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Minnesota Department of Human Services Combined Manual
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APPLICATION PROCESSING STANDARDS

ISSUE DATE: 05/2018

All assistance programs require you to process applications as soon as possible, and within a certain number of days from the date of application. Day 1 of the count starts with the 1st day following the date of application. See 0005.12.09 (Date of Application). See program provisions listed below for application processing timetables.

Processing standards are the maximum time you have to determine eligibility. Do NOT treat this time as a waiting period for eligibility.

Determine eligibility as soon as the necessary information is available. Send a notice approving, pending, or denying eligibility. See 0010 (Verification), 0026 (Notices).

The processing standards for Emergency General Assistance, DWP and expedited SNAP applications differ from standard applications. See 0004.06 (Emergencies - 1st Month Processing), 0005.12.09 (Date of Application).

Within the processing period:

Review the application for completeness.

Schedule and conduct the interview. See 0005.12.12 (Application Interviews).

Verify mandatory and inconsistent items. See 0010.18 (Mandatory Verifications), 0010.21 (Verification Due Dates).

Determine eligibility.

Send a notice. See 0026 (Notices).


See 0005.12.15.03 (Delays in Processing Applications) for what to do when you cannot determine eligibility within the time frames listed below because clients do not provide information, for delays not caused by clients, and when not to delay processing.

See 0022.03.03 (Ineligibility in a Prospective Month - Cash), 0022.03.04 (Ineligibility in a Prospective Month - SNAP) for provisions relating to cases that are ineligible in a prospective month.


MFIP:

Determine eligibility no later than 30 days following the date of the application. Clients must be eligible for assistance on the date you approve the case.

To meet the 30-day requirement, you may want to conduct interviews for minor caregivers on an accelerated schedule due to the time that social service evaluations might require. See 0004.01 (Emergencies - Program Provisions), 0012.06 (Requirements for Caregivers Under 20).


DWP:

Below are various steps and time lines in processing a DWP application:

Conduct the initial face to face interview to determine DWP eligibility within 5 working days of receiving the application. Although you must conduct an interview within 5 working days, the participant still has 30 days before the application expires. If an applicant does not show up for an appointment within the 5 days, attempt to reschedule the appointment. If more than 30 days have lapsed since the date of application, deny the application, giving proper notice.

Determine the need for child care at the interview and complete a child care application before the interview ends. Forward the child care application to the child care worker the day that it is completed.

Within 1 working day of determining that the applicant meets the DWP eligibility criteria, refer the participant to ES. Trigger the referral based on county policy. Some counties may choose to make the referral pending receipt of final verifications, others may choose to wait until all verifications are in. Prompt referral to ES is critical because applicants cannot receive DWP benefits until eligibility is determined and an initial EP has been developed and signed.

The participant’s referral to ES must be in writing and must contain:

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Notification that, as part of the application process, applicants are required to develop and sign an Employment Plan or the DWP application will be denied.

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The name and phone number of the ES provider.

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The immediate availability of supportive services, including, but not limited to, child care, transportation, and other work-related aid.

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The rights, responsibilities, and obligations of participants in the program, including, but not limited to, their rights under the Americans with Disabilities Act (ADA), the grounds for good cause, the consequences of refusing or failing to participate fully with program requirements, and the appeal process. Also see 0003.09.03 (Client Rights - Civil Rights).


The Job Counselor will meet with the DWP participant within 10 working days of the county referral to develop and sign an initial EP. The Job Counselor must notify the county within 1 working day of the date the EP was signed.

Authorize DWP benefits through MAXIS to the participant within 1 working day of being notified by the ES provider that the initial EP has been developed and signed.

Use the following forms:

Diversionary Work Program Referral to Employment Services (DHS-4161) (PDF).

Client Responsibilities and Rights (DHS-4163) (PDF).

Do you have a disability? (DHS-4133) (PDF).


NOTE:
There are no DWP orientation requirements. A county may opt to provide an orientation for its DWP participants.


MAXIS Process


Do not deny the application before the 30 day application processing period has expired, unless the case has been determined ineligible (for example for excess income). MAXIS will not automatically deny applications pending past 30 days. You must deny the application at the appropriate time.


SNAP:

Determine eligibility and issue benefits or a denial notice no later than 30 days following the date of the application. If you cannot determine eligibility within 30 days, send a notice of processing delay, determine who caused the delay, and allow an additional 30 days to complete the application processing. See 0005.12.15.03 (Delays in Processing Applications), 0005.12.15.06 (Determining Who Caused the Delay), 0024 (Payments).

EXCEPTIONS

If the unit failed to attend the initially scheduled interview, an attempt has been made to inform the unit of their responsibility to schedule a second interview, and the client has made no subsequent contact with the agency to express interest in pursuing the application, deny the application on the 30th day.

See TEMP Manual TE02.05.15 (Notice of Interview/Missed Interview (NOMI)). Also, document the contact in CASE/NOTEs.

If you conduct the interview and request all necessary verifications on the same day the client submits the application and you provided assistance in obtaining verification but the unit fails to provide the requested verification, deny the application on the 30th day.


MAXIS Process


Do not deny the application before the 30 day application processing period has expired, unless the case has been determined ineligible (for example for excess income). MAXIS will not automatically deny applications pending past 30 days. You must deny the application at the appropriate time.


MSA, GRH:

Determine eligibility and issue benefits or a denial notice for disabled people no more than 60 days after the date of application.

Determine eligibility and issue benefits or a denial notice for all other people no later than 30 days following the date of the application. See 0024 (Payments).


GA:

Determine eligibility no later than 30 days following the date of the application. Clients must be eligible for assistance on the date you approve the case.

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