Adult Financial Training Q & A

Applying/RRR | Expenses | General Requirements | Household Composition | Income | Resources



# Question Answer Date Posted Last Update
1. Scenario: I live with daughter in subsidized housing. I pay no part of rent or utilities.Am I exempt from ISM? If the client is on the lease for the subsidized housing they are exempt from ISM. If the client is not on the lease, then ISM would apply. The client should also be told that by not having his/her name on the lease, it is putting their daughter�s housing at risk. July 2015

General Requirements

# Question Answer Date Posted Last Update
1. What is the State’s recommendation for clients that need to apply for SSI but cannot go to the SSA office. Is it OK for them to apply on line or over the phone? Yes July 2015
2. For AF, when a married couple applies, how do you get CBMS not to deem the spouse’ income. Example: couple applies for OAP. They both meet eligiblity requirements – how is income deeming prevented? To expand on this question – what do you do if the married companion cases get separated in work flow? Potentially one could be approved before the other and then under issuance or claims might be created. Run EDBC for one spouse and allow the case to pass. Do not authorize. Then run the other spouse.  CBMS should then see that they both qualify and will not deem. July 2015
3. What is the process if a client applies in another county than where they live? County should accept a courtesy application and forward it on to the county of residence July 2015
4. If a car or other resource is given to another with the expectation of receiving future care or transportation, is it considered a TWFC? 3.520.76.A.5.b.2 � The client shall provide written documentation of any agreement made in relation to the transfer of property that was created at the time of the transfer. The county department shall weigh the evidence and use PPP to determine whether there is sufficient evidence to disprove the presumption (that it was a TWFC). You should also look at 3.520.76.B to determine if the circumstances indicate a reasonable rationale to accept a sum less than fair consideration. July 2015
5. Incarceration: Half way house, werkenders, Community Corrections The federal definition of incarceration as defined in 42 CFR 411.4(b), are persons who are in custody (or incarcerated) including, but; not limited to, those individuals who are:
� Under arrest;
� Incarcerated;
� Imprisoned;
� Escaped from confinement;
� Under supervised release;
� On medical furlough;
� Required to reside in mental health facilities;
� Required to reside in halfway houses;
� Required to live under home detention; or
� Confined completely or partially in any way under a penal statute or rule.Given this definition, halfway houses, weekenders, and community corrections would all be living arrangements of incarceration
August 2015
6. Is there a time limit for client who leave the state for medical treatment? Policy is not specific in the amount of time a client can leave the state for medical treatment. Using PPP a reasonable amount of time might be up to 6 months unless the client can demonstrate good cause that a longer length of time is necessary. August 2015
7. Are people in half-way houses considered incarcerated for Adult Financial programs If the client is the responsibility (under the care of) of the Department of Corrections (DOC), then they are not eligible for Adult Financial assistance as the DOC is responsible for them. Recommendation is to contact the half way house to determine if they are under the DOC. August 2015
8. We have “old” NCR IM 14 forms. Can we use these forms? It would depend on the version number and date. The current form ihas the date of 8/2012. If your form is not using this version – you should replace NCR form you are using with the current form. June 2017
9. Are individuals involved in a work-release program eligible to receive Adult Financial Benefits? (Example: Customer is out in the community for work purposes during the week, but on the weekends they are admitted to their county’s jail as a means of serving out their sentence) Based on the example utilized with this question, this almost sounds like a halfway house scenario given that the individual is under the supervision of the Department of Corrections and would be in a invalid living arrangement. You will need to determine if the client is an inmate and under the control of the Department of Corrections (DOC). If so, they are not eligible for the AF assistance June 2017
10. How often is a Med-9 needed? Per Rule 3.541.1, A Med 9 shall be required at initial application, and at each re-examination date. June 2017
11. Is there a limit to the number of Med-9 completions or second-opinions a customer may receive if they do not agree with the initial determination made on the form by the medical professional? If the customer requests a second opinion regarding their med-9, it’s at their expense to have the med-9 form completed again. (As outlined in 3.541.1, there is guidance on who pays for the second opinion. ) However, as mentioned in 3.541.1.E, there are other things that can be used in weighing your scoring when completing the RCFSM. These do not exempt you from completing the RCFSM when required but can be used used in your determining on what score to give an individual. June 2017
12. “When an AND-SO case is closed/discontinued following the termination of a conditional approval, does the client still have 30 days following the closure to provide the information that we need? (Proof of the SSI appointment or that they kept the appointment.) If they provide said information within the 30 days, can we potentially reopen the case or is the customer required to reapply?” If verifications are received after the denial of an application with GOOD CAUSE and it is within 30 days denial the case should be rescinded. If verifications are received after the denial of an application WITH GOOD CAUSE and it is 31 + days after denial a new application is required. If verifications are received after the denial of an application without good cause and it is within 30 days denial the case should re AI’ed as of the date that all required verification was received. If verifications are received after the denial of an application without good cause and it is 31 + days after denial a new application is required. June 2017
13. When an individual receiving OAP turns 62 during the certification period, are they required to be referred to SSA at the time of when they turn 62 or at the RRR? CBMS would pend the case for verification of proof of SSA application during the certification period. The customer would have 10 + 1 days to provide verification. Failure to provide would result in the case getting discontinued. AF does not have simplified reporting rules and will consider changes in circumstances during the certification period. June 2017
14. For Burial Assistance, if the deceased individual is a child, do we consider the resources and income of a parent? What if there’s an authorized representative? If the deceased individual is a child we would then proceed with a CW burial benefit. Please see the Thursday Think Tank on burials on the portal. June 2017
15. Residency at RRR-30 days out of county will it close case is this for medical treatment for self and/or families. When to use PPP for F2F interview at RRR. If the client is out of the county temporarily, but not out of the state, for medical treatment there is no issue.

