Finding 596901 (2022-006)

2022-006 Finding: Eligibility CFDA No. 93.558 TANF Cluster Department of Health and Human Services, Award Number ? None Provided, Award Year 2022 Passed-through Colorado Department of Human Services Criteria: Jefferson County Human Services (JCHS) is required to investigate and verify information on applications and redeterminations, as part of determining eligibility. JCHS is also required to process applications and redeterminations for benefits timely and ensure that benefits are only issued for periods of eligibility. In addition, JCHS is required to comply with Code of Colorado Regulations (CCR) section 3.608.4 regarding assessing noncompliance on cases. This CCR details that counties shall impose sanctions or closures for demonstrable evidence on all Colorado Works applicants or participants who fail to comply with the terms and conditions of his or her Colorado Works Individualized Plan (IP) without good cause. County departments must follow the state prescribed non-compliance process to include the conciliation process, sanctioning a participant, and closing a case for demonstrable evidence. Condition: We noted the following issues in the 25 cases tested: (1) One instance in which JCHS could not provide a copy of the participant?s Colorado Works Individualized Plan (IP), however case comments indicated an IP was completed. (2) One instance in which the Initial Assessment was not completed timely. (3) One instance in which JCHS did not properly cure the sanction after the client began complying with Colorado Works eligibility requirements. (4) One instance in which case comments were missing to support the action of JCHS eligibility technician. Questioned Costs: Questioned costs were unable to be determined. Context: We tested 25 individuals who received Colorado Works assistance for the year ended December 31, 2022 and noted the issues described above. The tested population covered benefits issued of approximately $180,000. The total population included benefits issued of approximately $7 million to approximately 1,800 individuals. A non-statistical sampling methodology was used to select the sample. Effect: The state?s CBMS system may be determining eligibility and allocating benefits based on incorrect, incomplete, or outdated data. Ultimately, by not having the appropriate controls in place regarding the above requirements, benefits could be provided to ineligible applicants, denied to eligible applicants, or benefits paid for an ineligible period or an incorrect amount. Cause: Case reviews did not identify and resolve issues noted above in conditions.Identification as a Repeat Finding: Not applicable. Recommendation: We recommend that the County continue to strengthen the internal controls surrounding the eligibility process specifically continuing the use and monitoring of case reviews to help identify potential areas for additional training. Views of Responsible Officials: We agree with the finding. See separate report for planned corrective actions.