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Home My WebLink About20200905.tiffRESOLUTION RE: APPROVE ADDITION TO SECTION 5.000 GENERAL ASSISTANCE OF THE DEPARTMENT OF HUMAN SERVICES POLICIES AND GUIDELINES MANUAL WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with an addition to Section 5.000 General Assistance of the Department of Human Services Policies and Guidelines Manual, and WHEREAS, after review, the Board deems it advisable to approve said addition, a copy of which is attached hereto and incorporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the addition to Section 5.000 General Assistance of the Department of Human Services Policies and Guidelines Manual, be, and hereby is, approved. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 18th day of March, A.D., 2020. BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: ddativ � .aC,LLoitic Weld County Clerk to the Board BY: Deputy Clerk to the Board _AJETRO my A : rney Date of signature: o3/25/2v Mike F eeman, Chair Moreno, Pro -Tern cc. HSD, CACKM/6K) 0 /o2. /2.O 2020-0905 HR0092 PRIVILEGED AND CONFIDENTIAL MEMORANDUM DATE: February 11, 2020 TO: Board of County Commissioners — Pass -Around FR: Jamie Ulrich, Director, Human Services RE: Additions and/or Revisions to the Department's Policies and Guidelines Manual Please review and indicate if you would like a work session prior to placing this item on the Board's agenda. Request Board Approval of the Department's Addition to the Department's Policies and Guidelines Manual. The following policy (attached) has been developed by involved Department staff and were provided to Legal for review and comments. • 5.1.30. EBT Mail Card Issuance This policy was developed to ensure the case payee is given the option on how they want to obtain an Electronic Benefits Transfer (EBT) card. Payees have the option of obtaining an EBT card over the counter or through the mail card issuance process at any local county office. I do not recommend a Work Session. I recommend approval of this policy. Mike Freeman, Chair Scott James Barbara Kirkmeyer Steve Moreno, Pro -Tern Approve Recommendation Work Session Schedule Other/Comments: Pass -Around Memorandum; February 11, 2020 —Not in CMS Page 1 2020-0905 Department of Human Services Policies CHAPTER 5 — General Assistance ARTICLE I — General Provisions Sec. 5.1.30. — EBT Mail Card Issuance (MCI) A. Purpose To ensure the case payee is given the option on how they want to obtain an Electronic Benefits Transfer (EBT) card and should not be required to come into the local office. In Colorado, the case payee can obtain an EBT card over-the-counter or through the mail card issuance (MCI) process at any local county office. B. Eligibility Technician- Client Interview During the interview, the Eligibility Technician discusses how the case payee would like to receive their EBT card (if client is eligible for EXP FA this will be taken into consideration). The case payee can obtain an EBT card over-the-counter (OTC) or through the mail card issuance (MCI) process at any local county office. 1. If the client has an existing EBT card they do not need a new one. Initial cards must be issued from the County office and can be received at the EBT window or mailed through the auto issue function in ebtEdge taking 7-10 business days to arrive. 2. A replacement EBT card can be issued at the county office or MCI procedure or by the cardholder contacting the EBT vendor (1-888-328-2656). 3. The county ensures that the household has access to their benefits within the designated program timeframes (7 days for expedited, 30 for regular SNAP, and 45 days for cash assistance). The local county office must issue the first, initial EBT card. C. MCI Requests Procedure When the Eligibility Technician determines the need for MCI, the Eligibility Technician completes the EBT Card Issuance Referral form and attaches verification of the case payee's address. 1. The Eligibility Technician will send an email to the AP Quarterback/Supervisor with the subject line "MAIL OUT". a) All Eligibility staff need to provide an address for the client in the body of the email and verify it matches to the records within Compass Appointments. b) The EBT card must only be issued OTC or mailed to the head of household; or authorized representative. 