SSAI Recertification for PY 2014 t We t

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Senior Service America, Inc. SCSEP Recertification PY 2014 February 4, 2015

SSAI Recertification for PY 2014 Today’s Presenters: t Constance Todd, Program Officer t Nekeisia Booyer, Program Officer t Joshua Wadsworth, Program Officer

Welcome to the SSAI SCSEP Family! Top Row, Left to Right: Richard Devore, Southeast Alabama Regional and Planning Development Commission, AL Melanie Iverson, Armstrong County Area Agency on Aging, PA Melody Wilson, East Alabama Regional Development & Planning Commission, AL Natasha Pender, Centralina Council of Governments, NC Kay Radlinger, Citizens Employment and Training, WI Lisa Shaffer, Armstrong County Area Agency on Aging, PA Jenna Holzberg, National ABLE, IL Latonya Clark, National ABLE, IL Kristen Anthony, Lawrence County Community Action Program, PA Bottom Row, Left to Right: Amy Weaver, Baltimore County Department on Aging, MD Vanessa Hines, Centralina Council of Governments, NC Leona Hartman, Contra Costa County, CA Adriana Harper, Kankakee Community Services, IL Stephanie Franklin, North-Central Alabama Regional Council of Governments, AL Bunswella “Bunny” Brown Jefferson County Community Action Commission, OH Lourdes (Lulu) Holguin, National ABLE, IL

SSAI Recertification for PY 2014 Today’s Agenda t Updates for PY 2014 t Getting Ready and Planning t Documentation Requirements t Frequently Asked Recertification Questions t Eligibility Determination Tool/Income Worksheet t SPARQ

SSAI Recertification for PY 2014 • Annual recertification of SCSEP eligibility is a federal requirement • All SSAI participants will be recertified during March 2015, including any participants who were enrolled in February 2015 • You do not have to recertify participants who have Open or Active Workers Comp claim • Income and family size are the only eligibility criteria reviewed during recertification however…

SSAI Recertification for PY 2014 Updates for PY 2014: t Update the Most In Need Characteristics for Participants, to get credit for this Program Year 1) 2) 3) 4) 5) 6) 7) t Severe disability Frail 75 years of age or older Low literacy skills Old enough to receive, but not receiving Title II Social Security Severely limited employment prospects in areas with persistent unemployment Limited English proficiency To ensure you get full credit for MIN Performance annually, each July you will

Updates for PY 2014 t t Correct the MIN for Participants enrolled in PY 14 1. Are veterans or qualified spouses of veterans 2. Have a disability; 3. Live in a rural area; 4. Have low employment prospects; 5. Have failed to find employment through WIA Title I 6. Are homeless or 7. at risk of becoming homeless For Participants enrolled in PY 14 MIN can be corrected, if documented at the time of enrollment

Updates for PY 2014 Example: A participant was enrolled in November 2014, and provided documentation of SSDI income at the time of enrollment. The project did not record any MIN on the participant form or in SPARQ. n SSDI is verification of Disability n Disability is an indicator of Low Employment Prospects Disability and Low Employment Prospects can be corrected based on the SSDI documentation obtained at

Updates for PY 2014 t Annual update of the Federal Poverty Guidelines was published in the Federal Register t SSAI will be issuing a revised Income Eligibility Chart (PP 203)

SSAI Recertification for PY 2014 Getting Ready and Planning: t Recertification Instructions t Recertification Checklist and Readiness Calendar t Recertification Notice for Participants t Recert Income Worksheet t Termination Notice – Ineligible t Termination Notice – No Show

SSAI Recertification for PY 2014 t Identify staff that will help you t Train staff to assist – (reminder participant staff cannot make final eligibility on another participant) t Access to Tools/SPARQ?

