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

							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;
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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.
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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 geneva.lottie@state.co.us
      Maureen Dove-Yuhas at (303) 866-3868 or maureen.dove@state.co.us
      Veronica Brandl at (303) 866-5949 or veronica.brandl@state.co.us
      John Roybal at (303) 866-5476 or john.roybal@state.co.us
      Joe Hernandez at (303) 866-5169 or joe.hernandez@state.co.us

      Adult Category Cases –

      Anita Clark at (303) 866-2810 or anita.clark@state.co.us
      Beth Ackerman at (303) 866- 2717 or beth.ackerman@state.co.us
      Shelly Peterson at (303) 866-2703 or shelly.peterson@state.co.us
              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.