During follow-up contact with the TEA recipient, the worker will ensure that the requirements in the following sections continue to be met.

If an Administrative Hearing is not requested within the advance notice period, then the action will be taken. If a hearing is requested within the advance notice period, the Family Support Specialist will forward a copy of the DCO-1 to the Central Office and delay action pending the hearing unless the client specifically requests assistance not be continued pending the hearing.

Advance notice is not required when:

1. The agency has factual information confirming the death of the TEA payee and there is no relative to serve as the new payee.
2. The agency receives a written statement signed by a recipient that he no longer wishes assistance; or that gives information which requires termination or reduction of assistance, and the recipient has indicated that he understands the consequences of supplying such information.
3. The recipient has been admitted or committed to an institution, thereby rendering him ineligible.
4. The recipient has been placed in a Long Term Care Facility (LTCF).
5. The recipient’s whereabouts are unknown and agency mail directed to him has been returned by the Post Office indicating no known forwarding address. The recipient’s check must be made available to him if his whereabouts become known during the payment period covered by the returned check.
6. A recipient has been accepted for assistance in a new jurisdiction (another state) and that fact has been established by the jurisdiction.
7. A TEA child is removed from the home as a result of a judicial determination or voluntarily placed in foster care by his legal guardian.
8. The recipient has been informed in writing at the time of certification that assistance shall automatically terminate at the end of a specific period.
9. The sanction for non-cooperation with child support requirements is imposed following a determination of such non-cooperation by the Office of Child Support Enforcement

In the above situations, an adequate notice is still required. If the client requests a hearing within 10 days of the date the action was taken, then assistance will be re-instated to its previous level unless the client specifically requests assistance not be continued pending the hearing; and except when the reason for closure is reaching the time limit.

During Employment Updates and other periodic contacts with the client, the worker will ensure that recipients continue to meet eligibility requirements which are subject to change (e.g., child in the home, income, etc.). If it is determined that a family’s circumstances have changed, continued eligibility will be determined. The recipient will be also be reminded of his or her responsibility to report changes within 10 days.

Cases which are not subject to the time limit will be reviewed by mail on a yearly basis. Upon approval of TEA, the worker will advise the recipient of this timeframe and his/her responsibility to report changes within 10 days.

Newly acquired resources should be reported to the County Office within 10 days of receipt. Resources will be verified according to the same standard used to determine original eligibility. If the total countable resources available to the unit are over the limit of $3000, the TEA case will be closed. A timely notice will be required prior to case closure.

The worker will discuss income changes during periodic contacts with the client. The client will be advised that he or she must report changes within 10 days.

When a family reports a significant change in income, the budget will be recomputed to determine the family’s continued eligibility.

1. If the net countable income exceeds $223 (Income Eligibility Standard), the family is no longer eligible (See Example #1). (Refer to TEA 2353.2)
2. If the net countable income does not exceed $223 and the gross countable income does not exceed $446, the assistance payment will remain the same (See Example #2). (Refer to TEA 2360)
3. If the net countable income does not exceed $223 but the gross countable income exceeds $446, the assistance payment will be reduced by 50% (See Example #3). (Refer to TEA 2360)

Example #1: Mrs. Jones receives $286/mo. assistance for herself, husband and three children. Mr. Jones started to work and his monthly gross earnings computed to be $754. The income eligibility budget is as follows: $754.00 (gross earnings) x 80% = $603.20 - $361.92 (60% of $603.20) = $241.28. Since the net countable income of $241.28 exceeds the Income Eligibility Standard of $223.00, the family is no longer eligible.

Example #2: Mr. Thomas receives assistance for himself and one child ($162.00). He started to work and his monthly gross earnings computed to be $400.00. The income eligibility budget is as follows: $400.00 (gross earnings) x 80% = $320.00 - $192.00 (60% of $320.00) = $128.00. Since the net countable income is less than the Income Eligibility Standard of $223.00, the family remains eligible. The assistance payment ($162.00) remains the same because the gross earnings ($400.00) are less than $446.00.

