477 SELF-SUFFICIENCY PROGRAM (2022)

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477 SELF-SUFFICIENCY PROGRAM

POLICY MANUAL



 TABLE OF CONTENTS 

I. PROGRAM INTENT

A. Program Mission

B. Purpose

C. Program Goal

II. APPLICATION FOR SERVICES

A. Program Services

B. Incoming Referrals

C. Initiation of Intake Appointment

D. Intake Appointment

E. Program Application Forms

F. Supporting Documentation Required for Eligibility

G. Denial of Services

H. Applicants Assessment

I. Confidentiality of Information

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

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Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

III. ELIGIBILITY CRITERIA

A. Indian Ancestry

B. Residency

C. Citizen / Alien Status

D. Unemployment Insurance Eligibility

E. Selective Service Registration

F. DOL Priority of Service Act (POS)

G. Benefit Status

H. Unavailable Income

I. Job Quit / Termination

J. Home Visits

IV. GENERAL GUIDELINES

A. Client Responsibility

B. Cash Assistance Compliance

C. DOL Compliance

D. Staff Responsibilities

E. General

1. Letter of Notification

2. Incarceration

3. Inpatient Treatment

4. Non-Receipt of Check

5. Underpayment

6. Overpayment (Non-Fraud)

V. EMPLOYMENT & TRAINING

A. DOL Eligibility

B. Classroom Training

1. GED / Adult Basic Education

2. Higher Education Assistance

3. Vocational Education / Occupational Training

C. Classroom Training Contract

D. Completion of Classroom Training

E. Work Experience

F. Work Experience Contract

G. On-the-Job Training

H. On-the-Job Training Contract

I. Direct Placement

J. Core Services

K. Drug & Alcohol Screenings

VI. SUPPLEMENTAL YOUTH SERVICES

A. Description

B. Eligibility Requirements

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

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6 – 10

11 -18

18 – 24

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477 Self-Sufficiency Program

VII. SUPPORTIVE SERVICES

A. Description

B. Supportive Service Guidelines

C. Incentives

D. Diverted Services

E. Re-Entry Support

VIII. EMERGENCY ASSISTANCE

A. Description

B. Eligibility Requirements

C. Non-Eligible Applicants

IX. GRANT ASSISTANCE FOR SINGLE ADULTS

A. Grant Assistance for Single Adults

B. Eligibility Requirements

C. Resources

D. Resource Limit

E. Exempt Resources

F. Income

G. Determining and Calculating Benefits

H. Initial Grant Payment & Monthly Payment Schedule

I. Re-Determination

J. Non-cooperation Disqualification

X. Temporary Assistance for Needy Families TANF

A. TANF

B. Eligibility Requirements

C. Definition of TANF

D. Benefit Group

E. Non-Needy Caretaker Relative

F. Resources

G. Resource Limit

H. Exempt Resources

I. Income

J. Unearned Income

K. School Attendance

L. Determining and Calculating Benefits

M. Initial Grant Payment & Monthly Payment Schedule

N. Housing Stabilization – Victims of Domestic Violence

O. Pre-TANF

P. Home Visiting

Q. Time Limit Provisions

R. Non-cooperation Disqualification

S. TANF Work Experience

T. TANF Childcare & T-WEX Childcare

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

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27 – 30

31 - 32

33 – 39

40 – 57

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477 Self-Sufficiency Program

U. Transitional Services

V. TANF Purpose 3 and Purpose 4

XI. WORK PARTICIPATION / COUNTABLE ACTIVITIES

FOR CASH ASSISTANCE CLIENTS

A. Participation Requirements

B. Mandatory Work Participation Activities

C. Countable Work Participation Activities

D. Exemption from Work Requirements

XII. COOPERATION AND GOOD CAUSE

A. What is Cooperation?

B. Who Must Cooperate?

C. What is Non-cooperation?

D. What is Good Cause?

E. Documentation for Good Cause Claim

F. Good Cause: Job Quit

G. Cooperation: Seek & Obtain Employment

H. Good Cause: Seek, Obtain or Maintain Employment

I. Good Cause: Non-Cooperation of Work Requirements

J. Cooperation: Child Support

K. Good Cause: Child Support

L. Good Cause: Missed Appointments

M. Good Cause: Mental Health Treatment/Substance Abuse

N. Good Cause: Not Pursuing Assets

O. Good Cause: GED Requirement

XIII. FRAUD

A. Description

B. Consequences

C. Overpayment (Fraud)

XIV. APPEAL RIGHTS

XV. Economic Development & Employer Support

TABLE OF CONTENTS

58 – 61

62 - 69

70 – 71

72 – 73

XVI. Asset Review Chart

75 – 77

XVII. Glossary of Definitions

78 – 82

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

I. PROGRAM INTENT



PROGRAM MISSION

The Siletz 477 Self-Sufficiency Program (477-SSP) will assist eligible clients in attaining

self-sufficiency. The Program will serve the following groups as they work toward this goal:

needy families, Native American, Alaskan Native and Native Hawaiian participants, and

descendants eligible for services.

PURPOSE

The function of this manual is to provide policy regulation for the administration of the

Confederated Tribes of Siletz Indians (CTSI) 477-Self-Sufficiency Program. For the purpose of

this manual, the 477 Self-Sufficiency Program will be referred to as Program. The Program

incorporates services formerly delivered by independent programs: Department of Labor, Bureau

of Indian Affairs and Administration to Children and Families. The Program is designed to

combine these programs into a single system for delivery of tribal services. Upon approval of

this manual by the Siletz Tribal Council, this manual replaces all existing program manuals or

other Tribal rules governing the delivery of these services within the Siletz Tribal system. The

Program and this manual may be amended by action of the Siletz Tribal Council. This manual

will be known as a living document. Occasional policy statements may also be issued by the

Siletz Tribal Programs I Manager to clarify provisions of this Manual that arise out of

implementation of the provisions of this Manual. These policy clarifications will be in

memorandum form and identified by number (i.e. Memorandum CY-01). The Director may

perform minor alterations to this Manual to improve punctuation, order and/or improve

readability without changing the intent of the original content.

PROGRAM GOAL

The Program promotes self-sufficiency by removing barriers to employment. Utilizing one or

more of the following program components will attain this: Employment, training, cash grant

assistance, education, prevention activities, childcare, and supportive services.

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

III. APPLICATION FOR SERVICES



PROGRAM SERVICES

All Native Americans or parent(s) of eligible Native American minors, as defined in this

Manual, have the right to request an application from the Program. A simple inquiry about the

Program or its eligibility criteria does not constitute as an application for assistance and is not

considered to be the date of request. Should the applicant be physically or mentally unable to

represent him or herself, an appointed representative may complete the application for the

applicant.

Applicants may be interested in utilizing one or more of the following components:

GRANT ASSISTANCE COMPONENTS

1. Grant Assistance for Siletz Tribal Single Adults

(GASA)

2. Temporary Assistance for Needy Families

(TANF)

3. Non-Needy Caretaker Relative (NNCR)

4. Emergency Assistance (EA)

5. TANF Work Experience (TWEX)

6. Housing Stabilization for Victims of Domestic

Violence

7. Home Visiting

EMPLOYMENT & TRAINING COMPONENTS

1. Work Experience Program (WEX)

2. On the Job Training (OJT)

Classroom Training Program (CRT)

Direct Placement Services (DP)

Supplemental Youth Services Program (SYS)

Assistance in job preparedness, interview

skills, and job searching (CORE)

INCOMING REFERRALS

Referrals on behalf of a potential applicant will be accepted from relatives, interested

persons, other tribal programs, social welfare agencies, law enforcement officials, courts and

others. Referrals will be handled on an individual basis. The date of the incoming referral will

not constitute a date of request for services or imply a valid release of information.

INITIATION OF INTAKE APPOINTMENT

A Program Intake will be scheduled with Staff within five (5) working days of the Date of

Request (DOR) whether it is in person, video conference, or by telephone. Extensions need to

be documented in the case narratives and approved by the Director. At the time of request, the

applicant will be given or mailed an application along with a list of required documentation to

bring to the intake appointment. If clients are a no call/no show for the initial intake

appointment, the outstanding application is void and the client will need to call again to

establish a new DOR. Applicants may reschedule prior to the intake appointment and keep the

original DOR. Clients that are more than 15 minutes late to scheduled appointments will be

considered no call/no show. If a client is incarcerated during their 45-day pending period, their

application will be denied, and they will need to establish a new DOR.

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

INTAKE APPOINTMENT

An applicant must attend a scheduled intake appointment with Staff at the Area Office

within their service area. Exceptions must be approved by the Director.

 Portland Area Office: Clackamas, Multnomah, and Washington County.

 Salem Area Office: Marion, Polk and Yamhill County.

 Siletz Area Office: Lincoln and Tillamook County.

 Eugene Area Office: Lane, Benton, and Linn County.

The applicant will complete or submit an application at this appointment and provide the

necessary documentation required for an assessment of eligibility. Upon completion of the

intake appointment, eligibility will be determined or Staff will provide the applicant in writing

of pending documentation necessary to make a determination of eligibility.

PROGRAM APPLICATION FORMS

The Program application will include one or more of the following:

1. Intake Packet Review and application instructions

2. 477-SSP Application for Assistance that includes the following:

 Rules, Right & Responsibilities

 Release of Information

 Residency Verification Form

 Applicant Statement

 Release for Use of Photographs in articles/publications.

 Release of Multi-Disciplinary Team Meetings.

SUPPORTING DOCUMENTATION REQUIRED FOR ELIGIBILITY

In addition to the completed application, the following supporting documents may be

required to make a determination for services:

1. Verification of residency by a current and legal rental agreement between the applicant and

the landlord;

2. Verification of income for the six months prior to the DOR;

3. Employment Department verification of Unemployment Insurance (UI) benefits statement;

4. Tribal CIB, Tribal ID and/or Hawaiian vital statistics records;

5. Applicants not tribally enrolled are required to provide documentation of “Native”

Descendancy;

6. Social Security cards on all household members utilizing services or a copy of the

application request for a duplicate social security card. The Program can assist clients with

referrals to ordering duplicates. Client must provide copies within 60 days from request;

7. OHP Letter of Eligibility or Application. (TANF/GASA);

8. Food Stamps, USDA or WIC Eligibility;

9. Verification of Selective Service Registration (DOL);

10. Paternity Affidavit;

11. Birth certificates for children in the household. For current clients, the Program can assist

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

ordering and clients must provide copies within 60 days;

12. Informational page assigning child support to the Tribe. (TANF).

NOTE: If applicant’s name is different from CIB/Tribal ID or social security card,

verification of the name changes must be submitted. If enrolled with Siletz, the name on the

Tribal Roll is what the case will be under until a proper name change is submitted with the

Siletz Enrollment Department and approved by the Siletz Tribal Council.

DENIAL OF SERVICES

If an applicant is found to be ineligible for services due to the fact that they did not meet the

eligibility criteria or program guidelines, a Letter of Notification (LON) will be sent to the

applicant. The letter will explain the program requirement that the applicant failed to meet. A

referral to other community services will be made. Clients can appeal this action and follow the

appeal guidelines in this Manual.

If all requested documentation is not provided within the 45-day pending period, the

application will be denied. A LON will be sent to the applicant letting them know of the denial

and that they are able to immediately re-apply if they choose to do so. Extensions to the 45-day

pending period will need to be approved by the Director and will only be approved if caused by

administrative error or other reasons outside the client’s control (inclement weather, etc.).

Clients can appeal this action and follow the appeal guidelines in this Manual.

APPLICANT ASSESSMENT

Applicants will be required to complete an assessment prior to eligibility determination. The

staff will attempt to complete this assessment at the time of first intake and it will be completed

prior to the development of the client case plan.

The assessment may include:

Interview;

Skills test;

Review of work history & previous evaluations;

Alcohol & Drug assessment history or reports;

Review of medical reports (If additional assessments/evaluations are necessary by the

appropriate professional, the Program may provide payment for such service once

approved);

6. Review educational & technical training;

7. Court documents.

Once an assessment has been completed, a case plan will be developed with input from the

client. The Case Plan will consist of client skills, barriers, goals, and required activities. A case

plan will be complete when the client and Staff have signed and dated the document.

CONFIDENTIALITY OF INFORMATION

All information obtained regarding an individual applicant or client of the Program shall be

held in the strictest confidence, subject to the provisions of Tribal Law and the Federal Privacy

Act (5 U.S.C. 552a). Except where provided by law, no information may be disclosed to any

outside person or agency without the express written consent of the applicant or client. Program

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

Staff are required by Siletz Tribal Law to report suspected or known child abuse to the Siletz

ICW Program, State of Oregon Child Welfare, or to law enforcement officials. Clients that

refuse to sign the release of information to certain agencies such as: State of Oregon SNAP,

Child Support, Employment Office, previous/current employers, may be denied services if

Staff cannot determine eligibility.

The Program will share information with the State of Oregon as required by the

Intergovernmental Funding Agreement, or Intergovernmental Child Support Agreement. This

information is necessary for reporting purposes, preventing duplication of services, and fraud

prevention / determination.

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

III. ELIGIBILITY CRITERIA



INDIAN ANCESTRY

Indian ancestry is a factor that dictates programs these individuals may apply for. All

Program components have specific eligibility requirements, i.e. Grant Assistance.

1. Siletz Tribal Members:

a. Whose names validly appear on the official tribal roll dated May 16, 1978, provided that,

if necessary and subject to the approval of the Secretary of the Interior, the blood

quantum levels listed thereon shall be corrected by the governing body of the

Confederated Tribes of Siletz Indians; or

b. Who possess one-sixteenth (1/16) or more degree Siletz Blood quantum, have filed an

application for enrollment with the Siletz Tribal Enrollment department and have been

accepted as members in accordance with the tribal ordinance adopted under Article I.

Section 2 of the Constitution of the Confederated Tribes of Siletz Indians.

2. Other Native Americans:

a. Native Americans are defined as a people who are enrolled members of a federally

recognized Indian Tribe, regardless of Tribal Affiliation;

b. Descendancy must be documented by relationship of applicant to a Native American of a

federally recognized Indian Tribe;

c. For the purpose of this manual, an Indian Tribe shall be defined as any Indian Tribe,

Band, Nation, or other organized group or community. This shall include any Alaska

Native Village, Regional or Village Corporation as defined in or established pursuant to

the Native Claims Settlement Act (85 Statute 688) which is recognized as eligible for

special programs and services provided by the United States because of their status as

Indians. Any Native Hawaiian registered with the Vital Statistics Department in the State

of Hawaii and has documentation to have 50% or over of Native Hawaiian descendancy,

will be eligible for Program services.

