B-940, Texas Works Responsibilities

Revision 20-4; Effective October 1, 2020

All Programs

Identify potential fraud or IPVs to OIG.

Submit fraud or IPV referrals using ASOIG or the TIERS referral interface, within 30 days of the date the IPV is identified.

Process fair hearing requests related to claims or collections following instructions in B-1035, Appeals Related to Accounts Receivable Tracking System (ARTS), in TIERS.

Forward any payments received in the local office to:

Texas Health and Human Services Commission
Fiscal Management Services
ARTS Billing
P.O. Box 149055
Austin, TX 78714-9055

Refer questions regarding collections on established claims to Fiscal Management Services (FMS).

Note: The FMS hotline number is 800-666-8531. ARTS is administered by FMS staff who monitor and process payments from HHSC claims.

Report fraud or violations of SNAP rules by drug and alcohol treatment (D&A) and group living arrangement (GLA) facilities by emailing Form H1095, Treatment Facility Fraud Referral, along with Form H1096, Notification Letter, and if applicable, Form H1853, Documentation of Findings for Form H1852, to the OIG Benefits Program Integrity (BPI) mailbox at OIG_GI@hhsc.state.tx.us.

Report retail stores allowing unauthorized purchases and accepting benefits for previous purchases to Lone Star Business Services at LoneStar@hhsc.state.tx.us.

B-941 Disqualifying a Household Member with a Current SNAP Out-of-State IPV Disqualification

Revision 22-3; Effective July 1, 2022

SNAP

When out-of-state SNAP IPV disqualification data from the SNAP federal Electronic Disqualified Recipient System (eDRS) is identified on Data Broker, discuss the IPV with the member to determine whether the member agrees with or disputes the information. Complete as much of the application process as possible and dispose the application for other programs, if applicable. Follow the procedures below for SNAP.

Exception: This policy does not impact SNAP Combined Application Project (SNAP-CAP) Eligibility Determination Groups (EDGs) administered by Centralized Benefit Services (CBS), with one exception in SNAP-CAP circumstances related to Intentional Program Violations (IPVs) and Felony Drug Convictions.

Procedures When Data Broker Identifies an eDRS Match

If the situation is ...then ...
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.

Note: If the person is not active on a SNAP EDG or the application has already been denied, OIG will enter this out-of-state IPV data into TIERS since the person is known to TIERS. No staff action is required in this situation.

Related Policy

Identifying Intentional Program Violations (IPVs) and Felony Drug Convictions, B-475.2.1

B-942 Disqualifying a Household Member with a Current TANF Out-of-State IPV Disqualification

Revision 15-4; Effective October 1, 2015

TANF

When the advisor discovers that an individual has an out-of-state TANF IPV disqualification, the advisor must discuss the IPV with the individual to determine whether the individual disputes the information.

If the household does not dispute the IPV data …the advisor must …
 
  • 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.

If unable to contact the household or the household disputes the IPV data …the advisor must …
 
  • 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.

B-943 Expiration of an IPV Disqualification Penalty

Revision 15-4; Effective October 1, 2015

TANF and SNAP

Once the IPV disqualification penalty begins, it continues even when benefits expire or the EDG is denied. If the person reapplies for benefits, advisors must ensure that the person has served the IPV disqualification penalty before certifying the person for benefits.

Example: A person reapplies for TANF and SNAP on April 4, 2011, for herself and her three children.

The advisor checks the person's IPV disqualification status by viewing the person's Individual-Summary using the hover menu IPV Sanctions page. The person was found guilty of committing an IPV offense on February 4, 2011, resulting in a 12-month SNAP IPV disqualification beginning March 1, 2011, through February 28, 2012. Since the disqualification period has not expired, the advisor must continue the person's disqualification.

Notes:

  • Form OIG5042, Notice of Disqualification Enforcement, may be viewed under Case Data Search.
  • To determine eligibility for the remaining household members, advisors use the budgeting procedures in:
    • A-1362.2, TANF — Budgeting for a Household Member Disqualified for Noncompliance with SSN, TPR, Failure to Timely Report a Certified Child's Temporary Absence, Intentional Program Violation, Being a Fugitive or a Felony Drug Conviction; and
    • A-1362.4, SNAP — Budgeting for Persons Disqualified for Intentional Program Violations, SNAP Employment Services Noncompliances, Felony Drug Convictions or Being a Fugitive.
B—944 Reinstatement of an IPV Disqualified Person

Revision 14-1; Effective January 1, 2014

TANF and SNAP

When the IPV disqualification penalty period expires on an active EDG, TIERS automatically adds the formerly IPV disqualified person to the household and adjusts benefits accordingly.

B—945 Request for New Administrative Disqualification Hearing (ADH)

Revision 15-4; Effective October 1, 2015

TANF and SNAP

When a person disqualified for an IPV contacts the local office and claims that the individual did not receive an ADH notice and requests a new hearing, staff must notify the Office of Social Services (OSS) – Eligibility Services Support (ESS) Centralized Representation Unit (CRU). CRU coordinates with OIG in processing new ADH requests.

Staff provide CRU the following information:

  • person's name,
  • EDG number,
  • date of disqualification, and
  • status of the person's EDG (active, denied, pending).

Note: If the ADH officer grants a person's request for a new hearing, the CDU:

  • removes the IPV disqualification, and
  • contacts Texas Works to re-run the budget to allow for the person’s continued benefits pending the new ADH.