Welfare Transition

DEO Monitoring Results

Purpose
As

a requirement of the DEO

monitoring process, we are tasked with
reviewing the final results and
providing a Corrective Action Plan
(CAP) to DEO.
The DEO results are presented as
Findings, Other Noncompliance Issues,
and Observations. Our CAP provides
responses to Findings and Other
Noncompliance Issues. Observations
do not require a response.

Purpose
Findings

identify violations of federal

law, Florida State Statute, regulation,
code, policy or procedural guidance
Other Noncompliance Issues identify
lower risk conditions
Observations identify situations that
Board staff may need to be aware of
Notable Program Practices are
provided by DEO highlighting and
recognizing positive processes and
improvements

Review Overview
There

were several instances where

the IRP/ARP did not include all of the
required elements.
IRP/ARP requirements will be reviewed in
this presentation

couple of participants were not

notified of what they were required to
do prior to initiating the pre-penalty
process
Pre-Penalty and Sanction requirements will
be reviewed in this presentation

Review Overview
A

participant case file did not

contain a signed and dated
Relocation Assistance Budget
Worksheet.
Program staff did not conduct a
follow-up to determine if a
participant relocated to the
agreed upon community within
90 days of receipt of relocation
assistance.

IRP/ARP
The

information gathered during

the Assessment sets the
foundation for the IRP designed in
consultation with the customer.

IRP/ARP
Assessment

primary goal is to
gather pertinent information
about the customer. Includes but
is not limited to:
Identifying barriers to employment,
full participation in countable work
activities, or both
Identifying skills that will translate
into employment and training
opportunities
Reviewing the customers work

IRP/ARP
Identifying other employability issues that
could help or hinder the customers move
toward employment
Identifying when the customer needs to
apply for other forms of long-term
assistance because of a limitation(s) that
remain as barriers to economic selfsufficiency
Referring customers to services to address
the barriers
Arranging access to resources available
through the center/workforce system

IRP/ARP
Screen for hidden disabilities, such
as learning disabilities.
Connect customers for further
assessment and/or additional
services with service providers in the
community.

IRP/ARP
Developed

by the customer and

program staff
Should specify the employment
goal
Identify the services to be
provided to overcome/manage
barriers
Outline the training and work
activities to be completed

IRP/ARP
At

a minimum, the IRP must

include:
Customers employment goal
Customers assigned activities. This
includes countable work activities,
and barrier removal/management
activities
Services for which the customer is
being referred to program partners
and community agencies
Services the customer is being

IRP/ARP
The

IRP should also include:

The number of hours the participant

is expected to complete
The expected completion dates or
deadlines associated with the
participants engagement for a
particular activity or activities
The

customer and staff member

must agree on the activities and
training
Both parties must sign the plan

IRP/ARP
An

Alternative Responsibility Plan

will be completed for customers
with limitations to engage in
countable work activities or
employment
The plan is developed by
program staff in consultation with
the customer
Limitations include but not
limited to:

IRP/ARP
Limitations

include but not

limited to:

Domestic Violence
Drug and/or alcohol addiction
Medical problems
Mental health issues
Hidden disabilities
Learning disabilities

IRP/ARP
For

a domestic violence
customer, the ARP must focus on
providing for the ongoing safety
of a domestic violence victim and
his/her children
For a customer with medical,
mental health, and/or substance
abuse issues, the ARP must focus
on the medical, substance abuse,
or mental health treatment plans

IRP/ARP
All

significant household changes

that affect a customers
participation should be addressed
in the IRP.
Example: A Mandatory customer
who is then processed for a
Relocation. The barriers and steps
for the relocation should then be
addressed in the IRP

Pre-penalties and
Sanctions
Required

to participate as a condition of
continued eligibility for cash assistance
Most individuals will realize self-sufficiency
through employment or improved
employment opportunities
Failure or refusal to become fully engaged in work
activities may result in time limits ending before the
family becomes economically self-sufficient
Removes

rate

the family from the participation

Pre-penalties and
Sanctions
What

is considered a failure?