However, if the client is out of the country for 30 days or more, the case should close.

With regard to medical treatment for other family members, the only time that exception can be used for temporary absence is when the family member was injured during military duty. See 3.520.64.E.4

Rules regarding FTF interviews can be found at 3.520.4.C

A face-to-face interview, either at the county department office or in the client’s home, is mandatory for an initial application for Adult Financial benefits, unless there is good cause.
1. If the client can show good cause, a telephone interview shall be conducted. Good cause includes:
a. Hospitalization of the client;
b. Client resides in a long-term facility or has regular contact with a Single Entry Point case manager;
c. Travel for the client would cause serious medical or physical harm; or,
d. Other good cause determined by the county department using prudent person principle.
2. If the county department determines good cause prevents a face-to-face interview upon initial application, it shall be documented as to why a telephone interview was conducted and proof of good cause shall be entered into the case record. C. The county department shall schedule an interview with the client at each redetermination. The interview shall be an in-person interview if the county department has not had an in-person interview with the client within three (3) years of the RRR due date.

June 2017
16. Where do we get information about the DMV waiver process? 3.520.66B2F Adult Financial program clients who cannot produce one of the required documents may demonstrate lawful presence by both executing the affidavit and executing a request for waiver. The request for waiver must be provided to the Colorado Department of Revenue in person, by mail, or online, and must be accompanied by all documents the client can produce to prove lawful presence. An approved waiver must be issued by the Colorado Department of Revenue in accordance with 1 CCR 201-17. The county department is responsible for verifying that the applicant is the same individual indicated as being lawfully present through the approved waiver. June 2017
17. How do we pend an AF case for divorce? In the Marital Information section of Individual Demographics enter the fields as follows:
Status = Divorced
Verification = Received
Source = Client Statement
June 2017
18. Can we print the CBMS pages and place them in the case file, for example IVES, SVES, DOLE and SAVE, or just case comment? It is fine to case comment what was discovered for interface queries and not put any hard copies on the file. June 2017
19. Can a postal delivery receipt from SSA be proof of application appeal for AF? No – A SVES query can be used to verify application; verify appeal status. Collateral contact with SSA or the clients attorney (if they have one) would also be acceptable. June 2017
20. AF, if the only copy the customer has of the I-551 card is expired but good standing can be verified in SAVE , is this acceptable or do we a copy of the card? If SAVE verifies that the clients card is in good standing and not expired, that is acceptable. However, for HB 1023 the client would need to provide another valid identity document to meet requirements. See 3.520.66.B.2 June 2017

