119-3 Cost Allocation Time Sample Definitions

119-3 COST ALLOCATION TIME SAMPLE DEFINITIONS

Definitions of program “Service” and “Activity” codes in this section correspond to the code types on the RMS Random Moment Sample observation form. These examples are not inclusive of every activity that may meet the code definition

119-3 A. PROGRAM CODES AND DEFINITIONS

For each moment of RMS Random Moment Sample activity recorded, the worker must carefully review the RMS Random Moment Sample “Service” code from the drop-down list and select the one that most appropriately reflects what the case worker is working on at the randomly chosen moment.

If at the selected moment the worker is processing an application or case with two or more programs or combination of programs, and is unsure which program “Service” to allocate the activity, use the following guidelines:

If the activity at the ”moment” is discrete to one program, then the selection of the corresponding specific program is the correct choice.
If the worker is asking information or gathering information for completing an eligibility re-determination for a specific program area, that program should be selected on the RMS Random Moment Sample Observation form. Otherwise, select a multi-program “Service” code combination..

For example, the worker is processing an application for Adult Public Assistance, Supplement Nutrition Assistance Program, and Medicaid. If at the time study moment the worker is authorizing the Medicaid Program, the specific “APA Adult Public Assistance related Medicaid” program “Service” code should be selected

For this same application, if the worker is verifying income belonging to a household member who will be included only in the Supplement Nutrition Assistance Program benefit, use the specific “Supplement Nutrition Assistance Program” “Service” code. Or, if the worker is entering on EIS Eligibility Information System the birthdate for the head of household, it is of common benefit to the SNAP/APA Adult Public Assistance/ME Medicaid programs and the multi-program combination code should be used.

Code

Definition

100

ATAP Alaska Temporary Assistance Program Work Services: Use this program “Service” code when working on providing employment services, case management, support services, training and education to persons on ATAP Alaska Temporary Assistance Program.

102

Diversion Program: Use this program “Service” code when providing immediate, targeted assistance to job-ready applicants by making an assistance payment to meet specific needs instead of ongoing Temporary Assistance benefits.

110

Supplemental Nutrition Assistance Program: Use this program “Service” code when the activity includes time directly identifiable with the Supplement Nutrition Assistance Program, such as determining and re-determining SNAP eligibility, denial, case opening, suspension, closure, SNAP benefit authorization, verifying information, sending a notice, recording or entering electronic information related to SNAP eligibility, SNAP-related meetings and training and all other program documentation specific to SNAP.

112

Supplemental Nutrition Assistance Program/Medicaid: Use this program “Service” code for a Supplement Nutrition Assistance Program and Medicaid case when the activity is not specific to just one of the programs, such as entering income used by EIS Eligibility Information System to determine eligibility for both programs. If the activity simultaneously benefits these programs then select this combination program code

114

Supplemental Nutrition Assistance Program/ATAP Alaska Temporary Assistance Program /Medicaid: Use this program “Service” code for a Supplement Nutrition Assistance Program, ATAP Alaska Temporary Assistance Program and Medicaid case when the activity is not specific to just one of the programs. If the activity simultaneously benefits all three programs then select this combination program “Service” code.

120

APA Adult Public Assistance Related Medicaid and Long Term Care: Use this program “Service” code for any activity related to Adult Public Assistance (APA Adult Public Assistance) Related Medicaid, including Working Disabled Medicaid Buy-In, Special Income Long Term Care category, Home and Community Based Waiver services, grandfathered groups, Medicare Assistance groups, and Breast and Cervical Cancer programs.

Include time directly identifiable with these Medicaid categories, such as determining and re-determining eligibility for these categories, arranging for health services, issuing medical coupons, sending a notice, coordination with medical providers, program-related meetings and training, and all other program work specific to APA Adult Public Assistance Related and Long Term Care Medicaid.