2. The request shall include the Electronic Benefit Transfer (EBT) Card Issuance Referral (EBTCard-1) form, known as the "authorization", with the "Eligibility Staff' section completed and the "Eligibility Staff Signature" filled in with the current date. D. Designated Supervisor January 2020 Department of Human Services Policies The Designated Supervisor is responsible for approving the request. 1. The EBT Clerk will issue a new or replacement EBT card through the OTC process in the ebtEDGE system following the EBT Issuance procedure. The PIN option of "No PIN" will be selected under the observation of the EBT Supervisor. 2. The EBT Clerk will then upload the completed Electronic Benefit Transfer (EBT) Card Issuance Referral (EBTCard-1) form with the EBT Card Ownership and Personal Responsibility Statement, into the Document Management System- OnBase. 3. The EBT Supervisor will gather the card, the "How to use your EBT Card" brochure, the State Approved MCI letter, and a copy of the EBT Card Ownership and Personal Responsibility Statement together. a) The EBT Supervisor will place the items in a first-class sturdy envelope with the return envelope listing the address below and seal it, prior to taking it to the mailroom: MSC 2036 WELD COUNTY DEPARTMENT OF HUMAN SERVICES PO BOX A GREELEY CO 80632 4. The EBT Clerk will then end the appointment by updating the outcome to "Mailout Processed" or "Mailout Processed — FTL" as appropriate. 5. The EBT Clerk will move the email of the mailout request to the ".MCI Completed" folder in the HS-EBT inbox. E. Returned Mail Card Issuance Procedure If any returned mail is received with "Building C — Window 1" or "MSC 2036" in the return address, these are left unopened by mailroom staff and they will call the EBT Supervisor to pick-up the envelope. 1. The EBT Supervisor will then take the envelope to the EBT Office and observe while the EBT Clerk opens the envelope. 2. The EBT Clerk will follow the appropriate Destruction procedure. 3. After the EBT Clerk destroys the card, they will locate the Electronic Benefit Transfer (EBT) Card Issuance Referral (EBTCard-1) form in OnBase, then scan the returned envelope with the MCI letter and attach it to this authorization F. Supplemental Documentation 1. County EBT Mail Out Letter - English 2. County Mail Out Letter - Spanish January 2020 DEPARTMENT OF HUMAN SERVICES P.O. BOX Are©36 GREELEY, CO. 80632 Z 'ebsite: wwww.WeldGov..com. tin.istration and. Public As,sistanc.e (9 T0) 352 1551 1' a Number (970) 353 - 5215 Date: Click here to enter a date. Click here to enter Client Name. Click here to enter Client Address Line 1. Click here to enter City, State Zip Code. Dear Click here to enter Cardholder's name Enclosed is the Colorado EBT/Quest Card that you requested to be mailed. For security purposes, you will need to select a PIN. Please review the information included as it provides instructions on how to select your PIN and use the card. Once you set your PIN and your benefits are approved, you will be able to start using your card immediately. If you have any questions on how to use your card after you read the informational brochure, please contact our office at the phone number below. Thank you, Click here to enter County Worker's Name. Click here to enter County Worker's Title. Click here to enter County Phone # Revised date: 7/11/2019 EBT Mail Card Letter Created by: CDHS EBT Policy DEPARTMENT OF HUMAN SERVICES P.©. BOX A12036 GREELEY, CO. 80632. Web site:. w,yw1,i WefdGov..com. Ottat.oit and Public Assistance (9/0) 35.2 1551 Fax Number (970) _3 ;3, -- 5215 Date: Click here to enter a date. Click here to enter Client Name. Click here to enter Address Line 1. Click here to enter City, State Zip Code. Estimado/a Click here to enter Cardholder's Name. Se adjunta la tarjeta Colorado EBT/Quest que usted solicito ser enviada por correo. Por su seguridad, necesitara escoger un numero de identification personal (PIN). Por favor revise la information incluida en el folleto ya que tiene instrucciones de como seleccionar su PIN y usar la tarjeta. Cuando haya escogido su PIN y sus beneficious sean aprobados, podra usar su tarjeta inmediatamente. Si tiene alguna pregunta de como usar la tarjeta despues de haber leido la information en et folleto, por favor llame a nuestra oficina al numero de telefono encontrado abajo. Gracias, Click here to enter County Worker's Name. Click here to enter County Worker's Title. Click here to enter County Phone #. Created date: 6/29/2018 EBT Mail Card Letter Created by: CDHS EBT Policy Hello