Processing changes around the redetermination

Changes may occur during the redetermination process, such as changes in household composition, income, or parental activity.

Change becomes known after agency has processed the redetermination

If a change becomes known after the agency has processed the redetermination, treat the change as occurring during the new 12-month eligibility period and apply 12-month eligibility policies.

· Exception: If the change occurred prior to the date the family signed the redetermination and the family did not include the change on the redetermination, consider the change as part of the redetermination. See “Eligible results approved incorrectly at redetermination” below.

· Exception: If the family was determined ineligible at redetermination and the change occurred before the closing date and the family would have been eligible with the change, consider the change as part of the redetermination and continue eligibility. See 12.3.12 (Termination Notices – Family).

Change becomes known before agency has processed the redetermination

If the date of the change is after the scheduled redetermination date (the date listed on the Case Redetermination Page in MEC2), treat the change as occurring during the new 12-month eligibility period. The redetermination must first be processed without the change, based on the family’s situation as of the scheduled redetermination date. This ensures that redetermination policies are applied. The change must be processed after the redetermination has been approved to apply 12-month eligibility policies.

· Exception: A verified future income known at redetermination may be used to process the redetermination. See Chapter 6.15 (Annualizing Income).

· Exception: If the family is determined ineligible at redetermination and the change occurred before the closing date and the family would have been eligible with the change, consider the change as part of the redetermination. See 12.3.12 (Termination Notices – Family).

If the date of the change is before the scheduled redetermination date (the date listed on the Case Redetermination Page in MEC2), the change may be treated as part of the redetermination or as a change during the new 12-month eligibility period:

· If the change occurred prior to the date the family signed the redetermination, consider the change as part of the redetermination. Request verification of the change before processing the redetermination.

· If the change occurred after the date the family signed the redetermination:

· If verification of the change is provided before the redetermination is processed, it may be considered as part of the redetermination or as a change during the new 12-month eligibility period. DCYF recommends that agencies use the option that is most beneficial to the family.

· If verification of the change is not provided before the redetermination is processed, DCYF recommends treating it as a change during the new 12-month eligibility period to avoid delays in processing the redetermination. Process the redetermination based on information reported on the redetermination form.

Examples of processing changes around the redetermination

Example 1:

A one-parent family has a redetermination scheduled for March 1. A completed redetermination and all verifications were received on March 15 and processed on March 20. The redetermination and verification indicate that employment ended March 10.

· Date of redetermination: March 1

· Date redetermination processed: March 20

· Date of change: March 10

· Type of change: Permanent end to employment

Process the redetermination based on the employment activity because the parent was participating in an authorized activity on the redetermination scheduled date. After the redetermination is processed and approved, enter the employment end date and start Extended Eligibility. See Chapter 9.15.6 (Extended Eligibility).

Example 2:

A two-parent family has a redetermination scheduled for October 15. A completed redetermination and all verifications were received on September 28 and processed on October 1. Family remained eligible. On October 13, the family reports that one PRI moved out of the household on October 12.

· Date of redetermination: October 15

· Date redetermination processed: October 1

· Date of change: October 12

· Type of change: PRI moved out of the home - Change in household size

Since the redetermination was completed and processed before the change became known, treat the change as occurring during the new 12-month eligibility period. Take actions to remove the PRI from the household. Child support cooperation is not required until the next redetermination.

Example 3:

A family has a redetermination scheduled for December 1. A completed redetermination and all verifications were received on November 10; the redetermination signature date is November 7. The agency processed the redetermination and approved eligibility on November 15. On November 20 the family reported that they lost their job on November 12.

· Date of redetermination: December 1

· Date of redetermination processed: November 15

· Date of change: November 12

· Type of change: Permanent end to employment

The change is treated as a change during the new 12-month eligibility period because the redetermination has already been processed and the change occurred after the family signed the redetermination form.

Example 4:

A family has a redetermination scheduled for June 1. A completed redetermination and all verifications were received on May 15; the redetermination signature date is May 13. On May 25 the family reports that they started a new job on May 20 and will get their first pay check on May 30.

