Housing Support (formerly known as Group Residential Housing)

The Housing Support (formerly known as Group Residential Housing) program pays for room and board for seniors and adults with disabilities who have low incomes. The program aims to reduce and prevent people from living in institutions or becoming homeless. There are over 20,000 monthly recipients of Housing Support across the state in various types of housing, including Adult Foster Care, Board and Lodges, Boarding Care Homes, or Housing with Services. In fact, about 20% of program recipients receive Housing Support in their own leased apartment, rather than a group setting.

Guidance on Interim Assistance Agreements, Social Security applications and the MAXIS PBEN panel is now available on SIR under Worker Resources Cash.
This document was created to help workers with Interim Assistance Agreements and how to create and update the PBEN panel when clients apply for Social Security benefits. Examples of incorrect and correct MAXIS PBEN panels are included.

MAXIS will generate a Notice of Overpayment for clients or vendors. Do not use the DHS-2775 Notice of Overpayment. There is language about compromise and Housing Support overpayments do not allow for compromise.

Frequently Asked Questions

Asset Limit
Difficulty of Care

Earned Income and Six-Month Reporting

Food

Habitability Inspection

Housing Support Overpayment Reference

Interim Assistance Agreements and Applying for Other Benefits

Private Pay Residents in a Housing Support authorized Setting

Professional Statement of Need

Spousal Allocation

Temporary Absence

Asset Limit

If a person is over assets for Supplemental Security Income (SSI), are they still eligible for Housing Support?
Yes, if they are under the Housing Support asset limit of $10,000. However, the federal SSI asset limit remains $2,000, and it may not be in the person’s best interest to lose SSI benefits, especially if they intend to transition off of Housing Support in the future.

Difficulty of Care

Can individuals in Adult Foster Care receive Housing Support Difficulty of Care (DOC) services and waiver services?
No, individuals cannot receive DOC and waiver services at the same time.

How often does eligibility for a Housing Support Difficulty of Care (DOC) payment need to be reviewed and approved?
Eligibility for DOC services must be reviewed and approved annually, along with the person’s eligibility for Housing Support room and board.

Earned Income and Six-Month Reporting

Are financial workers required to pre-pay all Housing Support payments unless the stay is expected to be 30 days or less?
No, the only time pre-payment is required is when the client has earned income of over $100 (making them a six-month reporter) and is expected to be in the setting for more than 30 days.

A Housing Support recipient lives in a post-pay setting (because the county is choosing to do that). He starts working but leaves the Housing Support setting before submitting any documentation of earnings. How should the Housing Support budget be calculated for the month?
If the amount of earned income is not available and the person has disappeared, use the budget from the previous month.

If a Housing Support recipient is working and starts a second job during the six-month budget period for Housing Support, does the new income get added into the budget?
No, while new income may be known to the agency due to reporting for other programs, it must not change the income projection or the Housing Support budget. If it continues, it must be considered at the next six-month report.

A Housing Support recipient is working and is a six-month reporter. The client obligation is $500/month. Recipient’s job ends and they will not have $500 to pay the Housing Support vendor for the month. Should the financial worker go back and adjust the budget?
No, the budget for that month would not change, but the worker should adjust the budget for the following month. The provider should work out a plan with the client to repay as they are able with earned income or assets if needed. This is an allowable expense for “pooled funds” for Housing Support vendors serving clients in community Housing Support settings (https://edocs.dhs.state.mn.us/lfserver/Public/DHS-7127-ENG). Housing Support vendors in group settings already pool funds for residents in their settings and may adjust program budgets within allowable expenses.

Can an income reduction be used for a Rep Payee Fee and a Guardian and Conservator Fee in the same Housing Support recipient’s budget?
Yes, allow for both deductions in the Prior Income Reduction field if there is documentation on file that both are ongoing.

Food

Does Housing Support pay for both raw food costs and food preparation and service if a person is on a waiver?
No, if a person is on a waiver and the waiver funding covers food preparation and service of the food, Housing Support funding is used to pay for the raw food. If the waiver does not pay for the preparation and service of the food, then the Housing Support vendor must cover those in addition to raw food.