RESIDENCY

The applicant must be a resident of Benton, Clackamas, Lane, Lincoln, Linn, Marion,

Multnomah, Polk, Tillamook, Washington and Yamhill counties. There is no minimum time

period required to establish residency. However, families or individuals are not considered

residents if they are merely passing through the service area and not intending to reside therein,

i.e. vacationing in one of the 11-county service areas. If a client is going to leave the 11-county

service area for longer than ten (10) consecutive days, they must notify Staff. The client must

remain in the service area the majority of the month in order to remain eligible for services.

Failure to report this may cause suspension or termination of cash assistance grants.

Clients or applicants that are participating in an apprenticeship program outside the service

area must document that their main residence is within the 11-county service area to receive

assistance (DOL components only).

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

Each eligibility determination shall include one of the following documents to verify

residency requirements:

1. Program supplied forms- Residency Verification Form when they are residing with family

and not able to get a landlord statement;

2. Current and legal rental agreement between the applicant and the property landlord;

3. Written statements of home visits by Staff unless safety or confidentiality is an issue;

4. When it is learned that an applicant has resided on another reservation, County, or State,

Program Staff will obtain verification that assistance was not received during the month of

application. Prior to approval of services, all TANF applicants will be required to provide

verification of any current or prior TANF benefits received.

CITIZEN/ALIEN STATUS

The applicant must be a U.S. Citizen or be certified by the Immigration and Naturalization

Service (INS) as a legal resident alien. Non-U.S. citizens residing in a cash assistance household

will not be included in the benefit group, but all resources, assets and income will be used to

determine eligibility for the entire household. In addition, they are required to have a case plan

and participate in all self-sufficiency activities required by the Program. Non-U.S. citizens are

not eligible for support services.

UNEMPLOYMENT INSURANCE ELIGIBILITY

The Program has access to the Oregon Employment Department database. Staff will review

and print the client AIR Access screen to determine if a referral to apply for Unemployment

Insurance Benefits (UI) is required. If it is determined the client may be eligible for benefits, the

applicant must apply for UI benefits through the Employment Department and supply

documentation of an eligibility determination. The statement must show the current status of the

claim. A statement from the Employment Department that an applicant has exhausted all

benefits and no extensions are available meets this requirement. Applicants may request

exception to this policy if pending adjudication and if approved by the Director. Clients

receiving unemployment benefits that are garnished or used to pay back an overpayment will

have their weekly benefit amount count as unearned income when determining eligibility for

cash assistance.

Staff is required to utilize the database prior to referring applicants/clients to the

Employment Department. Staff may utilize the database to gather information in regards to

income verification, investigations and assisting clients with resumes, etc. The requirement to

apply for UI benefits does not apply to Home Visiting families if that is the only service they are

utilizing.

There are two ways to qualify for UI and they are listed below:



You’ve been paid at least $1,000 in subject wages in your base year, and



Your total base year wages are at least one and a half times the wages paid in the highest

calendar quarter of the base year,

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program



You’ve worked at least 500 hours and were paid some subject wages in employment

during the base year.

The “base year” starts the first month of the 5th previous quarter from the 477 application

DOR as indicated in the chart below. The base year is highlighted in gray.

Oct

Nov

Dec

Oct

Nov

Dec

Jan

Feb

Mar

Jan

Feb

Mar

Jan

Feb

Mar

Jan

Feb

Mar

April

May

June

April

May

June

April

May

June

April

May

June

Year

July

Aug

Sept

July

Aug

Sept

July

Aug

Sept

July

Aug

Sept

Jan

Feb

Mar

Oct

Nov

Dec

Oct

Nov

Dec

Oct

Nov

Dec

Last Year

477 Application DOR

April

May

June

Jan

Feb

Mar

Jan

Feb

Mar

July

Aug

Sept

April

May

June

Oct

Nov

Dec

This Year

Staff will print and review the OED Air Results page against the UI criteria listed above.

Clients that meet the requirements will be referred and required to apply for UI benefits prior to

eligibility determination. Clients that do not meet the criteria listed above or have no

employment / wages will not be referred to apply for benefits. Staff will utilize the results page

as verification they do not qualify for eligibility purposes. This process will be the same for

clients that are recertifying.

SELECTIVE SERVICE REGISTRATION

All males born after January 1, 1960 or within 30 calendar days of their 18th birthday

through age 25 must register. Males that fail to register during this period are ineligible for

Work Experience, On-the-Job Training, Classroom Training, Direct Placement and Core

Services.

Applicants that failed to register for Selective Service but received an honorable discharge

and served between the ages of 18-26 can be accepted with proper documentation provided. For

a complete list of eligible exemptions, refer to Policy Clarification 2011-12.

DOL PRIORITY OF SERVICE ACT (POS)

The Siletz Tribe will comply with PL 107-228 and the 20 CFR Part 1010 in regards to the

Priority of Services for veterans and eligible spouses utilizing DOL Programs. Staff will utilize

the handbook issued by the Division of Indian and Native American Programs to ensure

compliance with the regulation.

BENEFIT STATUS

Applicants must provide documentation of State, County and/or Tribal assistance they have

applied for, are receiving or have received in the six (6) months prior to the DOR. This includes,

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

but is not limited to: higher education grants, cash assistance, SNAP, Oregon Health Plan

(Medicaid), Medicare, Social Security (SSI/SSD), rental assistance and utility assistance.

UNAVAILABLE INCOME

Applicants who have income or unearned income unavailable due to overpayment status

such as: Per-Capita, SSI, Unemployment, Division of Child Support (DCS), creditor

garnishment, etc. must utilize their gross pay or benefit amount to determine eligibility for

services. The Program is not responsible for personal debts that are applicant caused.

JOB QUIT / TERMINATION

Applicants who quit a job, refuse employment or are terminated from employment will not

be eligible for cash assistance for 60 calendar days from the last date of employment. These

applicants may apply for employment training related services once they have been unemployed

for seven (7) consecutive days. A good cause claim may be made for Tribal families, pregnant

single women (high risk as shown by proper documentation) and victims of violence that has

been documented. Staff will make an effort to establish the last date of employment. A job quit

or termination does not apply to clients who are “on-call” and still considered employed. Staff

will verify that the applicant/client is still employed or not employed and for what reason.

Hardship Exceptions:

1. If it has been found by Staff that the job quit has created a hardship on the children in the

household, vendor payments may be allowed during the 60 calendar days as long as the

adult household member(s) are seeking employment and in compliance with Program

requirements. The vendor payment amount will be based on the State of Oregon No Adult

Standards as this will be a child only case during the 60 day disqualification period.

2. In a case where the adult client is exempt from job search for medical or reasons spelled out

by the State of Oregon, in regards to a child custody order that does not allow employment

for reason of reuniting a parent and child, the Program will not mandate active job search to

receive a vendor payment during the 60 calendar days but will continue to mandate Program

compliance and required self-sufficiency activities.

The exceptions listed above will be justified in the case narrative and staffed with the Director

for approval.

For General Assistance only, the Federal Code of Regulations (CFR) has an employment

policy and guidelines for those clients/applicants that do not meet the employment policy,

essentially establishing good cause. The 60-calendar day disqualification period for a job quit or

termination will not apply to the following:

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

The employment policy in

§20.314 does not apply to:

if…

and…

(b) A full-time student under

the age of 19…

He / She is attending an elementary

or secondary school equivalent to

secondary school.

He / She is making satisfactory progress.

half-time in a program of

study under Section 5404

of Pub. L. 100-297.

He / She is making satisfactory

progress.

He / She was an active General

Assistance recipient for a minimum of 3

months before

determination/redetermination of

eligibility.

(d) A person suffering from a

temporary medical injury

or illness

It is documented in the case plan that

the injury or illness is serious enough

to temporarily prevent employment.

He / She must be referred to SSI if the

disability status exceeds 3 months.

(e) An incapacitated person

who has not yet received

Supplemental Security

Income (SSI) assistance.

A physician, psychologist, or social

service worker certifies that a

physical or mental impairment (either

by itself or in conjunction with age)

prevents the individual from being

employed.

The assessment is documented in the

case plan.

(f) A caretaker who is

responsible for a person in

the home has a physical or

mental impairment.

A physician or certified psychologist

verifies the condition.

The case plan documents that: the

condition requires the caretaker to be

home on a virtually continuous basis and

there are no other appropriate household

members available to provide this care.

(g) A parent or other

individual who does not

have access to child care.

He / She personally provides fulltime care to a child under the age of

(h) A person for whom

employment is not

accessible.

There is a minimum commuting time

of an hour each way.

(a) Anyone under the age of

16.

Home Visits

Staff is required to complete a home visit prior to requesting final approval for cash

assistance. This will be in part to determine residency in the 11-county service area, household

composition, and to assess the family situation and needs. It must be apparent that the client

resides in the residence in order to receive services. Additional home visits will be scheduled as

needed.

Once this task is complete, Staff will continue with the administrative task of calculating and

issuing benefits. Staff may provide clients with a Home Visit Guideline Form that instructs

clients of what is expected during home visits. Failure to follow the guidelines may cause a

delay in benefits.

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

IV. GENERAL GUIDELINES



CLIENT RESPONSIBILITY

Clients must show a good faith effort to work towards self-sufficiency. Guidance toward this

goal will be outlined in the case plan. While the case plan is specific to each individual client,

all clients utilizing services must comply with Program policies. The policies are explained to

the applicant at the time of intake. The Rules, Rights & Responsibilities Form is acknowledged

by the applicant and Staff with their signatures or witness, and requires all applicants, once

approved for services making them a “client” to comply with the following:

1. Reporting Changes:

All clients must notify the Program of any change of address or circumstance within five (5)

calendar days of the change or on the Monthly Report Form, whichever comes first. Clients

must report gaining employment within 24 hours or the next business day. Failure to report

changes will result in sanctions, suspension and/or termination from the Program. By not

reporting changes, failure to do so can lead to overpayments and/or a determination of fraud if

found to be willful. Changes that must be reported include but are not limited to:

Income to the household;

Other Federal, State or Tribal assistance obtained;

Change in household composition;

Medical condition;

Change of mailing or physical address;

Change in phone number, home or message;

Court hearing or rulings;

Incarceration of client or household members included in the benefit group;

Contacting the Staff for monthly review of progress on their case plan;

Development and compliance of their case plan.

2. Under the Influence of Intoxicants:

It is the responsibility of the client to behave in an appropriate manner while engaged in

services. Clients under the influence of drugs or alcohol while on the job, in class, attending

Program sponsored activities/events, or meeting with Staff may result in sanctions, suspensions

or termination from services. A referral to alcohol and drug counseling will be made. The case

plan will be revised to include counseling activities. If a client is taking prescription medication,

they will need to inform the Program immediately and show a current prescription in their name

for the medication.

3. Threats of Safety:

Clients will not be permitted to use foul or abusive language or act in a threatening way on

the job, in school, at any Program sponsored activity/event or within the CTSI office. Physical

harassment, verbal harassment, or intimidation directed at Staff, other employees or clients will

not be tolerated. If participating in Work Experience, the client may risk termination from the

work or training site should the supervisor recommend. Clients who exhibit such behavior will

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be instructed to attend counseling to address the behavior, and their case plan will be revised to

include counseling activities.

The Staff will complete an incident report when such incidents occur at a CTSI Office or

Program activity. If the client is extremely agitated, they may be asked to vacate the premises,

or if necessary they may be removed by local law enforcement officials. Future entrance to

tribal facilities to receive services may be terminated if behavior impacts or is believed to

infringe on the safety of staff or other clients. This determination will be made by the General

Manager.

4. Monthly Contact:

All clients are required to have monthly in-person contact with their caseworker. When

CTSI offices are closed to the public, this may be accomplished with video conference or

appointments via phone. This will be done by the client making an appointment with their

caseworker to be held by the fifth of each month to discuss the progress of their case plan and

make adjustments if needed. Failure to make contact every 30 days may result in sanctions,

suspensions or termination from the Program.

Home Visiting – In general, clients should maintain contact every 30-days unless the

curriculum timeline states otherwise. Clients that do not make contact within 30-days from their

first missed home visit, the Home Visitor will mail an LON asking if the client is still interested

in services. If the client does not make contact within 60-days from the last home visit, the

Home Visitor will mail an LON closing the case in 10 working days.

5. Acceptance of Available Employment:

Refusal of employment will result in a 60-day disqualification for program services..

Employable persons who are eligible for or recipients of assistance are required to seek and

accept available employment for which they are able and qualified to perform. Applicants under

the age of 18, who have not graduated, are required to attend school full-time to qualify for

TANF. If they are not attending school full-time, children ages 16 to 18 must seek employment.

Program components are not alternatives to acceptance of available employment and shall not

be considered substitutes for employment. All employable adults are required to apply for a

minimum of five (5) jobs up to a maximum of ten (10) each week depending on the individual's

ability. Written proof of having actively sought employment will be documented on the

Program Job Search form that must be completed by the client. Failure to submit the required

number of job searches by the set due date will result in the appropriate sanctions being applied.

Failure to pass a UA to secure employment will result in a referral for mandatory drug and

alcohol assessment (exclude THC). The client must comply with the recommended treatment to

remain eligible for services.

CASH ASSISTANCE CLIENTS MUST COMPLY WITH THE FOLLOWING RULES:

1. Cash Assistance clients under 55 years of age, without a GED, high school diploma or

modified diploma, must agree to actively work toward attaining a GED or High School

Diploma. Participate in work search requirements, unless exemption is established by

appropriate physician. Accept all available employment and paid training opportunities.

Participate in all mandated trainings and events including job fairs, and referrals to hiring

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businesses. Exemptions for all activities must be documented on the Medical Restriction

Form.

2. Actively participate in the development of their case plan and self-sufficiency / work

participation activities as required of their case plan. This also applies to Home Visiting

families.

3. If a cash assistance client is a higher education student, the client must attend school fulltime (12 credit hours) and maintain a GPA of 2.0 or higher, however, if the client drops

below the 2.00 GPA, the client could receive sanctions to promote compliance. If the client

is a part-time student, they will be required to seek part-time employment as part of their

case plan activities.

4. Provide appropriate self-sufficiency documentation and Monthly Report Form by the 5th of

each month that outlines any changes within the reporting month.

5. Cooperation with Division of Child Support (DCS):

To qualify for benefits, clients must assign their support rights to CTSI and cooperate

(unless good cause exists) with the Division. Assignment allows the Division to pursue,

collect and transfer child support and spousal support to CTSI for any members in the

eligibility group.

Failure to assign their support rights (i.e., an unsigned, thus an incomplete application) will

result in denial of the application.

