STATE OF ALASKA

Department of Health and Social Services

Division of Public Assistance

TRANSMITTAL NUMBER: 2009-01

MANUAL: Administrative Procedures Manual

DATE: March 10, 2009

We have made several changes to the Administrative Procedures Manual in response to requests from staff. These changes include:

• The General Information chapter now has specific instructions on handling subpoenas.
• The Case File chapter includes revisions to several sections, including renaming inserts for case file folders, adding instructions for archiving DDS files, and clarifying the process of transferring files between offices.
• The Quality Assessment chapter includes more information on the QARC process.
• The Fair Hearing chapter has new instructions on fair hearing withdrawals.
• Chapter 110 is renamed as Payments and moved to Chapter 121. All references to the AFDC program are removed and new information about EBT and stop payment procedures has been added.
• The Department of Labor Data System chapter is revised and expanded to explain how to use information about available Unemployment Insurance Benefits. This information was previously provided by broadcast and included in the interface guide.
• The Unusual Programs chapter now has a new section on Refugee Assistance.

Highlights of these revisions are described below. If you have any questions, please contact the Policy and Program Development Team at 465-3382 or email dpapolicy@alaska.gov.

OVERVIEW OF CHANGES

MS 100-3 E      SUBPOENAS AND COURT ORDERS

• Provides instructions to field offices on responding to subpoena
• Clarifies staff and supervisor responsibilities.
• Gives the contact information for the Attorney General's Office.

MS 103-1      THE CASE FILE FOLDER

• Renames some of the inserts staff use in case files to separate and organize documents.

MS 103-6 B      RECORD STORAGE OVERVIEW

• Provides instructions to staff on archiving DDS files.
• Clarifies what records should be retained in the field offices.

MS 103-7      CASE FILE TRANSFER

• Clarifies the process of transferring files within the Anchorage and Mat-Su areas using the department's mail courier.
• Specifies the information to include in the case file transfer log.

MS 113      QUALITY ASSESSMENT

• Adds a section about APA reviews
• Adds a section for Child Care Assistance Program to reflect Child Care Assistance QARC.
• Includes more narrative on the Review Assessment for Policy Committee (RAP) and Quality Assessment Review Committee.

MS 117-12 B      DENIAL OR DISMISSAL OF A FAIR HEARING

• Clarifies that a request to withdraw a Fair Hearing must be made in writing and includes steps to take while waiting for the written request.

MS 121      PAYMENTS

• Changes the numbering from 110 to 121.
• Removes references to AFDC and replaces with ATAP.
• Adds EBT information to section 110-5.
• Removes the section on "Holding Payments."
• Updates procedure to contact the help desk for a stop payment or forgery. The procedure now includes instructions on completing a web form on the Systems Operations website.

MS 123      DEPARTMENT OF LABOR DATA SYSTEM

• Security Access to DOL Data System was renumbered to 123-1 B
• Section 123-2 was added to provide information on potential UIB eligibility.
• Section 123-3 was added to describe how to anticipate monthly UIB income.
• Section 123-4 was added to inform caseworkers when to contact the UIB support section.

MS 128-4      REFUGEE CASH ASSISTANCE

• Explains one-time and on-going cash assistance payments for refugees.