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OFFICE of POLICY, PROCEDURES, and TRAINING James K

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OFFICE of POLICY, PROCEDURES, and TRAINING James K OFFICE OF POLICY, PROCEDURES, AND TRAINING James K. Whelan, Executive Deputy Commissioner Stephen Fisher, Assistant Deputy Commissioner Office of Procedures POLICY BULLETIN #18-11-ELI (This Policy Bulletin Replaces PB #02-181-ELI) CALCULATING BUDGETS FOR FAMILIES WITH INCOME IN HOMELESS SHELTERS Date: Subtopic(s): February 22, 2018 Cash Assistance, SNAP Revisions to the Original Policy Bulletin This policy bulletin is being revised to alert staff that cases for families in homeless shelters with income, who have a zero budget while in shelter, will now be placed in Active (AC) status rather than Single Issue (SI) status. The reason for this change is to allow these families to be certified for certain rental assistance programs, such as Living in Communities (LINC). This bulletin is also being revised to include Paperless Office System (POS) budgeting instructions. Purpose This bulletin is to remind staff of how to calculate a budget for families with income in homeless shelters. In this instance JOS/Workers must calculate a budget using POS as follows: POS Instructions - New Go to the Employment Window Information Enter all employment-related information, including Employment Window is employment and self-employment income. only necessary for Close Employment Window earned income Go to the Income Window Enter all income related information Close Income Window and go to the Shelter Window Select the correct Shelter Type based on the Temporary Housing Facilities (W-145UU) form Enter the amount based on the rate from the W-145UU and select Per Night as the frequency HAVE QUESTIONS ABOUT THIS PROCEDURE? Call 718-557-1313 then press 3 at the prompt followed by 1 or send an e-mail to FIA Call Center Fax or fax to: (917) 639-0298 Distribution: X PB #18-11-ELI Make any other updates needed in the interview windows that may affect the budget (including, but not limited to, the Other Expenses Window if the W-145UU indicates the need for a restaurant allowance) Go to the Eligibility Determination window, update the CA, MA and SNAP case status and update each individual to the appropriate individual status for CA, MA and SNAP Go to the POS Budget Window and calculate a new budget There can be three possible results from the budgets: Budget Deficit Zero Budget Ineligible Based on the budget results the following actions must be taken: Budget Deficit If the resulting budget provides a deficit, go to the POS Turn Around Document (TAD), put the new budget number in the WMS Budget # field. The case and all appropriate lines must be in AC status, if the household is otherwise eligible. Issue any necessary benefits back to the date of compliance for a Family Assistance (FA) case or from the 45th day for a Safety Net Assistance (SNA) case using the appropriate authorization forms. Enter detailed case comments on the actions taken, generate any appropriate notices, complete the POS Activity and submit for approval. Zero Budget Revised If the budget results indicate a zero budget, meaning that the family is not entitled to a CA grant (zero will appear in the PA Grant field of the budget results), put the new budget number in the WMS Budget # field. The case and all appropriate lines must be in AC status, if otherwise eligible. It is not necessary to issue any CA benefits but Supplemental Nutrition Assistance Program (SNAP) benefits may need to be issued based on the date of application and whether or not the applicant was in receipt of SNAP under an NCA SNAP case. Enter detailed case comments, complete the POS activity and submit for approval. Policy, Procedures, and Training 2 Office of Procedures PB #18-11-ELI Ineligible Revised to include If the participant fails the gross income test, as indicated by the reminder about notices message, “Ineligible – Failed Gross Income Test,” and the net income test as indicated by the message, “Ineligible – Budget Surplus,” reject the CA case (if the CA case is in AP status) or close the CA case (if the CA case is in SI status) with the appropriate income denial code which will trigger the appropriate separate determinations, if appropriate. Staff must also issue the appropriate notices either through the Client Notice System (CNS) or by use of the Action Taken on Your Application (LDSS-4013A NYC and LDSS-4013B NYC). Enter detailed case comments including the denial/closing code used, complete the POS activity, and submit for approval. Manual WMS Budgets Manual WMS Budgets In instances when POS is down, or for multi-suffix cases, the following entries must be made