Example #3: Mrs. Hill receives assistance for herself and two children ($204.00). She has found employment and her monthly gross earnings are computed to be $450.00. The income eligibility budget is as follows: $450.00 (gross earnings) x 80% = $360.00 - $216.00 (60% of $360.00) = $144.00 which is less than the $223.00 standard. The family remains income eligible. Since the gross income is greater than the $446.00 (refer to TEA 2360), the assistance payment is reduced by 50%. The new assistance payment will be $102.00.

Even if the family remains eligible, the client may choose at any time to have his or her case closed. The worker should discuss this option with a client who becomes employed since each month of receipt reduces the number of months he or she may receive benefits in the future.

The Office of Child Support Enforcement sends the TEA family any current monthly child support collected which is in excess of the TEA payment. A printout is sent to the County Office stating that the child support exceeds the TEA payment. If the total child support collected, alone or with other countable income, exceeds the Income Eligibility Standard of $223, action to close the case will be taken. If the family remains eligible, however, then contact will be made with the client to discuss options, or alternatives to cash assistance which could benefit the family. The contact can be by phone, in writing, or during in person contacts with the client.

When the child support income exceeds the assistance payment but the family remains income eligible, the client will be given the following options:

• Close the TEA case and receive the full child support. Explain to the client that the child support payment is more than the TEA payment and even though a partial child support payment is being received, the limited months of TEA are continuing to count. Also, explain that Medicaid may continue and if the absent parent stops paying, reapplication for TEA can be made.
• Continue to receive TEA and the partial child support payments. Explain to the client that if this option is chosen, the payments will continue to count toward the time limitation.

It will be the client’s decision as to which option is chosen. If there is no response from the client, no further action will be taken on the case.

Example: The family’s TEA payment is $204/mo. The absent parent is paying $220 per month in child support. OCSE is sending the client $16. It would be to the family’s benefit to close the TEA case and receive the child support in full. The time limit clock would stop at this point. If the client reapplies in the future, the time limit will pick up from where it previously ended.

Whichever option is chosen, the worker should redetermine the family’s Medicaid eligibility. The family may be eligible for three (3) months of extended Medicaid due to child support income, or may be eligible in another Medicaid category. Please refer to Medical Services (MS) policy.

Changes in household composition could result in individuals being added, dropped, or the case closed.

A separate Medicaid determination for the child may be required. Refer to Medical Services policy. Form DCO-115, OCSE Information Referral will be completed for referral to the Office of Child Support Enforcement, if appropriate.

8. Complete the DCO-56 to add the individual to the ACES system.
9. In situations in which a system notice is not generated, notify the recipient of the action by form DCO-1.

In the case of a payee adult who becomes ineligible because he is no longer living in the home, a change in payee will also be made.

When an individual is dropped from the grant, the worker will complete the following tasks:

1. Record pertinent information in the case record.
2. Complete a new budget to determine the family’s continuing eligibility and payment amount.
3. Give advance notice (system generated or DCO-1), if necessary. If advance notice is not necessary, notify the client that the action has been taken via DCO-1 if a system generated notice is not sent.
4. Complete the DCO-56 for keying to the ACES system.

When a TEA recipient reports a marriage, the worker will:

1. Require an application to add the new spouse to the unit unless the spouse is an SSI recipient.
2. Determine if the person married is employed or has any other income or resource.
3. If the family remains eligible, determine the person’s work participation requirements and advise of such requirements if appropriate.
4. Record all pertinent information in the case narrative.
5. Complete a new budget.
6. Complete DCO-56 changing name of payee and grant amount, if necessary.
7. Allow the client an opportunity to complete a Voter Registration Application so that he or she can report an address or name change to the county clerk’s office if he or she so chooses. Refer to Appendix V.
8. In situations in which a system notice is not generated, notify the client by DCO-1, if appropriate.

The worker may recommend an extension of the time limit based on the above criteria when a family is nearing the end of the time limit.

