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RECERTIFICATION PROCESS

ISSUE DATE: 04/2018

Recertify clients whose certification period is ending. The clients and the agency must follow the time frames of each program for completing the recertification process. See 0009.06.03 (Recertification Processing Standards).

MAXIS will generate program specific cover letters and mail the following forms:

Combined Application Form (CAF) (DHS-5223) (PDF).

Combined Six-Month Report (DHS-5576) (PDF).

Combined Six-Month Report Supplement for Cash Programs (DHS-5576A) (PDF).

Combined Annual Renewal for Certain Populations (DHS-3727) (PDF).

Other notices or forms required at recertification according to each program’s provisions below.


All questions on the form must be answered for the form to be considered complete.

MAXIS will mail packets around the 15th of the 2nd month prior to the end of the certification period.

Accept an ApplyMN application from a current participant as a recertification if received within the recertification processing period. If an ApplyMN application submitted during the recertification processing period contains a request for a new assistance program, process the ApplyMN application as a new application for the new program.

The recertification process is similar to the application process. To complete the recertification process:

Review eligibility for the client’s current programs, possible new programs, and emergency need. If clients qualify for new programs or emergency assistance, process the recertification request as an application for assistance. See 0004 (Emergencies), 0005 (Applications), 0009.06.03 (Recertification Processing Standards).

Get mandatory verifications. See 0010.18 (Mandatory Verifications).

Notify the unit of the eligibility determination. See 0026 (Notices).


Accept the Combined Application Form (CAF), ApplyMN application, Combined Six-Month Report (CSR) or Combined Annual Renewal for Certain Populations even if the client does not live in your county. See 0005.12 (Accepting and Processing Applications).

In addition to MAXIS-generated recertification packets, you may be required to provide certain additional forms to clients at the face-to-face recertification interview. See 0007.12 (Agency Responsibilities for Client Reporting), 0009.06.06 (Recertification Interview).


MFIP:

For MFIP units subject to monthly reporting, the CAF must be signed and dated by the caregiver(s) on or after the last day of the reporting period.

For MFIP units not subject to monthly reporting, the CAF can be signed and dated by the caregiver(s) any time after the date MAXIS mailed the recertification packet.

MAXIS will also include the Domestic Violence Information (DHS-3477) (PDF) in the recertification packet.

Give the client the Family Violence Referral (DHS-3323) (PDF). Provide information about counseling and support services, and permanent residence procedures for battered non-citizens. Review the continued exemption from the 60-month time limit for victims of family violence for whom you have an Employment Plan (EP) in place. See 0005.12.12.09 (Family Violence Provisions/Referrals), 0010.18.33 (Verifying Family Violence).

Conduct a recertification interview at least once every 12 months. See 0009.06.06 (Recertification Interview).

Review extensions for participants who have been extended beyond the 60-month lifetime limit every 12 months, unless the documentation supporting the extension indicates the participant’s condition could change earlier. See 0011.33 (MFIP Hardship Extensions). This review should be considered a minimum requirement to recertify an extension. Review the situation and request new verification each time there is a change in the estimated end date. Counties should end an extension prior to the review, if criteria for the extension no longer apply. End the extension the 1st of the month following verification that the criteria no longer apply.

NOTE:
Participants may move between extension categories.

Coordinate extension reviews with recertifications, if possible.

Give a 10-day notice before terminating benefits if the unit fails to comply with the recertification process. See 0009.06.03 (Recertification Processing Standards).

If you fail to send a 10-day notice, continue to issue benefits until you have given 10-day notice of adverse action. This applies even if the certification period has ended.

Do not consider the client ineligible and therefore subject to an overpayment solely because the agency fails to send a timely notice of termination. Consider it an overpayment only if the client does not meet eligibility factors such as income, assets, or basis of eligibility.

If the unit is ineligible for continued benefits or will receive reduced benefits based on information in the CAF or ApplyMN application, or if the information requires a reduction or suspension of the unit’s benefits, send a notice BEFORE the effective date of the adverse action.


DWP:

No provisions.


SNAP:

The CAF can be signed and dated by the client any time after the date MAXIS mailed the recertification packet.

MAXIS will also include the Change Report Form (DHS-2402) (PDF) (for change reporting units) in the recertification packet.

Give Domestic Violence Information (DHS-3477) (PDF) to all units recertifying for SNAP when the SNAP recipient has not received the Domestic Violence Information brochure in the recertification packet.

Give Work registration notice (DHS-7635) (PDF) to all units recertifying for SNAP.

EXCEPTION:

MAXIS will send the Combined Annual Renewal for Certain Populations (DHS-3727) (PDF) for cases:

With 1 person, or 2 people if they are married and living together.

AND

All unit members are age 18 or older.

AND

The only income is SSI or SSI/RSDI.



Conduct a recertification interview. For specific requirements, see 0009.06.06 (Recertification Interview).

Do not issue benefits after the certification period ends until a reapplication process is completed.


MSA, GA, GRH:

MAXIS will also include the following forms in the recertification packet:

Return envelope.

Domestic Violence Information (DHS-3477) (PDF).



MAXIS will send the Combined Annual Renewal for Certain Populations (DHS-3727) (PDF) for cases:

With 1 person, or 2 people if they are married and living together.

AND

All unit members are age 18 or older.

AND

The only income is SSI or SSI/RSDI.

This includes people age 18 or older who are residing in a long term care facility or receiving EW services who receive only SSI or SSI/RSDI income.


MAXIS will send the Minnesota Health Care Programs Renewal for People Receiving Long-Term Care Services (DHS-2128) (PDF) for people residing in long term care facilities or receiving EW services who do not meet the criteria to receive the Combined Annual Renewal for Certain Populations, including LTC residents who receive MSA for personal needs and EW enrollees residing in GRH facilities and receiving GRH payments. See the Minnesota Health Care Programs Eligibility Policy Manual.

For GA units and MSA non-SSI units subject to monthly reporting, the unit must sign and date the CAF on or after the last day of the reporting period.

For GA units and MSA non-SSI units not subject to monthly reporting, the unit can sign the CAF any time after the date MAXIS mailed the recertification packet.

For MSA SSI units, the unit can sign the CAF any time after the date MAXIS mailed the recertification packet.

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