Cooperating with DCS includes assisting in establishing paternity, obtaining support cash

payments and pursuing medical support, if available.

Non-cooperation without good cause will result in denial or termination of cash benefits.

Good cause is determined by the Director and Programs I Manager and on a case-by-case

basis.

Current clients not in compliance with this section will be given six months to comply or the

adult and/or children will be removed from the benefit group.

Note: Staff must notify DCS each time that a cash client is approved, recertified and closed.

DOL PARTICIPANTS ARE REQUIRED TO COMPLY WITH THE FOLLOWING:

DOL participants refer to clients enrolled in: WEX, CRT, OJT, DP, and/or Core Services.

TANF-WEX participants must comply with the following as well.

1. Follow all of the rules and regulations of the work-site agency, school or employer.

2. Report to work or class on time, as assigned. Absences from work must be arranged in

advance with the supervisor, instructor and Staff. In case of illness or an emergency,

notification shall be made to the supervisor, instructor and Staff within 15 minutes of the

scheduled time to report.

3. Not leave work or class early without the express permission of the supervisor or instructor.

4. No personal use of the equipment or property of the work-site agency, employer, or school

will be permitted without prior permission of the supervisor or instructor.

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5. Adhere to the assignment of the work/study schedule and location established by the

supervisor or instructor. Work or study done at another location; or outside of hours

approved will require additional approval by the supervisor or instructor, or the client will be

considered absent and will be placed on leave without pay.

6. If the client plans to leave the Program before the end of the contract, they must give the

supervisor and Staff a minimum of two-week notice. Should they obtain unsubsidized

employment, this requirement will be waived. Staff will arrange an immediate transition to

the new job site.

7. The Program may require participation in activities/events outside the scope of the training

or class they are enrolled in. The client must participate if mandated by staff. The Staff will

only mandate participation if there is no negative impact on the work-site the client is

currently participating in.

Failure to comply with the client responsibilities may be cause to suspend or terminate

services. The Program will try to assist the client whenever possible, however, continuous

disregard for Program requirements are a serious matter and may require termination from

services.

STAFF RESPONSIBILITIES

1. Treat all clients in a fair and equal manner regardless of situation.

2. Staff will assess clients through self-reporting of skills, needs and barriers when necessary;

staff will refer clients to services that address unmet needs.

3. Case plans will be cooperatively developed taking into account both the participant's and

his/her family's situation and circumstances with realistic goals and timeframes for

completion. Staff will include activities that are required as part of this Manual.

4. Reassessments are done on a regular basis to ensure that participants continue to progress

towards their case plan goal(s). Staff is required to conduct (at minimum) monthly

assessment interviews with clients. Home Visitors will conduct assessments as outlined in

the curriculum or based on funding requirements.

5. Assure that all instructions or assistance to clients is clearly communicated. If language is a

barrier, Staff will contact a representative to translate between Staff and client(s).

6. Process grants within five (5) working days from the date all required documentation is

received and once the home visit has been completed.

7. Notify clients of any changes in their grant in writing ten (10) calendar days prior to

proposed change. The ten (10) day notification prior to change will not pertain to closing a

case due to employment / wages, incarceration, fraud, sanctions due to refusal of drug test or

a request from the client to close their case.

8. The Intake Specialist or Tribal Services Specialist will take the lead on eligibility

determinations when clients are applying for Home Visiting and other services. This applies

if a client is already on services and needs to update to add Home Visiting. This will also

apply if a current Home Visiting client needs to update to add other 477 services.

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9. Provide re-determinations a minimum of every six (6) months. Clients will be notified by

LON with an Application for Assistance marked for “6-month Recertification” included by

the 10th day of month five (5). Clients will have 45-calendar days to complete the

recertification process. Clients engaged in contracts for CRT, WEX and OJT will not need

to complete the recertification process for the duration of the contract if it was originally

approved in months 1-4. Once eligibility is determined for Home Visiting (HV) families,

recertification is not required. When a HV family is a mutual client of any other service, that

recertification process will apply, but the family will not be denied HV services should

circumstances change.

10. Assist and advocate on client’s behalf when client is seeking benefits from other agencies,

i.e. Social Security, Veterans Benefits, etc.

10. Staff will return client phone calls within 24 business hours. The action will be documented

in the client case narratives.

11. Staff will address client requests for support services and all other requests within two

business days.

12. Staff will complete case narratives within two business days.

13. Staff will visit employers to develop potential worksites, resolve disputes with clients,

monitor client success and sign contracts/agreements. This will occur at least once monthly.

14. Staff will document stories for clients that successfully complete program goals as identified

on the case plan.

15. Staff will not enter into contracts without the prior written approval of the Director or

Programs I Manager.

16. Staff will actively engage in staff meetings, trainings, client conferences, workshops and any

sponsored activity.

17. Staff will fully complete data entry by assigned deadlines.

18. Staff will process files and expenditures through Eaglesun. This includes scanning

appropriate documentation for eligibility, expenditures and supporting documents. Staff will

refer to the File Order and Required Documentation Chart attached to this Manual.

19. Staff will verify TANF benefits from the State prior to processing files for approval.

E. GENERAL:

1. Letter of Notification (LON):

Staff will provide a LON to clients informing them of any action being taken on their case.

The LON will also advise them of their rights to appeal any decision in which they disagree. A

LON must be sent each time the services begin, increase, decrease or end. The LON shall be

sent to the client ten (10) calendar days in advance to the proposed effective date, and include

the Appeal Rights Policy. The ten (10) day advanced notice before action will not pertain to

LON’s that are in regards to gaining employment / excess wages, incarceration, refusal to take a

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drug test or a request from the client to close their case.

A standardized LON will be used for all decisions. All LON's must contain the following

information:

 State the proposed action;



The reason for the action;



The effective date of the action;



A copy of the Appeal Rights Policy.

2. Incarceration:

The Program may provide CORE services to incarcerated individuals as outlined in the Plan.

Clients that are “booked and released” the same day will not be considered incarcerated. Cash

clients who remain in jail overnight will be considered incarcerated and the case will be closed

immediately. All other cases will be considered on a case-by-case basis and with the approval of

the Director. Clients engaged in work release centers are not eligible for cash assistance but may

be eligible for DOL services should they become employed.

Note: Two parent households where one adult is incarcerated: If one of the adults is doing work

release or being put in jail over the weekend to serve time, the individual is included in the HH

but not included on the grant or the case can open and close with each incidence of incarceration

as determined between the client and Staff to prevent creating a hardship on the children.

Home Visiting – All situations will be evaluated on a case-by-case basis with the

Coordinator and Director. The Program will consider where the children are, the duration of

incarceration and if the lesson plan schedule is disrupted.

3. Inpatient Care

Applicants and clients that are admitted to inpatient care for alcohol / drug, or mental health

treatment will not be eligible to receive services. For current cash clients that are single adults,

without dependents, the Program may provide vendor payments to prevent homelessness. This

will not exceed 90 days and the client must have the intent to return to the residence the vendor

payments were made too. When a TANF head of household enters inpatient care, the caretaker

of the children will be referred to apply for a needy or non-needy case. Policies regarding

vendor payments apply.

Clients that are under hospital care will be reviewed on a case-by-case basis and with the

approval of the Director.

4. Non-Receipt of Check:

Replacement of a check that has been reported as lost or mutilated may be authorized only

after the client files a lost check request, and a stop payment has been placed on the lost check.

An inquiry will be made to the lending facility that issued the check to verify whether or not the

check was negotiated. Clients must wait ten (10) business days from the check issuance date

before any action will be taken. After ten (10) calendar days, if the check has not been

negotiated a replacement check will be issued. Staff may request use of the Relia-Card

adjustment account for payment delays that are the result of administrative error.

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5. Underpayment:

In the event the Program determines a client was underpaid benefits they were entitled, Staff

will issue a supplemental payment within two weeks or on the next cash grant, whichever is

sooner.

6. Overpayment (Non-Fraud)

Adjustments will be made for recovery when an overpayment is discovered. An LON will

be sent to the client, notifying the client of the overpayment and explain how it occurred. Staff

will instruct the client that a Repayment Agreement must be completed within thirty days. The

client will have the opportunity to discuss this matter with Staff and resolve it before

adjustments are made. Should the client fail or refuse to sign the Repayment Agreement it does

not negate the overpayment.



Overpayments are to be corrected by adjustment from the next eligible benefit payment.

Measures will be taken for recovery of the overpayment in full;



When the overpayment had resulted from administrative error, recovery shall be

accomplished through an agreement with the client that will not create undue hardship for

the client. Future payments will be reduced in amounts that will lead to eventual recovery of

the total overpayment. The reduction will not exceed one third of the payment;



If the cash grant cannot be adjusted in a month during which income is received, or the case

was on sanction or suspension, then an administrative adjustment or recovery will be made

the following month;



Should an overpayment be detected after a case has been closed, a Re-payment Agreement

will be made for the client to repay the overpayment directly;



All overpayments must be documented on an overpayment calculation form and signed off

by staff and Director. Overpayment amounts requiring adjustments must be approved by the

Director;



If the client fails to make payments as arranged, the full amount of the overpayment will be

requested and garnished from any future CTSI Per-Capita distributions. If the client is not a

Siletz tribal member and has an overpayment, all services will be denied until a current RePayment Agreement is signed;



For non-Siletz tribal members, the Program may write-off overpayments if unable to recover

or the client has not received services for five consecutive years. After the fifth year, the

Program may write off $250.00 per year until there is no longer a balance. Should the

Program write-off any amount of an overpayment that was the result of fraud, the individual

will no longer be eligible for services. If the overpayment was the result of administrative

error, the individual will not be eligible for services once the balance is zero. Should the

individual have Siletz children and be TANF eligible, the Program may approve a child-only

case. The Director, Program Manager and General Manager must approve all write-offs. The

amounts will be provided to Tribal Council on the quarterly reports;



Review Fraud section for repayment requirements that are the result of fraud.

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V. EMPLOYMENT & TRAINING



DOL ELIGIBILITY:

To be income eligible for employment training services (DOL), the applicant’s income must

fall within 100% of the Federal Poverty Guidelines or the applicant must meet one of the

following requirements:

1. Be underemployed;

Definition of underemployed: Part-time, temporary status, seasonal, or positions not

considered permanent.

2. Be unemployed for a period of seven (7) consecutive days;

3. The recipient of a bona-fide layoff;

4. Employed, but determined by the Program to be in need of services to obtain or retain

employment allowing for self-sufficiency.

The Program will be working with various worksites through WEX and OJT. Sites

determined by the Director to be ineffective, not follow contract obligations or continually

misuse the program or clients will be suspended or not utilized in the future.

If a client should not begin utilizing services (no funds have been spent) after they are

approved, and a Contract is completed due to an illness, temporarily leaves the immediate area

or any other reason approved by the Director, they can still use the approved service without

negative instances. They must be able to begin a new contract within the six-month eligibility

period. Clients that quit or close with an unsuccessful completion from their contract without

good cause will not be eligible for a period of 14 months from the date of termination. Clients

may apply for other components.

CLASSROOM TRAINING (CRT) (REFER TO DOL ELIGIBILITY)

The Program will provide educational assistance that will be broken into three distinct

categories. Participation in all activities will be justified in the case plan and expenditures will

not exceed the yearly budget caps. All services are considered a last resort and clients are

expected to access and provide verification they have applied for financial resources from

Financial Aid and tribal higher education.

1. GED/Adult Basic Education:

Clients without a High School Diploma, modified diploma or General Educational

Development (GED) certificate must apply for Classroom Training Services to attain the

necessary support to achieve this goal. Services include payment of necessary tuition, books,

fees, related supportive services and a classroom-training stipend (limited to 15 paid hours per

week). Clients may utilize this component for the length of time as justified in their case plan

and by recommendations of an instructor or educational institution. The CRT Contract will be

made for six (6) months and an additional contract can be completed if the client has not utilized

the yearly budget cap in CRT funds or support services.

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EXEMPTION CRITERIA: Those who are of Tribal Elder Status, 55 years of age or older, will

be exempt from this requirement. Clients, who have been evaluated by a licensed professional

and are determined to have a disability, making them incapable of obtaining a GED or High

School Diploma, are also exempt from this requirement.

2. Higher Education Assistance:

Higher Education Assistance will be available to interested participants. Participation is

limited to one term per 12-month period. Services for this component shall include assistance in

enrollment, payment of tuition, books, fees, classroom stipend (limited to 15 paid hours per

week), and related supportive services. Online classes will be treated the same as in-person

attendance.

3. Vocational Education/Occupational Training:

Vocational Education- can include but is not limited to the following: Vocational degrees /

certifications from accredited institutions, employment related workshops, seminars and shortterm trainings. Generally, participation in these activities will be short-term and occupation

specific, not to exceed six months.

Occupational Training- can include but is not limited to the following: Pre-apprenticeship /

apprenticeship programs from qualified agencies, and occupational specific certifications and /

or trainings not to exceed twelve months.

Services may include, but are not limited to, assistance in enrollment, payment of tuition,

books, fees, testing, per-diem and related supportive services. Students may receive stipends

(limited to 15 paid hours per week) if justified in the case plan to enable them to successfully

complete training.

CLASSROOM TRAINING CONTRACT

All clients participating in (CRT) activities (High School Diploma/GED, Basic Education,

Higher Education, and Vocational Education / Occupational Training) must have the following

administrative tasks completed prior to the start date of CRT services:

1. A completed case plan signed and dated by the client and Staff;

2. A Classroom Training Contract signed by the Director, client and Staff;

3. Clients must submit a copy of their registration for class and class schedule;

4. Clients must submit copies of grade reports within ten (10) calendar days of receipt, as

detailed in the case plan and contract;

5. Client must complete a school release of information form, if required for payment on CRT

services;

6. Client will submit a copy of any certification received while utilizing the CRT Program;

7. Client will submit CRT timesheets verifying participation and progress in CRT;

8. Clients will provide copy of all financial aid.

COMPLETION OF CLASSROOM TRAINING

When the client successfully completes the CRT contract, and if at a later time (same year)

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additional education, not higher education, is needed to help the client transition into successful

employment, the client may re-enroll in CRT. If client should apply within the same budget year

and request additional educational needs to become more employable, the Staff will evaluate the

request and determine if it will be considered higher education. There is no time line as to when

a client can re-enroll but the cost will not exceed the yearly budgeted amount. As workforce

criteria changes, and if the Program is able to offer extended training, such training will be

available to the client. Clients that earn a GED while on CRT may immediately request CRT for

higher education needs. The same yearly budget cap will not apply.