The decision as to whether an extension to the time limit should be granted is made at the county office level. There is no limit on the length or the number of extensions an individual can receive. An extension will be granted as soon as it is established but no later than 30 days from the date it was claimed.

Each TEA time-limited cash assistance case will be reviewed at designated times to monitor the adult’s progress toward achieving self-sufficiency and to assess the appropriateness of closing, or of allowing an extension, as the family nears the expiration of the twenty-four month time limit.

NOTE: The ACES system is not programmed to automatically close a case once benefits have been paid for twenty-four months. Such closures will require action by the county office staff.

The ACES system will produce a report each month to the county office identifying cases that are at specific intervals of their twenty-four month time limit. The intervals are 6, 12, 18 and 22 months. Upon receipt of the report, the TEA Case Manager will initiate action as described in the following sections.

At county discretion, the review team may be involved in any of the following case reviews but must be involved in the eighteen and twenty-two month reviews.

This review does not have to be a separate review from other regularly scheduled reviews or contacts the Case Manager may be conducting. The case record should be documented, however, at these intervals to show that a time-limit review has occurred.

This review does not have to be separate and apart from other similar case staffings. If a regularly scheduled staffing occurs at the 18-month interval, it may serve as this review. The case record should be documented accordingly.

This review does not have to be separate and apart from other similar case staffings. If a regularly scheduled staffing occurs at the 22-month interval, it may serve as this review. The case record should be documented accordingly.

Near the end of the extension period, the same case review team process will occur before the case is closed. More frequent reviews may be made during the extension period at county option.

If the parent or other adult caretaker relative wishes to have the sanction lifted by complying with OCSE:

• a referral will be made to OCSE; and
• notification from OCSE that she has cooperated must be received prior to the assistance being restored to the full amount.

If a customer whose cash assistance payment was reduced due to non-cooperation with OCSE, states a willingness to cooperate, and appears at the OCSE office but the reason for non-cooperation was that the customer had previously failed to appear in court, then he or she must actually appear at the next scheduled court date OCSE arranges in order to be fully cooperating. In this situation, the payment will remain at the reduced amount until he or she appears at the scheduled court date. The OCSE will notify the county office of this stipulation when the applicant is first referred to them for cooperation and will follow-up with a notice to the county office following the customer’s appearance at court.

During the application process, the worker may accept the applicant’s statement that all school-age children are enrolled in and satisfactorily attending school. Enrollment and satisfactory attendance will be verified with the school, and documented in the case record, in those cases where it is reported that one or more children in the family has failed to enroll or attend school regularly. Such reports may come from any of several sources including, but not limited to, the school system locally, courts, system-generated reports supplied by the state Department of Education, etc.

"Satisfactory attendance" is defined in accordance with the school’s definition of attendance. During periodic contacts with the parent, a declaration of school attendance will be accepted unless attendance appears questionable (e.g. information received from other sources that the child is not attending). Form DCO-65 may be completed by the school to verify attendance. Phone contact or other documentary evidence from the school may also be accepted.

If a child is being home-schooled:

• verification that there is an approved home-schooling application on file with the school superintendent may be required if the client’s home-schooling allegation appears questionable.

If the child is not enrolled in school:

• a 10-day notice will be issued to the casehead, stating that the child will be dropped from the TEA case unless verification is received that the child is attending school.
• The unearned income and resources of the child will be counted in determining continued eligibility.
• In order to be added back to the case, verification must be received from the school that the child has attended satisfactorily for a period of 30 days.

A parent or caretaker relative who refuses to have a child immunized because of religious beliefs or because of a medical problem (e.g., allergic reaction)must provide verification that an exemption has been granted by the Arkansas Department of Health (ADH).

To obtain such exemption, the parent must request a Religious Exemption Application or Medical Exemption Application from the Arkansas Department of Health. The address is 4815 West Markham, Little Rock, AR 72205. The toll free telephone number is 1-800-482-5400.

Upon completion, the application must be submitted to the Arkansas Department of Health at the above address for a decision.

