommodations for Victims of Domestic Violence
	27.12	In Home Disabled Relative
	27.13	Volunteers
	27.14	Work Requirement Compliance/Non-Compliance
	27.15	Procedures based on Roles (Caseworker vs. Client Rep)
	27.16	Verification
	27.17	Documentation
	27.18	Interview Procedures
28		FAMILY SERVICES COUNSELING
	28.1	Policy Statement
	28.2	Caseworker/Client Rep/Work Activity Contractor/Family Services Counselor Relationship
	28.3	Exceptions
	28.4	Referrals
	28.5	FSC Request during Engagement in a Work Activity
	28.6	Self-Initiated Referrals
	28.7	FSC Outcomes
	28.8	Outcome Categories
	28.9	FSC Activities and Job Search/Job Readiness
	28.10	Transitional FSC
	28.11	Verification
	28.12	Documentation
	28.13	Procedures
29		TIME LIMITS
	29.1	Policy Statement
	29.2	Exceptions
	29.3	Months of TANF Received in Another State or Territory
	29.4	Months When the FF Grant is Less Than $10
	29.5	When Does the Time Limit Begin?
	29.6	Time Limit Extensions
	29.7	Good Cause Time Limit Extensions
	29.8	Process for Good Cause time Limit Extensions
	29.9	Two Parent Assistance Units
	29.10	When an Adult Exempt From Time Limits Can Have More Than 60 Months of Eligibility
	29.11	When a Child May Have More Than 60 Months of Eligibility
	29.12	Re-Entry Following Closure for a 60-Month Time Limit
	29.13	Verification
	29.14	Documentation
	29.15	Procedures
30		VERIFICATION PROCEDURES
	30.1	Policy Statement
	30.2	Documentary Evidence
	30.3	Collateral Contact
	30.4	Home Visits
	30.5	Verification Required at Initial Application
	30.6	Verification Required at Renewal
	30.7	Verification of reported Changes
31		RIGHTS AND RESPONSIBILITIES
	31.1	Policy Statement
	31.2	Federal Non-Discrimination Laws That Apply to TANF Programs
	31.3	Coverage by Federal Non-Discrimination Laws
	31.4	Discriminatory Conduct on the Basis of Handicap/Disability That is Prohibited in Program Services
	31.5	County Office Accommodations Procedures
	31.6	Who is considered a Disabled Person Pursuant to the ADA
	31.7	ADA Requirements and Their Application to Families First Accommodations
	31.8	Requesting Reasonable Accommodations
	31.9	Families First Reasonable Accommodations Requirements
	31.10	Screening Clients to Identify ADA-Covered Disabilities
	31.11	The Voluntary Initial Screening
	31.12	The Voluntary Secondary Screening
	31.13	Responses to the Screening Tool
	31.14	Role of State Office in Determining Need for Accommodations
	31.15	State Office Accommodations Consultation
	31.16	The Families First Work Activity Contractor - ADA Responsibilities
	31.17	ADA Decision Notices to Clients
	31.18	ADA and Sanctions for Non-Compliance
	31.19	ADA Verification/Documentation
	31.20	Time Limits
	31.21	The Compliance Officer – ADA Responsibilities
	31.22	Title VI Prohibition against National Origin Discrimination as It Affects Persons with Limited English Proficiency (LEP)
	31.23	Title VI Prohibition on Discriminatory Conduct in Federally Funded Programs and Activities
	31.24	Type of Conduct Prohibited in Employment Settings
	31.25	Conduct on the Basis of Disability That Is Prohibited in Employment
	31.26	Accommodations Procedures
	31.27	Filing Discrimination Complaints for Non-Compliance with Title VI and the ADA
	31.28	Filing an Appeal
	31.29	Public Notification of Nondiscrimination Compliance
	31.30	Availability of Information
	31.31	Use of Families First Cash Payment (Grant)
