STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2015-02
MANUAL: Administrative Procedures Manual
DATE: September 15, 2015
Several sections of the Administrative Procedures Manual have been revised. Highlights of the revisions are described below.
If you have questions, please contact Field Services at dpafield@alaska.gov or the Policy and Program Development Team at dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
100 General Information
100-3B Client Access to Information
- Updates and clarifies when clients request document or information from their case files by completing a GEN 35 Form.
100-8H Breach or Suspected Breach of Confidential Information
- Adds clarification of lost PII (Personal Identifying Information).
105 Verification Procedures
105-14A Verification Information System
- Adds Adult Public Assistance to a list of programs that is required when verifying alien status through Verification Information System.
105-14B Logging into Verification Information System
- Adds how to reset and retrieve forgotten username and password in SAVE, and adds Search Case menu tab and identifies functions on the navigation too bar.
105-14C Submitting an Initial Verification
- Updates when submitting an initial verification with the new enhanced SAVE system and adds information on case closure.
105-14D Photo Matching
- Adds new section "D" on Photo Matching in the SAVE system; adds steps in verifying applicant's photo during initial verification process.
105-14E Additional Verification
- Changes section from "D" to "E"; adds and clarifies steps when requesting additional verification, including option to attach applicant's document; adds steps when searching and retrieving results on particular cases using the Search Case option from the top navigation menu.
105-14F Submitting 1-94 Information as Additional Verification
- Changes section from "E" to "F"; updates instructions when entering 1-94 number, if less than 9 digits add leading zeros.
105-14G Third Step Verification Using the G-845 Form
- Changes section from "F" to "G"; adds steps when scanning, attaching, and submitting documents for third step verification; adds image requirements when attaching documents electronically; add response time of 3 to 5 working days to receive final verification results when submitting request electronically; updates process for submitting paper G-845 Form; adds steps to retrieve third step results electronically using the Case Verification Number.
105-14H Searching and Viewing Cases
- Changes section from "G" to "H"; updates steps in searching and viewing cases using Case-Search - Case Filter page.
105-14I Viewing Reports
105-14J USCIS Contact Numbers
- Changes section from "H" to "J"; adds SAVE customer support options located on the navigation tool bar; updates contact number for SAVE Customer Service and Support.
105-14K Eligibility Determination
- Changes section from "I" to "K".
105-14L Procedures for Handling Cases with Suspected Undocumented or Illegal Immigrants
- Changes section from "J" to "L".
117 Right to a Fair Hearing
117 Right to a Fair Hearing
- Adds Child Care Assistance as a program which applicants or recipients may request a fair hearing.
117-1B How to Request a Fair Hearing
- Adds Child Care Assistance fair hearing request must be done in writing; changes fair hearing representatives located in the Field Service Support Unit to the Contracted Service Quality Assurance Unit.
117-1D Time Limits to Request a Fair Hearing
- Adds Child Care Assistance to the list of programs to which a fair hearing must be made within 30 days.
117-4B Responsibilities of the Supervisor, Site Manager, or Regional Manager
- Changes fair hearing representatives located in the Field Service Support unit to Contracted Assurance Unit when forwarding fair hearing request and outcome of the pre-hearing conference.
117-4C Pre-hearing Conference for Interim Assistance Denials Based on Medical Review
- Changes Field Services to Contracted Service Quality Assurance Unit when notifying the fair hearing representatives when a hearing request is withdrawn.
117-12B Denial or Dismissal of a Fair Hearing
- Changes Field Services to Contracted Service Quality Assurance Unit when forwarding written withdrawals from clients the same day it is received.
117-16 Fair Hearing Process Flowchart
- Updates Fair Hearing Process Flowchart to reflect changes from Field Services to Contracted Service Quality Assurance Unit during the fair hearing process.