The decision will be sent directly to the parent(s) or caretaker relative.

The normal processing time is two weeks. The parent(s) or caretaker relative must provide verification of the decision within 30 days from the date the TEA application is approved or the date in which the child is added to the TEA case (if eligible for payment). Failure to provide such verification will result in the TEA cash assistance payment being reduced after appropriate notice. If, however, a decision remains pending from the Arkansas Department of Health at the end of the 30 days, verification of pending status will be obtained by the applicant from the Health Department and provided to the case worker.

Note: Requests can be made only to the Central Office of the Arkansas Department of Health listed above, not to the local health units.

The recipient is responsible for notifying the County Office within 10 days of any change of address. It is important that the recipient be advised of his/her responsibility to report any change of address within 10 days to ensure that the client will receive appointments, notices, etc. in a timely manner.  It is also important that any change of address reported be processed promptly by the County Office.

The worker should also be alert for other changes (acquiring or disposing of property, moving from the homestead, change in assistance unit members, change in income, change in food stamp household), which may be indicated by a change of address.

Records of active or closed cases and denied applications will be transferred upon the request of the individual, his authorized representative, or another County Office.

A recipient may visit in another county within the state without transferring his case record, if absence from his home county will not exceed one month. 

If the absence will exceed one month, the case will be transferred to the county in which the family is located. This is to insure that work participation activities continue. The individual will be advised by letter of the action taken and that the County Office to which his case record has been sent will be contacting him.

1. Record pertinent information in case record.
2. Key the change to the appropriate automated system.
   NOTE:  For cases that are being transferred from an ANSWER county to a non-ANSWER county or transferring from non-ANSWER to ANSWER county, refer to ANSWER Implementation Memo and the Transfer Database Procedures located on the DCO Homepage on DHS Gold for instructions.
3. Mail the case record to the appropriate office.

1. Record pertinent information in the case record
2. Mail the case record to the appropriate County Office with a memo of explanation.

For active cases being transferred, the receiving county will complete an employment update within 30 days of receipt of the case record. The worker will send a notice to the client advising them of the appointment date and purpose of the appointment. During this assessment, continued eligibility and work participation activities, if appropriate. will be determined.

The case record must clearly reflect the evidence upon which the worker’s recommendation for protective payment is based. Such evidence should indicate mismanagement of funds by the client to the extent that the children are not receiving the benefit of the assistance payment. Examples of such evidence are:

• Continued inability to plan for necessary expenditures.
• Continued evidence that the children are not properly fed or clothed and that expenditures for them are made in such a way as to threaten their chances for health, growth, and development.
• Persistent and deliberate failure to meet obligations for rent, food, or other essentials.
• Repeated evictions or incurrence of debts.
• Drug abuse even if bills are being met (possibly by another relative).

Persons Who May Be Selected As Protective Payee

A protective payee may be a relative, friend, neighbor, or member of a community service group. The person to act as a protective payee should be selected by the client, or with the client’s involvement and consent to the extent possible. The individual selected to act as payee must:

• Show an interest and concern for the family.
• Have the ability to help the family make proper use of the assistance payment.
• Live near the family or have sufficient means of transportation to enable him to maintain close contact with them.
• Have the ability to establish and maintain a positive relationship with the family.

Be a responsible and dependable individual, capable of fulfilling his responsibilities to the client and the agency.

Except for those specified below, a DHS employee may serve as the protective payee when it is determined that it would be in the best interests of the family for a staff member to act as the payee. This would be more appropriate in mismanagement situations than in sanction cases. Therefore, if such a protective payment is determined to be appropriate, then the staff member selected should be a DCFS employee providing protective services to the family.

Persons Who May Not Act As Protective Payee

Protective Payment will be authorized by the County Administrator upon recommendation of the Economic Services Supervisor or his/her designee.

Form DCO-195, Request for Protective Payee Approval, will be used by the county office to recommend a person to act as the protective payee. It will also be used by the County Administrator to authorize a protective payee request.