SSAI Recertification for PY 2014 t Identify and Secure your location(s) for the recertification meeting(s) t Prepare Recertification Memo (template provided) for each participant eligible for recertification (make no assumptions and be clear they need to bring up to date documents) t The SSAI Eligibility Determination Tool will be available for practice through Feb. 28 th

SSAI Recertification for PY 2014 t Copy enough forms for use: Recertification -Income Worksheets (for use remotely); Offer of Physical Examination; Family Size Form; Case Management Note Form; Self Attestation Forms and Assessments or IEPS as needed n Refer to the PY 2014 Recertification Checklist and Readiness Calendar for a complete list

SSAI Recertification for PY 2014 t Prepare for notifying those participants who may be over income; and or those who fail to show for recertification interviews t Develop a system for Quality Assurance t Develop a plan to enter all data in the SSAI Eligibility Determination Tool & SPARQ by March 31, 2015

SSAI Recertification for PY 2014 Your plan should also consider: • Program activities continue • Continue to update the Pay by Pay/PPP and CIPs • Keep up with SPARQ Data Entry

SSAI Recertification for PY 2014 Documentation Requirements – requires all source documentation (what you reviewed and what you copied) t Income Worksheet showing the math. t Family Size Documentation t Letter of 30 day Termination Notice (Reminder the look back period is 12 months or 6 months {annualized [x 2]} prior to the date of recertification ) continued

SSAI Recertification for PY 2014 Documentation Requirements – continued t Record of Offer of Physical Examination t SCSEP Self/Third Party Attestation Form t MIN Update Forms

SSAI Recertification for PY 2014 Update and Correct Most-In-Need Characteristics – Forms are available on the SSAI Partners Page: n MIN Re-Validation Form (updated 2/14) n SSAI Limited English Proficiency self-attest (English, Spanish) n SSAI Limited English Proficiency third party-attest n SSAI low literacy self-attest n SSAI low literacy skills third-party attest n SSAI Severely limited employment prospects in an area of persistent unemployment self-attest (English, Chinese and Spanish) n SSAI Certification of Severe Disability Form

SSAI Recertification for PY 2014 Case Notes: must consist of the case worker’s own documentation of his or her activities. Case notes can be based on information obtained in person or by telephone

SSAI Recertification for PY 2014 Case notes MUST include 3 foundation elements: 1. Name of person who is the source of the information, his or hers phone #, their organization and title or relationship to participant (this is not the participant) 2. Name or initials of the person making the note 3. Date on which the information was obtained, and the date on which it was recorded, if different

SSAI Recertification for PY 2014 Getting Ready and Planning: t Results from the Eligibility Tool will be Entered in SPARQ t MIN updates or corrections will be entered directly in SPARQ

SSAI Recertification for PY 2014 Reconcile the active participants in SPARQ and SSAI Tools: t All Active Participants must be in both SPARQ and SSAI Tools in order to complete recertification. t Complete Participant and Exit forms and enter in SPARQ t Contact the Front End Support Team if you need assistance.

FREQUENTLY ASKED RECERTIFICATION QUESTIONS

SSDI & Full Retirement Age Q: For participants who receive SSDI, should this cash benefit be counted when they turn 65? A: No. n SSDI benefits convert to Retirement Benefits the month the participant reaches Full Retirement Age. n Full Retirement Age is no longer 65.

SSDI & Full Retirement Age 1937 or earlier 65 1938 65 and 2 months 1939 65 and 4 months 1940 65 and 6 months 1941 65 and 8 months 1942 65 and 10 months 1943 --1954 66 1955 66 and 2 months 1956 66 and 4 months 1957 66 and 6 months 1958 66 and 8 months 1959 66 and 10 months 1960 and later 67 *If you were born on January 1 st of any year you should refer to the previous year. (If you were born on the 1 st of the month, we figure your benefit (and your full retirement age) as if your birthday was in the previous month. )

Look Back Period Q: If we recertify someone March 15 and they will receive their S. S. check on March 27. How do we enter it on your website worksheet? Do we put $0 for March? Would This Person only have 5 months of Social Security if using the 6 month annualized method? A: No; n Remember that you must look back 6 or 12 months from the date you are completing the enrollment or recertification. n The look back months are not the same as Calendar Months, and will nearly always overlap into 2 Calendar