Failure to participate in work or other

assigned activities
Failure to provide requested documentation
Failure to keep an appointment
Failure to follow a treatment plan or
alternative requirement plan
Failure to follow requirements of their IRP/ARP
Termination of employment or reduction of
hours without good cause

Pre-penalties and
Sanctions
Local

requirement or elements of
the pre-penalty counseling
session:
Pre-penalty counseling must be
conducted prior to requesting a
sanction on all level penalties
Notification of Pre-penalty must be
initiated and documented in OSST
within 2 days of non-compliance.
Back up must be uploaded to
electronic file

Pre-penalties and
Sanctions

Notification of pre-penalty must be

provided both orally via a telephone
call AND in writing using the Notice
of Failure to Participate and Possible
Sanction (2290)
Both types of notification must be
clearly case noted in OSST by staff
If no phone or telephone contact is
possible due to lack of a valid phone
number or no answer after two
attempts, staff must still document
the attempts in OSST

Pre-penalties and
Sanctions

Staff should look for alternate

contact information in all available
systems, i.e. OSST, FLORIDA, EFM,
ATLAS, and CONNECT.
The pre-penalty counseling session
should be conducted in a face to
face interview when possible
If a telephone counseling session is
conducted, case note in OSST must
indicate the need and provide clear
and concise information of
counseling session

Pre-penalties and
Sanctions
The

pre-penalty counseling must

include:
Review and emphasis of the
consequences that a non-compliance
exit would cause the household,
including the ineligibility for
transitional services including
childcare even if employment is
obtained
Reassess the customers barriers to
participation/employment, to include
a review of time limits

Pre-penalties and
Sanctions

Reassess if any change or addition of

services are needed to remove these
barriers
Update the IRP/ARP if reassessment
indicates a change
Re-evaluate the customers path or
work activity assignments to ensure
appropriateness

Pre-penalties and
Sanctions
When

deciding to allow good

cause, WT staff should
reschedule the customer for the
appropriate activity as soon as
possible
WT staff must allow 10 days from
the date that the 2290 is sent for
the customer to establish contact
prior to requesting a sanction

Pre-penalties and
Sanctions
WT

staff must request the

sanction on the 11th calendar day
following non-compliance when
no contact from the customer has
been received
A 2nd attempt at oral outreach
should be documented at the
point of sanction request.

Pre-penalties and
Sanctions
Good

Cause reasons:

Single parent with a child under 6

who can prove that there is not
available childcare
Domestic Violence
Medical Incapacity
Circumstances beyond the control of
the individual
Natural disaster or extreme weather

Pre-penalty and Sanctions

If

2nd Failure Occurs Within 30 Days of

the First Failure
Allow 3 working days after the date of the
failure to report good cause
Enter Case Note detailing the failure and set
Future To Do for 3 Working Days
Good cause exists
No sanction requested
Good cause not reported/determined
Click on the Pre-Penalty hyperlink and select
Request Penalty or theRequest Penalty
hyperlink, whichever is appropriate
Mail Notice of Failure to Demonstrate Satisfactory
Compliance (Form 2292)

Pre-penalty and Sanctions

FS

NOT Food Stamp Exempt

Level

Cash

Exempt

Head of Household

Not Head of
Household

One

Cash closed for entire

family for a minimum of
10 days or until
compliance, whichever is
longer

No
change
in Food
Stamps

FS closed for entire

household 1 month
or until compliance,
whichever is longer

FS closed for the

noncompliant individual
1 month or until
compliance, whichever
is longer

Two

Cash closed for family

for 1 month or until
compliance, whichever is
longer (Prot. Payee for
children under 16

No
change
in Food
Stamps

FS closed for entire

household 3 months
or until compliance,
whichever is longer

FS closed for the

noncompliant individual
3 months or until
compliance, whichever
is longer

Three Cash closed for family

for 3 months or until
compliance, whichever is

No
change
in Food

FS closed for entire

household 6 months
or until compliance,

FS closed for the

noncompliant individual
6 months or until

Pre-penalty and Sanctions

Prior

sanctions are forgiven if

client is compliant for six months
or more after a sanction is lifted
due to compliance

Begin

with a clean slate

Applies

only to Cash Sanctions;

Does Not Apply to Food Stamps

Pre-penalty and Sanctions

Level

One

Lift as soon as the client agrees to comply and

begins participating (no required compliance
period)

Level

Two

Lift as soon as the client agrees to comply and

begins participating, AFTER serving the minimum
one month penalty period; reinstate to the date of
compliance or the first day of the month following
the penalty period, whichever is later

Level

Three

Lift as soon as the client agrees to comply and

begins participating, AFTER serving the minimum
three month penalty period; reinstate to the date of
compliance or the first day of the month following
the penalty period, whichever is later