WORK EXPERIENCE (WEX) (REFER TO DOL ELIGIBILITY)

1. Volunteer Experience:

This service involves unpaid, short-term training at a non-profit organization, public agency,

tribal enterprise / government office or private employer. The intent of the activity is to enhance

participants’ employability by providing them with current work experience, employer

references, suitability for paid placements and an opportunity to develop specific job skills.

2. Paid Work Experience:

Paid Work Experience will be available to eligible, work ready participants who lack work

history, transferrable skills, those that have little to no employment skills and those needing new

employment skills. Staff will determine if a client is considered work ready. Applicants for

WEX must have a high school diploma, modified diploma or a GED to participate in WEX.

Those applying for WEX and have not yet received their diploma or GED must provide

verification that they will receive it prior to the end of their contract, i.e. high school students

who are over the age of 18 and have secured enough credits to graduate.

The initial contract limits will be included in the yearly budget and distributed to staff at the

beginning of each calendar year. Contract extensions may be approved if the extension will

result in the client gaining employment after the completion of the contract. Generally, this

service will consist of paid training not exceed 1000 total hours within a 24-month period. This

service may be nonconsecutive when justified in the case plan and it may be offered in

conjunction with other services such as CRT.

Specific details of the work experience will be included in a standard work-site agreement

and contract, as well as a position job description. Placements can be part-time to full-time

depending on the need of the client. Part-time placements will be utilized for clients that are

determined work ready but may have medical restrictions or for students. Students should be

placed in a worksite that is in their field of study. The client will not exceed a 40-hour

workweek. Participants are only paid for actual time worked. CTSI will provide payroll

services. Public, non-profit and private employers will be utilized as work-sites.

Clients may receive pay for verified job searches during the last month of the WEX contract.

Paid job searches will not exceed five (5) hours per week. WEX is intended to assist a client

gain new employment skills and multiple placements at the same work-site or same field will be

considered on a case-by-case basis. Clients participating in an A&D program may be considered

job ready. Staff will consider a paid work experience after a recommendation is received from

the clients A&D counselor. The recommendation must document that a work experience

placement will not negatively affect the client treatment plan or goals.

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477 Self-Sufficiency Program

Upon approval of a WEX Contract, Staff will enroll clients for a Relia-Card. All distribution

of WEX wages will be done via Relia-Card. Clients that fail or refuse to register with the ReliaCard Program may be denied or terminated from the WEX Program.

All clients actively participating in WEX will have their performance evaluated by the worksite supervisor on a monthly basis. The evaluation is necessary to determine any issues that arise

such as attendance, punctuality, appearance, quantity of work, quality of work, attitude,

initiative, human relations, safety practices and training needs. Staff will assist the client in

developing a resume prior to placement and assist them in updating it following the completion

of a contact, if needed.

Clients that successfully complete their WEX contract must wait 12-months from the date

the WEX contract ended before they may apply to utilize the WEX component again. They can

apply to utilize other job training services.

WORK EXPERIENCE CONTRACT

All clients participating in WEX activities will have:

1. A completed case plan signed and dated by Staff and client.

2. A completed WEX contract signed by the client, Staff, the employment site representative

and the approval of the Director, Program Manager, or CTSI Administrator. The CTSI

General Manager must review and approve all placements within the Tribe. Staff will

provide the General Manager a copy of the client’s current criminal history. Clients that do

have a criminal history will be required to provide a written letter explaining all charges.

3. The following will be submitted to the CTSI Payroll Department prior to the start of

placement: Contract, job description, W-4, I-9 and Relia-card registration / confirmation.

4. An initial Work-site Master Agreement must be completed with all WEX employers. This

document will include signatures of the work-site official, Staff, Director, Program

Manager, or CTSI Administrator. In placements with CTSI, the General Manager or

Administrator will sign the contract in addition to the Director or Program Manager. Staff

are responsible to ensure the Worksite Master Agreement is current prior to the initiation of

a contract. The Program will not pay wages that conflict with the Agreement.

ON-THE-JOB-TRAINING (OJT) (REFER TO DOL ELIGIBILITY)

Paid On-The-Job Training will be a service provided to eligible clients hired in the public,

non-profit and private sectors, within seven (7) working days of the hire date. The intent of this

component is to enhance the employability of the client. The employer will hire the client as a

regular employee and pay the client directly from their payroll. The client will receive the same

benefits as any other employee of the employer.

The employer will be reimbursed by the Program on a monthly basis for up to 75% of the

starting hourly wage, less any fringe benefit paid by the employer as allowed in the Program

annual budget guidelines. The contract will not exceed six months or $4,500 whichever comes

first. Specific details of the On-The-Job Training Agreement will be included in an OJT

contract. All applicants for this service must meet the entry-level requirements of the particular

job.

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Clients that successfully complete their OJT contract must wait 12-months from the date the

OJT contract ended before they may apply to utilize the OJT component again. They can apply

to utilize other job training services. An OJT contract will not be approved with the same field

of work. Clients that quit or are fired from employment within 6 months from the termination of

the contract will not be eligible for OJT for a period of 14 months from the last date of

employment.

OJT CONTRACT

1. All clients participating in OJT activities will have:

a. A completed case plan signed and dated by Staff and client.

b. A completed OJT contract signed by the client, Staff, the employment site representative

and the approval of the Director, Program Manager and/ or CTSI Administrator. OJT

contracts with CTSI must be signed by the General Manager or Administrator.

c. A job description, reviewed and approved by the client, as dated and signed.

The participant will complete an OJT timesheet and submit it to the employer. The employer

will review for correct hours and sign off. The employer will submit the OJT timesheet to staff

after the last workday of the month for reimbursement.

2. Unacceptable OJT Contracted Work-sites:

OJT contracts must not be entered into with employers who:

a. Have received payments under previous OJT contracts and have exhibited a pattern of

failing to provide OJT participants with continued, long-term employment. This includes

failing to offer regular employee status, wages, employment benefits and working

conditions at the same level and to the same extent as other employees working a similar

length of time and performing the same work.

b. Have not compensated trainees at the same rates, including periodic increases, as

trainees or employees who are similarly situated in similar occupations by the same

employer and have similar training, experience and skills.

Should the OJT placement fail, Staff will evaluate the reason for the failure; develop a

corrective action plan with the client, if possible. Should corrective action be needed Staff will

assist the client in correcting the reasons for the OJT failure. Should the OJT fail due to the

client’s refusal to accept corrective action, OJT services will not be available for 18 months

from the time the client left the job.

DIRECT PLACEMENT (DP) (REFER TO DOL ELIGIBILITY)

This service is available to all eligible participants who have the opportunity for permanent,

unsubsidized employment and are hired by an employer directly. Exceptions may be made for

seasonal employment with the approval of the Director. Applicants must apply for services

within seven (7) working days of the start date. Once the job has been secured and documented

with a “Letter of Hire” completed by the employer, supportive services may be provided as

necessary to assure successful employment. The Letter of Hire must indicate the applicant has

been hired for a permanent position. Clients will not exceed the early budgeted amount for

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Direct Placement (Standard support service budget caps do not pertain to DP). Services can be

provided for 30 days from case plan development. A high school diploma or GED is not

required to utilize this service.

Clients that successfully utilize DP must wait 12-months from the last date of service before

they may apply to utilize DP again. They can apply to utilize other job training services. Clients

must maintain employment for six (6) months to be considered successful.

CORE SERVICES

This Program provides employment enhancement services to individuals who are not

currently enrolled in other 477 components but need assistance with job referrals, resumes,

cover letters, employment counseling / coaching, job search assistance, etc. to become more

employable. The main resource for clients is the assistance of staff. The Program will not

provide financial assistance directly to a client enrolled in CORE Services. The Program may

provide limited support services that are directly tied to an imminent job opportunity. An

imminent job opportunity is defined as verified job interviews or pending employment offers.

Support services include interview clothing and transportation assistance to that interview. The

Director may approve other support services. This component will not provide support services

for items such as car repairs, insurance, and tools / equipment. The client may participate in

Program sponsored activities, trainings and workshops as well as receive incentives for such

participation.

Staff will maintain current information regarding the local labor market and job

opportunities. Staff and the Oregon Employment Department will work together through the

One Stop process in assisting participants to complete resumes, cover letters, remove barriers to

employment, and to locate employment opportunities.

DRUG & ALCOHOL SCREENINGS

WEX clients must complete a drug screening prior to the initiation of a contract. Clients

who test positive or refuse a screening for WEX placement may apply for other services. Once

the client follows through with recommendations given by the CTSI Alcohol and Drug Program

or outside resource, they can reapply for WEX. Failure to complete the assessment and follow

through with recommendations will make the client ineligible for WEX, regardless of the

amount of time passed, until the client completes the necessary processes.

OJT clients will be required to complete a screening.

CRT clients receiving services in a work setting (including use of heavy equipment or power

tools), pre-apprenticeship or practicum will be required to complete a drug screening prior to the

initiation of the contract.

Clients must submit to doing a screening within 30 minutes of being told.

Placements within CTSI will ignore positive test results for THC unless the client is under

the age of 21. Clients under the age of 21 and test positive for THC or other drugs will be denied

services for WEX, OJT and CRT (as outlined above) until they meet the requirements listed

below. The Program will follow the drug testing policies of other employers concerning THC.

Clients who test positive with verified lab results will be referred to the CTSI Alcohol and

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Drug Program or another outside counseling resource immediately and the case plan will be

revised to include the recommended treatment. A revised case plan must be done to eliminate

this employment barrier. The new case plan will require the client to make an appointment for

A&D services within ten (10) calendar days and an assessment be completed within thirty (30)

days from the first appointment. Clients are required to submit documentation of the assessment

and treatment plan. Failure to follow through with the referral and / or comply with treatment

plan may result in loss of benefits and / or services. Clients that leave the Program while seeking

treatment due to a positive UA will have A&D activities on their new case plan when requesting

services in the future. Clients will need to provide documentation that treatment was completed

for this activity to be removed from future case plans. Clients may complete a new A&D

assessment as documentation to show that A&D is no longer an employment barrier.

Clients that refuse to take a drug test (Saliva test, mouth swab, UA), or tamper with the

device, or do not submit to a test within 30 minutes; the test will be considered automatic

positive. Clients will not be permitted to leave the office and come back to take the test. Clients

that choose to leave the office will have an automatic presumptive positive. Refusal to take the

test will result in an automatic denial of WEX, OJT or CRT. An LON will be mailed to the

client notifying them of the action.

Staff must notify CTSI ICW Program for all positive test results when there are children in

the home. A report by Staff will be given to ICW due to being a mandatory reporter.

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VI. SUPPLEMENTAL YOUTH SERVICES



DESCRIPTION

Native American Youth (Native American, Native Alaska, and Native Hawaiian) ages 14 to

24 are eligible to apply for Supplemental Youth Services (SYS). Youth must be age 14 prior to

the date of application. The Supplemental Youth Services Program will prioritize work

experience or classroom training activities for eligible applicants. In addition, services may

include but are not limited to tutoring, life skills, financial literacy, incentives and

sporting/educational summer camp fees.

All participants need to have a cumulative Grade Point Average (GPA) of at least 2.0, all

necessary credits obtained, up to current grade level and meet the State of Oregon standards of

education before they may participate in the work experience component.

SYS will prioritize youth academically at risk or out of school as documented by school

records. The program will also prioritize Native youth that are homeless, pregnant, a teen

parent, or emancipated. If federal funding allows, at least 30% of budgeted funds will serve outof-school youth. All applicants must complete an Application for Services signed by a parent or

guardian if under the age of 18. If an applicant is homeless and the parent or guardian is not

available, a letter from a counselor or caseworker will document the applicant’s situation and

need for services. This requirement does not apply to youth that are emancipated.

Paid Work Experience: Similar to the adult WEX component, income eligible youth will be

placed in job training sites to develop employment skills. Public, non-profit and private

employers may be utilized for work sites. The wage and contract hours will be determined by

the Director and included in the annual budget.

Classroom Training: Similar to the adult CRT (basic education) component, income eligible

youth who are lacking educational credits or GPA may receive assistance with basic education.

Services may include assistance with tuition, fees, books, stipends and support services as

justified in the case plan. For youth under the age of 18, stipends will only be offered throughout

summer school. The stipend rate and contract hours will be determined by the Director and

included in the annual budget.

ELIGIBILITY REQUIREMENTS

The family income must fall within the income guidelines established annually by the

Director and included on the annual budget. Income eligibility will be based on 30-days prior to

the DOR.

All SYS clients must have:

1. A completed 477-SSP Application.

2. A completed case plan signed and dated by the client, parent (if applicable) and Staff.

3. A contract for services, as justified in the case plan (CRT and/or WEX).

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4. A completed I-9 and W-4 form on SYS WEX participants.

CRT and WEX will require a completed SYS contract signed by the student, the student’s

parents if under the age of 18, Staff and work-site representative. Placements within CTSI

require administrative approval by the Director, Program Manager, and/or CTSI Administrator

before services begin. If the worksite is newly established, a Work-site Master Agreement will

be completed with the employer before initiation of the contract. There must be a job

description with the SYS-WEX contract.

Clients that successfully complete their contract must wait 12-months from the contract end

date before they utilize the same component again. Clients that utilize SYS and turn 18 years old

may utilize the regular adult components upon successful completion of SYS. Youth at Risk

students (are academically at risk, or sporadically attending school as documented by school

records) may be eligible for extended SYS. These cases will be handled on an individual basis

in consultation with Staff and the Director. In these situations, Staff must have at least monthly

contact with the student, the student’s parents / guardian, and school officials. The case plan

must include what is expected of the youth concerning school performance.

There are youth services directly targeted to Siletz tribal members. Refer to TANF Purpose

3 and TANF Purpose 4 of this Manual.

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VII. SUPPORTIVE SERVICES



DESCRIPTION

This service is available to all eligible participants who are currently enrolled in a

component unless stated otherwise. Support services are based on the individual needs of each

participant and are not entitlements. Eligibility, expenditure guidelines and limits are set by the

Director and may change periodically based on available funds, cost of services and client

demand. The purpose is to assist participants in over coming barriers identified on their case

plan and maintaining on-going compliance.

SUPPORTIVE SERVICE GUIDELINES

Supportive Services will only be allowed for an approved client. The client must be in

compliance or working on becoming compliant to be eligible to receive supportive services

related to self-sufficiency activities.

Staff shall consider the most cost-effective method to meet the individual needs of the

participant. Supportive Services are available to each component except Direct Placement.

Limited support services are available for Core Services. All other community & tribal

resources must be exhausted before utilizing supportive services, as this is a secondary resource.

Requests for support services shall be submitted in writing.