Look Back Period When completing an eligibility determination conducted on March 15 th, 2015, the income worksheet should be completed as follows: Month 1 2 3 4 5 6 Dates March 15 th, 2015 -February 16 th, 2015 Feb. 15 th, 2015 – Jan. 16 th, 2015 Jan. 15 th, 2015 – Dec. 16 th, 2014 Dec. 15 th, 2014 – Nov. 16 th, 2014 Nov. 15 th, 2014 – Oct. 16 th, 2014 – Sept. 16 th, 2014 Income to be included: All income received between 03/15/15 and 02/16/15 All income received between 02/15/15 and 01/16/15 All income received between 01/15/15 and 12/16/14 All income received between 12/15/14 and 11/16/14 All income received between 11/15/14 and 10/16/14 All income received between 10/15/14 and 09/16/14

Look Back Period Example: A Participant is being recertified on March 15 th, 2014. The participant is a family of one, and has two sources of includable income. The participant receives a Social Security Retirement benefit, which they receive on the 27 th of each month, and a pension which they receive on the 1 st of each month. The 6 month look back period for this participant would include: Month Dates Income to be included: 1 March 15 th, 2015 -February 16 th, 2015 Pension: 03/01/15, SS 02/27/15 2 Feb. 15 th, 2015 – Jan. 16 th, 2015 Pension: 02/01/15, SS 01/27/15 3 Jan. 15 th, 2015 – Dec. 16 th, 2014 Pension: 01/01/15, SS 12/27/14 4 Dec. 15 th, 2014 – Nov. 16 th, 2014 Pension: 12/01/14, SS 11/27/14 5 Nov. 15 th, 2014 – Oct. 16 th, 2014 Pension: 11/01/14, SS 10/27/14 6 Oct. 16 th, 2014 – Sept. 16 th, 2014 Pension: 10/01/14, SS 09/27/14

Social Security COLA Q: Was there a Social Security Cost of Living Adjustment (COLA) for 2015? t A: Yes, there was a COLA increase of 1. 7% for 2015. Because monthly cash benefits were increased for all beneficiaries, Project Directors will need to verify the monthly cash benefit amounts for 2014 and 2015 for Social Security Retirement beneficiaries. t More information about Social Security COLA’s can be found at http: //www. ssa. gov/cola/

Let’s Take Some Questions/Comments Raise Your Hand to Confer by Phone or Send Us a Note

SSAI Recertification for PY 2014 Eligibility Determination Tool: t t Serves as both Calculator and Recert Documentation n Improves accuracy of calculations n Improves Data Validation results SSAI Eligibility Tool will continue to be required for recertification

SSAI Recertification for PY 2014 t Projects have the option of entering the recertification information directly into the Eligibility Determination Tool n Must have an Internet Connection and access to a printer. n Participant and Project Staff Signatures collected on the SCSEP Income Eligibility Form generated by the Eligibility tool for each participant.

SSAI Recertification for PY 2014 t Income Calculations can also be completed by hand using the Income Worksheet n Participant and Project Staff Signatures collected directly on the income worksheet n Must also enter recertification into Eligibility determination tool. n When Printing the Summary from the eligibility tool, opt-out of printing signature lines by selecting that signatures were already obtained. n When entering in SPARQ, always enter the amount from the Eligibility Tool, not from calculation done by

Recertification Webtool n To access the Recertification Webtool: § Browse to http: //www. seniorserviceamerica. org n Note Between February 4, 2015 and February 28, 2015 you can test the tool by Browsing to http: //review. seniorserviceamerica. org § Click on Partner/Subgrantee Sign In (upper right corner) § Click the link to access the SSAI tools § Login using your assigned username and password n If you don't have an account you can click the “Request an account” link to send a request to SSAI n If you forget your password you can click the “Reset it here” link to get instructions on how to get a new password n If you forget your username, you can click the “Retrieve it here” link to get your username emailed to you n For any other webtools issues please contact SCSEP Front End Team at 301 -578 -8989 or scsephelp@ssa-i. org or via the Cloud Portal .