Household Composition


# Question Answer Date Posted Last Update
1. How are CRP payments countedDivided by 12 months or are they considered a lump sum in the month received?  (There are payments to farmers “not to grow crops”  and are paid yearly 3.520.781.G.2.b. A CRP payment is considered an annual “rental payment” for farmers not to grow crops on their land. The farmer has entered into a contract with the USDA and therefore the funds, although paid annually, are intended to cover a 12 month period and should be amortized as such when determining monthly income. July 2015
2. How are gaming winnings counted and verified? Clients are required to report their changes within 30 days. For substantial gains, casinos must send a 1099 to the patron and report the winnings to the IRS; 3.520.5.A.1.b; �IRS unearned income information including interest on checking or savings accounts, dividends, royalties, winnings from betting establishments��.. are considered verified upon receipt.� July 2015
3. If a client did not know they had a felony warrant, would they be denied Adult Financial as a fleeing felon since they did not know they had a felony warrant? If the county discovers the client is a fleeing felon, action should be taken to discontinue or deny benefits.  Once the client clears up the issue with law enforcement, eligibility can be re-evaluated at that time.  If issues are corrected within the Timely Written Notice period, the case can be rescinded.   If the client�s application date was within 60 days of the date the client can show they corrected issues with law enforcement, benefits can be prorated based upon the date the county was notified.  If the application date is beyond 60 days the client must reapply. August 2015
4. Good cause for income available – client cannot pick up check – say in another state. The client shall take reasonable steps to pursue all other income and resources that may be available, to include, but not be limited to, alimony, equitable distribution of resources in a divorce, inheritance income or resources, child support arrears, co-ownership of property, lottery or sweepstakes winnings that are due to the client, lawsuit judgments that are due to the client, or insurance settlements, unless it is demonstrated that good cause exists. Therefore, the client would have to demonstrate to the county why the funds are not accessible. Viable ways to access the income could be by mail or direct deposit. August 2015
5. Working in a place of tithing for the church. Is this volunteering? Policy Response: It depends.  3.520.784, C states: �Volunteerism for the betterment of the community less than an average of thirty (30) hours per week shall not be considered income. Volunteerism for the betterment of the community includes but is not limited to:
1. Visiting persons in nursing homes, hospitals, etc.;
2. Delivering meals to homebound persons;
3. Providing limited transportation to medical appointments for disabled or aging persons; or,
4. Other opportunities deemed volunteerism for the betterment of the community by the county department using the prudent person principle.�  If it meets that criterion, then it can be considered volunteering.  If not, then it would be considered donated work.
August 2015
6. If a client gets income one time a year from mineral rights every February would the income be counted as income received in the month received only or would you get the 1099 and average it over 12 months? We got verification the money is received every year in February. Average the funds received over a 12 month period. Clients who receive payments for mineral rights are “leasing” the resource – so the rental income rules would apply. August 2015
7. How do we enter non-recipient spouse income in CBMS for AND-SO, so all deductions are counted by CBMS? For earned income, enter allowable deductions into the Income Expenses tab at the bottom of the Earned Income page. For unearned income, CBMS will allow the $20 disregard as applicable. Be sure that marital status is entered correctly as well as household relationships. August 2015
8. For home based business, is the # of rooms used client statement? What is the standard (% of personal use)? Client statement may be used for self-employment. IRS rules state that in order to deduct part of your home as a business expense it must be regularly used EXCLUSIVELY for conducting/running the business. So, if the rooms in the home are used for other purposes, they cannot be utilized as a deduction. In this instance, the eligibility worker must use the PPP. August 2015
9. For AND-SO if Drug and Alcohol Abuse is the primary diagnosis, is a matrix required if a 12 month disability is not communicated? No matrix is required for clients with a primary diagnosis of alcohol or drug abuse.