130

MAGI Modified Adjusted Gross Income Medicaid and Under 21 Medicaid: Use this program “Service” code for activities that include time directly identifiable with these Medicaid categories, such as determining and re-determining eligibility for these categories, arranging for health services, issuing medical coupons, sending a notice, coordination with medical providers, program-related meetings and training, and all other program work specific to MAGI Modified Adjusted Gross Income Medicaid and Under 21 Medicaid.

140

Alaska Temporary Assistance Program ( ATAP Alaska Temporary Assistance Program ): Use this program “Service” code for time spent on any activity related to the Alaska Temporary Assistance Program eligibility determinations for cash benefits. Include time directly identifiable with the Temporary Assistance program, such as determining and re-determining ATAP Alaska Temporary Assistance Program eligibility, denial, case opening, suspension, closure, Temporary Assistance cash benefit authorization and issuance, verifying information, sending a notice, recording or entering electronic information related to Temporary Assistance eligibility, ATAP Alaska Temporary Assistance Program program-related meetings and training, and all other program work specific to the Temporary Assistance eligibility determination.

142

ATAP Alaska Temporary Assistance Program / Supplemental Nutrition Assistance Program: Use this program “Service” code for a SNAP and ATAP Alaska Temporary Assistance Program case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

144

ATAP Alaska Temporary Assistance Program / Medicaid: Use this program “Service” code for an ATAP Alaska Temporary Assistance Program and Medicaid case when the activity is not specific just to one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

150

Adult Public Assistance ( APA Adult Public Assistance ): Use this program “Service” code for time spent on any activity related to eligibility for cash benefits from the Adult Public Assistance (APA Adult Public Assistance) Programs of Aid to the Blind, Aid to the Disabled, Old Age Assistance, and Interim Assistance. Include time directly identifiable with the APA Adult Public Assistance cash assistance programs, such as determining eligibility, APA Adult Public Assistance cash benefit authorization and issuance, verifying information, verifying SSI Supplemental Security Income, sending a notice, recording or entering electronic information related to eligibility for APA Adult Public Assistance cash benefits, program-related meetings and training, and all other program work specific to APA Adult Public Assistance eligibility.

152

APA Adult Public Assistance / Medicaid: Use this program “Service” code for an APA Adult Public Assistance and Medicaid case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

154

APA Adult Public Assistance / Supplemental Nutrition Assistance Program: Use this program “Service” code for an APA Adult Public Assistance and Supplement Nutrition Assistance Program case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

156

APA Adult Public Assistance /SNAP / Medicaid: Use this program “Service” code for an APA Adult Public Assistance, Supplement Nutrition Assistance Program and Medicaid case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

158

APA Adult Public Assistance /SNAP / Medicaid / ATAP Alaska Temporary Assistance Program : Use this program “Service” code for an APA Adult Public Assistance, Supplement Nutrition Assistance Program, Medicaid and ATAP Alaska Temporary Assistance Program case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

160

General Relief Assistance: Use this program “Service” code for time spent on any activity related to eligibility for General Relief Assistance (GRA General Relief Assistance). Include time directly identifiable with activities to determine eligibility for and authorizing benefits for GRA General Relief Assistance emergency basic needs (shelter, utilities, food, and clothing) or burial assistance, and GRA General Relief Assistance program-related meetings and training.

162

GRA General Relief Assistance /SNAP: Use this program “Service” code for a Supplement Nutrition Assistance Program and GRA General Relief Assistance case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

170

Chronic and Acute Medical Assistance ( CAMA Chronic and Acute medical Assistance ): Use this program “Service” code for time spent on any activity related to eligibility for Chronic and Acute Medical Aide (CAMA Chronic and Acute medical Assistance). Include time directly identifiable with activities to determine eligibility for CAMA Chronic and Acute medical Assistance, and CAMA Chronic and Acute medical Assistance program-related meetings and training

