SR 09-33 Dated 09/09

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

SUMMARY

This SR:

·   releases the introduction of electronic signatures on NH EASY applications; and

·   outlines the NH EASY electronic application signature process including:

- the new meanings of signature and signed applications as they pertain to NH EASY;

- New HEIGHTS recognition of NH EASY electronic signatures; and

- determination of the NH EASY electronic application date.

The coversheet of Form 800, Application for Assistance, was also revised to align it with current federal mandates dictating the information that must be supplied to individuals at application. A field for an applicant’s email address was also added to the main section of the application.

Additionally, this SR releases updates to Form 811S, Statements of Understanding, to incorporate a clarification in the federal regulations related to fleeing felons. Individuals fleeing to avoid prosecution of a felony crime or individuals violating conditions of probation or parole are not permanently ineligible for Financial Assistance to Needy Families or Food Stamp benefits, individuals are only ineligible until the individual satisfies his/her legal obligations with respect to the felony crime or probation or parole violations. The form was revised accordingly.

BACKGROUND

Department-trained service providers use the New Hampshire Electronic Application System (NH EASY) to help individuals apply for DFA programs via the internet. NH EASY is a quick and secure way for individuals and families to apply for assistance. Training for using NH EASY was first offered to a small group of providers in September 2006 on a pilot basis, but now there are over 300 trained NH EASY providers statewide.

POLICY

On September 23, 2009, the Department began accepting electronic signatures on NH EASY applications. As of that date, NH EASY applicants no longer had to mail, fax or hand deliver the physically signed signature page of the NH EASY application to the DO.

The filing date for NH EASY applications is the date of electronic submission if the application is submitted during business hours (8 AM to 4 PM) on a day that the DO is open for business. If the application is submitted after hours or on a day when the DO is closed for business, the application date is the next day the DO is open for business.

NH EASY PROVIDER PROCEDURES

Upon reaching the Submit Application page of the NH EASY electronic application, the NH EASY provider must continue to ensure that the NH EASY applicant has:

·   reviewed the Application Summary; and

·   read "Your Rights and Responsibilities" as well as the Verification Checklist.

After the provider has completed the above, which is current procedure, the following new procedures must be followed. The NH EASY provider must now:

·   Read the following text to the NH EASY applicant so the applicant understands that they are electronically signing their application:

I understand that an electronic signature has the same legal effect and can be enforced in the same way as a written signature. I certify, under penalty of perjury, that the information I have provided in my application is true, accurate, and complete, including the information concerning citizenship and alien status of the household members applying for benefits. I understand a full eligibility interview must be conducted before my eligibility can be determined. By checking this box, I am electronically signing my application.

·   Then read the following text to the NH EASY applicant:

The date that you submit your electronic application might not be your actual application date. The application date of NH Easy electronic applications is the date of submission if the application is sent during business hours on a day that the DO is open for business. If sent after hours or on a day when the DO is closed for business, the application date of the NH Easy electronic application is the next day the DO is open for business.

·   After reading the above text to the applicant and ensuring that the client understands the information that was read to them, the NH EASY provider must check the box displayed on the page and then click "Submit Application" to complete the electronic signature and application process.

DISTRICT OFFICE PROCEDURES

Other than that the District Office no longer needs to wait to receive a physically signed signature page from the NH EASY applicant to act on the application, the remaining procedures and case processing steps associated with NH EASY applications remain unchanged.

DESCRIPTION OF REVISIONS MADE TO FORMS

Additional text was added to the coversheet of Form 800, Application for Assistance, to comply with recently updated federal mandates related to information that states must provide to clients at application. Additionally, a field was added to the main section of the application to collect an applicant’s email address.

Current applications can be used until the supplies have been exhausted, after which time the new version will be printed. No changes to the instructions for this form were required.

NEW HEIGHTS SYSTEMS PROCEDURES AND IMPLEMENTATION

New HEIGHTS will update NH EASY to reflect the text statements described in the NH EASY Provider Procedures section of the SR above, when time permits. When those changes have been made, they will be released under separate cover.

UNRELATED FORM CHANGE

Form 811S, Statements of Understanding, was updated to clarify that fleeing felons or individuals violating conditions of probation or parole are not permanently ineligible for Financial Assistance to Needy Families or Food Stamp benefits. Individuals are only ineligible until that individual has satisfied his/her legal obligations with respect to the felony crime or probation or parole violation. No policy manual changes were needed, but text in the Form 811S required revisions. Since this change in the form did not impact how the form is used, the instructions were not revised at this time. The current version of Form 811S will be used until the supply is exhausted, at which time the new version will be printed. Changes will also need to be made in the Eligibility Interview Summary (EIS) generated out of New HEIGHTS, but those will be made at a later date and released under separate cover.

POLICY MANUAL REVISIONS

The electronic signature process was designed to align with our current policy and is presently only available to a very limited population (NH EASY applicants); therefore no policy manual changes are currently being made. When the electronic signature process is made available to the general public, clarifying policy manual changes will be made at that time, if necessary.

IMPLEMENTATION

The availability of electronic signatures on NH EASY applications began on September 23, 2009. The revised Forms 800, Application for Assistance, and Form 811S, Statements of Understanding, will be printed once the current supply is exhausted.

CLIENT NOTIFICATION

On September 22, 2009 all NH EASY providers received a letter via e-mail detailing the new simplified steps for electronically signing a NH EASY application. The letter is attached for reference. No additional client notification is planned.

TRAINING

A Director’s Memo dated September 23, 2009, subject line "Electronic Signatures for NH EASY", announced the introduction of electronic signatures via NH EASY and provided processing instructions to Administrative Supervisors, District Office Managers of Operations, and Family Service Specialists.

FORMS MANUAL POSTING INSTRUCTIONS

DISPOSITION

This SR may be destroyed or deleted after its contents have been noted and the SR has been posted to the On-line manuals.

DISTRIBUTION

This SR will be distributed according to the electronic distribution list for Division of Family Assistance policy releases. This SR will be available for agency staff in the On-Line Manual Library, and for public access on the Internet at http://www.dhhs.nh.gov/DHHS/DFA/LIBRARY, effective December 7, 2009. Additionally, this SR will be distributed under separate cover to all internal hard copy holders of the Forms Manual.

DFA/KD:s