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The First Nations Social Development Society Presents . MANUAL ONE: INCOME ASSISTANCE PROGRAM. FNSDS WEBSITE. What can be found on our website www.FNSDS.org? The FNSD Resource Centre Library The Online SA Manual Downloadable and fillable IA Forms
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The First Nations Social Development SocietyPresents MANUAL ONE:INCOME ASSISTANCE PROGRAMRevised March 2014FNSDS WEBSITEWhat can be found on our website www.FNSDS.org?The FNSD Resource Centre Library
  • The Online SA Manual
  • Downloadable and fillable IA Forms
  • Board Info, BSDW & INAC contact lists
  • Publications
  • FNSDS Newsletters and job postings
  • BSDW Training Info
  • Training Programs Information, calendar and registration information
  • Power point presentations
  • PWD & MNS
  • Program Information, Forms, Q’s and A’s
  • Revised March 2014CONTACT INFORMATIONPHONE: 604-983-9820 FAX: 604-983-9822Melennia Point, Executive Director Melennia@fnsds.orgTami Omeasoo, Program Officer Tami@fnsds.orgGina George, PWD Manager Gina@fnsds.org PWD phone line 1-877-985-5565Chris Lechkobit, Program OfficerChris@fnsds.orgChelsey George, General Enquiries Revised March 2014THE PURPOSE OF TRAINING SESSION
  • Review SD Policy & Procedures Manual One: Income Assistance Program
  • Present ideas on work habits that may make work less stressful
  • Provide an opportunity to network and share best practices with each other
  • Present an opportunity to share ideas on solving common problems and concerns
  • Take part in Question & Answer sessions to ensure all your questions or concerns are met
  • Revised March 2014First Nations Social Development SocietyBSDW Essential Skills TrainingCHAPTER 1INTRODUCTION TO THE MANUALRevised March 2014CHAPTER 1: INTRODUCTION TO MANUALInformation is excellent reference for understanding the AANDC Social Development Program. The chapter contains the following information:
  • Chapter summaries
  • Policy overview and objectives
  • Band or Nation available funding arrangements
  • Applicant’s rights & responsibilities
  • Revised March 2014General Principle:
  • Individuals and families are responsible for managing own affairs and maintaining themselves to the extent their resources will permit
  • Social Development program provides financial support to eligible adults and their dependents who are unable meet their basic needs
  • Objective:
  • Assist persons living on reserve to maintain a basic standard of living
  • Prevent dependency by developing individual and family strengths
  • Assist recipients to access services to enhance their ability to assume primary responsibility for their own affairs
  • Revised March 2014National SD Manual informationSocial Development Programs (SD)
  • A group of programs including Assisted Living, Family Violence Prevention, National Child Benefit Reinvestment, Child and Family Services and Income Assistance that operates within approved terms and conditions
  • Income Assistance Programs (IA)
  • This is a funding program that requires a needs-test and is seen as the last resort for income support. It is available for on reserve individuals. AKA: social assistance
  • Revised March 2014FUNDING ARRANGEMENTSComprehensive Funding Arrangement (CFA):
  • Annual Agreement
  • Reports are quarterly
  • Must use BC Region First Nation National Reporting Guide and Social Development Policy and Procedures Manual
  • May contain one or more funding authorities
  • Flexible Transfer Payment (FTP)
  • Unspent funds must be returned
  • Fixed Transfer Payments (FTPs)
  • Surpluses may be reallocated at discretion of recipient
  • Canada/First Nation Funding Agreement (CFNFA):
  • Contain Multi-year Funding
  • Most reports are yearly
  • As April 1 2014, the Social Development program must follow the AANDC Social Development Policy and Procedures Manuals 1 to 4
  • Can contain Annual Targeted programs
  • Can add other federal departments as scheduled (block or targeted)
  • Unique departmental terms and conditions in separate schedules or agreements
  • Revised March 2014First Nations Social Development SocietyBSDW Essential Skills TrainingCHAPTER 2PROGRAM ADMINISTRATIONRevised March 2014CHAPTER 2: FORMS, INVESTIGATION AND APPEAL
  • List of required forms
  • File security requirements
  • Investigation & prevention
  • Appeal processes
  • Monitoring & review
  • Revised March 2014LIST OF FORMS REQUIRED BY AANDC
  • Application (901-270)
  • Budget & Decision (901-25)
  • SA Monthly Renewal (901-28)
  • Consent to Release of Information (901-23)
  • PWD designation or MNSapproval letterhighlight renewal date and flag this form
  • PPMB forms (SA115, SA116, SA 117) highlight renewal date and flag form
  • Non-Status Health Benefits Request & Authorization (SA205)
  • Nutritional Supplement Request & Authorization (SA 200)