Habitability Inspection

How often does the Habitability Inspection Form need to be completed?
A Habitability Inspection Form is only required for residents of Housing Support Long-term Homeless Supportive Housing at initial application and with every change in residence. For example, if a Housing Support recipient moved from 212 Thompson Avenue to 212 Jefferson Avenue, a new form would be needed at each address.

How long is the Habitability Inspection Form valid?
The form is valid as long as the Housing Support recipient receives Housing Support benefits in the unit.

Interim Assistance Agreements and Applying for Other Benefits

Are Interim Assistance Agreements (IAAs) required of all applicants for General Assistance (GA) and Housing Support?
No, but it is required that all applicants who are not receiving Social Security benefits must sign IAAs. And, only applicants who appear to be eligible for “other maintenance benefits” must be referred to apply for other benefits, such as Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI), or Medical Assistance (MA).

A PBEN panel does not need to be completed for every person applying for GA or Housing Support. Only complete a PBEN panel for applicants who appear to be eligible for “other maintenance benefits”. Case note IAAs on file for applicants who do not appear to be eligible for “other maintenance benefits” and do not complete a PBEN panel. Individuals are not required to apply for “Other Maintenance Benefits” before GA or Housing Support is approved.

If the Interim Assistance Agreement (IAA) is not received within 30 days of application, does General Assistance (GA) and Housing Support need to close?
Yes, and allow 10 days’ notice.

If an Interim Assistance Agreement (IAA) is submitted with applicant’s signature dated more than 30 days prior to the Combined Application Form (CAF) date, is the IAA still valid (i.e., client signed 07/01/16, Combined Application Form dated 09/27/16)?
No, enter the IAA signed on 07/01/16 but request a new IAA. IAA must be entered into MAXIS within 30 days of applicant’s signature.

On STAT/PBEN panel, what can be left blank and what gets a STAT edit?
Only enter a PBEN panel for recipients who are referred to apply for “Other Maintenance Benefits”. Leave APPL date blank until the recipient actually applies for other benefits. After 30 days there will be a STAT edit that the recipient needed to apply for Social Security benefits. Check in with the recipient and verify they have applied. If not, check for good cause or close with 10 day notice.

Private Pay Residents in a Housing Support authorized Setting

Can a Housing Support provider charge non-Housing Support recipients (i.e., private pay residents on a waiver spenddown) for electricity?
Housing Support policy has no jurisdiction over private pay residents. Housing Support policies can only address issues involving people receiving the Housing Support income supplement.

Professional Statement of Need

Can the Professional Statement of Need (PSN) be used to establish a basis of eligibility for General Assistance (GA) for people in Housing Support settings that only receive room and board, or is it only used for those also getting Housing Support supplemental services?
Yes, the PSN can be used to meet a GA basis of eligibility for individuals in any Housing Support setting. A PSN is also required for individuals to receive Housing Support supplemental services, regardless of the setting type.

When a person leaves a Housing Support setting, is the Professional Statement of Need (PSN) valid to establish a General Assistance (GA) basis of eligibility using the GA community standard?
No, a PSN can only be used to establish a GA basis of eligibility for people residing in a Housing Support setting.

The financial worker has a Professional Statement of Need (PSN) that says services are needed but Medical Opinion Form (MOF) says the applicant can work, and applicant has no income. Does the applicant have a basis of eligibility for both General Assistance (GA) and Housing Support while residing in the Housing Support setting?
Yes, if one of the forms verifies a basis of eligibility, it must be used, as long as it is not considered fraudulent. However, GA and Housing Support only require one form to verify disability as a basis of eligibility. Individuals are not required to submit both a MOF and a PSN.

If a Professional Statement of Need (PSN) is completed by a qualified professional and it states the applicant will be ill or incapacitated for three to six months, how long is the form valid?
If the PSN states three to six months, the form is valid for six months. If “other” is checked but no length of time is indicated, the form is valid for one year.

If a Housing Support recipient has a Professional Statement of Need (PSN) completed for one Housing Support setting, but moves to another Housing Support setting, do they need a new PSN?
No, the PSN is valid for one year unless the professional indicates a shorter time (see Q4). For example, if the PSN is completed in January, and the recipient is in a Housing Support setting from January to June, but not in a Housing Support setting for June and July, and goes into another Housing Support setting in August, the January PSN is still valid unless the form specifically stated a shorter time.

