Department for Community Based Services

Standards of Practice Online Manual

30.25 Safety Net

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter:
Chapter 30-Quality Assurance and Organizational Integrity
Effective:
1/22/2014
Section:
30.25 Safety Net
Version:
3

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Legal Authority/Introduction

LEGAL AUTHORITY:

Procedure

The SSW:

  1. May be invited by a family support worker to be a part of a parental responsibility opportunity (PRO) team prior to a family being discontinued from the Kentucky Works Program (KWP) for:
    1. Failure to complete a K-TAP Transitional Assessment Agreement (KW-202);
    2. Failure to comply with K-TAP after receiving six (6) cumulative months of K-TAP and has been sanctioned for three (3) cumulative months in Kentucky (the months need not be consecutive); and
    3. Having received K-TAP for sixty (60) months;
  2. Determines if a child protective services (CPS) or adult protective services (APS) case is already opened;
  3. Contacts the family by telephone or (if the client cannot be reached by telephone or does not have a telephone) by mail to arrange a home visit within fifteen (15) working days of the effective date of discontinuance;
  4. Makes a home visit and follows up with a telephone contact within three (3) working days if there is no response;
  5. Participates in any meetings or home visits and shares knowledge or insight as appropriate, when invited;
  6. Conducts an assessment, using the DPP-1020 Safety Net Assessment;
  7. Assists the family in developing a plan of action and provides referrals to any community resources as appropriate if the SSW and family determine that the resources available are not adequate to keep the family safe and together;
  8. May seek authorization for the expenditure of monetary assistance, up to a total of $635 over a period of four (4) months within the twelve (12) month period following discontinuance if the family’s income is at or below 200% of the poverty level;
  9. Uses the following steps, in concert with the family support worker, to coordinate payment of any requested expenses to make certain that duplicate payments are not made:
    1. Obtains documentation of need (e.g. disconnect notices, eviction notice, etc.) and submits it with the completed DPP-1021 Safety Net Verification Form to the FSOS; and
    2. The SSW or FSOS submits the bills to the designated regional staff for payments to be issued;
  10. Discontinues safety net funds:
    1. When appropriate under the limits of eligibility; or
    2. If the Family Support worker notifies the SSW the K-TAP case is reapproved which disqualifies the client from safety net funds eligibility;
  11. Develops and aftercare plan with the family, or opens a case for ongoing services, as appropriate;
  12. Provides the family with a DPP-154 Protection and Permanency Service Appeal and informs the family of their right to file a service complaint;
  13. Notifies the family support worker of the outcome of the referral using the PAFS-628-Exchange of Information;
  14. Completes the DPP-1022 Safety Net Report Form, and submits the report to the FSOS, who approves the report and submits it to the designated central office staff by the third (3rd) working day of the month.

The designated regional staff:

  1. Instructs the SSW to make every effort to get a signed agreement from the vendor that the deposit will be returned to the local or regional office if the premises are vacated or there is a balance to be refunded when deposits are made for rent or utilities;
  2. Instructs the SSW that, if utility companies only return refunds to the client, the SSW may ask the client to return any unused portion of the deposit, but that no efforts are made to collect the refund; 1
  3. Instructs the SSW that food, clothing and furniture purchases may be made from vendors with the most cost effective merchandise;
  4. Instructs the SSW to return the itemized receipt for the region’s file so that they may each month: 2 
    1. Reconcile the checking account with their monthly log; and
    2. Submit to the Director of the Division of Financial Management, by the tenth (10th)of the month:
      1. A copy of the reconciliation form;
      2. A copy of the bank statement;
      3. The monthly log; and
      4. Original receipts;
  5. Requests the bank to process the voided check (e.g. a check that is not cashed by the vendor within ninety-five (95) days) and reports the void to the Division of Financial Management;
  6. Maintains all safety net services records for a minimum of five (5) years.

The FSOS: 

  1. Checks Kentucky Automated Management Eligibility System (KAMES) for the following information if the documents from central office are received without the corresponding PAFS-628 Exchange of Information form:
    1. Effective date of discontinuance;
    2. Family Support worker code; and
    3. Current address of the family;
  2. Notifies the field services supervisor (family support) that the safety net referral was not received;
  3. Assigns a SSW to complete an assessment of the family’s needs upon receipt of one of the above reports of discontinuation.

Practice Guidance

  • Safety net assessment  factors which are addressed may include:
    • Reason(s) for discontinuance;
    • Resources that the family is using;
    • Resources needed;
    • Referrals needed to community resources;
    • Amount of income and whether the family is eligible for benefits;
    • Rights to re-apply for K-TAP benefits;
    • Living environment;
    • Observed indicators or risk factors of abuse, neglect, dependency or exploitation; and
    • Any identified problems.
  • Expenditures may include interventions in the following situations:
    • Fuel shortage;
    • Utility shutoff;
    • Insufficient food, clothing or housing; or
    • Items needed to accept or continue employment.
  • Funds may not be used for medical services, including prescriptions, dentures, eyeglasses, etc.
  • All correspondence or attempted correspondence is documented on the DPP-1020-Safety Net Assessment.
  • Through the service region, central office forwards to each FSOS the following listings from the Kentucky Automated Management Eligibility System (KAMES), with the names and addresses of welfare recipients who are being discontinued:
    • HRKIMR81-K-TAP Cases Discontinued Due to 3 Month Sanction Policy;
    • HRKIMR83-KTAP Children Discontinued Due to 3 Month Sanction Policy;
    • HRKIMR84-Cases/Children Disc. Due to 3 Month Sanction Policy; and
    • HR-KIMR-8C-Cases Discontinued Due to Sixty (60) Months K-TAP Lifetime Limit.
  • The FSOS receives the PAFS-628-Exchange of Information directly from Family Support, indicating a discontinuation of benefits.
 

Footnotes

  1. Any funds received from clients are returned to the Director of Financial Management.
  2. All receipts should include the item and purchase price listed. Clothing purchases should be documented regarding quantity, price and client name. All receipts should also contain the check number, check amount, name of client, and payee on the check.

Communicate

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