108-2          CONTENT OF A NOTICE

108-2 A.      THE NOTICE SALUTATION

ARIESAlaska's Resource for Integrated Eligibility Services / EISEligibility Information System notice salutations are addressed to either the Primary Information (PIPrimary Information Person) person or the household member notified of work requirements. If the caseworker feels it would enhance communication, they may change this to the first name of the individual to whom the notice is sent. The salutation also may be changed in some specific situations. The caseworker may determine when this is necessary.

SENDING NOTICES TO DECEASED INDIVIDUALS

Salutations should be changed when sending notices after the death of the client. To ensure notices are addressed correctly, change the salutation to "Estate of John Doe" when creating the notice. To ensure auto-sent notices are also addressed correctly when the deceased individual is the Primary Information person, change the address screen to include "Estate of John Doe."

108-2 B.      REQUIRED NOTICE CONTENT

1. ACTIONS TAKEN ON THE APPLICATION / CASES

The Division must send all applicants and recipients a written notice to inform them of the decision made on their application and case, including pending the application and case for additional information.

All notices must clearly state the reasons for the decision or action, what specific factors led to the determination, and cite the federal or state regulation(s) or program policy manual section(s) supporting the decision. 

1. If an application or case is approved, the Division must inform the household of the benefit amount approved and how the benefit amount was calculated.

The notice must include the following:

• All household members who are eligible;
• Certification period;

• The income used in determination (the source of income, who received the income, and gross income including the conversion factor);

Note:

The free form section of the notice should include who receives the income, the source of the income, and the budgeted amount with conversion factor. For example: The household's benefit was calculated by counting $860 gross monthly income from John's employment at Fred Meyer (20 hrs per week x $10 per hour x 4.3 = $860).

• Resources  if they affect eligibility determination (source of countable resource and value);
• Standard deductions (do not list the amount);
• Non-standard deductions and the amount;

Note:

Often clients will claim expenses for other utilities in addition to expenses for heat. The SUDStandard Utility Deduction will be allowed on the DEMHDependent / Medical / Household Expenses screen, but each expense claimed on the application must be listed on the notice.

• Effective date of the action when an action is taken on a case.

2. If an application or case is denied/closed and the reason for the denial/closure is excess resources, the notice must also include the following:

• The resource (the source and countable value of resource) used in the determination;
• Specific reason for the action on a case;
• Effective date of the action on a case

3. If the reason for the denial/closure is excess income, the notice must also include:

• The income used in the determination (the source of income, who received the income and the calculation of the gross income);
• Specific reason for the action on a case;
• Effective date of the action on a case.

Note:

In situations where there is more than one reason for denial (for example, the household is both over resource and over income), the caseworker will document both denial reasons in CANOCase Notes but will use only one reason in the notice. The caseworker must send the appropriate notice for that denial reason.

4. If the application is pended, the notice must clearly list all the verification needed in order for the caseworker to make a final decision on the application. The notice must also state the time frame the applicant is allowed to submit the necessary verification and the action the agency will take if the information is not received.

Example:

The N005, Employment Statement notice, may not be considered as adequate notice to pend an application. Although this notice may be used to verify an applicant's employment status, the notice does not meet adequate requirements to pend an application and take action on the application if the information is not provided.

Note:

In situations where there is more than one reason for closing the case (for example, the household is both over resource and over income), the caseworker will document both closure reasons in CANOCase Notes but will use only one reason in the notice. The caseworker must send the appropriate notice for that closure reason.

2. ACTIONS INVOLVING WORK AND SELF SUFFICIENCY REQUIREMENTS

Individuals who are subject to a work requirement must receive a written notice informing them of the specific requirement they must meet. The notice must tell them the required action they need to complete, the time frame they have to complete the action, and the penalty if they do not complete the action. The notice must also cite the federal or state statute, regulation, or program policy manual section supporting the action.

3. ALL NOTICES

ARIESAlaska's Resource for Integrated Eligibility Services and EISEligibility Information System prints the following information on the back of all notices and must be included in all notices the Division sends an applicant or recipient:

• The client's right to a fair hearing,
• How they can request a fair hearing,
• The availability of any free legal services in the area,
• The client's right to represent themselves or be represented by others,
• The conditions under which assistance may continue if a fair hearing is requested, and
• The obligation to repay continued benefits if the action is upheld.

108-2 C.      FREE FORM SECTION

Most EISEligibility Information System and ARIESAlaska's Resource for Integrated Eligibility Services notices provide a free form section for caseworkers to write additional comments relevant to the case decision that is not already included in the notice. In this section, caseworkers must include specific information relevant to the eligibility decision or actions taken on an application or case to meet due process (see Admin MS 108-2 B and 108-3 B). The information should be easy for clients to read and understand, and provide a clear explanation of the reason for the decision or action. Caseworkers should not use DPADivision of Public Assistance jargon or acronyms.