Listed below are unique requests and should be handled accordingly:



Transportation: Recipients of gas vouchers and gas cards must provide receipts and possess

a valid driver’s license and insurance. The purchase of any item other than gas will be

considered an overpayment;



Cell Phones/Phone Cards: The Program will not provide these. These can be purchased with

Direct Placement if they are listed by the employer and needed for employment. Clients will

be encouraged to apply for phone assistance programs;



Phone Bills: This service can be paid for medical reasons only. Proper documentation needs

to be provided for justification;



Internet/Cable: Cable service will not be provided with support services. Internet bills may

be covered if required for educational purposes (higher education classes, etc.) These

expenditures will need to be reviewed with the Director;



Utility Bills: The Program can assist with past due utility bills (electricity, water/sewer,

natural gas, garbage). The utility bill must be in the client’s name. All other resources must

be utilized prior to support services. The Program will only cover a percentage of the bill

when there are roommate situations regardless of using support services or vendor pay from

a cash grant. A Vendor Payment Agreement will be required for cash assistance clients if

requesting this service. Deposits are allowable;



Rent: The Program can cover past-due rent when all other resources have been utilized. The

Program will only cover a percentage of the rent when there are roommate situations

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regardless of using support services or vendor pay from a cash grant. A Vendor Payment

Agreement will be required for cash assistance clients if requesting this service. Move in

costs are allowable;



Childcare: Rates will be established on a yearly basis and included in the budget. Childcare

is allowable for approved self-sufficiency activities as identified on the case plan;



Clothing, tools / equipment;



Relocation assistance for employment purposes;



Required union fees (prior to first paycheck);



Grooming and cosmetic expenses (i.e. dry cleaning, laundry supplies, haircuts, personal care

items) when related to employment, training or job-related education;



Substance abuse and mental health counseling (if not otherwise covered through Tribal

health services, insurance or provided by other state or public health services);



Dental services and eye glasses (same restrictions as substance abuse);



Meal vouchers/baskets for approved TANF families and for identified holidays

(Thanksgiving and / or Christmas). Annual funding amount will be included in the budget.

An annual Policy Clarification will detail procedures and deadlines;



Winter heating allowances for approved TANF families. The allowance will be added to the

TANF grant and not exceed 4 consecutive months. The family must utilize all other energy

assistance resources prior to receiving the allowance. The allowance will be added to the

yearly budget. Procedures will be outlined on an annual basis and provided to staff prior to

October;



Educational costs for approved TANF families: This includes tuition, fees and supplies;



Parole / supervision fees.



Home Visiting Incidentals for Teaching: The Program will distribute baby wipes and a book

for each lesson. Other incidentals may be provided as outlined in the curriculum. If the item

is below $10.00, the client will not be required to sign for the item. Staff will document the

lesson number for the Accounting Department and document the situation in the narratives

and expenditures. Some incidentals may be distributed after the child is born.



Home Visiting – Requests for support services will be considered on a case-by-case basis.

The Program will evaluate the need, program requirement vs. voluntary activity, and

household resources prior to determination. No support services will be provided prior to

eligibility determination.



Fines/legal fees: The fine cannot be the result of a felony and will be evaluated on a case-bycase basis with the Director. For TANF participants, the expenditure is State MOE. Paying

fines and/or legal fees is allowable if the individual is not fleeing to avoid prosecution,

custody or confinement after conviction and is not violating a condition of probation or

parole imposed under federal or state law. The expenditure must remove barriers to

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employment or self-sufficiency. The Program will require clients to provide documentation

detailing: dollar amount of all fines, verification the fines are not the result of a felony,

compliance with parole/probation (if applicable), verification the city, county or state will

release the restriction if paying to reinstate a drivers license, and a written request with a

statement that any unpaid balance will be paid by the client. The Program can only assist if

the support service removes a barrier. The Program will require the client to seek a payment

plan with the option for a down payment. The funding limit will be included in the annual

budget for employable clients. The regular support service limit applies to non-employable

clients.

Staff will assist clients with budgeting classes for those utilizing support services for basic

needs.

Services will follow all CTSI purchasing policies and procedures. Included in CTSI

purchasing policies is the clause that reimbursements will not be made to a client after they have

already paid for a service / item. To prevent clients from engaging in illegal behavior, the

Program will not cover expenses such as registrations when the client does not have a driver’s

license.

The Coordinator, Director or Program Manager must give final approval before this service

may be initiated. All verbal approvals will be noted in the case notes. Expenditure guidelines

and limits will be set in the budgeting process each calendar year. Participants will not exceed

the yearly budget cap unless approved by the Director and Programs I Manager.

INCENTIVES

All participants will be eligible for incentives based on achievements met on their case plan.

Incentives can include but are not limited to gift cards, gas cards, and CTSI merchandise. The

Program may provide door prizes to events funded under TANF Purposes 3 and 4. Staff will

nominate clients using the Incentive Nomination Form that must be approved by the Director or

Programs Manager. Incentive caps will be included in the annual budget.

Home Visiting Bucks - As a participant in the Home Visiting program, clients are eligible to

receive Tribal Home Visiting Bucks. Clients receive one incentive Buck (THV Bucks) for each

completed home visit and clients will receive two THV Bucks for each Home Visiting

sponsored event or activity, for a maximum of two events per quarter. THV Bucks are valued at

$5 each and may be redeemed for the following; Amazon gift cards, Fred Meyer gift card or

diapers. Clients can redeem THV Bucks once per month and the staff has one week to purchase

the selected item. The Home Visitor will distribute at the next lesson or the client can pick-up at

the office. Clients must be active and participating in the Program to be eligible. THV Bucks

must be redeemed upon case closure unless the client is closed for no contact.

DIVERTED SERVICES

This service is available for those who have been employed for a minimum of 45 calendar

days, and are at risk of losing their employment. This service can be utilized no more than five

times in a lifetime. Payments must be intermittent. Household income must not exceed 185% of

the Federal Poverty Level income guideline. Applicants must provide documentation of need

and evidence how this service will assist them in retaining employment or prevent job loss.

Expenditure guidelines and limits will be set in the budgeting process each calendar year.

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Diverted services will not pay traffic fines, bills incurred prior to employment, or costs incurred

from illegal activities. The following information must be completed:

1. A completed Program application with all necessary documentation;

2. Completed case plan;

3. Verification of employment and verification how this service will prevent job loss.

RE-ENTRY SUPPORT

This service is available to incarcerated and recently released individuals who are

transitioning to the community from incarceration. The release from incarceration must have

been within the last 45 days from the Date of Request and the length of incarceration must

exceed three months to be eligible for re-entry support services. The Director may approve

extensions to the 45-day timeframe.

The Program will provide cash assistance and expanded support services to clients once

released if they meet eligibility criteria for TANF or GA. This type of support services is

intended to meet unique needs and is not limited to the restrictions listed under other support

service categories. Clients requesting Re-Entry Support Services will be required to provide

documentation from parole / probation of their release requirements. This is to ensure the case

plan reflects similar activities. Clients can utilize this service no more than 2 times per lifetime.

These support services are limited to 1.5 times the yearly budget cap and can be utilized for

expenditures such as housing or utility deposits, fines not as a result of a felony, and parole /

supervision fees.

Staff may participate in prison re-entry fairs or events that are designed to introduce services

to incarcerated persons and prepare them for release. The Program may also provide CORE

Services to individuals still incarcerated. These services may include but are not limited to:

employment preparation (resumes, interview skills, etc.), coaching, referrals to mental health,

behavioral health, permanent / transitional housing, and/or other agencies that support selfsufficiency and re-entry. While incarcerated, a program application is not necessary if we have

verification they are American Indian / Alaskan Native. Once released, these individuals may

apply for DOL services.

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VIII. EMERGENCY ASSISTANCE



DESCRIPTION

This service is available to enrolled members of federally recognized tribes who meet

income limits established in the annual budget. Emergency Assistance is intended to be a onetime service to address emergent situations or basic needs, such as floods, fire, utility shut-off

and housing needs to avoid eviction / homelessness. In addition, the Program is intended to

assist eligible clients impacted by natural disasters, pandemics, and states of emergency issued

by federal, state or tribes. Deposits and move-in costs are eligible for Emergency Assistance

services. Payment for past due or current rent will require a legal rental agreement between the

client and property owner. The rental agreement and all utility bills must be in the client’s name.

Vendor payments for rent and utilities will be divided by household composition similar to

support service policies.

This service will provide a direct payment to a provider / vendor. Staff shall consider the

most cost-effective method to meet the emergent need. A W-9 form must be completed for all

vendors. This component may be utilized once per client / family in any 24-month period

(starting 4/15/16). This service can be utilized no more than five times in a lifetime. The

maximum benefit under this component will be established once per year as a part of the annual

budgeting process. Budgeting limits will be effective from January 1 to December 31 of each

year. Services will be provided for 30 days from the approval date. For budgeting purposes,

Staff will determine if the household is considered “EA-Families” or “EA-Single Adults”.

ELIGIBILITY REQUIREMENTS

All applicants requesting Emergency Assistance must have:

2. A completed Program application;

3. A completed case plan signed and dated by the client and Staff documenting need for

Emergency Assistance;

4. Verbal or written approval by the Director and / or Program Manager.

Emergency Assistance is considered a last resort. Applicants will try and apply for

assistance from community agencies and tribal resources. Staff will assist the client in obtaining

emergency assistance from other sources before a request for service will be processed to the

Director and / or Program Manager.

NON-ELIGIBLE APPLICANTS

The following income eligible applicants are not eligible for Emergency Assistance:

1. Clients currently enrolled in cash assistance. Emergency Assistance is not intended for those

clients that request to close their cash assistance case, apply for EA and then reapply for

cash assistance;

2. Applicants that quit a job without good cause or are terminated from employment with cause

within 60 days of the DOR. However, if it has been found by Staff that the job quit has

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created a hardship on the children in the household, a vendor pay may be allowed to prevent

homelessness, as long as the adult household member(s) are seeking employment;

3. Applicants who have utilized Emergency Assistance five previous times or within the last 24

months.

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XI. GRANT ASSISTANCE FOR SINGLE ADULTS



GRANT ASSISTANCE FOR SINGLE ADULTS (GASA)

The following individuals may make an application for cash assistance services:

a. Adult Siletz tribal members;

b. Adult Siletz tribal members and non-tribal or tribal spouse / significant other, without

dependents. Spouses / significant others of a federally recognized tribe other than Siletz will

first be referred to the Bureau of Indian Affairs or local tribe for their General Assistance

Program;

c. Emancipated minor Siletz tribal members without dependents;

d. 18 - 26-year-old Siletz Tribal members not being claimed as a dependent by another person

such as on taxes. They must have made a request to access their Minor Trust Account of

their Tribal Per Capita benefits and show this as a resource and / or unearned income if

received in the six months prior to the date of application;

e. Individuals presenting themselves as a couple in the community and reside in the same

dwelling as defined under TANF Benefit Group, i.e. fiancée / significant other will be

determined as one household. This includes same sex couples and those who are in a

domestic partnership. If a prior relationship has been established by the Program, the

household must be combined;

f. Temporary Assistance for Needy Family clients that have reached the 60 months’ time limit

and have utilized all other available resources.

ELIGIBILITY REQUIREMENTS

The applicant must have an unmet essential need. Essential needs are defined as food,

shelter, clothing, and utilities.

All eligible single adult applicants must meet the State Adult Income Payment Standards. In

unique situations, the Program may initiate alternative payment standards. This may be during a

pandemic, natural disaster or during a federal, state or tribal emergency declaration. Once

income eligibility has been established, Staff and applicant will review the completed

application and create a case plan. The case plan will document the need for cash assistance and

identify barriers to employment and self-sufficiency. This document is considered complete

once the document is signed and dated by Staff and client. Staff will contact the Director or

Program Manager for final approval of the application.

Applicants under the age of 26 that reside with their parents or others that may claim them

as a dependent on tax returns must provide a Tax Verification Form provided by the Program.

The form states they will not be claimed as a dependent on a tax return the same year they are

on General Assistance. This policy applies regardless of the length of time that the client was on

the Program or under another’s care.

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RESOURCES

Resources are liquid assets available to the Tribal member, unless specifically excluded by

federal statute or listed in this manual under exempt resources. Liquid assets are properties in

the form of cash or other financial instruments that can be converted to cash, such as savings or

checking accounts, promissory notes, mortgages and similar properties. The client must actively

pursue any asset for which they have a legal right or claim.

RESOURCE LIMIT

Single adult applicants may retain a resource limit of $2,000 available to the household.

Any resource that can be easily converted to cash will be counted as income in determining

eligibility for GA.

EXEMPT RESOURCES

No applicant for or recipient of the Grant Assistance for Single Adults shall be required to

dispose of the following resources:

1. A capital resource used in the production of income for self-employment;

2. His or her home including personal belongings;

3. Insurance policy;

4. One vehicle: With an equity value up to $10,000, any amount over the equity value is a

countable resource. The total equity of a second vehicle and / or all-terrain vehicles will be

considered a resource to determine eligibility.

INCOME

1. Gross Income:

Known as “before taxes”, is the total monthly amount from all sources (household

members), whether earned or unearned, before any deductions are made. This is the primary

type of income that will be used in determining eligibility and benefits for the Program.

Earned income from self-employment will be determined after reviewing monthly profitloss statements. Applicants can deduct the cost of doing business when arriving at gross income.

All income, whether earned or unearned, must be verified with the applicant's aid and

recorded in the case narrative, dated and directly related to the application and budget

(corresponding dates) regarding the approved Siletz Grant Assistance.

2. Earned Income:

Refers to cash earned by an individual. Income is verified by the best available information,

which would consist of pay stubs presented by the client, or in the absence of pay stubs, an

interview with the employer, or any other reliable source that could provide verification. Earned

income will be reduced the next eligible monthly grant.

Cash income is the receipt of wages, salary, commission or profit from activities in which an

individual is engaged as an employee or through self-employment.

Earned income is also income earned over a period of time, but for which settlement is

made at a single given time, such as the sale of crops or livestock.

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3. Annual Income:

Recurring annual income received by applicants, such as teachers, which when prorated for

12 months, exceeds basic monthly-defined need, leaving the applicants without resources for

brief periods of time. If this is known in advance, such applicants should be assisted through

counseling to budget their income. All recurring annual income will be prorated monthly except

the CTSI Per-Capita distribution which is calculated the month it is received.