· Date of redetermination: June 1

· Redetermination signature date: May 13

· Date of change: May 20

· Type of change: New employment begins

Since the change occurred after the family signed the redetermination and verification has not been provided, DCYF recommends treating this as a change during the new 12-month eligibility period to avoid delays in processing the redetermination.

Contact your CCAP policy specialist if you have questions about how a change that occurs around the redetermination period impacts eligibility around redetermination processing.

When a parent is on a verified temporary break at redetermination

When a parent is on a temporary break at redetermination, the expected return to the activity is verified, and all other eligibility requirements are met, the case must be suspended. See Chapter 10.6.3 (Redetermination Processing Standards). However, MEC2 fails the activity test at redetermination when the parent is coded in MEC2 as on a Temporary Leave. Follow the guidance in the MEC2 User Manual > System Limitations > Temporary Leave at Redetermination for system guidance to get eligible results in MEC2.

Example: Parent is on parental leave and has verification of an anticipated return to work in October. The worker is processing the redetermination in September. Because the worker has the verification of the return to work and the work meets the minimum activity requirements at redetermination, the family continues to be eligible, but the case will be suspended until the parent returns to work. Follow the guidance in the MEC2 User Manual > System Limitations > Temporary Leave at Redetermination for system guidance to get eligible results in MEC2.

Closing a case around the redetermination

There are situations in which it is appropriate to close a family’s eligibility during the 12-month eligibility period. See Chapter 8.15 (Termination). If one of these changes occurs when the redetermination biweekly period is available in the approval package, MEC² will prevent termination before the family’s redetermination date. To close the case before the redetermination date, follow guidance in the MEC² User Manual > System Limitations > Close Case When the Redetermination Biweekly Period is Available for system guidance.

Approving eligibility results at redetermination

MEC2 passes or fails required eligibility tests during the redetermination biweekly period, regardless of whether the Redetermination page has the “Updates Required” status selected, but MEC2 will not allow approval of the ineligible results while the redetermination status is blank, “Incomplete,” or “Not Received.” This ensures the case does not close during the 12-month eligibility period. When the Redetermination page is updated to “Updates Required,” the eligibility tests will apply and results can be approved.

Eligible results approved incorrectly at redetermination

If the redetermination was processed with all information about the family’s eligibility at redetermination; the redetermination process in MEC2 is complete. If the family is actually ineligible at redetermination, the system will not generate ineligible results in the redetermination biweekly period, even if changes are entered in the redetermination biweekly period. If the family’s copay should have been higher at redetermination, the system will not allow a higher copay. Contact your CCAP policy specialist if the redetermination has already been processed and approved.

Subprogram switches around the redetermination

If results for a new subprogram have generated and the family has a redetermination due in an available biweekly period, review the MEC² User Manual > Case Management and Eligibility > Subprogram Switch for guidance and notice requirements needed for subprogram switches around a redetermination.

Extended Eligibility ending at redetermination

When a family has a permanent end to their only authorized activity (for all activities besides job search outside of an employment plan), they continue to be eligible for up to three months or until their next redetermination, whichever occurs first. See Chapter 9.15.6 (Extended Eligibility).

Workers will receive an alert when Extended Eligibility is expiring. If Extended Eligibility is ending at redetermination, do not approve CCAP to close for Extended Eligibility ending. Allow the case to follow the redetermination processing timeline.

· If the family does not return a complete redetermination, the case will close 15 days after the redetermination due date identified in MEC². The 15-day adverse action period is not an overpayment.

· If a complete redetermination is returned, determine if the family is meeting the activity requirements at redetermination. If they are not meeting the requirements, close the case no earlier than the redetermination due date allowing for a 15-day notice of adverse action. The 15-day adverse action period is not an overpayment. Agencies could place the case on Temporary Ineligible status; see Chapter 8.6 (Temporary Ineligibility).

Legal authority

Minnesota Statutes 142E.03
Minnesota Statutes 142E.13, subd. 3
Minnesota Rules 3400.0175, subp. 4
Minnesota Rules 3400.0180