  • Bus Pass eligibility (SA 312)
  • Any report from immigration, service Canada, MNS, ASSETS
  • Rental Agreement from band housing best or landlord
  • Pay no rent good to use Tenancy Agreement form showing Cardex, CMHC , Master numbers or personal mortgage
  • Up to date bills
  • ID 2 per adult (one with picture)and 1 per child
  • Any information that assisted you with making decision on qualification for IA – case notes
  • Revised March 2014IDEAS THAT HELP WITH FORMS
  • Application forms- all boxes and questions must be answered
  • If not applicable put NA – do not leave blank
  • Gather spouse’s signature, education and SIN
  • Use a date stamp on forms
  • Monthly Renewal check dates , make sure have spouse’s and applicant’s signatures – ensure client has answered all questions especially “are you still in need”
  • No Monthly Renewal – do not process a cheque , at end of month for last renewal close file
  • Highlight important dates on the PPMB and PWD forms. Add information on B&D as a reminder
  • Do create notices to remind clients when reviews are due – start 2 months before due date and do not process after due date
  • During cheque run, do check files, if missing information send a “hold notice” and either do not process or put cheque on hold until information is provided
  • Revised March 2014Missed Annual Review interview, inform client file closed & they will need to reapply if still in need
  • If person is not a Canadian citizen, do not accept application, will need more information before making decision
  • Case notes – life saver, they remind you & helper of your decision and why it was made
  • Shelter – needs to be on file before process application –proof living on Band
  • Rental Agreement from Band Housing or landlord is best
  • Make sure Rental Agreement has a start and end date plus rental amount for dwelling not person
  • Up to date bills – can only pay for a month at a time. Do check hydro, sometimes billed for 30 or 60 days No bills = No Payment
  • Shelter sharing? Show on bill how you got your rate and highlight amount. On B&D put in comment section the “shelter sharing 1/3” fraction they are paying
  • Revised March 2014HOW TO DEAL WITH WORK RELATED ISSUES
  • Security of IA files
  • Use a locked file cabinet
  • When someone enters your office, turn file over so no name or personal information showing
  • Before doing an intake, do take time to put files away before applicants enter your office
  • Leave office, lock your door if you have files on desk
  • Fraud – common issues
  • Not declaring income or assets
  • Double dipping -collecting EI , Education funds or SA from ministry or another band office
  • Not declaring change in status such as employment or unit change
  • Can if client admits or you as the BSDW have proof on file, do a recovery from their basic needs potion of cheque
  • Keep payment reasonable, remember they are already below the poverty line
  • Revised March 2014Investigation & Prevention- be open/ no surprises to applicant
  • Inform applicant during intake interview
  • Documents once signed are legal
  • It is their responsibility to inform you on the Monthly Renewal form if they still require on going benefits
  • Let applicant know that as the BSDW you must investigate and follow up all matters of alleged fraud or overpayment
  • good idea is to have them initial application statement that they have read it and understand (section above area they need to sign and date)
  • Information that has come to you by gossip or face book, be careful. Hear it
  • 1st time – take note- no action;
  • 2nd time – flag and pay more attention;
  • 3rd time – letter to client letting them know the SD program has heard “we at the ___ SD department are asking for your assistance to clear a matter up. It has come to our attention that you are ____ to help clear this matter up we would need the following information for your file will (list) _______”
  • Revised March 2014Appeal Overview
  • All applicants have a right to appeal decision on grounds of
  • Denial of allowance or services
  • Reduction of allowance or services
  • Cancellation of allowance or services
  • Non- discretionary issues are (can’t be appealed)
  • Eligibility requirements needed to complete application
  • Income Assistance rates
  • IA Rate change due to policy change
  • Procedure for Appeal
  • Client needs to complete their part of form Request for Administration Review (SA 140)
  • BSDW fills in section 2
  • Completed form must be mailed or delivered to Administrative Authority by client within 20 business days
  • Once received, client goes back to rate before appeal and cannot be varied until decision received
  • Mail completed form along with supporting documents to AANDC
  • Revised March 2014Review
  • Reply must be within 20 days of receiving Administration Review form
  • Decision can be