4. Unearned Income:

Unearned income may be received on a regular or irregular basis. When receipt of such

income is sporadic or unpredictable, appropriate allowances must be made. The following are

examples of unearned income (See Asset Review Chart at the end of the manual for how the

income is counted as a resource)Unearned income is counted dollar for dollar and reduced

from the eligible grant the month it is received. If income is received after the grant has been

received for the benefit month, the income will be reduced from the next eligible monthly grant.

a. When a spouse / significant other in the household receives General Assistance directly

from the BIA, the income will be counted as unearned household income;

b. Interest payments or dividends from capital investments such as savings accounts,

bonds, notes, and mortgages;

c. When there is a lease or rental from property other than the primary place of residency

the income received is countable unearned income and the equity value of the property /

residence is countable;

d. Gross income from minerals, gas, and oil, as well as bonuses, delayed rentals and the

sale of homegrown produce are to be considered as unearned income;

e. The sale of any home produce from garden, livestock, wood and poultry is to be

considered as unearned income. If the home produce is utilized by the recipient and their

household for their consumption (as distinguished from being sold or exchanged) it is

not to be considered in determining need or the amount of the assistance payment;

f. Life insurance, pensions, compensations, Veteran’s Benefits, railroad retirement,

unemployment compensation, workman's compensation, strike benefits paid by unions,

survivor’s benefits, and allowances for dependents of military personnel are possible

sources of income to the recipient and / or dependents;

g. Cash benefits intended for the exclusive benefit of identified children, such as survivors'

benefits, shall not be considered as available to the entire household;

h. Contributions: Recurring contributions actually received in cash, such as child support

payments and alimony, are to be considered unearned income available to meet need;

i. Land Sale Income: Income derived from sales of trust land shall be considered as

income when it becomes available to meet need unless set aside for the specific purpose

of reinvestment in trust land or a primary residency by the end of one year from the date

it was received. If not, it shall be counted in its entirety as available to meet need;

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j. Income from the Sale of Real or Personal Property: Income derived from the sale of real

or personal property, unless otherwise restricted, shall be considered as income available

to meet need. Unless proceeds from the sale are reinvested in trust land or a primary

residency within one year in accordance with the provisions of (2) above;

k. Utility Allowances: Income or reimbursement for utility allowances will be counted as

unearned income;

l. Personal Belongings: The sale of personal belongings will be counted as unearned

income to meet need.

6. Income Disregards:

Various Federal statutes require certain income to be disregarded in determining need.

The following resources must be disregarded in determining available resources:

a. Judgment payments distributed to Indian tribes up to $2,000 per person per payment

(P.L. 98-64);

b. Income received by Indians from Interests Held in Trust, not to exceed $2,000 per year

per (PL 103-66);

c. The Food Stamp Act allotment or USDA Commodity Program Services;

d. American Red Cross or Federal, State or County disaster relief funds;

e. Low-income heating and energy assistance payments (P.L. 98-558);

f. Any portion of payments made under the Alaska Native Claims;

g. Client is receiving / applying for Grant Assistance for Single Adults (GASA) due to

being over the TANF time limit provisions: If and when the client should receive child

support for children that are under age 18 (or enrolled in school, up to age 24) and are

claimed as dependents of the client, all child support payments received for those

children will be considered exempt income and will not affect the GASA benefit amount

and not be used in determining eligibility;

h. CTSI Elders stipends (GA Redesign Plan).

DETERMINING AND CALCULATING BENEFITS

Clients applying for GA without earned or unearned income will be paid according to the

State Income Payment Standard. To determine the amount of the initial assistance payment, the

monthly benefit amount shall be prorated from the DOR or date of eligibility if different, given

the client has made active efforts to provide documentation within the allowable 45-day pending

period.

In prorating the initial payment, the eligible grant amount for a whole month shall be

divided by thirty, then multiplied by the number of eligible days in the initial payment period,

rounding down to the nearest whole dollar. Should the client request services on the 31st day of

the month, they will be eligible for one day of service for that month. Staff must complete a

Grant Calculation Sheet each time the grant amount changes. In calculating the first month’s

benefits, Staff will count any anticipated and actual income expected to be received in that

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month. Thereafter, actual income will be counted the month it is received.

When there is an increase in the number of people in the benefit group, child or adult, a

current GA client must update their application and submit the supporting documentation as

required for the additional household member. This will generally include but not limited to,

social security card, birth certificate for a child, Oregon identification/driver’s license for an

adult, proof of tribal enrollment, and proof of benefit changes such as OHP, food stamps/USDA.

Once an updated Application for Assistance has been completed and all supporting

documentation has been submitted, the person will be added to the benefit group effective the 1st

day of the following grant month. For example, the completed Application and documentation is

received on 4/10/2021. The grant will increase in an amount based on the payment standard

effective 5/1/2021. This applies to adding individuals during the intake process as well.

Clients with earned or unearned income who remain within the countable income guidelines

for cash assistance will be eligible for services after the following deductions have been made:

1. Earned Income Deduction:

Clients employed, but within the State countable income limit, will receive the State

Payment Standard with a 50% reduction of the earned income.

2. Unearned Income Deduction:

Unearned income is deducted at a dollar for dollar rate. Examples of these types of income

include but are not limited to: (See Asset Review Chart at the end of the manual)

a. Unemployment Insurance benefits;

b. Social Security Benefits (SSB): Retirement (OASDI), Disability (SSD), and Survivor’s

Death Benefits;

c. Higher Education Subsistence (All or any portion of the grant determined as Essential

Need) i.e. food, clothing, personal etc. to prevent duplication of services.

INITIAL GRANT PAYMENT & MONTHLY PAYMENT SCHEDULE

Staff will process all check requests within five (5) working days of the date all required

documentation and home visit is complete. The Grant Calculation Sheet documenting the

monthly payment standard and pro-rated benefit for the first month of service will be attached as

documentation for the check request. If the 1st working day of the month falls on a weekend or

Tribal holiday, payment will be made and available for client pickup on the preceding workday.

Anticipated income will be used for month one of cash assistance. Month two is a full grant.

Month three is calculated on the difference in actual vs. anticipated income in month one. The

same income will not be counted twice against different monthly grants. This information will

be documented on the Monthly Report Form. This budgeting process will continue unless a

change in the household situation causes ineligibility. If a client has unpredictable wages or

resources, Staff can suspend a client up to three months rather than closing the case. No services

will be provided while on a suspension and eligibility will be re-evaluated monthly to determine

is the case should be reinstated or closed after month three. Clients are not required to comply

with case plan requirements while on a suspension.

Upon approval of all cash assistance grants, Staff will enroll clients for a Relia-Card. All

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“on-going” distribution of cash assistance payments will be done via Relia-Card and on the

same schedule described above. Enrollment into the Relia-Card program is required and clients

that fail or refuse to enroll may face program sanctions or case closure. Other distribution of

funds, such as, new grants, overturned sanctions or underpayments will be issued via check. It is

the client’s responsibility to address issues regarding fraud, lost or stolen cards directly with the

Relia-Card Program. Staff will provide guidance on Relia-Card, which will include but not

limited to activation, online banking, customer service, fees, ATM’s, etc.

Periodically, clients may require special arrangements in dispersal of grant benefits or

payments to assist them in their goal toward self-sufficiency. The following arrangements may

be utilized if needed:

Vendor Payments & Third-Party Payments:

Grants may be made payable to a third party/vendor/provider on behalf of the client when it

is determined that the client may not be capable of managing their own finances or a third party

/ vendor / provider has assumed responsibility for providing care and maintenance due to

incapacity of the client. Justification for the arrangement of third-party vendor / provider

payments shall be entered in the case notes. Staff will assist in locating the most responsible

payee to best serve the needs of the client but will not be responsible should the payee fail to

serve the best needs of the client. A W-9 form must be completed and on file with the CTSI

Accounting Department for all vendors. A Vendor Payment Agreement Form must be

completed listing out the payment arrangements.

RE-DETERMINATION

All recipients will be reviewed every six (6) months or whenever there is an indication of a

change in circumstances. All active grant assistance cases must reapply for services not less than

once every six months.

The TSS will send a LON for Re-Determination to the client with an application attached by

the 10th of month five (5). In this process, both the client and spouse / significant other (if

applicable) must sign an updated application containing essential information needed to

establish continued eligibility for the Program. The client will have 45 calendar days, or the next

business day should the 45th day fall on a weekend or holiday, to submit their re-certification

Application for Assistance with their new eligibility period beginning on the 1st of month seven.

If a client fails to complete the Re-Certification Application for Assistance within the 45days, their grant assistance will end on the last day of month six. This closure date will be

included in the client’s LON for Re-Determination. Extensions to the 45-day pending period

will need to be approved by the Director and will only be approved if caused by administrative

error or other reasons outside the client’s control (inclement weather, etc.).

Changes in household composition will make it necessary to complete an update application

for services to add / remove a person from the grant. The reviewed case by Staff does not

supersede the client’s responsibility for reporting changes that may affect their eligibility for

assistance. All updated Applications for Assistance will need to be approved prior to any further

services being provided. If adding a person to a cash assistance case, they will be placed on the

grant the next full month of assistance after the case has been approved.

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NON-COOPERATION DISQUALIFICATION

Clients that do not comply with the activities or timelines in their case plan will be

considered in a non-cooperation status. Clients who are in non-cooperation status will face a

disqualification. Disqualifications/sanctions are intended to induce cooperation. Disqualification

will lead to monetary sanctions and eventual termination from services.

During a disqualification, the client will receive no direct cash benefits to them. All

payments and purchases will be made by direct vendor payments for rent, utilities and limited

hygiene products only. A W-9 form must be completed and on file with the CTSI Accounting

Department for all vendors.

Disqualifications are progressive, however after three instances of non-cooperation a GASA

client will be terminated from services for a minimum of 60-days. Applicants will return to the

last disqualification level, if they re-apply less than 120-days from their termination date and

will be considered in a “Pay for Performance” status. Applicants will be referred to complete

referrals or other items during the application process they were required to complete the

previous time they were on services. Failure to complete the referrals or required activities may

cause them to be in non-cooperation status and not eligible for a grant as they are in a “Pay for

Performance” status.

If a cash assistance client left with a 60-day disqualification from services, reapplied in less

than 120 calendar days from the date of termination, and failed to follow the case plan or

program requirements, this would result in a month three disqualification and be terminated

from cash services for 60 calendar days. The client must have no instances of disqualifications

for 12-consequtive months in order to return to the first disqualification (sanction) level.

If a client re-applies 120-days after the date of termination, the sanction level re-starts at

level (month) one. Any current sanction status and current level will follow the client if they

switch components. Should a client receive a sanction and their case closed prior to it being

implemented, the sanction will apply to the next eligible grant unless the client is off services

for 120-days.

COURSE OF ACTION

DISQUALIFICATION

LEVELS

*Pay for Performance applies throughout the sanction process. Only vendor

pay for rent, utilities and limited hygiene products can be made during a

sanction period.

Month One

Month one of disqualification will result in a grant reduction of

$50.00.

Month Two

Month two of disqualification will result in a grant reduction of

$100.00, and at this time, an assessment must be made to identify

additional barriers preventing client’s cooperation.

Month Three

Month three of disqualification will result in grant closure and

termination from services for a 60-day period.

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X. TEMPORARY ASSISTANCE FOR NEEDY FAMILIES



TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF)

This service is available to enrolled American Indian / Alaska Native (AI/AN) tribal

members with dependents, non-enrolled head of households with enrolled AI/AN dependents

and non-enrolled biological parents of AI/AN dependents. Cash payments are provided to

eligible tribal member families to assist in meeting basic needs. Persons receiving TANF must

participate in self-sufficiency activities as stated in the case plan, unless found to be exempt by

the guidelines set forth in this Manual.

1. Temporary Assistance for Families components include:

a. Pre-TANF: Short-term diverted services;

b. Cash Assistance: 1 & 2 parent household. (Same sex couples included);

c. Cash Assistance: Non-Needy Caretaker Relative;

d. Temporary Assistance for Needy Families -TWEX (Work Experience);

e. Childcare: (TANF) - TWEX participants only;

f. Emergency Assistance;

g. Housing Stabilization Program for victims of Domestic Violence;

h. Transitional Services / Post TANF;

i. Home Visiting.

2. Individuals that may apply for Temporary Assistance for Needy Families from the Program:

a. One or two parent AI/AN tribal household;

b. Non-tribal adult household with an AI/AN enrolled child;

c. A pregnant enrolled AI/AN tribal member may apply in the 8th month of pregnancy;

d. A minor with a dependent child, at least one person in the benefit group must be enrolled

AI/AN;

e. Families who have experienced documented domestic violence. At least one person in

the benefit group must be enrolled AI/AN;

f. Non-Custodial biological parents of TANF dependents for TWEX;

g. AI/AN households with a child under 12 months for enrollment in Home Visiting

services. Prenatal households are eligible to apply.

ELIGIBILITY REQUIREMENTS

All Temporary Assistance for Needy Families applicants must meet the State Income

Standards. Refer to the State Standards Chart. Once income eligibility has been established,

Staff and applicant will review the completed application and create a case plan. The case plan

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will document the need for TANF services and identify barriers to employment and selfsufficiency. This document will be complete once the document is signed and dated by Staff and

client.

DEFINITION OF TEMPORARY ASSISTANCE FOR NEEDY FAMILIES

1. Parents or caretaker relatives and children are in the same household even if they are gone

for 30 calendar days or more for one of the following reasons:

a. They are absent because of employment (i.e. they are gone looking for work outside of

their area of their residency, or their employment takes them out of their residency).

Employment such as long-haul truck driving, fishing or active duty in the US Armed

forces normally takes an individual out of their household for a period of time.

b. Children are gone for 30 calendar days or more if they are gone for illness (unless they

go into a long-term care Title XIX facility), social services or educational reasons; but

expected to return into the household within 30 calendar days. This does not include

children in juvenile detention or removed from the home and placed into foster care.

Parents are considered in the same household when they spend 30% or more of their time

during the calendar month in the household of the dependent child. A dependent child is

considered a member of the household when they spend 51% of the time during the calendar

month in the household.

2. Siletz TANF Non-Financial Eligibility Requirements:

a. Pursuing and Assigning Benefits/Assets: Except for pregnant females and SSI recipients,

clients must pursue and assign child support, unless there is good cause. Per § 286.75

(a)(8). The Program will return assigned child support received in excess of the total

TANF benefits provided; the amount may not be determined monthly. The Program will

notify the State of Oregon Child Support Division each instance a TANF case is

approved and closed to ensure revenue assignments are completed timely per §286.155

(b). The Program does not offer a pass-through.