If a person’s disability is certified by the State Medical Review Team (SMRT), do they also need a Medical Opinion Form (MOF) for General Assistance (GA) or Housing Support?
No, SMRT certification can be used to verify a person’s disability for both GA and Housing Support.

Spousal Allocation

Is spousal allocation a deduction in the Housing Support budget?
Yes, deduct the amount of spousal allocation that is determined by the Elderly Waiver (EW) program if the allocation is actually paid to the spouse. For all other clients, there are no provisions.

Temporary Absence

If a Housing Support recipient is absent 18 days from a Housing Support setting, does the Housing Support vendor receive payment for those days?
Yes, the Housing Support vendor must continue to receive payments if absence was due to crisis, illness or injury (i.e., jail, treatment, hospital), or if prior agency approval was given for non-crisis/illness/injury reasons.

If the Housing Support payment continues for a full 18 days for an absence and the Housing Support recipient does not return by the 19th day, then Housing Support payment may be suspended (made post-pay) until resident returns or Housing Support is terminated. It is not required that the Housing Support case be closed. The Housing Support payment may be suspended up to 2 months. If the recipient wants to return to the residence after an absence that exceeds 18 days, the Housing Support vendor and recipient must negotiate payment for days that the Housing Support payment does not cover.

Housing Support Overpayment Reference

Definitions:
Client (C):
A person who is an APPLICANT or PARTICIPANT.
Vendor (V):
A provider of goods or services.
Agency (A):
County or Tribe
Fraud (F):
A person is considered to have committed fraud when obtaining, attempting to obtain, or aiding and abetting another to obtain assistance benefits to which the person is not entitled, through intentionally false statements, representations, or the withholding of material information.
Timely Reporting:
Client reporting that occurs at annual renewal or within 10 days of the start date of any change for which reporting is required.
Claim Responsibility:
Who should pay back an overpayment: client (C) or Vendor (V)
Claim Type:
Why overpayment occurred: Agency Error (A), Client error (H) Vendor error (V), Fraud (F), Admit Fraud (D)

Client Responsibility to Report: Changes in income ($100 or more), employment status and hours, address, citizenship or immigration status, disability status, a new rent subsidy, sale/purchase/transfer of real property

• Earned Income Reporting: When a person’s monthly income is $100 or more, they must report at annual renewal or within 10 days of the date the 1st check received, whichever occurs first.

Vendor Responsibility to Report: Date moved in, date move out (or move off assistance), dates absent

• Vendors must report in the format requested by the agency.

Determining Overpayment Amounts

The overpayment is the difference between the benefit amount the client actually received and the benefit amount the client should have received.

If a payment was incorrect, reconstruct each budget month and corresponding payment month using the policies and procedures that were in effect at the time of payment.

When computing overpayments, allow earned income disregards and any deductions.

All Housing Support overpayments are collectible.

Types of Overpayment and how to correct them
Overpayments, once computed, must be entered on MAXIS through the CCOL/CLAM queue. Establish a claim for all claim types and amounts.

Agency Error

1. Agency failure to take action on known or reported information.

a. Example: client is pre-pay, reports new job on 11/10/16, agency fails to act on reported job until review 1/1/17. Overpayment is due for December, new budget starts 1/1/17.

b. How to code the correction:

i. Claim Type: Agency

ii. Claim Responsibility: Client

2. Miscalculation of eligibility/budget.

a. Example: worker enters income incorrectly, client’s countable income is $550/month gross but worker entered it as $150/month gross.

b. How to code the correction:

i. Claim Type: Agency

ii. Claim Responsibility: Client

3. Vendor reports exit date timely but agency fails to act on change.

a. Example: client is pre-pay, vendor reports on 03/15/17 that client discharged on 03/14/17. Agency fails to act on reported change until 06/01/17. Overpayment is due for May.

i. Claim Type: Agency

ii. Claim Responsibility: Vendor

4. Timely Notice (by the Agency). 10-day notice of adverse action is required unless case is post-pay.

a. Example: post-pay setting, client receives 1st paycheck on 03/15/17, client reports income by 03/25/17, worker acts on the change by 04/04/17, new budget starts 05/01/17.

