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Payment of Assistance


Procedures

Direct Deposit: October 1, 2008

Effective Date of Eligibility - Original Decision: July 20, 2011

Updating Cheque Message Notifications: December 20, 2005

Special Care Facility User Charges: January 1, 2014

CLBC-Contracted Residential Facilities: June 1, 2007

65 and Older and Pending Old Age Security: October 29, 2012

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Direct Deposit: October 1, 2008
October 1, 2008

Direct Deposit at Application

During the Application process ministry staff must:

  • advise applicants that the ministry makes payments through Direct Deposit
  • advise applicants of Direct Deposit benefits [see Resources for Staff – Direct Deposit: Benefits for Clients]
  • provide applicants with the Direct Deposit Request (HR2648) and advise applicants to complete the form prior to the Stage 2 application interview [see Forms and Letters]
  • provide applicants with information on General Bank Account Information (e.g. ID requirements) and Low Fee Accounts Information [see Resources for Clients – Direct Deposit: Access to Bank Accounts Information and Direct Deposit: Low Fee Accounts Information]

Direct Deposit Caseload Management

Direct Deposit is the mandatory payment method for eligible ministry clients. Direct Deposit caseload management reports are available through the system. The reports identify all non-participating cases, including those which have banking information already on their case. These cases should be reviewed for Direct Deposit reactivation. Cases with no Direct Deposit history should be contacted by telephone and or mailed a Direct Deposit Template Letter (HR3254). Direct Deposit must also be reviewed when conducting Financial Reviews and Employment Plan reviews.

Exception Codes Table

The following table describes the Direct Deposit exceptions and applicable codes, and how they are to be applied:

Code

Description

Information

EAW Initiated Codes

A

Garnishee

  • Recipients must provide a court order or judgment in support of this exemption (If a court order cannot be obtained by the client, the EAW may use discretion as to appropriate verification)

B

No Bank Account – Credit History

  • Recipients must provide a letter from the financial institution in support of this exemption

C

No Bank Acct – Insufficient ID

  • Ministry staff must provide the client with a “Confirmation of ID for Financial Institution” letter (HR3251) to assist in the process of opening a bank account for clients who have insufficient identification to do so. [see Forms and Letters]
  • All attempts must be made by the recipient to obtain sufficient ID

D

No Banking Facilities (or prohibitive costs)

  • Ministry staff must verify the availability of banking facilities (This code should also be used in communities served solely by a Credit Union and where the cost of obtaining a membership share is prohibitive)

E

3rd Party Administration

  • For clients who have their total assistance cheque administered by supplier cheque
  • Ministry staff to verify third-party administration status

F

Management Issues

  • Ministry staff to determine if client is unable to manage a bank account (e.g. due to mental illness, substance abuse, other medical condition etc.)

G

Short Term Pending

  • For all recipients eligible for Direct Deposit that have not provided banking information or have not set up an account, and do not meet the other exception criteria
  • This code must be reviewed within three months cheques. Reports are available in the system.

H

Client Refuses

  • Ministry staff must record refusal reason
MIS Generated Codes

I

Child in home of a relative

  • The system will automatically apply this code to CIHR files (Direct deposit is not available for CIHR suppliers)

J

Medical services only

  • The system will automatically apply this code to MSO files (MSO clients are considered not in pay)

K

Hardship Assistance

  • The system will automatically apply this code to recipients receiving Hardship Assistance other than category Sponsorship Undertaking Default.

Note: Hardship for Sponsorship Undertaking Default are eligible for Direct Deposit. This exception code cannot be used for this hardship category.

L

Long term care

  • The system will automatically apply this code to recipients in LTC that do not have Direct Deposit

Note: Direct Deposit is available to all LTC recipients but Direct Deposit should only be considered if appropriate based on a client's individual circumstances

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Effective Date of Eligibility - Original Decision: July 20, 2011
July 20, 2011

[See also Resources for Staff – Effective Date of Eligibility – Workflow Chart]

When the original decision approves the client's eligibility, the effective date of eligibility is dependent on the type of assistance applied for.

  • Applicants for income assistance are eligible for income assistance from the date of their application. Staff will determine eligibility for income assistance as of the date of the application and may need to pro-rate assistance as set out in section 26 and Schedule A of the Employment and Assistance Regulation.
  • Applicants for disability assistance, who were already designated as a person with disabilities and are re-applying for disability assistance, are eligible for disability assistance from the date of their application. Staff will determine eligibility for disability assistance as of the date of the application and may need to pro-rate assistance as set out in section 23 and Schedule A of the Employment and Assistance for Persons with Disabilities Regulation.
  • Applicants who qualify as a person who has persistent multiple barriers to employment (PPMB) are eligible to receive income assistance at the PPMB rate on the first day of the month after the date of the original approval decision. Staff will determine eligibility as of the first day of the month after the date of the original approval decision.
  • Applicants for persons with disabilities (PWD) designation are eligible to receive disability assistance on the first day of the month after the date of the original approval decision. Staff will determine eligibility as of the first day of the month after the date of the original approval decision.
  • Applicants for PWD designation who are found eligible for the PWD designation prior to their 18th birthday will receive benefits effective the date of their birthday. The imprest cheque will include prorated support and any outstanding shelter for the portion of the month remaining following the client's 18th birthday.
  • Applicants for a supplement are eligible for the supplement as of the date of the original approval decision. Staff will determine eligibility for the supplement as of the date of the original approval decision.

