STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2011-02
MANUAL: Administrative Procedures Manual
DATE: October 31, 2011
Several sections of the Administrative Procedures Manual have been revised in response to requests from staff. Highlights of the revisions are described below.
If you have any questions, please contact Field Services at dpafield@alaska.gov or Policy and Program Development Team at dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
MS 100-3H REQUEST FOR INFORMATION FROM OTHER AGENCIES
- Includes the Permanent Fund Dividend Division and Division of Vocational Rehabilitation as agencies where written consent from the client is not required to release public assistance information.
MS 103-1 THE CASE FILE FOLDER
- Eliminates the need for four-part folders
- Combines multiple cases and case numbers for the same PI in one case file
- Allows the use of Manila folders for voluming and archiving case files
- Eliminates case staffing/Work Services documents from eligibility case files.
- Includes standardized guidance in creating temporary files
- Adds Heating Assistance as one of the programs that use Manila folders for filing.
MS 103-2 REQUEST FOR SERVICE
- Clarifies that a GEN 72 received after the month following the end of the certification month can be used to protect the benefit start date and registered as a request for service (RA, RF, RM, RR or RG).
MS 104-5 TOOLS FOR EFFECTIVE CASELOAD MANAGEMENT
- Moves MS 104-3(3) – Alert Screens to its own section (104-5).
- Adds three alerts that are commonly encountered in the field regarding ATAP extensions.
MS 107-2B(5) ADDRESS CHANGE REPORTS
- Adds an exception to this procedure to inform DPA staff that address change reports for OCS cases must be transferred to the OCS caseworker for processing.
MS 108-2B(1) REQUIRED NOTICE CONTENT – ACTIONS TAKEN ON APPLICATION
- Includes language that clarifies when cases are pended and what information needs to be included in a pend notice.
MS 108-5 EIS NOTICE LISTING
- Updates the link to Document Direct.
MS 115-4 ALASKA LEGAL SERVICE
- Deletes the sentence stating that Alaska Legal Services is 100% funded by State of Alaska. ALSC is also funded by the federal government and local entities.
MS 117-2 CONTINUED BENEFITS PENDING A FAIR HEARING
MS 117-4 PREHEARING CONFERENCE
MS 117-5 DPA HEARING REPRESENTATIVES
MS 117-10 CONDUCTING THE FAIR HEARING
MS 117-12 THE FAIR HEARING DECISION
MS 117-14 OVERPAYMENT CLAIMS FOLLOWING FAIR HEARING DECISION
MS 117-16 FAIR HEARING EXPENSES
- Deletes the language that creates confusion to staff in regards to issuing continued benefits. Time lines are already documented in MS 117-1.
- Clarifies that for the FS program, continued benefits expire when FS certification expires.
- Includes the lead worker in the list of staff who are allowed to conduct pre hearing conferences.
- Includes the requirement for requesting a written withdrawal
- Clarifies that the Office of Hearings and Appeals will call Anchorage residents and offer that they participate by phone if they fail to appear in person for their scheduled hearing.
- Deletes transportation as an expense paid by the agency to carry out fair hearing proceedings.
MS 118 VOTER REGISTRATION
- Provides updated instructions for offering voter registration to DPA applicants and recipients.
Addendum 118A Voter Registration Application Transmittal Form
- Updates the Division of Election offices and DPA offices.