Once authorization of the protective payee is received, the worker will notify the client via Form DCO-1 that the TEA payment will be changed to a protective payment. This notice must meet the requirements of a "timely and adequate" notice and will include the name of the protective payee. The worker will complete Form DCO-56 changing the payee to the protective payee and showing all appropriate data to reflect the protective payee status of the case. The protective payee’s name will go in the guardian field of the DCO-56.

The county will follow procedures outlined in the EBT handbook for obtaining an EBT card for the emergency payee.

4300     Computer Matching Act of 1988 Requirements (IEVS)  

The following procedures will be used to verify and take action on information received as a result of a covered computer match.

4300.1   IRS Match Bendex Wage

The IRS match will be processed by the IRS Central Processing Unit.  No action is required of the local DHS/DCO county office.  

4300.2    Bendex Change; SSI Match 

For the above matches, information is considered verified upon receipt.  A 10-day notice to verify is not necessary; however, the worker will send a 10-day notice of adverse action to the household, if appropriate.

4300.3    ESD Wage, Monthly UI, Quarterly Wage Match

For the above matches, independent verification must occur.  However, WESD will be checked as appropriate.  A 10-day notice requesting verification will be sent to the household.  If the client fails to respond to the 10-day notice requesting verification, an adverse action notice is sent requesting the client to contact the worker within 10 days.  If the client fails to contact the worker, the case will be closed at the expiration of the notice period.  If the information provided results in a closure or a reduction, a 10-day notice of adverse action will be issued.   

4301       Monitoring  Process  

The Program Support Specialist will conduct a random review of pending applications and cases each month for compliance and provide a report to the Area Director.  

The Program Support Specialist assigned to the IRS Central Processing Unit will review a random sample of cases from each match and provide a report to the Area Director.

1. View the person’s Social Security card and obtain a photocopy if one is not already in the case record.
2. If the number shown on the card is different from the number shown on ACES, make the necessary correction to ACES and change the enumeration code to "V". The SSN will then be resubmitted to SSA on the next tape.
3. If the name shown on the card is different from the name on ACES and the person says the name on the card is correct, change the name on ACES to agree with the card and change the enumeration code to "V".
4. If the person says the name shown on the card is wrong, proof of the correct name should be obtained and ACES updated, if necessary. An SS-5 with the documents verifying the correct name attached should then be submitted to SSA to correct their records. A DC0-12 should be sent with the SS-5 and documents to ensure that the documents are returned to the county office. The SS-5 and DC0-12 will be annotated by entering the SSN shown on ACES, preceded by the state BENDEX code (040), in the appropriate spaces. When SSA’s records are corrected, an update will be received via the enumeration process and the enumeration code will be changed automatically to "E".
5. If the name and number on the card agree with the name and number on ACES, send a photocopy of the card and the latest DC0-56 turnaround form to the Systems Coordinator, Employment/Income Support Section, Central Office.

1. View or obtain a copy of the individual’s birth certificate or other proof of age.
2. If the age documentation shows a date of birth different from that shown on ACES, make the necessary corrections to ACES and change the enumeration code to "Y". The SSN will then be resubmitted on the next tape.
3. If the age documentation shows that the date of birth shown on ACES is correct, submit an SS-5 with the age documentation attached to correct SSA’s records. A DC0-12 will also be sent with the SS-5 and documents to ensure that the documents are returned to the county office. The SS-5 and DC0-12 will be annotated as for an original SS-5 by entering the SSN shown on ACES, preceded by the state BENDEX code (040), in the appropriate spaces. When SSA’s records are corrected, an update will be received via the enumeration system and the enumeration code will be changed automatically to "E".

The following procedures will be used to verify and take action on information received as a result of a covered computer match.

IRS: BENDEX Wage; BENDEX Error Matches

For the above matches, independent verification must occur. A 10-day notice requesting verification will be sent to the household. If the information provided results in a closure or a reduction, then a 10-day notice of adverse action will be issued. If the client fails to respond to the 10-day notice requesting verification, the case will be closed at the expiration of the notice period.