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Updating Cheque Message Notifications: December 20, 2005
December 20, 2005

Cheque stub messages have been standardized and implemented for all local offices to ensure consistent communication to clients across the province. These cheque messages have been approved by Internal Communications and cannot be altered.

When a client's cheque is re-directed to the local office at cheque issue, notices called "Cheque Messages" can be mailed directly to the client, advising them:

  • that the cheque is being held;
  • the reason it is being held; and,
  • instructions for contacting the ministry.

The following reason codes will produce a standard cheque message notification to the client:

  • Code 4: Pick Up
  • Code 7: Signal
  • Code 8: Signal/No Stub
  • Code 9: No stub

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Special Care Facility User Charges: January 1, 2014
January 1, 2014

To set up user charges for a client while they reside in a facility, complete the Admittance and Discharge form (HR3319). [see Forms and Letters]

The monthly amount of unearned income that is to be used by the person to cover the cost of a long term care facility for LTC cases is recorded in the system.

The amount recorded does not impact the payment of any allowances including Comfort Supplements.

Ensure that this amount, along with any earned income, is noted as a deduction on the facility invoice (form HR150A or HR150B see table below) that is submitted to the ministry. If the amount on the invoice is incorrect, notify the facility and request that the invoice be amended and resubmitted.

If the amount is less than the facility invoice, the difference is the maximum amount that the ministry should pay.

If the amount is greater than the facility invoice, the person's unearned income plus any earned income should be used to reduce the Comforts Supplement amount.

Facility Invoice:

Type of Facility Form
Alcohol and Drug Residential Treatment Facility HR00150A
Mental Health Residential Care Program HR00150A
Residential Care Facility HR00150B
Family Care Home HR00150B

Special Care Facility User Charges – Monthly Rate Examples

Person A (a recipient) is admitted August 10 at a monthly rate of $970.50.

Facility bills ministry for 22 days calculated as ($970.50 ÷ 31 days in August x 22) = $688.74

Authorize a payment of $688.74 to the facility and set a Comforts Supplement of $0

31 days in August less August 10 plus the day of admittance = 22 days.

Person B has a facility invoice of $970.50. Their income to apply to LTC is $550.00 and there is no other income. Authorize a payment of $420.50 to the facility and set a Comforts Supplement of $95.00.
Person C has a facility invoice of $970.50. Their income to apply to LTC is $980.00 and there is no other income. No payment is authorized to the facility and a Comforts Supplement is set for $85.50. ($970.50 + $95.00 – $980.00)
Person D has a facility invoice of $970.50. Their income to apply to LTC is $1070.00 and there is no other income. No payment is authorized to the facility and a Comforts Supplement is set for $0
($970.50 + $95.00 – $1,070.00 = - $4.50, that is, less than $0).
Person E has a facility invoice of $970.50. Their income to apply to LTC is $650.00 and their excess income is $325.00. No payment is authorized to the facility and a Comforts Supplement is set at $90.50 ($970.50 + $95.00 – $650.00 – $325.00)

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CLBC-Contracted Residential Facilities: June 1, 2007
June 1, 2007

For clients living in CLBC-contracted residential facilities, the shelter amount may vary depending on the level of care provided. CLBC will confirm the amount to be paid to the service provider.

Ministry staff must:

  1. Obtain verification of the shelter costs from the client
  2. Enter the amount on the system as rent

CLBC-Contracted Residential Facility – Example

Person resides in a CLBC-contracted residential facility and receives disability assistance in the amount of $906.42. The client will pay $716.13 direct to the service provider. The $716.13 amount is entered on the system as rent. The client will receive the balance of their assistance (approx. $190.29) which is intended to cover their clothing and personal effects.

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65 and Older and Pending Old Age Security: October 29, 2012
October 29, 2012

Staff may determine that a recipient, or an applicant with the PWD designation, who is 65 years of age or older that is eligible for Old Age Security (OAS), but is not receiving OAS, is eligible for assistance. Any assistance issued is to be on a month-to-month basis and is not repayable. Confirmation of OAS application and that it is not in pay is required. If the client still requires assistance after 3 months, then approval from a supervisor is required to issue any further assistance in subsequent months.

The amount of assistance is found in the Rate Tables – Income Assistance. Recipients are not to be issued Hardship – Awaiting Other Income due to pending OAS income.

Staff may determine that an applicant who is 65 years of age or older that is eligible for Old Age Security (OAS) is eligible for hardship assistance if they:

  • do not have the PWD designation and,
  • are not receiving OAS

[For more information, see Related Links – Hardship – Awaiting Other Income.]

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