218 R.I. Code R. 218-RICR-20-00-2.21

Current through November 7, 2024

Section 218-RICR-20-00-2.21 - Changes to Household

2.21.1Reporting Changes

A. New Household Member. A new household member joining a household may qualify for assistance from the RI Works program. The date the agency is notified of the addition of the family member constitutes the official application date for that member.

B. An Application for Assistance need not be completed for a new member being added to the unit, but the electronic case record must be updated to reflect the request for assistance for the member and the date it was made. The DHS worker adds or revises the electronic case record with the new member's information and approves any retroactive and current versions of eligibility.

C. Change in Financial Need. Financial need is subject to change whenever there is a change in the family composition, income, or resources. Other changes can affect eligibility, some of which the agency may be aware in advance and others which are unexpected and the agency can learn about only when the recipient or another source makes the information known.

D. When it is known, or presumed, that income, resources, family size, or other circumstances will change at a specific time, the agency representative must review the situation promptly and take appropriate action in a timely manner.

2.21.2Reporting Requirements

A. In the initial contact with the DHS, and generally in any subsequent contacts, the adult family members are made aware of her/his responsibility to report any changes in income, resources, family composition, or other factors which can affect eligibility or payment level, within ten (10) days of the change in circumstances with the following exception:

1. Whenever an adult family member(s) becomes aware that a minor child in his or her household has been or will be temporarily absent from the home, the adult family member(s) is responsible to report such absence of a minor child from the home by the end of the five (5) day period that begins with the date that the adult family member(s) becomes aware that the minor child has been or will be absent from the home for a period of thirty (30) or more consecutive days.

B. Ten (10) Day Reporting Requirement. The following changes must be reported by the household within ten (10) days of the change occurring:

1. Changes in sources of income, including starting or stopping a job or changing jobs, if the change in employment is accompanied by a change in income;

2. Changes in the amount of gross monthly earned income of more than one hundred dollars ($100.00) from the amount last used to calculate the household's allotment;

3. Changes in the amount of unearned income of more than fifty dollars ($50.00), except for a change in TANF or GPA cash assistance;

4. All changes in household composition, such as the addition or loss of a household member;

5. Changes in residence;

6. Acquisition of a licensed vehicle not excluded under § 2.14 of this Part; and

7. When cash on hand, stocks, bonds, and money in a bank account or savings institution reach or exceed a total of five thousand dollars ($5,000.00).

C. Furthermore, families receiving cash assistance as a supplement to earned income must report such earned income in the sixth (6th) month of each certification period.

2.21.3Change Reporters

A. Each assistance unit is advised that it is considered a change reporter and must adhere to the change reporting requirements set in §2.21.2 of this Part

B. The assistance unit should be in possession of a Change Report Form at all times. The agency provides a Change Report Form to each assistance unit as follows:

1. At the certification interview;

2. At the redetermination interview, if the assistance unit needs a new form; and

3. Whenever a Change Report Form is received in the mail, a new form is mailed to the assistance unit.

C. Although assistance units are encouraged to complete and return the Change Report Form when a change is being reported, changes reported over the telephone or in person by the assistance unit are acted on in the same manner as those reported on the Change Report Form.

D. All circumstances and income received or anticipated to be received are used to determine eligibility for and to calculate the amount of the TANF benefit. Data from applications and other documents are entered into the electronic eligibility system. Following initial approval, the payment for each month thereafter is calculated based on the projected circumstances until a change is reported or discovered. When a change occurs, appropriate data in the electronic eligibility system is updated by the agency representative, eligibility approved, and notices issued as appropriate.

2.21.4Action on Changes

A. Due to the COVID-19 Crisis and the National Emergency, the DHS may experience a decrease in staff. If this occurs, action on changes reported to the Department may be delayed. The DHS will act on all reported changes as soon as possible.

B. The agency is required to take prompt action (within ten (10) days of the reported change) on all changes to determine whether the change affects the family's eligibility or benefit amount. This includes, but is not limited to, updating appropriate data in the electronic eligibility system, approval of changes to eligibility, and the automatic issuance of notices through the eligibility system based on the reported change.

C. If there is no change in the payment, the agency representative documents the reported change in the electronic case record.

D. If the reported change affects the family's eligibility or benefit amount, the family is notified of the adjustment. The agency representative also advises the client of any additional verification requirements that are needed.

E. If the change results in an increase to benefits but the agency representative fails to take action within ten (10) days of the date of the reported change, the benefits lost due to the failure of the agency to act timely are restored and provided to the household.

2.21.5Increases and Decreases in TANF Benefit

B. Increases to the TANF Benefit

1. Changes which result in an increase in a family's benefits due to, for example, the addition of a new family member or a decrease in the family's income, the agency makes the changes effective no later than the first (1st) payment issued ten (10) days after the date the change is reported. However, in no event must these changes take effect any later than the second (2nd) payroll following the date the change is reported.

2. If the change is reported too late for the agency representative to adjust the following benefit issuance, s/he must issue a supplementary payment to the family.

C. Decreases to the TANF Benefit

1. If the household's benefit level decreases or the family becomes ineligible as a result of a change, the agency must issue a notice of adverse action (See §2.31.1 of this Part) within ten (10) days of the date the change was reported.

2. When a notice of adverse action is used, the decrease in the payment must be made no later than the next payroll following the date in which the notice of adverse action period has expired, provided a hearing and continuation of benefits have not been requested.

2.21.6Failure to Report Changes

A. No supplementary benefits shall be authorized when a client fails to report in a timely manner any change which increases benefits.

B. If the agency representative discovers that the family failed to report a change as required and, as a result, received benefits to which it was not entitled, the agency representative determines the overpayment and refers the case to the CCRU in accordance with §2.24.4 of this Part.

2.21.7Acknowledgment of Client Understanding

When the client notifies the agency directly, either by phone or in person, of a change in circumstances, the agency representative must discuss with the client the effect that this change will cause and request an acknowledgment, in writing, that the client understands that this will result in the discontinuance or reduction of the assistance.

218 R.I. Code R. 218-RICR-20-00-2.21

Adopted effective 1/6/2019
Amended effective 2/16/2020
Amended effective 2/27/2022
Amended effective 11/11/2022
Amended effective 8/26/2023
Amended effective 11/4/2023