STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2018-01
MANUAL: Administrative Procedures Manual
DATE: May 1, 2018
Several sections of the Administrative Procedures Manual have been revised. Highlights of the revisions are described below. Other changes are technical in nature.
If you have any 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
- Clarified what information or document is removed when a client request access to case file, which includes SSA information and screen prints. Refers to Admin MS 100-3(H)5.
100-3H Request for Information from Other Agencies
- Updated list to include additional agencies that DPA can release information without a written consent from the client since MOA is in place
101 The Application Process
101-4 Receipt of an Identifiable Application
- Clarified if the statement of truth on the application is not signed, a copy of the application is sent to the individual with a note explaining the statement of truth must be signed before the application can be processed
103 Casefile
103-4 Processing Returned Mail
- Removed Status Reporters to align with SNAP Program manual
- Added reference to Addendum 118B when staff processes returned mail
105 Verification Procedures
105-1B Mandatory Verification
- Updated that proof of US citizenship is only verified if questionable for Senior Benefits. Refers staff to the HowWe Guide Addendum 20 for a more detailed list of the verification matrix
107 Changes
107-2D Standard Alerts and Tasks Used in EIS and ARIES
- Referred staff to HowWe Guide Addendum 9 Job Aid when creating alerts and tasks in EIS and ARIES
111 Program Losses and Claim Collection
111-7B Forms of Payment
- Clarified staff do not stamp warrants that are returned for APA overpayment, issued by OPA or not issued by DPA as "Void" or "Cancel" and send the warrants to Benefit Recovery Unit
- Added that staff create a case note explaining why the warrant was returned
121 Payments
121-5 Delivery of Payments
- Removed ATAP warrant payment since benefits are only issued via direct deposit or EBT or ATAP recipients
121-14A Stop Pay Procedures
- Added when a recipient returns a warrant, the staff stamps the warrant "Void" or "Cancel" and routes it to System Operations
- Clarified staff do not stamp warrants that are returned for APA overpayment, issued by OPA or not issued by DPA as "Void" or "Cancel" and send the warrants to Benefit Recovery Unit
- Added that staff create a case note explaining why the warrant was returned
121-15 Returned Warrants
- Added that staff must stamp "Void" or "Cancel" if the warrant was returned by the recipient
- Added that staff create a case note explaining why the warrant was returned
- Clarified staff do not stamp warrants that are returned for APA overpayment, issued by OPA or not issued by DPA as "Void" or "Cancel" and send the warrants to Benefit Recovery Unit
Addenda
118-8B Addendum Returned Mail Guide
- Added Return Mail guide for staff to review when processing returned mail