3.541.B To meet the disability requirement for AND-SO the client shall be certified by a medical professional as defined by Section 3.541.1 under one of the following categories: 1. Disabled due to substance abuse; 2. Totally disabled; 3. With a medical disability that prevents the client from working in his or her usual occupation and when the disability is combined with additional functional deficits (RFCSM).

August 2015
10. If SSI paid lag, i.e. Feb payment paid on March 1st. What dates should be used for data entry SDC Response: Income is income in the month received. Use the actual month received as the pay period. The EBD should be March 1 and the pay period in the income received page should be March 1 – March 31 August 2015
11. Farm Income – With exception of depreciation, principal payments and personal expenses.  Do we use Adjusted Gross Income on page 1 of 1040 as income?  What about losses carried forward to next year? Farm income shall be considered on a yearly basis. Net income from the prior year shall be determined and averaged for the succeeding year and counted as earned income. Losses carried forward are not mentioned in rule. Use actual net income. 3.520.783.C August 2015
12. Scenario: OAP client is getting $400 Social Security and has a spouse in the nursing home receiving LTC Medical Assistance. The OAP client is considered a community spouse and is receiving all of the insititutionalized spouse’s income of $1138. Does the client still qualify for OAP or should the income she is getting as a community spouse be counting against her? The OAP client remains eligible and the spouse’s income does not count. 3.520.781.E “The income of a spouse who is not receiving public assistance benefits, SSI benefits or Medicaid assistance, and the income of the sponsor(s) shall be countable, herein termed as �deemed,� to the client as outlined in Section 3.534. October 2015
13. If Grandma is babysitting the grand kids and not getting paid, can we count it as donated work hours? Yes. If the parents would have to hire someone else to do the babysitting and the grandmother was watching the children over 5 hours per week and the babysitting was regular and scheduled, the income would be countable earned income. The value would be determined by using minimum wage or the going rate in the community for the service. 3.520.784 June 2017
14. How is Real-Estate treated as far as self-employment is concerned? Are there any special provisions on how a realtors income should be treated. The Expanding Foundations materials outlines how many hours they must be managing property in order to be considered self-employed. Do these individuals have other conditions or are we considering their monthly income? Individuals who work as Real Estate agents would most likely be considered as self-employed individuals. Their income should be considered on a monthly basis. June 2017
15. If a Collateral Contact/Verification shows the shelter expenses for a household to be noticeably lower than fair market value (going rate in the community), which do we use to assess a customer’s fair share of shelter costs? Do we take the verification received or use PPP and use the FMV of the going rate? Market value is the amount a landlord or property manager would charge if the dwelling were rented on the open market. Rent/utilities may include heating fuel, gas, electricity, water, sewage and garbage collection. You would determine a dwelling is equivalent to the market value of another room of similar value by using collateral contacts to do this, such as a zillow search for similar properties in the area or search another similar site for a similar type of dwelling, a call to the landlord, or a county assessor search. June 2017
16. AF A homeless individual is paying fees at different campsites. Since client statement is acceptable is the fee an allowable deduction for shelter? If a client is homeless, Adult Financial will not be charging an ISM. So the fact that the client declares there is a cost associated with homelessness does not effect the AF eligibility determination. Food Assistance accepts client statement for shelter costs. June 2017
17. I have a case that shows the frequency of Daily. Per the Income Training this field is no longer available in CBMS. What do I do? For CBMS cases where the Income records shows an-invalid Frequency (removed) you will need to enter an Effective End Date in the Income Details section of the page since the value can’t be changed/edited.
All fields of that record will be greyed out except for the Earned Income Details EED, Employment End Date, Termination Reason, Verification, Source, Date Reported and Date Verified.
If you are not able to EED the data because of incomplete fields that are greyed out. You can open a HD ticket to request a data fix for the case.
August 2017
18. What do I do on a case where the customer reports their Pay Frequency has changed but it’s at the same job in CBMS.