172

CAMA Chronic and Acute medical Assistance / APA Adult Public Assistance /SNAP: Use this program “Service” code for time spent on any activity related to eligibility for Chronic and Acute Medical Aide (CAMA Chronic and Acute medical Assistance). Include time directly identifiable with activities to determine eligibility for CAMA Chronic and Acute medical Assistance, and CAMA Chronic and Acute medical Assistance program-related meetings and training

174

CAMA Chronic and Acute medical Assistance / GRA General Relief Assistance /SNAP: Use this program “Service” code for a CAMA Chronic and Acute medical Assistance, GRA General Relief Assistance, and SNAP case when the activity is not specific to just one of the programs. If the activity simultaneously benefits these programs then select this combination program “Service” code.

176

Permanent Fund Dividend Hold-Harmless ( PFD-HH Permanent Fund Dividend Hold-Harmless ): Use this “Service” code for time spent processing Permanent Fund (PFD Permanent Fund Dividend) Hold Harmless replacement benefits. Include time directly identifiable with activities to replace any eligible benefits, PFD Permanent Fund Dividend program-related meetings and training, verifying, recording or entering electronic information related to replacing the benefit with PFD Permanent Fund Dividend Hold Harmless eligibility.

495

Not Program Related: use this “Service” code when working on general administrative activities that are not specific to a program. This program “Service” code should only be selected when choosing any of the following activity codes::

900 -	”All Other Activities-specify (in comments section)"
910 -	”Lunch, Breaks"
920 -	”Employee on Leave”
930 -	”Employee Not Scheduled To Work”
999 -	"Invalid Response” is reserved for use by the RMS Random Moment Sample Administrator only and should not be used by workers.

119-3 B. ACTIVITY CODES AND DEFINITIONS

Select the ”Activity” code you are performing at the specified time. If you need help in determining which "Activity" to select, refer to the following definition list.

Code	Definition
200	Work Services Case Management: Use this “Activity” code for activities related to work services under the Alaska Temporary Assistance Program. This includes family self-sufficiency plans and work services. Activities include developing family self-sufficiency plans, giving Temporary Assistance information to clients, screening and assessments, development of employability plans, gathering and recording or entering electronic information necessary to track and monitor client work activities, local coordination of community based work service grants and contracts, post-employment services, Work Services program-related meetings and training, and assistance to clients to help them obtain employment. Activities also could include counseling; applicant job searches, holding case conferences/case staffings to discuss employment strategies and case documentation.
202	Supportive Services: Use this “Activity” code for activities associated with authorizing and verifying supportive services for TA Temporary Assistance cases or PASS I childcare.
204	Sanctions: Use this “Activity” code when preparing and sending a notice of decision to sanction a client or family and updating the file.
300	Initial Screening/Interview/Intake: Use this “Activity” code when conducting interviews, facilitation of group interviews and video presentations, and providing applicant with appropriate forms, in the office, field, by mail or telephone. Also include preliminary review of application forms and verification documents, data entry, in the office, field, by mail or telephone. This “Activity” code includes the identification of requested services.
302	Certification/Re-certification: Use this “Activity” code when establishing benefit levels, reviewing case record verification documents, preparation of calculation entries or computations, data entry for benefit/eligibility purposes, sending a notice, completing necessary forms and any policy research specific to a case. This “Activity” code is used for the initial and any subsequent benefit determinations.
304	Benefit Authorization/Issuance: Use this “Activity” code for client service and support tasks, data entry and other activities related to the authorization, issuance or replacement of program benefits including medical coupons or cards.
308	Process Changes to Ongoing Case: Use this “Activity” code for all activities related to changes which may affect the level of assistance, but do not result from regularly scheduled re-certifications or reviews. Also include changes of address and all related EIS Eligibility Information System data entry.
310	Case Closure: Use this “Activity” code for all activities related to ending benefits and all related EIS Eligibility Information System data entry.
312	Case Documentation: Use this “Activity” code when preparing narratives, entering data on EIS Eligibility Information System screens CANO Case Notes or CLNO, and related case activity.
314	Corrective Action: Use this “Activity” code when reviewing and responding to quality assessment (QC Quality Control or QA Quality Assessment) and program accuracy findings, management evaluation (ME Medicaid) review findings, supervisory or case reader reviews, peer reviews and other case related activities.
316	Recipient Complaints: Use this “Activity” code when working on recipient complaints on any subject or program
318	Fair Hearings and Appeals: Use this “Activity” code for file reviews, preparation of testimony, written or oral, appearance at hearing, completion of related forms.
320	Fraud Investigation & Prosecution: Use this “Activity” code for all activities, including fraud referral, directly related to investigation and prosecution of suspected ATAP Alaska Temporary Assistance Program, Medicaid, Adult Public Assistance, and/or Supplemental Nutrition Assistance Program fraud and abuse, and completion of related forms.
322	Benefit Recovery (Overpayment/Underpayment Processing): Use this “Activity” code for review of files, calculation of overpayment or underpayment, and completion of related forms, vendor adjustments, and preparation of claim determinations. Also includes all related data entry.
324	EBT Electronic Benefit Transfer Card Issuance: Use this “Activity” code for all activities and contacts related to the preparation of manual issuance, replacement, or voiding of EBT Electronic Benefit Transfer cards.
326	Home Visit: Use this “Activity” code when conducting DPA Division of Public Assistance business while in the client’s home or other shelter (homeless).
328	Medicaid Outreach: Use this “Activity” code for all activities that provide outreach and additional information to ATAP Alaska Temporary Assistance Program clients about Medical Assistance.

