116-6          CHANGE REPORTING

When clients report changes to DPA Division of Public Assistance , the worker will review the reported change and determine how the change affects the household’s continued eligibility for DPA Division of Public Assistance programs.  In addition, DPA Division of Public Assistance must determine if the change must be directly reported or passed on to the appropriate NFAP Native Family Assistance Program agency.

DPA Division of Public Assistance workers are not required to pass on change reports to non-EIS user NFAP Native Family Assistance Program agencies.  However, for EIS-user NFAP Native Family Assistance Program agencies, DPA Division of Public Assistance must pass on the reported change due to system sharing that would affect both DPA Division of Public Assistance programs and the NFAP Native Family Assistance Program. The following procedures apply when handling reports of change involving NFAP Native Family Assistance Program agencies.  

116-6 A.     CLIENT REPORTS A CHANGE AND DPA Division of Public Assistance WORKER DETERMINES THE HOUSEHOLD ALSO HAS AN OPEN NFAP Native Family Assistance Program CASE, WHICH IS NOT ON EIS

1. Change is reported in person or by phone

Inform the client to call their NFAP Native Family Assistance Program worker

2. Change is reported via e-mail or in writing

If the worker is aware that there is an open NFAP Native Family Assistance Program case, forward the e-mail or written report to the NFAP Native Family Assistance Program worker as a courtesy.

Note:  

Organizations operating an NFAP Native Family Assistance Program are not required to report changes to DPA Division of Public Assistance .  Their caseworkers inform clients to report changes directly to DPA Division of Public Assistance .  

116-6 B.     CLIENT REPORTS A CHANGE AND DPA Division of Public Assistance WORKER DETERMINES THE HOUSEHOLD ALSO HAS AN OPEN NFAP Native Family Assistance Program CASE ON EIS

1. Change is reported in person

DPA Division of Public Assistance will accept the report of change and do a CANO Case Notes entry.  If the report is for a change in address, DPA Division of Public Assistance will set an alert for the NFAP worker.

2. Change is reported in writing

DPA Division of Public Assistance will date stamp the report, make a copy and route it to the NFAP Native Family Assistance Program worker.  

3. Change is reported via e-mail

DPA Division of Public Assistance will forward the e-mail immediately to the NFAP Native Family Assistance Program worker.

4. Change is reported by telephone

DPA Division of Public Assistance will accept the report of change and do a CANO Case Notes entry.  If the report is for a change in address, DPA Division of Public Assistance will set an alert for the NFAP worker.

Note:   

DPA Division of Public Assistance caseworkers must coordinate with the NFAP Native Family Assistance Program worker who is using EIS about any changes they receive.  Changes entered into EIS by either DPA Division of Public Assistance or an NFAP Native Family Assistance Program may affect eligibility and payment for the other agency’s  program(s).