3.520.4 APPLICATION PROCESSING Rev. Eff. 7/11/14

Tracking# 2014-00xxx Emergency adoption 7/11/14, eff. 7/11/14

[I:/14053001_Submittal.doc]

(9 CCR 2503-1)

[Note: the Statement of Basis and Purpose has been incorporated with TN# 2014-00xxx (Rule-Making# 14-5-28-1).]

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(9 CCR 2503-5)

[Instructions: replace the section title below.]

3.520.4 APPLICATION PROCESSING [Rev. eff. 7/11/14]

[Instructions: replace item “D”, inclusive, below.]

D. The interview shall include:

1. An explanation of the various assistance programs available and an opportunity to apply for those additional programs;

2. A brief explanation of the eligibility process and the eligibility requirements;

3. A review of the application with the client to:

a. Confirm all information on the application;

b. Answer questions not completed on the application; and,

c. Provide the client an opportunity to clarify unclear, inconsistent, inaccurate, or questionable statements.

d. For AND only, provide, explain and obtain necessary signatures on the Authorization for Reimbursement of Interim Assistance form (IM-14).

4. A request for verification of application declarations.

a. The client has the primary responsibility to provide information necessary to establish eligibility.

b. If the client is unable to do so, the county department shall assist the client to obtain verification through collateral contacts or a home visit. c. If the client returns the verifications within thirty (30) calendar days after denial, the following processing requirements shall be implemented:

1) If the client has good cause, the denial shall be rescinded and eligibility determined, using the original application date.

2) If the client does not have good cause, the county department shall use the original application, but the date of the application shall be the date all verifications were received.

d. If the client returns the verification thirty-one (31) or more calendar days after the denial, the county department shall require the client to complete a new application.

5. Discussion of the client's rights and responsibilities, to include:

a. The county department's requirement to inform the client in writing at application and redetermination of the requirement for a client to report any changes in circumstances within thirty (30) calendar days.

b. The client's responsibility to notify the county department in writing within thirty (30) calendar days of any change in resources or income or other change in circumstances which affects eligibility or benefit amount.

c. The county department's responsibility to maintain confidentiality of records and information.

d. The client's right to non-discrimination provisions.

e. The client's right to a county conference or state-level appeal.

f. The client's right to review and copy his/her case file.

6. An explanation provided regarding the process of utilizing the Electronic Benefit Transfer (EBT) card. This explanation shall include prohibited establishments including, but not limited to, liquor stores, gambling establishments, adult oriented establishments, and marijuana shops; and, an explanation that the cash portion issued on the EBT card may be suspended with identified misuse.

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[Instructions: replace the section title below.]

3.602.1 Applications [Rev. eff. 7/11/13]

[Instructions: replace item “E”, inclusive, below.]

E. Receiving Applications for Colorado Works Benefits

1. When receiving applications for benefits, county workers shall:

a. Receive applications;

b. Review applications for completeness and determine eligibility for assistance;

c. Make a home visit when required by county policy to determine a county approved setting for a minor applicant; and,

d. Refer the applicant or participant to other services when appropriate.

2. The application process shall consist of all activity from the date the application is received from the applicant until a determination concerning eligibility is made. Language translation via interpreter shall be provided by the county department of residence as needed. The major steps in the application process shall include:

a. The application shall be date stamped by the county department to secure the application date for the applicant;

b. An explanation shall be provided to the applicant of the various benefit options;

c. An explanation shall be provided to the applicant of the eligibility factors;

d. An explanation shall be provided to the applicant of the applicant's responsibility to accurately and fully complete the application, provide documents to substantiate eligibility factors, and that the applicant may use friends, relatives, or other persons to assist in the completion of the application;

e. An assurance shall be provided to the applicant of the county worker's availability to assist in the completion of the application and to secure needed documentation which the applicant is unable to otherwise secure;

f. An explanation shall be provided to the applicant of the process to determine eligibility;

g. An explanation shall be provided to the applicant of the applicant's rights and responsibilities including confidentiality of records and information, the right to non-discrimination provisions, the right to a county dispute resolution process, the right to a state-level appeal, the right to apply for another category of assistance and that a determination of the applicant's eligibility for such other assistance will be made; h. An explanation shall be provided to the applicant that the applicant may terminate the application process at any time.

i. The agency shall inform all applicants in writing at the time of application that the agency will use all Social Security Numbers (SSN) of required household members to obtain information available through state identified sources. One interface includes, but is not limited to, the Income and Eligibility Verification System (IEVS) used to obtain information of income, eligibility, and the correct amount of assistance payments. Information gathered through State identified sources may be shared with other assistance programs, other states, the Social Security Administration, the Department of Labor and Employment, and the Child Support Enforcement Program; and,

j. An explanation shall be provided to the applicant of all Colorado Works program benefits and requirements applicable to the family members in the household. The county department shall, when appropriate, provide the information verbally and in written form.

k. An explanation provided regarding the process of utilizing the Electronic Benefit Transfer (EBT) card. This explanation shall include prohibited establishments including, but not limited to, liquor stores, gambling establishments, adult oriented establishments, and marijuana shops; and, an explanation that the cash portion issued on the EBT card may be suspended with identified misuse.

3. An application has been made when the county department receives the signed public assistance application forms prescribed by the State Department. An application is distinguished from an inquiry. Eligibility requirements can be found at Section 3.604 Eligibility Criteria for Colorado Works Payments and Services.

4. An application must be accepted by any county department; however, it is the responsibility of the county of residence to determine eligibility. The county department that received the application incorrectly shall forward the application to the county of residence promptly.

5. An application may be submitted by the applicant or by an individual acting on the applicant’s behalf when the applicant is unable to submit an application.

6. Applications for Colorado Works shall be made by a specified caretaker with whom a dependent child(ren) is living.

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