The client may claim good cause for not cooperating with the Program to establish

parentage or collect child support. The Director must approve all instances of good

cause. Good cause for non-cooperation exists when:

i. Cooperation is reasonably expected to result in serious emotional or physical harm to

the dependent child or adult;

ii. One of the following circumstances exists and the Program believes that continuing

efforts to obtain support or establish parentage would be detrimental to the

dependent child or adult:

 The child was conceived as the result of rape or incest;

 The child was a victim of child sexual abuse or severe emotional or physical

abuse.

b. Age/School: Dependent children, to be included in the benefit group, must be one of the

following:

i. Under age 18; or

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ii. Under age 19 and is a full-time student in high school, high school equivalency or

GED classes.

Parents: Dependent child must live with a parent. A parent is the person, regardless of

age, who is responsible for the care, control and supervision of the dependent child. The

status of a Non-Needy Caretaker Relative ends when care, control and supervision of the

dependent child is given to, or accepted by another person for thirty (30) days or more.

BENEFIT GROUP

1. The benefit group is the people who receive benefits. It consists of all the members in the

eligibility group who meets all eligibility requirements.

People are considered in the same household when they share their dwelling; i.e., live

together in the same house, share the same address or share sleeping, bathroom and kitchen

facilities that are not in a commercial establishment providing room and board or both for fair

market value compensation. They are in the same household and they state that they intend to

reside in the household; i.e. this is their primary residency. If a prior relationship has been

established by the Program, the household must be combined.

2. The following household members are not included in the benefit group even if they meet all

non-financial eligibility requirements:

a. Ineligible non-citizens (Income/resources still apply to benefit group). The individual is

listed on the Application for Assistance and is required to complete a case plan and

participate in all required Program activities. They are not eligible for grant assistance or

support services;

b. People receiving adoptive or foster care assistance;

c. People receiving SSI.

Note: Minor parents are allowed to apply separately with their dependent children when the

minor parent lives with an adult who is not their parent. Under extreme circumstances,

minor parents may apply when homeless.

NON-NEEDY CARETAKER RELATIVE

A caretaker relative who is not the parent of the dependent child may apply for Temporary

Assistance for Needy Families as a needy or non-needy caretaker if they are given the care,

control and supervision of the child. Needy caretaker relatives must meet all eligibility

requirements to qualify. Non-needy caretaker relatives do not have to meet income requirements

to qualify. However, if the caretaker is receiving ongoing financial assistance from the State or

Tribe, the family will not be eligible for NNCR.

1. A caretaker relative is related to the child in one of the following ways:

a. Blood Relatives including their spouses / significant other;

b. Culturally established family members.

Note: A dependent child can be in only one eligibility or benefit group at one time.

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2. Applicants must provide one of the following to document that they are responsible for the

care, control and supervision of the dependent child.

a. Notarized statement from the parent that has custody, both parents if there is not a

current custody order;

b. Court custody document;

c. ICW statement;

d. DHS statement.

All NNCR clients will be expected to seek child support from the absent parent(s) where

there is an informal arrangement of the care of a child. Any child placed within the care of a

NNCR relative by way of a court order will not need to follow this requirement unless directed

by the court order to do so.

NNCR clients will be eligible for support services to meet the needs of the children only.

Services must be directly received by the children in the benefit group (registration/sports fees,

school clothing/supplies, hygiene, etc.) and not directly benefit adults not in the benefit group.

RESOURCES

The applicant’s income status will be determined after a review of all resources available to

the client. Resources are liquid assets available to the household, unless specifically excluded by

Federal statute or listed in this Manual under exempt resources.

Liquid assets are properties in the form of cash or other financial instruments that can be

converted to cash, such as savings or checking accounts, promissory notes, mortgages and

similar properties.

The client must actively pursue any asset for which they have a legal right or claim. Active

pursuit means the client must apply and satisfy all requirements to receive benefits from other

programs within the community.

RESOURCE LIMIT

The applicant may retain a resource limit of $2,500 available to the household. Any liquid

resource exceeding this amount will be counted as income in determining eligibility.

EXEMPT RESOURCES

As a condition to meet eligibility requirements for Temporary Assistance for Needy

Families, no applicant for or recipient of the TANF Program shall be required to dispose of the

following resources:

1. A resource used in the production of income for self-employment;

2. His or her home and personal belongings;

3. Insurance policy;

4. One vehicle: With an equity value up to $10,000; any amount over the equity value is a

countable resource. Program staff will utilize reliable sources to determine value of

additional vehicles, such as Kelly Blue Book;

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5. Per-Capita payments: Up to $2,500 limit, above that is a countable resource / unearned

income. (Exempt for Siletz Per-Capita only. Other Tribal Per-Capita payments will be

counted as unearned income the month it is received).

INCOME

To be income eligible for cash assistance, the applicant’s income must meet the Countable

Income Limit established by the State Adult Standards. Please refer to the State Adult Standard

Payment Guidelines.

1. Gross Income:

Known as “before taxes”, is the total monthly amount from all sources, whether earned or

unearned, before any deductions are made. This is the primary type of income that will be used

in determining eligibility and benefits for the Program. All income, whether earned or unearned,

must be verified with the applicant's aid and recorded in the case narrative, dated and directly

related to the application and budget (corresponding dates) regarding the approved Grant

Assistance.

2. Earned Income:

Earned income refers to cash earned by an individual. Receipt of income is verified by the

best available information, which would consist of pay stubs presented by the client, or in the

absence of pay stubs, an interview with the employer, or any other reliable source that could

provide verification. Cash income is the receipt of wages, salary, commission or profit from

activities in which an individual is engaged as an employee, or through self-employment.

Earned income is also income earned over a period of time, but for which settlement is made at

a single given time, such as the sale of crops or livestock.

3. Annual Income:

Recurring annual income is income received by applicants, such as teachers which when

prorated for 12 months, exceeds basic monthly-defined need, leaving the applicants without

resources for brief periods of time. If this is known in advance, such applicants should be

assisted through counseling to budget their income. All recurring annual lease income will be

prorated monthly.

UNEARNED INCOME

Unearned income may be received on a regular or irregular basis. When receipt of such

income is sporadic or unpredictable, appropriate allowances must be made. The following are

considered as unearned income: (Unearned income is counted dollar for dollar and reduced from the

eligible grant the month it is received):

1. Interest payments or dividends from capital investments such as savings accounts, bonds,

notes, and mortgages. When there is a lease or rental from property other than the primary

place of residency.

2. Gross income from minerals, gas, and oil, as well as bonuses, delayed rentals and the sale of

homegrown produce are to be considered as unearned income.

3. The sale of any home produce from garden, livestock, wood and poultry is to be considered

as unearned income. If the home produce is utilized by the recipient and their household for

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their consumption (as distinguished from being sold or exchanged) it is not to be considered

in determining need or the amount of the assistance payment.

4. Life insurance, pensions, compensations, Veteran’s Benefits, railroad retirement,

unemployment compensation, workman's compensation, strike benefits paid by unions,

survivors benefits (SSD), child support and allowances for dependents of military personnel

are possible sources of income to the recipient and / or dependents.

5. Cash benefits intended for the exclusive benefit of identified children, such as survivors'

benefits, shall be considered as available to the entire household, but not Supplemental

Security Income (SSI).

6. Students who are not in secondary education and are in the benefit group may be required to

seek and accept available employment. Any monies that the student receives in grants or

scholarships that is to go towards meeting basic needs (i.e. shelter, utility, transportation,

food, etc.) shall be considered unearned income for the household.

7. Contributions: Recurring contributions actually received in cash, such as child support

payments and alimony, are to be considered income available to meet need.

8. Land Sale Income: Income derived from sales of trust land shall be considered as income

when it becomes available to meet need unless set aside for the specific purpose of

reinvestment in trust land or a primary residency by the end of one year from the date it was

received. If not, it shall be counted in its entirety as available to meet need.

9. Income from the Sale of Real or Personal Property: Income derived from the sale of real or

personal property, if not otherwise restricted, shall be considered as income available to

meet need, unless proceeds from the sale are reinvested in trust land or a primary residency

within one year in accordance with the provisions of item eight (8) above.

10. Personal belongings: The sale of personal belongings will be counted as unearned income to

meet need.

11. Social Security Disability (SSD): Income is counted dollar for dollar and the adult or child is

included in the benefit group.

12. Income Disregards: Various Federal statutes and Siletz Tribal TANF Payments require

certain income to be disregarded in determining need. Examples of income disregards are:

a. Judgment payments distributed to Indian tribes up to $2,000 per person per payment

(P.L. 98-64);

b. Income received by Indians from Interests Held in Trust, not to exceed $2,000 per year

per (PL 103-66);

c. The Food Stamp Act allotment or USDA Commodity Program Services;

d. American Red Cross or Federal, State or County disaster relief funds;

e. Low income heating and energy assistance payments (P.L. 98-558);

f. Any income from Alaska Claims;

g. Siletz Tribal Per-Capita payments up to $2,500.

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SCHOOL ATTENDANCE

School age children are expected to stay in school. Parents / caretaker relatives are in

violation of State statute if they do not send their school age children to school and maintain

them in regular attendance. School attendance for children under age 16 is a basic eligibility

requirement for TANF. The parent / caretaker relative will be required, as part of selfsufficiency, to enroll and keep dependent children in the first grade to 18 years of age, who have

not completed the 12th grade, in school full-time and in good standing. Children between ages,

16 to 18 who are not attending school full-time, must seek employment; 18-year olds who are

not regularly attending school full-time as determined by the school will be removed from the

benefit group. If a child will be required to seek and secure employment, any income that child

earns will be calculated with the cash assistance household. All income disregards will apply.

Good standing will be defined as meeting a 2.0 cumulative GPA.

Note: Should the child’s GPA fall below a 2.0, the parent will have one (1) quarter to assist their

child in raising the GPA to the required level. Should the child’s GPA fall below the required

level for two consecutive quarters, the child will be removed from the benefit group. Staff will

assist the family locate resources for tutoring. This expense could be covered under TANF

Purpose 3 or 4.

Regular school attendance means attending grade school, elementary school, high school,

GED, vocational, alternative, or technical training of the State School for the Deaf or for the

Blind. It continues during an illness, family emergency or vacation, as long as the student

intends to return to school. The school defines the student’s full-time or half time status, and the

Staff will verify such status at the time of application and at every re-determination thereafter.

Students will be considered attending for the full month in which they complete or discontinue

school or training. To be included a child need not attend school during the summer break.

While on TANF, home schooling will not be considered an allowable option for meeting the

requirements listed above. The Program will approve online basic education schools if they are

accredited by the Oregon State Board of Education.

DETERMINING AND CALCULATING BENEFITS

Clients applying for Temporary Assistance for Needy Families without any earned or

unearned income will be paid according to the State Income Payment Standard. To determine

the amount of the initial assistance payment, the monthly benefit amount shall be prorated from

the DOR, given the client has made active efforts to provide documentation within the allowable

45-day pending period. In prorating the initial payment, the eligible grant amount for a whole

month shall be divided by thirty, and then multiplied by the number of eligible days in the initial

payment period, rounding to the nearest whole dollar. Should the prorated grant amount be fifty

cents, Staff will round the grant up. Staff must complete a Grant Calculation Sheet each time the

grant amount changes.

In calculating the first month’s benefits, staff will count any anticipated and actual income

expected to be received in that month. Should a client have unpredictable wages or resources,

Staff can suspend a client for up to three months instead of closing the case. No services will be

provided while on a suspension and eligibility will be re-evaluated monthly to determine if the

case should be reinstated or closed after month three. Clients are not required to comply with

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case plan requirements while on a suspension.

Month two will be a full grant. Month three will be based on the “difference” in estimated

income from month one. If there was no difference in month one, then month three will be a full

grant. Thereafter, only actual income will be counted two months prior, unless there is a change

that affects eligibility. For example, income earned April 2021 will be reduced off the eligible

grant for June 2021. (Unearned income will be reduced from the month it is received).

When there is an increase in the number of people in the benefit group, child or adult, a

current cash assistance client must update their application. They must also submit supporting

documentation as required for the additional household member.

To add an adult, the following documents are required:

1. Social security card or proof of application for a replacement social security card;

2. Photo identification;

3. Proof of tribal enrollment;

4. Proof of benefit changes such as OHP, food stamps/USDA if applicable;

5. Income verification.

To add a child to the benefit group, the following documents are required:

1. Hospital birth record or birth certificate;

2. Social security card or proof of application for a social security card;

3. Proof of tribal enrollment, if applicable.

Once an updated Application for Assistance has been completed and all supporting

documentation has been submitted, the person will be added to the benefit group effective the 1st

day of the following grant month. For example, the completed application and documentation is

received on 4/10/2021. The grant will increase by the additional member in the benefit group

effective 5/1/2021.

Clients with earned or unearned income who remain within the countable income guidelines

for TANF will be eligible for services after the following deductions have been made:

1. Earned Income Deduction:

Clients employed, but within the State countable income limit, will receive the State

Payment Standard with a 50 % reduction of the earned income.

2. Unearned Income Deduction:

Unearned income is deducted at a dollar for dollar rate. Examples of these types of income

include but are not limited to: (See Asset Review Chart)

a. Unemployment Benefits;

b. Social Security Disability / Survivors Income (SSD or OASDI);

c. Higher Education Subsistence (All or any portion of the grant determined as Essential

Need) services (i.e. personnel services; food, clothing, transportation etc.).

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

INITIAL GRANT PAYMENT & MONTHLY PAYMENT SCHEDULE

Staff will process all check requests within five (5) working days of the date the application

is approved by the Staff, the Program Director, and or Programs Manager. The Grant

Calculation Sheet documenting the monthly payment standard and pro-rated benefit for the first

month of service will be attached as documentation for the check request. If the 1 st working day

of the month falls on a weekend or Tribal holiday, payment will be made and available for client

pickup the preceding workday. Periodically, clients may require special arrangements in

dispersal of grant benefits or payments to assist them in their goal toward self-sufficiency. The

following arrangements may be utilized if needed:

1. Third party payee:

Grants may be made payable to a third party/vendor/provider on behalf of the client when it

is determined that the client may not be capable of managing their own finances or a third

party/vendor/provider has assumed responsibility for providing care and maintenance due to

incapacity of the client. Justification for the arrangement of third party/vendor/provider

payments shall be entered in the case notes. The Staff will assist in locating the most responsible

payee to best serve the needs of the client but will not be responsible should the payee fail to

serve the best needs of the client. A W-9 form must be completed and on file with the CTSI

Accounting Department for all vendors.

2. Vendor payments:

Program Staff may find it to the benefit of the client, in some cases a necessity, to make a

direct provider payment in cases where the client may not be capable of managing their own

finances. This will be arranged with property owners to avoid eviction, utility companies to

avoid loss of service or other providers/vendors that are deemed necessary. Clients requesting

supportive services to meet basic needs may be required to sign a Vendor Payment Agreement.