119-3 C. GENERAL AND ADMINISTRATIVE ACTIVITIES

The ”Activity” codes in this section are not case-specific. They can be used with any program code in section 119-3A. Do not use a code in this series if there is a case specific activity code in section 119-3B that better describes the activity.

Code	Definition
400	Professional Reading/Manual Review: Use this “Activity” code for professional reading as required to maintain current job knowledge or to track relevant legal issues. Also includes reviewing program/policy manuals and program/policy updates as related to your area of responsibility.
401	Administrative Functions (not case-related): Use this “Activity” code for all other non-case related activity such as organizing desk, filing, and attending to other general clerical tasks.
402	Travel (job related - not for training): Use this “Activity” code for job-related travel except for training. This does not include routine travel to or from the office and one's home.
405	Service Provider/Community Outreach: Use this “Activity” code for all activities related to expanding the base of prospective service providers and other community-based resources. This includes speaking to community groups to explain ATAP Alaska Temporary Assistance Program Work Services program.
406	Program Specific Staff Development and Training: Use this “Activity” code when attending training, conferences or seminars for the purpose of enhancing skills and program knowledge. Examples of staff development and training efforts include sessions on increasing interviewing skills, new techniques in form completion/documentation, or specific training on rules and regulations for a program. Use this “Activity” code for time spent traveling to and from training.
407	General Administrative - Training, Meeting, Conference: Use this “Activity” code when conducting or participating in training sessions, meetings and supervisory conferences on office administrative policies, time keeping systems, or other topics which are not program specific or related to a specific case.
900	All Other Activities: Use this “Activity” code when no other code listed in Section 119-3B or 119-3C describes the “Activity”. Specify the nature of this activity in the “comment” space provided on the observation form.
Use the following ”Activity” codes only with Program Code 495 ”Not Related to Any Program.”
910	Lunch, Breaks: Use this “Activity” code for lunchtime, and scheduled break time.
920	Employee on Leave: Use this “Activity” code for approved leave such as annual leave and sick leave.
930	Employee not Scheduled to Work: Use this “Activity” code when employee is not scheduled to be at work at the selected sample time due to flex-time or part-time status.
999	Invalid Response: For RMS Random Moment Sample Administrator Use Only to identify position vacancy, bad email address, or other issue preventing the completion of an observation form.

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		2010-01 (5/10)