BENDEX Change; SSI Match

For the above matches, information is considered verified upon receipt. A 10-day notice to verify is not necessary; however, the worker will send a 10-day notice of adverse action to the household, if appropriate.

Warrants for incorrect amounts may, at the request of the recipient, be canceled and reissued in the correct amount.

The new warrant will be issued on the next available supplement.

When a client has received a warrant for an insufficient amount, the County Office may advise the client to cash the insufficient warrant, and process the deficiency in payment as a retroactive payment rather than authorizing a cancel and reissue.

The following procedures shall be used in replacing such warrants.

1. On or after the 3rd working day of the month, clients who have not received their TEA warrant for that month must report such fact to the County Office.
2. At the time of the report of the missing warrant, the County Office will inquire to the TEA Pay History Screen (WADC) to determine if the warrant has been returned to the Central Office. If the warrant has been returned, it may be released via the Check Action Screen (WACA). Any address correction must be entered to WACE before the check is released via WACA.
3. If the warrant has not been returned to the Central Office, the County Office will prepare Section A of Form DCO-80 and issue to the client. The client will be responsible for completion of Sections B and C. Section B will be completed by a member of an appropriate local law enforcement agency. A local law enforcement agency is defined as a local municipal police department or a county sheriff’s office in communities where there is no police department. The form will be returned to the county office.
4. Upon receipt of the completed DCO-80, forms AOS-2 (Notice of Lost Warrant), and AOS-3 (Bond for Reissuing Warrants) will be completed. Note that all forms must be notarized.
5. Once all forms are completed, the County Office will again inquire to the TEA Pay History Screen (WADC) to determine if the check has been returned. If the check has been returned, destroy all forms and release the check via the Check Action Screen (WACA). If the check is still outstanding, forward all forms to the Division of Administrative Services, Program Support, Slot # 3350.

Warrants reported missing on the 3rd working day of the month and determined uncashed by the State Auditor’s Office may be reissued beginning the 14th day of the month, but in any event such warrants must be reissued by the 21st day of the month.

Subsequent reported missing warrants determined uncashed by the State Auditor’s Office may be reissued 11 days after the initial report but must be reissued within 18 days after the initial report to the County Office.

Warrants reported missing on the 3rd working day of the month and determined cashed by the State Auditor’s Office shall be reissued by the 21st day of the month. Warrants reported missing subsequent to the 3rd working day of the month and determined cashed by the State Auditor’s Office shall be reissued within 18 days from the date such fact was reported to the County Office. The client shall be instructed that if the original TEA warrant is received, the client must immediately notify the County Office. If the DCO-80 has not been forwarded to DAS, Program Support, it should be voided and placed in the case record with a notation that the warrant was subsequently received. This form should be retained for one year. If the DCO-80 has been forwarded to DAS, Program, Support then the warrant will be forwarded to this section, and a duplicate warrant issued.

If a payee notifies the County Office that a reimbursement, diversion, or relocation check has not been received, the worker will determine:

• if a check has been issued and mailed.
• if it has been at least 10 days since the check was issued, mailed, and
• the current status of the check.

These determinations will be made utilizing the Check Register (RSCR) screen or by contacting the Division of Administrative Services (DAS) Program Support Unit.

1. If a TEA check has not been returned to DAS within ten days of the check issue date, and the payee states he or she has not received the check, the County Office will complete section A of Form DHS-80, Claim of Lost, Stolen and/or Forged Assistance Warrant/Check and issue to the payee at the time the report is received. The County Office will fully explain the purpose and assure completion of all sections of the form. The payee will be responsible for completion of sections B and C. Section B will be completed by a member of an appropriate local law enforcement agency. Section C will be completed by the payee in the presence of a Notary Public.

Form DCO-1461, Surety Bond for Reissuing Checks, will also be issued to the payee to be returned to the County Office with the DHS-80.

