A CA Renewal Procedures
 
(01/01/18 – 12/31/18)
Complete the following at each CA renewal:
 
Review and ensure a signed copy of the Personal Responsibility Agreement (PRA) is placed in the case file(g).
 
NOTE When the participant refuses to sign the PRA, see PRA Noncooperation.
 
Verify eligibility factors subject to change, and for which there is no current verification.
Review DISA and PRAP to determine the status of participants who may be sanctioned or disqualified from receiving benefits.
 
NOTE Add new participants or former participants who are eligible in the renewal month. Determine eligibility for the Two Parent Employment Program (TPEP) when adding participants with a child in common.
 
Obtain verification for any change reported and completed without verification. (See Decrease in Benefits)
Ensure current case status and ongoing CA benefit levels are correct. Determine whether any eligibility payment errors occurred since the last approval or renewal.
When an overpayment has occurred, establish the applicable CA overpayment months and complete the Overpayment Referral (FA‑526) form.
When an underissuance has occurred, establish the applicable underpayment months and issue the Supplemental CA Payments on UNAU.
When a participant applies during a three month Grant Diversion period, see Grant Diversion Eligibility Determination.
Review DCSS forms in the case file, and information on the Absent Parent Screens, with the PI to ensure information is accurate and up to date.
Key all current information in AZTECS to determine whether the budgetary unit remains prospectively eligible.
 
When the budgetary unit is prospectively eligible, complete the following:
 
Key the user PCN in the PAYMENT AUTH field. AZTECS assigns a six month approval to all CA cases.
 
EXCEPTION
AZTECS assigns a 12 month approval period to the following CA cases:
Child only cases (Kinship Foster Care Child Only component)
Kinship Care cases in which the PI is an NPSR(g) of all the children in the budgetary unit who have a PT field code IN in SEPA, and the PI has a PT field code of OU in SEPA
CA applications in which the PI is the parent of all children in the budgetary unit who have a PT field code of IN in SEPA, and the PI has a PT field code of OU in SEPA due to receipt of SSI benefits
CA applications in which both parents are in the home and have PT field code of OU in SEPA due to receipt of SSI benefits.
When the budgetary unit is later approved for NA, AZTECS aligns the CA approval period to the NA approval period.
When the CA case is TPEP, and the budgetary unit is later approved for NA, the CA approval period is NOT extended beyond the six months.
 
Send the appropriate renewal approval notice.
 
NOTE When there is a decrease in CA, send the appropriate notice allowing for NOAA.
 
Document CADO or the CADO Extension Form (CEF) with any changes.
 
When the budgetary unit is prospectively ineligible, complete the following:
 
Key the user Personnel Control Number(g) in the PAYMENT AUTH field.
Key the Denial or Closure Reason Code in the AFPD DENIAL/CLOSURE REASON field.
Key the CA ineligible date in the AFPD INELIG DATE field.
Send the appropriate renewal denial notice.