Relocation
The

Relocation Assistance Program was

developed to assist families who have
significant barriers to finding and retaining
employment to relocate to communities
where there will be greater opportunity for
attaining self-sufficiency
Relocation assistance is available for
applicants requesting TCA who meet Upfront Diversion relocation eligibility criteria
and for customers currently receiving
temporary cash assistance who meet the
relocation criteria

Relocation
The

WT staff will determine if a family

qualifies for relocation assistance.
Relocation assistance may be approved
if the customer:
Is located in an area with limited
employment opportunities
Is geographically isolated
Has formidable transportation barriers
Has experienced past incidences of domestic
violence that interfere with the participants
ability to maintain self-sufficiency

Relocation
WT

staff are required to complete the

following steps, in conjunction with DCF
Determine that the family is receiving TCA or
that all requirements for diversion services
Determine that there is sufficient information to
ensure that the relocation will assist the
individual in attaining self-sufficiency
Establish a Written Relocation Plan
Determine that the community, in or out of the
State of Florida, receiving a relocated family has
the capacity to provide needed services and
employment opportunities
Monitor the familys relocation

Relocation
Determine

that the family is receiving

TCA or that all requirements for
diversion services.
Families may be approved for relocation
when one or more of the following applies
and is a significant barrier to employment
The family is located in an area with limited
employment opportunities
Due to geographic isolation
Formidable transportation barriers
Isolation from their extended family
Domestic Violence interferes with the ability of a
parent to maintain self-sufficiency AND they meet
eligibility requirements

Relocation
Determine

there is sufficient
information to ensure that the
relocation will assist the
individual in attaining selfsufficiency
WT staff will determine if it is unlikely
for the customer to achieve
economic self-sufficiency where they
are currently residing
WT staff will review the customers work
history, sills, and abilities and compare
these to the job seeking efforts the

Relocation
WT staff will review and determine if the customer
has secured a job that provides an increased
salary or improved benefits and that requires an
individual to relocate to another community.
WT staff will review and determine if the customer
has a family support network that will contribute
to job retention in another community.
WT staff will review and determine if the customer
is a victim of domestic violence who would
experience reduced probability of further
incidents through relocation.
WT staff will review and determine if the customer
must relocate in order to receive education or
training that is directly related to employment
and career advancement.

Relocation
Establish

a Written Relocation Plan

which includes:
Relocation Budget Worksheet
Must include written estimates from the
moving companies, three written estimates
for transportation of customer and family to
new location.
This includes lodging expenses if location
cannot be reached within a day
A moving company may be used if the
customer suffers from a medical incapacity
Estimates may be printed from the Internet

Relocation
Relocation Budget Form which
summarizes the expenses from the
relocation budget worksheet as well as
other expenses related to the move
For housing expenses, each item must have
two written estimates attached including a
contact name, phone number, and address.
Rental assistance is limited to the first and
last month rent and a security deposit
Information on the amount of deposit
required for telephone, electricity, water,
gas, etc. would need to be documented

Relocation
Past due utility bills submitted, these
should be requested under regular
support services noting on the request
that the customer is applying for
relocation.
Other expenses consist of the amount
needed for the participant and their
family to pay for items such as food, rent,
child care, and transportation from the
time they reach their new location until
the time they receive their first pay
check.
Miscellaneous expenses section these
items should be requested through

Relocation
Relocation

dollars cannot be used for:

Purchasing housing or property

Down payments on homes or property
Purchase of furniture
If

customer doesnt own furnishings, a

furnished property may be a more
appropriate rental option
If a customer must live with friends or
relatives for a short period of time, a storage
unit in lieu of first and last month of rent and
rental deposit may be considered on a case
by case basis

Relocation
Relocation

can not exceed $3500

for moves outside of Pinellas
County
Relocation within Pinellas County
can not exceed $2000.00
WT staff will determine the amount
of the relocation payment using
the Relocation Assistance Program
Checklist (DEO Form 2279)

Relocation
For

Domestic Violence customers, a

safety plan must be placed in file and
reviewed as part of the Relocation
WT staff should contact the new
locations domestic violence provider
to assist the customer after the move
State guidance requires the
relocation plan include provisions to
ensure protection for the victim and
their families

Relocation
Rule

of thumb is to move a minimum

of 20 miles away from the abuser.
Customer and WT staff will coordinate
services with current domestic violence
provider.
If a customer refuses to meet with
domestic violence provider and
complete a safety plan, the relocation
will be finalized and forwarded to
Program Director for approval/denial
regardless of the amount.