NOTE: If there is a Notary Public in the County Office, all sections of the forms relative to Notary Public may be completed while the payee is in the office (the payee will still be required to have section B of form DHS-80 completed as stated on the form). For completion of Form DCO-1461, the payee must have the individual who will act as Surety present during the visit.

2. Forms DHS-80 and DCO-1461 along with a cover memo will be forwarded to DAS- Program Support Unit, Slot 3350, no later than the next working day following submission from the payee.

If the payee cannot secure a Surety, no replacement will be made. Representatives of DHS will not act as a Surety for a payee.

3. Upon receipt of the DHS-80 and DCO-1461, DAS will determine if all necessary information has been submitted. If the forms are not completed correctly or are incomplete, DAS will return the forms to the County Office for necessary action.
4. Upon receipt of the original completed Lost, Stolen, and/or Forged Check forms from the County Office (by mail only), DAS will verify the status of the check. If the check has not been returned or cashed, Program Support will initiate a stop payment if the check is $15 or over. A stop payment action will not be made for checks which are less than $15, but such checks will be canceled on the system by DAS. Canceled checks (issued through the WISE system of less than $15) will be reissued by the County Office once the Check Register screen shows that the status code has been changed to "X" indicating the check has been canceled on the system by DAS. The County Office will inform the payee to return the original check if it is received. (Note: DAS will reissue checks of $15 or more. See Step #6.)
5. If DAS verifies the check has already been cashed and cleared the bank, a copy of the canceled check will be sent to the County Office with a cover memo requesting the worker to contact the payee to determine the status of the check.

If the payee reports not receiving the check or states that the signature does not belong to him or her, the County Office will notify DAS to continue processing the replacement check.

6. DAS will reissue a replacement check to the payee within seven working days from the date the completed forms are received.

If the original check is later found or returned to the payee, he or she is required to return the check immediately to the County Office. The County will accept the check from the payee ( write "void" across the check) forward it to DAS, Program Support Unit, slot 3350, along with a cover memo explaining the circumstances. All identifying information (e.g. payee, casehead if different, check number etc.,) will be included in the memo. A copy of both the memo and the voided check will be retained in the County Office.

If a check has been returned by the Post Office to DAS, the following procedures will be followed:

1. Upon receipt of a returned check issued through the WISE System, DAS will access the Check Register (RSCR) screen and key "U" indicating the check was returned by the Post Office as undeliverable. This means that the check can only be mailed at the County’s request.

A system generated report showing such returned checks will be forwarded to the County Office the following day.

2. The County Office will be notified either by phone call or memorandum if a diversion or relocation check is returned to DAS.
3. Upon receipt of the notice of a returned check (or in situations where the payee contacts the County Office regarding the check), the County Office will inquire to the Check Register (RSCR) screen to determine the reason for the return.
4. If the check was returned due to an incorrect address, the County Office will contact DAS by mail or fax with the correct mailing information no later than the following work day and request that the check be remailed to the correct address. For checks issued through the WISE system, the County Office will also update ACES to reflect the correct address.

A check that has been damaged or marred to the point that it cannot be cashed is considered to be mutilated. If a mutilated check is brought to the County Office by the payee, the following procedures will be followed:

1. The mutilated check will be mailed to DAS - Program Support Unit, Slot 3350, along with a cover memo explaining the circumstances surrounding the check and authorizing reissuance.
2. DAS will complete the necessary steps to reissue the check to the payee.

A warrant will be held when:

1. The recipients’ whereabouts are unknown and Agency mail directed to him has been returned by the Post Office indicating no know forwarding address
2. The recipient requests in writing that his warrant be held.
3. At the discretion of the worker, if the recipient has not provided verification of a work participation requirement.

Warrants will be held by updating the Check Action Screen (WACA) via Form DCO-61. Advance Notice (DCO-1) will be given as required. When a warrant is held, the case will be coded for appropriate follow-up action (e.g. release, closure, etc.)

No more than two warrants will be held except under unusual circumstances.

When a recipient, whose warrant is held, provides all information necessary to reestablish his eligibility, his warrant will be released by updating the Check Action Screen (WACA).