Step 1.

Highlight the employer record in the Summary section of the Earned Income page.
In the Earned Income Details section, enter the Effective End Date (EED) in the Earned Income section. The EED should be the last of day of the month the customer receives a full month of pay in that Pay Frequency. For example, the Customer was paid Every Two Weeks but is moving to Monthly in September; The EED for Every Two Weeks Pay Frequency Record should be 8/31/2017.

Step 2.

Click Add Earned/Self-Emp Details button to open a new record in the Earned Income Details section of the page. Enter a new Employer record with the new Pay Frequency. Refer to F1 for additional information about this process.

August 2017
19. How do I pend a case for income verification when I’m requesting more paychecks? I used to be able to pend a case at the Employment History page. Per the Income Redesign project requirements, the fields for Verification and Source on the Employment History page were removed, and as such no longer evaluated in the eligibility determination. Since the fields were not evaluated, the case would no longer pend for invalid Source in a field that no longer existed.
This eligibility outcome is the direct result of specific project requirements and further questions, concerns, requests for guidance may be directed to Program Area.
August 2017


# Question Answer Date Posted Last Update
1. Scenario: Client is 56 1/2 years old and has 5 years of ineligilbity due to a TWFC. If the client comes back at age 60 and applies for OAP, does he still have to serve the POI or does he get approved due to the TWFC being beyhond the look back period? When the client returns to apply at age 60 the transfer would be amortized using the OAP Need Standard instead of the AND-SO or AND-CS Need Standard. July 2015
2. If a client bought a house ten years ago for $100,000 and now has $25,000 equity, but owes $75,000, what amount would the client need to sell it for to follow the 2/3 rule? Current value? Owed? 3.520.741.C states that reasonable price is determined to be two-thirds of the actual value. August 2015
3. If the deceased client owned a vehicle jointly with their daughter – would the vehicle be considered countable toward burial assistance and subtracted from the maximum benefit? 1/2 of the vehicle value would be countable. 3.593.D.2 – “Determine the countable resources as of the date of death.” June 2017
4. When determining countable resources for burial assistance, how is a vehicle counted when it is owned by more than one person, example – owned by customer and customer’s daughter? Resources are valued as of the date of death. Therefore, 50% would be counted. June 2017
5. Regarding the value of vehicles: if we can use KBB or NADA to assess the Fair Market Value of a vehicle, how do we treat situations in which a customer may own a vehicle that would cost more to get rid of than what the vehicle is worth. Would we be able to take a different verification source to assess the depreciated value of the vehicle? As outlined in rule 3.520.742, the value of automobiles and trucks can be determined by KBB, NADA. A greater or lesser value can be used if verified by a statement from a reliable source, such as a car dealer, collector car expert, or scrap yard professional. June 2017
6. If a customer has an EBT Card and has OAP benefits remaining on the card at the time of death. Are the remaining OAP benefits considered a resource available towards the cost of the burial expense? If so, how are we to asses the fair market value? The remaining OAP benefits would be viewed as a resource for burial assistance. The balance listed on the EBT card would be the fair market value of the resource since it would be considered cash available towards the cost of burial. June 2017
7. Is a reserve life estate calculated by CBMS or does the user have to manually calculate and then dispose using the calculated value as a market value? The Life Estate fields in the Real Property pages are currently informational.  Due to this, it would be best to enter the Life Estate value (amount the client kept) separately from the Life Estate Remainder value (amount the client gave away).  Each should be entered into the Real Property Page.  The remainder value should be disposed of as a TWFC and a period of ineligibility determined if it is within the 36 month look back period. June 2017

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