COLORADO DEPARTMENT OF HUMAN SERVICES SHERMAN ST DENVER COLORADO Colorado Department Department of Human Services serial number mp3 download registration key cd keys mu online State of Colorado full v
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COLORADO DEPARTMENT OF HUMAN SERVICES NUMBER: TCW-03-07-P 1575 SHERMAN ST., DENVER, COLORADO 80203-1714 CROSS REFERENCE NUMBER: DIVISION OR OFFICE: OFFICE OF SELF-SUFFICIENCY DATE: May 23, 2003 PROGRAM AREA: TANF/Colorado Works - TCW MANAGER: (Signature Only) John P. Daurio TITLE: COIN PROCEDURES FOR THE $1.00 EBT MANAGER: (Signature Only) ADMINISTRATIVE USAGE FEE Danelle Young TYPE: P Procedure Purpose: The purpose of this agency letter is to advise the county departments of social/human services of the COIN system procedures that are used for recording and processing the $1.00 EBT Administrative Fee. Background: Beginning July 1, 2003, as required by C.R.S. 26-2-104(2)(d)(1), persons who use the Colorado Quest Card to get their money payments from CDHS will be charged $1.00 per month. This Administrative Fee is intended to offset some of the cost of the EBT system. The Administrative Fee will not be charged to those accounts that receive their funds by Direct Deposit. While this agency letter addresses the COIN system procedures, this Administrative Fee will also be charged to LEAP recipients and Child Care parent payments. CDHS State Board rules will be promulgated for consideration at the June 2003 board meeting. An agency letter will be issued discussing these rules. Information: COIN Mass Notification A one-time only information letter will be created for potential client/case records that may be affected by the Administrative Fee. The COIN case selection criteria is as follows: 1. Category 04 households that are: ??Active Financial/Med (Grant Code 1) or Financial Only (Grant Code 2); ??Are not discontinued effective the first of July 2003; or ??Are not Med Only (Grant Code 3) effective the first of July 2003; -2- 2. Category 01, 02, 03, & 41 households that are: ??Active Financial/Med (Grant Code 1) or Financial Only (Grant Code 2); ??Are not discontinued effective the first of July 2003; or ??Are not Med Only (Grant Code 3) effective the first of July 2003; 3. Category 25 households that have: ??Received a payment (COIN Financial History) in the current month (transaction date). Portions of Agency Letter GEN-03-02-I that included the schedule of the Mass Information Letter and the content of the letter has been revised. The Mass Information Letter will be created the night of June 12, 2003 for mailing within the time period of June 16 – 18, 2003. Please note that the content of the Mass Information letter has been changed. A copy of the new letter is attached. On-Going Case/Client Notification At the time the following approval codes are selected, Reason Code 638 will automatically print after each code: ??100 ??101 ??110 ??111 ??113 ??115 ??124 ??125 Reason Code 638 is as follows: IF YOU CHOOSE TO USE A COLORADO QUEST CARD (EBT CARD) TO GET YOUR CASH BENEFITS, A $1.00 PER MONTH ADMINISTRATIVE FEE WILL BE CHARGED AGAINST YOUR ACCOUNT. YOU CANNOT APPEAL THIS FEE. Benefit Issuance/COIN Financial History There are no COIN changes. The Administrative Fee will be debited at Citibank. -3- Expungements At the time an amount is expunged, that expunged amount will be displayed on the COIN Financial History record of the original issued amount, even if the amount is equal to $1.00 less than originally issued. That is, if a case is originally issued $280 and $279 is expunged. The $279 will be shown as the amount expunged. 1. Currently, if the expunged amount is reissued using retro code 44, COIN allows only the amount expunged to be reissued – in this case the $279. Procedure: Re-issue of an Expungement CDHS would like to avoid making the clients/households pay the EBT Usage Fee more than once from the same benefit payment. Therefore, when re-issuing benefits that have been expunged using Retro Pay Reason Code 44: ??If the original amount issued does not equal the total amount expunged and if the case/client has not yet been issued an amount during and/or for” for the entry month (“ designation is only for Main Payroll records), COIN will automatically add $1.00 to the Re-Issue record on-line; ??If the original amount issued does not equal the total amount expunged and if the case/client has been issued an amount during and/or for the for” entry month (“ designation is only for Main Payroll records), COIN will not add any amount to the Re-Issue amount; ??If the original amount issued equals the total amount expunged, COIN will not add any amount to the re-issue amount. The COIN Financial History record will display the total amount issued including the $1.00 if added. ??If the expunged amount that is being re-issued is for a supportive service payment or Diversion payment for a Colorado Works case, county staff are advised to research the EBT account for the client/case. If the $1.00 EBT Administrative Usage Fee has already been charged for the month, then the payment would not need to be adjusted to include the $1.00. If the fee has not been charged, then it is recommended that $1.00 be added to the amount to be re-issued. Please reference Agency Letter TCW-02-08-P, Cross Reference AIS-02-02-P, dated June 21, 2002 for details on the COIN EBT Expungement procedures. -4- Effective Date: July 1, 2003 Supersedes: Portions of Agency Letter GEN-03-02-I Contact Person: Colorado Works – Geneva Lottie at (303) 866-5971 or firstname.lastname@example.org Maureen Dove-Yuhas at (303) 866-3868 or email@example.com Veronica Brandl at (303) 866-5949 or firstname.lastname@example.org John Roybal at (303) 866-5476 or email@example.com Joe Hernandez at (303) 866-5169 or firstname.lastname@example.org Adult Category Cases – Anita Clark at (303) 866-2810 or email@example.com Beth Ackerman at (303) 866- 2717 or firstname.lastname@example.org Shelly Peterson at (303) 866-2703 or email@example.com AN UNION CONSTITUTION D IMPORTANT QUEST CARD NOTICE Dear Quest Card Holder As required by C.R.S. 26-2-104(2)(d)(I), persons who use the Colorado Quest card to get their money payments from the Colorado Department of Human Services will be charged $1.00 per month. This charge starts July 1, 2003. If you have a direct deposit to a bank account, you will not be charged the $1.00. This fee cannot be appealed. If you have any questions, please call your local county worker. Noticia Importante Para La Tarjeta Quest Estimados Clientes De La Tarjeta Quest: Bajo la ley C.R.S. 26-2-104(2)(d)(1), a personas a quien usan la tarjeta Quest para recivir pagos de dinero del departamento de servicios sociales/humanos se les cobrara $1.00 por mes. Este cargo se efectuara empezando el 1ro de Julio de 2003. Si usted tiene un deposito directo de un banco, no se le cobrara este cargo adicional. Este cargo no se puede apelar. Si tiene preguntas, por favor habla con su trabajador/trabajadora del departamento de sevicios sociales/humanos.