  • Denial of Review because the matter is not appealable
  • Confirm decision
  • Revise decision
  • Reviewer will complete section 1 & 2 of Administration Review Decision (SA 142)form
  • Reviewer will mail copy to both the client and Administering Authority
  • Copy is to be placed in client file
  • Client does not agree with decision, have 7 days to complete section 3 “Request for Appeals Committee Hearing” of the Administrative Review Decision & the Request for Appeals Committee Hearing (SA 142)
  • If chose to the appeal will be placed before a committee
  • Revised March 2014Appeal Committee
  • Comprise
  • Appellant nominee who is not related
  • Administration Authority nominee who is not an employee
  • Chairperson selected by the above (must be selected within 7 business days)
  • Function of Chairperson
  • Set hearing date within 10 business days of nomination
  • Notify appellant, manager, band Chief & Council of time, date and place no less then 2 business days before hearing
  • Oversee hearing & ensuring conducted and recorded in appropriate manner
  • Remind everyone present that proceedings are confidential
  • Complete Recommendation of the Appeal Hearing Committee (SA 144) within 10 business days to Manager, and AANDC
  • Inform appellant of recommendation of committee
  • Revised March 2014APPEAL CHOICES & PROCEDURESRevised March 2014PROGRAM MONITORING AND REVIEW
  • Monitoring is accomplished by the Quarterly IA Reports, Annual Audits and On Site Compliance Review
  • Reviews assist AANDC to fulfil their accountability requirement
  • Monitoring assists bands to ensure rates and conditions set out by the SD Manual are being followed
  • Reports assist in year end balancing with Finance and Social Development (AANDC reimburses the lowest total- the closer both departments are the better)
  • Revised March 2014 THE PURPOSE OF ADMINISTRATIVE REPORTS
  • Allow bands to request reimbursement for monthly IA caseload expenditures
  • Allow AANDC to review Band expenditures, approve reimbursement and requisition payment
  • Provides statistical data for the AANDC Multi-Year Operational Plan (MYOP), budget allocation and variance reports
  • Provides a record of reimbursement adjustments to be used during AANDC audits
  • Use of the MYOP assists AANDC to calculate volume and unit costs
  • Revised March 2014COMPLIANCE REVIEW Compliance Officer arrives – meets for intro and presents list of requested filesLetter arrives – set date of review and request for client list to be sent to compliance officerReview takes place – look at 1/3 caseloadFiles returned and excel list of issues presented and informed 45 days to appeal decisionDid well on most of files – 90% Review over . Do expect another review in 2 yearsDid not do well less then 90% - request more files and informed there is a chance of claw back of funds Do well with appeal 90% review ends BUT will have another review next yearImproved but less then 90% claw back reduced - review will happen again next year Revised March 2014National SD Manual information5.0 Eligible Expenditures and Amounts
  • Limited to AANDC authorities and mandates
  • Limited to Provincial/Territories rate and Schedules/Guidelines
  • Must exercise due diligence when approving expenditures, ensuring they are reasonable and appropriate
  • Revised March 20146.0 Roles and Responsibilities Eligible funding recipients are responsible to
  • Deliver programs within terms and conditions set out in funding agreement
  • Ensure internal controls are in place to manage funding
  • Ensure program administrators are properly trained and posses skills and knowledge to deliver the program
  • Ensure reporting requirements are met and submitted in an accurate and timely manner
  • Cooperate with AANDC during compliance reviews
  • Revised March 2014AANDC responsibilities
  • Provide funding to eligible recipients
  • Lead the development of policy and provide clarification
  • Provide supervision to ensure program operates according to authorities and accountability requirements are met
  • Clearly speak on the regional processes and procedures necessary to accomplish or put into effect the national manual
  • Revised March 201413.0 Program Management & Monitoring
  • Program compliance reviews are required to make sure that program activities and expenses comply with program terms and conditions
  • Compliance Review can be carried out by one or more authorized persons including but not restricted to AANDC employees and/or external contractors
  • Funding recipients will be given advance notice of a required Compliance Review
  • The funding recipient must provide supporting documents including books, records, source documentations, correspondence and any other information that supports expenditures as an eligible activity, amount spent on a qualifying client/individual
