B-940, Texas Works Responsibilities

A. an expedited SNAP application, and the household does not dispute the IPV data,

• complete Form H1856, SNAP Out-of-State Intentional Program Violations, indicating it is for an expedited application;
• send a copy for imaging;
• email the form to Customer Care Center (CCC)-eDRS eligibility staff at HHSC OES CCC IC, indicating Expedited in the email subject line; and
• document this action in case comments.

CCC-eDRS staff will review the form for accuracy and immediately email it to OIG-Central Disqualification Unit (CDU).

If the email is received by 4:30 p.m. Central Standard Time, OIG -CDU staff take action the same day. They enter the IPV disqualification data from Form H1856 into TIERS, create a reported change task to notify staff to complete and dispose the SNAP EDG, and email staff notice of the change. Exception: Out-of-state IPVs with non-standard penalty periods are noted on Data Broker and require secondary verification as described in Box D.

B. an expedited SNAP application, and the household disputes the IPV disqualification,

• postpone verification of the IPV penalty and certify the application without the penalty;
• complete Form H1856, indicating it is for an expedited application;
• send a copy for imaging;
• email Form H1856 to CCC-eDRS eligibility staff at HHSC OES CCC IC to obtain secondary verification of the out-of-state IPV data; and
• document this action in case comments.

If the out-of-state IPV verification is:

• received by the final due date, CCC-eDRS staff forward Form H1856 to OIG, who will enter the IPV disqualification data from Form H1856 into TIERS and create a reported change task to notify the local office staff to complete and dispose the SNAP EDG.
• not received by the final due date, the local office staff must dispose the application without imposing the IPV disqualification.

When the secondary verification is received, CCC-eDRS staff forward Form H1856 to OIG-CDU staff at HHSC CDU. OIG-CDU staff enter the IPV disqualification data from Form H1856 into TIERS and create a reported change task to notify CCC to dispose the penalty as a change and create an overpayment claim referral back to OIG.

C. a SNAP non-expedited application, household addition or redetermination,

Staff must discuss the out-of-state IPV disqualification with the household to confirm the IPV data if possible. If the household does not dispute the IPV data:

• complete Form H1856;
• send a copy for imaging;
• email Form H1856 to CCC-eDRS eligibility staff at HHSC OES CCC IC; and
• document this action in case comments.

CCC-eDRS staff review the form for accuracy and immediately forward it to OIG-CDU at HHSC CDU.

OIG-CDU staff enter the IPV disqualification data from Form H1856 into TIERS and create a reported change task to notify staff to complete and dispose the EDG. Exception: Out-of-state IPVs with non-standard penalty periods are noted on Data Broker and require secondary verification as described in Box D.

If not possible to contact the household or the household disputes the IPV, then:

• manually pend the SNAP EDG action until the final due date for CCC-eDRS staff to complete secondary verification;
• complete Form H1856;
• send a copy for imaging;
• email Form H1856 to CCC-eDRS staff at HHSC OES CCC IC for a secondary verification as described above; and
• document this action in case comments.

If the secondary verification is not received and OIG has not entered the IPV disqualification by the:

• final due date on an application or redetermination, process it without imposing the IPV disqualification.
• 20th day after sending Form H1856 on a requested household addition, process the change without imposing the IPV disqualification.

When CCC-eDRS staff subsequently receive the out-of-state IPV verification, staff forward it to OIG. OIG-CDU staff will enter the IPV disqualification data from Form H1856 into TIERS and create a reported change task to notify staff to dispose the EDG and create an overpayment claim referral back to OIG.

D. the IPV data on a Data Broker report is marked as “non-standard” (i.e., the penalty period listed is not a standard length),

• manually pend the SNAP EDG action until the final due date for CCC-eDRS staff to complete secondary verification;
• complete Form H1856;
• send a copy for imaging;
• email Form H1856 to CCC-eDRS eligibility staff at HHSC OES CCC IC to obtain secondary verification of the IPV before imposing the disqualification in Texas; and
• document this action in case comments.

Note: Postpone verification if expedited. If not expedited, process the application as explained in Box C.

• complete as much of the application process as possible and dispose the application for other programs if applicable,
• pend the TANF EDG until OIG notifies the advisor to complete and dispose the EDG, and
• send a secure email referral to OIG-CDU staff at CDU@hhsc.state.tx.us containing the following information:

  Subject: TANF Out-of-State IPV

  Out-of-state IPV information:

  • TANF EDG number
  • Originating state where IPV occurred
  • Disqualified individual's:
    • Name
    • Social Security number (SSN)
    • Date of birth (DOB)
  • Client number in originating state
  • Number of disqualified months
  • Disqualified begin date
  • Disqualified end date
  • Offense occurrence
  • Offense description
  • Federal or state court or administrative hearing decision date

Document the IPV information and the email sent to OIG in TIERS Case Comments.

OIG-CDU staff will enter the IPV disqualification data from the email into TIERS and create a reported change task to notify the advisor to complete and dispose the EDG.

• complete as much of the application process as possible and dispose the application for other programs if applicable,
• pend the TANF EDG until OIG notifies the advisor to complete and dispose the EDG*, and
• send a secure email referral to CCC-eDRS staff at HHSC OES CCC IC containing the following information:
  
  Subject: TANF Out-of-State IPV – Pending Secondary Verification
  
  Out-of-state IPV information:
  • TANF EDG number
  • Originating state where IPV occurred
  • Disqualified individual's:
    • Name
    • SSN
    • DOB
  • Client number in originating state
  • Number of disqualified months
  • Disqualified begin date
  • Disqualified end date
  • Offense occurrence
  • Offense description
  • Federal or state court or administrative hearing decision date
  • Whether the individual was/wasn’t contacted
  • If the individual disputes the IPV, details regarding why the claim is disputed
    
    Document the IPV information and the email sent to CCC-eDRS in TIERS Case Comments.
    
    CCC-eDRS staff will obtain secondary verification of the IPV and immediately forward the secondary verification to OIG. OIG will enter the IPV information into TIERS.
    
    * If OIG has not entered the IPV disqualification by the final due date, process the application or redetermination without imposing the IPV disqualification.