	31.32	Right to Apply for Families First
	31.33	Right to Information or to File Informal Complaints
32		AUTHORIZATION OF GRANTS
	32.1	Policy Statement
	32.2	Authorization of Differential Grants
	32.3	Designation of Protective Payee
	32.4	Authorization of Retroactive Assistance and Auxiliary Payments
33		CHILD CARE
	33.1	Policy Statement
	33.2	Types of Child Care Assistance
	33.3	Child Care Eligibility Criteria
	33.4	Child Care Disregard
	33.5	Families First Child Care (FF)
	33.6	Transitional Child Care (TCC)
	33.7	Qualification for Transitional Child Care (TCC) Assistance When…
	33.8	At-Risk Child Care Assistance
	33.9	Administrative Responsibilities
	33.10	Documentation
	33.11	Procedures
	33.12	Suspension of Child Care
	33.13	Contact During Adverse Action
	33.14	Correcting the Funding Stream to TCC
	33.15	Implementing the Appeal Process
34		SANCTIONS
	34.1	Policy Statement
	34.2	Failure to Cooperate with Work Requirements
	34.3	Voluntary Termination of employment (Voluntary Quit)
	34.4	Child Support Cooperation
	34.5	Failure of a Minor Parent to Attend School
	34.6	Failure of Other Assistance Unit Children to Attend School
	34.7	Failure to Have Immunization and/or Health Checks
35		CONTINUING RESPONSIBILITIES
	35.1	Redetermination of Eligibility
	35.2	Accrual Rights to Families First Cash Payment
	35.3	Changes Between Renewals
	35.4	County to County Transfers
	35.5	Bankruptcy
36		FAMILY CAP
	36.1	Policy Statement
	36.2	When to apply the Family Cap
	36.3	When the Family Cap Has Been Applied
	36.4	Exceptions
	36.5	Verification
	36.6	Documentation
	36.7	Procedures
37		MARRIAGE DURING RECEIPT OF ASSISTANCE
	37.1	Policy Statement
	37.2	When the Caretaker Elects to Include the Spouse as an AU Member
	37.3	When the Caretaker Elects to Exclude the Spouse as an AU Member
	37.4	Liability of Spouse’s Federal or State Share of Court Ordered Child Support Arrearages
	37.5	Two Families First Caretakers Marry
	37.6	Exceptions
	37.7	Good Cause
	37.8	Documentation
	37.9	Procedures
38		PROTECTION OF CHILDREN
	38.1	Policy Statement
	38.2	Conditions of a Child Indicating Possible Abuse/Neglect
	38.3	Conditions of a Parent Indicating Possible Abuse/Neglect of Children
	38.4	Statutory Rape
39		FAMILIES FIRST OVERPAYMENTS AND UNDERPAYMENTS
	39.1	Policy Statement
	39.2	Families First Underpayments
	39.3	Families First Overpayments
	39.4	Administrative Disqualifications for Families First
40		APPEALS AND FAIR HEARINGS
	40.1	Policy Statement
	40.2	Right of Appeal
	40.3	Division of Appeals and Hearings Functions
	40.4	Timeliness for Filing Appeals
	40.5	Good Cause for Filing a Late Appeal
	40.6	Filing an Appeal
	40.7	The Responsibilities of the Field Management Director 2
	40.8	Interim Adjustments
	40.9	Withdrawing an Appeal
	40.10	Hearing Process
	40.11	Implementing the Decision
	40.12	Time Limits for the Appeal Process
	40.13	Judicial Review
	40.14	Documentation
	40.15	Procedures
41		GENERAL ADMINISTRATIVE PROCEDURES
	41.1	Case Record Management
	41.2	Content of Case Record
	41.3	Security of Eligibility and Case Management System Case Files
	41.4	Confidentiality of Case Record Information
	41.5	Information Considered Confidential
	41.6	Exceptions to Confidentiality
	41.7	Release of Information to the Applicant/Recipient or his/her Representative
	41.8	Applications by Department Employees and Their Relatives