in the WMS budget: Access the NSBL02 screen Enter the appropriate shelter type Do not make an entry in the Shelter Amount Field Enter the Shelter Per Code 06 (monthly) to indicate how often shelter expenses are paid. Do not make an entry in the Water: AMT, FSUA: IND, FUSA: AMT, FUST: IND, FUST: AMT, DISP: AMT, PHONE: IND, PHONE: AMT and INST: TYPE fields. Enter the actual monthly PA Shelter amount paid to the Homeless Shelter Facility in the PA Shelter field (based on the W-145UU). To calculate the monthly amount, multiply the daily rate by 7 to get the weekly amount. Then convert that amount to monthly by multiplying by 4.333. (Example: daily rate of $67.32 X 7 = $471.24/wk. $471.24 X 4.333 = $2041.88/mo) Note: In order to enter the actual PA shelter amount paid to the Homeless Shelter Facility in the PA Shelter field on WMS; enter the actual amount of the shelter cost, then press shift and the function 5 (F5) key. Enter the line # of the individual with income and transmit. On screen NSBL06 enter the income in the income section and/or any special needs information, such as restaurant allowance or apartment search carfare and transmit. Policy, Procedures, and Training 3 Office of Procedures PB #18-11-ELI Revised Prepare a paper TAD to take the necessary case actions based on the budget results through the Paperless Alternate Module (PAM) and issue notices accordingly. Effective Immediately Related Item: PB #16-27-ELI Attachment: W-145UU Temporary Housing Facilities Policy, Procedures, and Training 4 Office of Procedures Form W-145UU (page 1 of 18) Rev. 03/08/2016 TEMPORARY HOUSING FACILITIES TIER II FACILITIES Daily Shelter Restaurant Facility Address Director Work Phone Rate Code Allowance? Description 170-02 93rd Avenue Family has own apartment. 1 93rd Ave Family Residence Queens, NY 11433 Noel Francis (718) 210-0341 Ext. 351 $127.29 33 N Cooking facility in unit. Abyssinian House/ 139-43 West 138th Street Coralita Francis Family has own apartment. 2 Samuel Proctor New York, NY 10030 Hendricks (212) 926-0304 $91.90 33 N Cooking facility in unit. 2250 7th Avenue Family has own apartment. 3 Adam's House I New York, NY 10027 Aaron Migdol (212) 283-4423 $90.00 33 N Cooking facility in unit. 2250 7th Avenue Family has own apartment. 4 Adam's House II New York, NY 10027 Aaron Migdol (212) 283-4423 $90.00 33 N Cooking facility in unit. 228 West 132nd Street Family has own apartment. 5 Adam's House III New York, NY10027 Aaron Migdol (212) 283-4423 $90.00 33 N Cooking facility in unit. 2514 Albemarle Road Family has own apartment. 6 Albemarle Family Residence Brooklyn, NY 11226 Sharon Murray (718) 257-4456 $128.48 33 N Cooking facility in unit. 1040 East New York Family has own apartment. 7 Alice Branch Plaza Brooklyn, NY 11212 Darlene Hines (718) 493-1066 $115.73 33 N Cooking facility in unit. 105 Carlton Avenue Family has own apartment. 8 Arbor Inn Brooklyn, NY 11205 Sharon Troutman (718) 625-7575 $84.51 33 N Cooking facility in unit. Boulevard Family Center 79-00 Queens Boulevard Family has own apartment. 9 (Pan Am) Elmhurst, NY 11373 Karen Ford (718) 446-7676 $127.32 34 N Meals 3 times a day. 80-20 134th Street Family has own apartment. 10 Briarwood Family Residence Jamaica, NY 11435 Bob Reel (718) 268-3395 $69.66 33 N Cooking facility in unit. 165 West 169th Street Family has own apartment. 11 Bridge Haven Bronx, NY 10452 Carlos Allende (917) 819-3370 Ext. 2303 $125.29 33 N Cooking facility in unit. 652 Willoughby Avenue Family has own apartment. 12 Bridge II/Housing Bridge Brooklyn, NY 11206 Mitzie Agard (718) 599-9090 $148.48 33 N Cooking facility in unit. 1675 Broadway Family has own apartment. 13 Bushwick VOA Brooklyn, NY 11207 Vanessa Burton (718) 574-2701 $67.32 33 N Cooking facility in unit. 1650 Undercliff Avenue Family has own apartment. 14 Carmen's Place Bronx, NY 10453 LeToyia Prince (917) 565-5742 $117.61 33 N Cooking facility in unit. 4 East 28th Street Family has own apartment. 15 Children Rescue Fund East New York, NY 10016 Alida Camacho (212) 213-0755 $128.82 33 Y No cooking facility in unit. 521 West 49th Street Family has own room with cooking 16 Clinton Family Inn New York, NY 10019 Alex Rogutsky (212) 765-4557 $95.17 33 N unit. 2715 Grand Concourse Family has own apartment. 17 Concourse House Bronx, NY 10469 Manuela Schaudt (718) 584-4400 $115.33 33 N Cooking facilities in unit. CORE-McDonough Family 771-775 MacDonough Street Family has own apartment. 18 Residence (Wayside) Brooklyn, NY 11233 Gordon Jackson (718) 453-3300 $136.83 33 N Cooking facility in unit. 38-01 112 Street Family has own apartment. 19 Corona Family Residence Corona, NY 11368 Julia Rivera (347) 617-1818 $117.95 33 N Cooking facility in unit.
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