Relocation
A

safety plan is required for all

domestic violence relocation
cases
If a customer is requesting a 2nd
or subsequent relocation within a
36 month period, a new safety
plan must be completed.
Requests that do no match the
safety plan will not be approved

Relocation
The

IRP/ARP must be created or

updated identifying the steps
needed to process and approve
the relocation. The document will
also outline how the move will
take place and when as well as
what the customer will do after
the move.

Relocation
Determine

that the community

receiving the customer has the
capacity to provide needed
services and employment
opportunities
Customer should be assigned to
complete online job searches and
labor market information for the new
location.
Customer should also research
services and providers for any

Relocation
Customer should look into
transportation options in the new
area.
Customer should research the
Workforce system in the new area to
find out what services are available.
Customer should be provided with
the contact information for DCF and
workforce sites in the new area.

Relocation
A

relocation must be processed and

approved by DCF in a total of 14 days
from the initial date of request.
The relocation should be forwarded to
the Program Coordinator for preapproval by the 8th day from the initial
date of request
The Program Coordinator will review
and forward the relocation packet to
the MIS Coordinator on the 9th day for
review and approval

Relocation
Once

completed and approved, the

Program Coordinator will submit
the packet to DCF.
A copy of all documentation is kept
in the customers electronic file
Once DCF approves the Relocation,
the customer is contacted and
advised of the availability of funds

Relocation
WT

staff are responsible for

monitoring the customers
relocation within 90 days of the
move
A Relocation Survey Form should
be mailed/emailed to the
customer 30 days after the move.
The customer should be
requested to complete and return
the survey prior to the 90th day

Relocation
If

a customer fails to return the

Relocation Survey Form, and WT
staff are unable to verify the
move in any other manner, WT
staff should proceed with
processing the local Benefit
Recovery procedures to be
reported to DCF

Relocation
A

customer is limited to one

relocation within a 36 month
period
All subsequent relocation
applications will be evaluated to
determine why previous
relocation was not successful.
Customer must provide a written
explanation with the relocation
application.

Relocation
A

customer who receives

relocation funds is unable to
apply for ongoing cash assistance
benefits for 6 months after the
receipt of the relocation funds.
If a customer demonstrates an
acceptable emergency, including
domestic violence, prior to the
end of the 6 month period, they
may apply for temporary cash
assistance

Relocation
Acceptable

Emergencies are:

Domestic Violence
Hospitalization or illness
documented by a physician
Loss of housing
Natural disaster, i.e. hurricane,
responsible for destruction of
familys property
Other situations of similar nature
affecting employment such as a
mass layoff or destruction of work

Relocation
If

the emergency is acceptable,

WT staff will complete Section A
of form DEO 0001 and forwarded
to DCF.
WT staff will counsel customer to
ensure that customer is aware of
repayment of funds and that
customer will be able to
financially maintain household
with the decrease in funds

Relocation
WT

staff will complete the

following in processing a
relocation
Case note indicating the relocation
request
Notify the Program Coordinator

Relocation
The

following items will be submitted

to the Program Coordinator
Eligibility Form for TANF Funded Services
Diversion Screening Form for Upfront
Diversion and Relocation
Diversion Services Eligibility Screening
Tool
Relocation Cover Sheet
Relocation Budget Worksheet, pgs 1 & 2
Relocation Assistance Program Checklist
Documentation of budget backup

Relocation
Required

Relocation forms:

TANF Eligibility Form DEO WTP 0005

Relocation Assistance Checklist
DEO WTP 2279

Relocation Budget Worksheet

DEO WTP 0002

Relocation Transfer Letter

DEO WTP 2278

All

forms are located on G drive at:

G:\One-Stops\Intensive Services SOPs

Forms etc\WTP forms\Relocation forms

Closing
The

policies reviewed and

outlined in this presentation can
be located in their entirety on the
G drive: G:\One-Stops\Intensive
Services SOPs Forms etc\WTP
SOPs
Chapter 2 Orientation Process & IRP
Planning
Chapter 6 Sanctions
Chapter 10 Relocation Assistance

Thank you