i. No overpayment for March or April because it was reported and acted on timely.

b. Example: pre-pay setting, client receives 1st paycheck on 03/29/17, client reports income by 04/09/17, worker acts on the change 05/20/17 and charges an overpayment for March, April and May. This is incorrect because the worker did not give 10-day notice of adverse action. Overpayment is due for May.

i. Claim Type: Agency

ii. Claim Responsibility: Vendor

Client Error

1. Unreported income (earned and unearned).

a. Example: client started to receive unemployment benefits on 8/1/16. The income was not reported to the financial worker until 11/8/16 when the client turned in their renewal.

b. How to code the correction:

i. Claim Type: Client

ii. Claim Responsibility: Client

2. Client goes on vacation with family, absence does not qualify as crisis/illness/injury which requires approval by the agency, but client never requested it.

a. How to code the correction:

i. Claim Type: Client

ii. Claim Responsibility: Client

3. Client goes to jail for 22 days, absence qualifies as crisis/illness/injury and does not require approval by the agency. Continue payment for 18 days. Overpayment is due for the additional 4 days. Reminder: Do not automatically close the case if absence is longer than 18 days – find out if vendor/client are negotiating to hold the bed (up to two months).

a. How to code the correction:

i. Claim type: Client

ii. Claim Responsibility: Client

Vendor Error

1. Client is pre-pay and leaves setting before the end of the month and moves into another setting authorized for Housing Support. Overpayment is due from the 1st provider for the 2nd part of the month.

a. How to code the correction:

i. Claim type: Vendor

ii. Claim Responsibility: Vendor

2. Client is pre-pay and leaves community setting (Long Term Homeless Supportive Housing, Metro Demo, and Housing with Services Establishments Independent Living) before the last day of the month. No overpayment is due for that month, but Housing Support must not continue to pay for that address beyond the end of the month.

3. Provider does not provide required services.

a. How to code the correction:

i. Claim type: Vendor

ii. Claim Responsibility: Vendor

4. Housing Support Agreement is terminated.

a. How to code the correction:

i. Claim type: Vendor

ii. Claim Responsibility: Vendor

Client and Vendor Overpayment (Same Month)

1. Client is pre-pay in a group setting and receives Housing Support with no income budgeted. He starts working at Jimmy Johns and receives 1st check on 5/1 and reports it on 6/10. He is earning $500/month. After the $65 and ½ disregard and $97 for personal needs client obligation will be $120.50/month. If the client had reported timely, the worker would have had until May 21st to change the budget for June. Budget the income in June and overpayment for June by client.

Paul moves out on June 15th. $120.50 is still the overpayment to client but overpayment is now due from the vendor for the days Paul was not in the facility.

a. How to code the correction:

i. Claim type #1: client

ii. Claim Responsibility #1: client

iii. Claim type #2: vendor

iv. Claim Responsibility #2: vendor

Fraud Overpayments

A court or an Administrative Disqualification Hearing (ADH) made a determination of fraud. Consider an overpayment in any month in which a client files a false report timely and this results in an overpayment to be a client error overpayment. This applies even if there is an agency error in the same month, unless the agency caused the client's failure to report. See 0025.24 (Fraudulently Obtaining Public Assistance).

Overpayments Exempt from Recovery

The court may order that all or part of an overpayment is exempt from recovery. The county must follow the court order.

Notices

MAXIS will generate a Notice of Overpayment for clients or vendors. Do not use the DHS-2775 Notice of Overpayment. There is language about compromise and Housing Support overpayments do not allow for compromise.

Questions or Feedback?

Please email the Housing Support team at DHS at dhs.dhs.grh@state.mn.us

Common Auditing Errors

1. Missing documents/verifications

a) ID

2. Overpayments not being sited

3. Earned income not verified

a) No TKL to close if not returned

b) Approving case without verification

4. Earned income not calculated correctly

5. Not coding IMIG correctly for clients applying for SSN

6. Assets not entered correctly

a) Not updated when new info is received

b) Even if excluded should be updated

7. Not referring clients to apply for other maintenance benefits

8. No end date on DISA

9. No client signature on PSN

10. Allowing payee fee without verification

11. Approving wrong Housing Support amount.

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