Recertification Webtool n Select SCSEP Eligibility Determination from the Tool drop down

Recertification Recert Participant List n To access the recertification list click on Participants. n The list shows 15 participant at a time and you can move around the list by clicking Previous or Next n You can search by typing a participant name n The list can be filtered by: § Not Started - A listing of all participants that needs a recertification entered § In Progress – A listing of all participants that has a recertification that has been started § Found Ineligible - A listing of all participants found ineligible during recertification § Found Eligible - A listing of all participants found eligible during recertification

Recertification Enter Recertification n To Enter a Recertification – Click on the Eligibility Status link n The process has 6 steps: § 1 – Start § 2 – Family Size § 3 – Method § 4 – Income § 5 – Document § 6 – Summary

Recertification Enter Recertification – Step 1 n 1 – Start § Select the date your verified the participant’s income. You can either enter a date using the format mm/dd/yyyy or click the calendar icon a select the date § Click next to save your entry and move to the next step

Recertification Enter Recertification – Step 2 n 2 – Family Size § By default, the participant is shown § To additional family members click add Family Member, enter their name, and select their relationship to the participant § You can click the remove link if you want to remove an incorrect row § Click next to save your entry and move to the next step

Recertification Enter Recertification – Step 3 n 3 - Method § Select either 6 months annualized or 12 months. For help on which method to select click the help link. § Click next to save your entry and move to the next step

Recertification Enter Recertification – Step 4 n 4 - Income § To enter Income for the participant and for any other Family member select either yes or no for each income type n For Social security, you must enter the gross amount. The tool will automatically calculate and exclude 25% of social security n If you select No to any of the 12 income types, you do not have to enter any amount n If you select Yes to any of the 12 income types, you must enter all amounts and enter zero if none. For example, if participant received income only for 3 months, you would enter the amounts for those 3 months and enter 0 for the other months § Click next to save your entry and move to the next step

Recertification Enter Recertification n Click next to save your entry and move to the next step

Recertification Enter Recertification – Step 5 n 5 - Document § Select the document used to verify Family size and any income received by the participant and enter any notes you captures during this recertification § Click next to save your entry and move to the next step

Recertification Enter Recertification – Step 5 n If the total income for the participant and for any other family member is zero § Document how the participant supports themselves § And capture a detailed case note § Click next to save your entry and move to the next step

Recertification Enter Recertification – Step 5 • When completing recertification in the field, and entering data at a later time, the Participant’s signature must be captured on the Income Worksheet. • • Check the box in step 5 to indicate that the Participant signature was captured Do not check this box if entering directly into the eligibility tool, and signature is needed on the print-out

Recertification Enter Recertification – Step 6 n 6 – Summary § At this point, all the data entered is summarized and the income eligibility is automatically determined § For purposes of data validation, this form must be printed and signed by the participant and interviewer. Copies of the verification documentation for family size and income, along with the income worksheet, must be attached and all filed in the participant's file § Click print to print the summary and income worksheets § Click return to get back to your recert list

Recertification SPARQ Entry n Select WDCS from the SPARQ Homepage

Recertification SPARQ Entry n Search for Participant by last name, Social Security Number, or PID

Recertification SPARQ Entry Smith Sally 1234567 09/09/1949 Sally Smith 1234567 (443) 555 -5555 n Select the Participant; once the record appears below, select Edit

Recertification SPARQ Entry n Select Recertification/Waiver of Durational Limit Tab

Recertification SPARQ Entry n Complete Recertification Section: fields 44 – 50

MIN/ Waiver SPARQ Entry n To update MIN Characteristics, complete Waiver of Durational Limit Section: fields 51 – 58

MIN/ Waiver SPARQ Entry n Save once you are finished entering the data 56

Any Final Questions? Raise Your Hand to Confer by Phone or Send Me a Note

Questions After This Webinar Contact the Front End Support Team and a FES Program Officer will respond: t n Email: scsephelp@ssa-i. org; or n Call: 301 -578 -8989; or n Open a case via the Cloud Portal