  • Revised March 2014Funding recipient needs to provide space, access to washroom, table or desk, chair and adequate lighting for the onsite review
  • Those persons involved in the program that approve expenses, make decisions and responsible for management of program are expected to provide information, attend interviews and discussions during the Compliance Review to ensure management is assessed appropriately and in a timely manner
  • Failure to comply = default of funding agreement. Remedies may include cash flow restrictions, denial to renew an agreement or program activity and or any other provisions stated in Funding Agreement
  • Revised March 2014IDEAS TO HELP DURING COMPLIANCE REVIEW
  • Before the actual review, set aside time to review each of your files
  • Create a check list for yourself using FNSDS or AANDC list and recommendations
  • Application - all areas filled and N?A where applies (do not use white out, if did, do have client complete another one/ error put a line through initial and put down correct information)
  • Spouse’s signature, SIN and education on application
  • All forms - signed and stamp dated
  • Renewals match each month – none signed ahead of time (signed in January for March is a no)
  • Annual Reviews-up to date – do not carry over past due date
  • PWD approval letter on file (either Ministry, AANDC or FNSDS) and/or copy of request for review because fives years up (highlight review date & date request sent)
  • Revised March 2014Ensure you have gathered Education information for all adults in family unit
  • Shelter – Rental Agreements on file from Band Housing and/or landlords with beginning and end dates, monthly rate for house, have both house address and mailing address on file, Cardex, CMHC or Master number, signed and dated (best)
  • Shelter sharing – shows how got applicant’s share on each bill
  • B&D is signed , first one and others that have had a change in payment, and Special Needs request (receipt attached to B&D) are signed and date stamped
  • Information missing – inform client - put cheque on hold or do not produce a cheque until information is on file (your preference)
  • Now breathe you are ready
  • Revised March 2014Finance Pay List
  • have finance send pay list monthly in order to stay on top of reconciliations
  • Ensure the B&D’s match pay list (funds in correct GL accounts and voided cheques are acknowledged and deleted from report)
  • Ensure you, as the BSDW, sign the pay list
  • Pay list needs to matches SDSFR or Quarterly reports
  • Ideas that will help you track cheques
  • Create a Tracking Binder for all out going cheques
  • Add a sign out sheet for all pick up cheques and put in binder
  • If you have Void cheques, each month make an excel list and notify Finance, copy the cheques (put in the cheque tracking book)
  • Made changes in classifications- create an excel list and send copy to finance (each month, put in file copies of financial report, excel list of voided cheques and list of changes to classifications )
  • Revised March 2014THE REPORTING PROCESS TIMELINE
  • The following information comes from the First Nations Reporting Guide which is sent to each band yearly. The guide can also be found online at the following link:
  • http://www.ainc-inac.gc.ca/dci/dcilog_e.asp
  • In our example, the process begins with the Band closing payments for the reporting period (April 1st to June 30th, 20XX). The process ending (September 1st, 20XX) when AANDC’s Financial Department issues a reimbursement cheque to the band.
  • The process usually averaging 2 months after quarterly report is received by AANDC provided there are no errors on the reports.
  • Revised March 2014TIMELINE ON REPORT AND REIMBURSEMENT April – June = 1st quarterJuly 15thBand submits report July 24th math verifiedJuly 25th data entered MARS/ Band Summary SystemAugust 15th Finance pulls data gives to DSSJuly 31st Region submits report to OttawaAugust 14thdata entered into TPMSSeptember 1stDSS reimburses BandJuly –Sept 2nd quarterOct 15th Band submits report…….Revised March 2014Because the timeline is minimum of 2 months for bands to get reimbursed, it is important that reports are done on time.
  • Routine can assist by setting time aside to do the report (good time is usually the Monday after cheque day- will need 3 to 4 days to do report depend on your caseload)
  • Organization allows one easier access to the information needed for the report
  • Do create an atmosphere that will help you not get distracted – quite music, lock your door put up a “do not disturb” sign etc.
  • Revised March 2014 Doing your report is a necessary part of your job, it is important that you ensure you are not disturbed – numbers are not exciting therefore distractions are easily welcomed
  • Change message on your phone so you will not be interrupted “ You have reached the
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