A W-9 form must be completed and on file with the CTSI Accounting Department for all

vendors. The client will be required to provide a legal rental agreement between the property

owner and client. All utility bills must be in the clients name and the client will be required to

complete a Vendor Payment Agreement detailing the payment arrangements.

HOUSING STABILIZATION – VICTIMS OF DOMESTIC VIOLENCE

The Program may provide housing assistance to victims of domestic violence in an effort to

stabilize the family. The family must meet the general requirements of TANF, excluding the

basic income limits. To be eligible, the family’s income must not exceed 300% of the FPL for

the last 30-days. This excludes any income earned by the perpetrator.

Services include rent, utilities, deposits, relocation costs and this service will not exceed four

months. The intent is to meet a short-term emergent need. The Program is funded with State

Maintenance of Effort (MOE) and the budget will be set annually by the Director. Applicants

must seek all available resources and utilize this as a last resort. This service is vendor pay only

and the Program may utilize funds to pay for rent or utilities that are not in the client’s name.

The perpetrator cannot be a resident of the household and the client must notify the Program if

there is a reconciliation plan or the perpetrator moves back into the home.

To qualify, the applicant must provide documentation of an instance of domestic violence.

This can include police reports, restraining orders or the Program can accept direct referrals

Policy Manual

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Implementation effective 1/01/2022

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477 Self-Sufficiency Program

from CTSI CARE or other DV Programs. The documentation must indicate that any such

incident occurred within the last 60-days from the DOR. The applicant must be actively engaged

with the Program and in the creation of a case plan. Applicants are not required to apply for

Unemployment Insurance Benefits as part of eligibility determination.

The Program will ensure the strictest confidentiality for victims of DV. Clients will be

assigned identification codes for processing payments. These codes and expenditures can be tied

back to client files similar to Vocational Rehabilitation.

PRE-TANF

The Program may provide Pre-TANF or diverted services to families whose income does

not exceed 185% of the FPL for the last 30-days. The intent is to divert families from becoming

TANF participants by meeting short-term needs for those we expect to have gainful

employment within four months. The intent is not to delay TANF benefits. The service will not

exceed four months. Examples of eligible families may include those on unpaid maternity leave

or those experiencing a short-term illness or injury.

Eligible families will receive cash grants based on household size and the family may be

eligible for support services based on barriers identified on the case plan. The case plan must

include an employment goal/outcome and the family is not required to apply for Unemployment

Insurance Benefits as part of eligibility determination.

HOME VISITING

The Program will provide home visiting services to AI/AN families considered at risk. For

the purposes of eligibility, at risk may include the following: income below 300% of the FPL for

the last 30-days, households that reside in rural locations that have limited employment

opportunities, first time parents, households with at least one adult without a post-secondary

certificate and households that have experienced trauma, chemical dependency or mental health

barriers. The Director or Programs I Manager may determine additional circumstances to be

considered “at risk.”

Families can enroll in the Program prenatally up to the age of one. Clients with children over

the age of one are not eligible. Clients may enroll in the Program a second time if they did not

successfully complete the first time, of if they are referred by a child welfare agency. Other

instances will be reviewed on a case-by-case basis. This is a voluntary program but participation

may be required if the client is on TANF or GA services. The client can withdraw from HV if

TANF or GA services end. Families not engaged with other services cannot be mandated to

participate in other 477 events or activities, but may be invited.

Should a child be removed from the HV family, they may remain on services for a period of

90-days from the last home visit if there is a short-term reunification plan established. The

Home Visitor will provide social support visits during this time. We will not provide formal

home visiting lessons unless it assists the reunification plan. The client is not eligible for

incentives, but will be eligible for incidentals.

To be considered successful in the Program, families that enter the Program prenatally must

complete 75% of the lessons. Families that enter the Program postpartum must complete 60% of

the lessons to graduate. To graduate, the child must be turning three years old. Graduating

families will be eligible for an incentive. Clients can voluntarily suspend their case for a period

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

of 60-days if requested in writing. The client must state the specific reasons for the suspension

and it must be approved by the Coordinator or Director.

TIME LIMIT PROVISIONS

1. The Tribe must not count any month of receipt of assistance by an adult during which the

adult lived in Indian country or in an Alaska Native village in which at least 50 percent of the

adults were not employed. Indian county has the meaning given by the term at 18 U.S.C. 1151.

The Tribe considers an individual to meet the requirement of this subsection ifa. The individual resides on an Indian reservation, tribal allotment, or Dependent Indian

Community as defined by the Bureau of Indian Affairs; or

b. The individual is an enrolled Siletz Tribal member that resided in Lincoln County from

October 1, 2016 to September 30, 2017 due to 50 percent of the adults being not

employed.

c. The Tribe will utilize statistical data provided by the State of Oregon in determining the

percentage of unemployed adults throughout the service area.

2. The following months do not count towards the accrual of time limits:

a. Months prior to July 1, 2003 in which a minor parent head of household or an adult

received a TANF grant in Oregon or another state.

b. Months between July 1, 2003 and September 30, 2007 in which a minor parent head of

household or adult received TANF in Oregon; and

i. Participated in required TANF Work Experience/JOBS activities or other education,

employment or job training programs; or

ii. Was not required to participate in TANF Work Experience/JOBS activities or other

education, employment or job training programs.

c. Months beginning October 1, 2007 in which a minor parent head of household or adult

received TANF in Oregon and is a participant in a degree completion program and is

enrolled in an educational institution.

d. Months between October 1, 2007 and March 31, 2016 in which the individual is unable

to obtain or maintain employment for a sufficient number of hours in a month to satisfy

the Tribally required participation rates because the individual:

i. Was a victim of domestic violence;

ii. Had a certified learning disability;

iii. Had a verified alcohol and drug or mental health condition;

iv. Had a child with a disability, which prevented the parent from obtaining or

maintaining employment;

v. Was an individual with a disability;

vi. Was providing care for a family member who lived in the home and was an

individual with a disability;

vii. Was deprived of needed medical care; or

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

viii. Was subjected to battery or extreme cruelty. For purposes of this rule, an

individual was subjected to batter or extreme cruelty if they individual was subjected

to one or more of the following:

 Physical acts that resulted in, or threatened to result in, physical injury to the

individual;

 Sexual abuse;

 Sexual activity involving a dependent child;

 Being forced as the caretaker relative of a dependent child to engage in

nonconsensual sexual acts or activities;

 Threats of, or attempts at, physical or sexual abuse;

 Mental abuse;

 Neglect or deprivation of medical care.

e. Months in which a minor parent head of household or adult participated in Pre-TANF or

Post TANF (transitional services).

f. Months between July 1, 2008 and April 30, 2012 in which the individual did not qualify

for any other TANF time-limit exemption under this rule, and was unable to obtain or

maintain employment for a sufficient number of hours in a month to satisfy the Tribally

required participation rates when Oregon’s statewide average unemployment rate as

published by the Oregon Employment Department was equal to or greater than seven

percent. For purposes of this rule, this determinationi. Through December 31, 2011 is calculated based on a six-month period as follows:

 The time period during July 1, 2008 through June 30, 2009 was based on

Oregon’s statewide average unemployment rate as published by the Oregon

Employment Department for the period July 1, 2008 through December 31,

2008.

 In each six-month period, starting July 1, 2009 and ending December 31, 2011:

o The time period during January 1 through June 30 was based on Oregon’s

statewide average unemployment rate as published by the Oregon

Employment Department for the period April 1 through September 30 of the

preceding year.

o The time period during July 1 through December 31 was based on Oregon’s

statewide average unemployment rate as published by the Oregon

Employment Department for the period October 1 through December 31 of

the preceding year and January 1 through March 31 of the current year.

o From January 1, 2012 through April 30, 2012 was based on Oregon’s

statewide average unemployment rate as published by the Oregon

Employment Department for the period April 1 through September 30, 2011.

3. The Tribe will not count any month of assistance towards the Federal Time Limit for those

cases that:

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

a. Any month of receipt of assistance to a family that does not include an adult head of

household.

b. A family that does not include a pregnant minor head of household, minor parent head of

household or spouse of such a head of household.

No adult may continue to receive Tribal TANF benefits in their lifetime to exceed 60

months whether consecutive or cumulative unless found to meet the conditions for a hardship

exemption. The Tribe will not permit the number of hardship, exempted families to exceed 20%

of its monthly TANF caseload. Hardship conditions for exemption are:

1. For victims of documented domestic violence or assault and are in the process of seeking

victim’s assistance, a hardship exemption will be allowed and will not exceed a total of six

months. Valid documentation can include police reports, restraining orders, and/or

documentation from a medical provider.

2. For families that have a short-term documented medical claim making employment not

possible, a hardship exemption will be allowed and will not exceed a total of six months.

3. For families that are in the process of actively seeking a Social Security Disability (SSD)

claim for either an adult or child in the benefit group and are found by a medical

professional to be incapable of employment during this time, a hardship exemption will be

allowed until their disability claim is approved. Should a disability claim be denied, the

individual could remain in the appeals process or file a new claim for a period not to exceed

four years from the original denial date.

4. For families that are in process of actively seeking assistance with mental health counseling

for either an adult or child in the benefit group and are found by a medical professional to be

incapable of employment during this time and are in the process of seeking Supplemental

Security Income (SSI), a hardship exemption will be allowed until they are approved for SSI

as long as they continue with their mental health counseling. Should a disability claim be

denied, the individual could remain in the appeals process or file a new claim for a period

not to exceed four years from the original denial date.

Note: Participants who exceed 60 months of TANF assistance and are on an exemption will

still be required to complete program requirements. These can include but are not limited to:

Monthly contact with their caseworker, submission of a monthly report form, a self-sufficiency

timesheet, and attendance at mandatory trainings deemed appropriate by staff. Clients are still

required to notify their caseworker of any change that may affect program eligibility.

Note: Once a family has reached their time limit provisions, adult Siletz tribal members may

be served under Grant Assistance for Single Adults. The grant amount will only be approved for

the standard rate for the Siletz adults and all requirements remain in effect.

5. Good Cause Criteria for Non-Cooperation with Cash Assistance Work Requirements:

Participants who fail to participate in assigned Tribal TANF activities or who fail to accept

and / or maintain employment will be subject to penalties. The exception is when persons

have good cause for such failures.

It is the responsibility of the participant claiming to have good cause to demonstrate, or at

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

least produce evidence supporting, its existence.

The good cause criteria for failure to participate in assigned Tribal TANF self-sufficiency

activities shall include:

a. Transportation breaks down, or is unavailable;

b. Child care arrangements are unavailable;

c. Mental or physical illness;

d. Schedule conflicts with required court appearances or incarceration;

e. Inclement weather;

f. Family circumstances or issues preventing participation;

g. Probation or Parole limitations prohibit;

h. Misunderstanding of participation requirements (one-time only).

6. The good cause criteria for failure to accept or maintain employment:

a. The work adversely affects the person’s health;

b. The work site violates health and safety standards;

c. The wage does not meet minimum wage or piecework standards;

d. Required hours of work are in excess of what is customary for the job;

e. The job is vacant due to strike, lockout or other labor dispute;

f. Joining a union is required and the participant has religious objection;

g. The job conflicts with the participant’s current union membership;

h. The job referral or employer is discriminatory;

i. The job is not approved by the probation or parole officer;

NON-COOPERATION DISQUALIFICATION

Clients who do not comply with the activities or timelines in their case plan will be

considered as a client in non-cooperation status. Clients who are in non-cooperation status will

face a disqualification. Disqualifications, sanctions, are intended to induce client cooperation

with the requirements. Disqualifications are progressive; however, after four instances of noncooperation, a TANF client can be terminated from cash assistance for a minimum of 60-days.

During a disqualification, the client and household will receive no direct cash benefits to

them. All payments and purchases will be made by direct vendor payments for basic needs. A

W-9 form must be completed and on file with the CTSI Accounting Department for all vendors.

If a client demonstrates a willingness to work with the Program by making a good faith

effort to meet the requirements of their case plan, vendor payments will be approved during the

60-day disqualification for the basic needs that are in the best interest of the children. (Note: The

client must apply for a Child Only grant while in the 60-day disqualification period as the

original case closed). The client must submit supplies needed for the children, rental and utility

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

bills so direct payments can be made. The client and Staff will continue to meet regularly until

the client has come into compliance.

Applicants will return to the last disqualification level, if they re-apply less than 120-days

from their termination date and will be considered in a “Pay for Performance” status. Applicants

will be referred to complete referrals or other items during the application process they were

required to complete the previous time they were on cash assistance. Failure to complete the

referrals or required activities may cause them to be in non-cooperation status and not eligible

for a grant as they are in a “Pay for Performance” status.

If a cash assistance client left with a 60-day disqualification from services, reapplied in less

than 120 calendar days from the date of termination, and failed to follow the case plan, program

requirements, and/or complete referrals given upon returning to services; this would result in a

month four disqualification and be terminated from grant services again for 60 calendar days.

The client must have no instances of disqualifications for 12-consequtive months in order to

return to the first disqualification (sanction) level.

If a client re-applies 120-days from the date of termination, the disqualification (sanction)

level re-starts at level (month) one. Any current sanction status and current level will follow the

client if they switch program components. Should a client receive a sanction and their case

closed prior to it being implemented, the sanction will apply to the next eligible grant unless the

client is off services for 120-days.

Course of Action

Disqualification

Levels

*Pay for Performance applies throughout the sanction process.

Only vendor pay for rent, utilities and basic needs (child only) can be made

during a sanction period.

A letter of notification along with the Appeal Rights must be provided to

the client within ten (10) calendar days of the proposed sanction.

Month One

Month One is grant reduction of $50.00

Month Two

Month Two is grant reduction of $100.00

Month Three

Month Three is grant reduction of $200.00. Clients that fail to cooperate

by this level will be scheduled for a one-on-one evaluation with staff to

determine any additional barriers to address non-compliance issues.

Month Four

Month Four will result in termination of the grant and a 60-day

disqualification for subsequent and continued failure to cooperate with the

case plan.

The Program has an increasing number of child only cases due to families reaching their 60month time limits and due to adults/guardians receiving social security income. The chart above

will also apply to child-only cases.

Policy Manual

Amendments approved by Siletz Tribal Council 12/17/2021

Implementation effective 1/01/2022

Confederated Tribes of Siletz Indians

477 Self-Sufficiency Program

TEMPORARY ASSISTANCE FOR NEEDY FAMILIES (TANF) WORK EXPERIENCE

Paid Work Experience will be available to TANF families if i

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