18.2.2  RCA Application Process

18.2.2.1  Applying for RCA
18.2.2.2  Requesting RCA
18.2.2.3  Completing the RCA Application
18.2.2.4  Determining Eligibility and Making an RCA Placement
18.2.2.5  RCA Application Processing Timeframe

W-2 agencies are responsible for processing RCA applications.  In large part, RCA policy regarding processing applications mirrors W-2 policy.  

 

18.2.2.1 Applying for RCA

Any individual may apply for RCA.  Outside of Milwaukee, refugees who wish to apply for RCA must apply at the W-2 agency serving their W-2 geographical area.  Similarly, refugees living in Milwaukee’s West Central and Southern areas must apply for RCA at their geographical area’s “refugee one-stop.”  Refugees living in Milwaukee’s Northern or East Central W-2 geographical areas, in which RCA and RMA cases are not processed, must apply for services at the West Central W-2 geographical office.

If the W-2 agency at which an individual applies for RCA is not a county or tribe and the individual is also applying for Income Maintenance (IM) programs (such as FoodShare or Medical Assistance), the W-2 agency must coordinate services with the agency providing the IM Programs.  See 1.4.1.1 for a list of the specific requirements regarding coordination of service between W-2 and IM agencies.

There are times when an individual may not be able to complete the RCA application forms personally. The Wisconsin Works (W-2) and Related Programs Registration (14880) paper registration form (which may be referred to as the “DOC 1” by voluntary agencies or Volags) may be accepted from an applicant’s authorized representative.  See 1.4.2.2 for examples of authorized representatives.  Refugees typically give permission for their Volag caseworker to act as their authorized representative.  As in the W-2 program, when an applicant chooses to use an authorized representative, both the applicant and the authorized representative must complete the Authorization of Participant Representative (2375).  The agency cannot refuse an authorized representative unless the authorization itself is questionable.  The authorized representative is responsible for submitting the signed Wisconsin Works (W-2) and Related Programs Registration (14880) paper registration form and/or application and any required documents.

 

18.2.2.2 Requesting RCA

An individual may apply for RCA at any time by submitting a signed Wisconsin Works (W-2) and Related Programs Registration (14880).

Typically the refugee’s Volag assists in submitting this form. The RCA application process officially begins on the date the applicant or authorized representative gives the agency a signed version of the Wisconsin Works (W-2) and Related Programs Registration (14880).

While in most cases the Voluntary Agency (Volag) will help the refugee to apply for RCA, the W-2 agency must ask the client if they have a sponsoring Volag and must notify the refugee’s Volag if this is not the case.  This initial contact with the Volag caseworker is a convenient time to inquire about assistance received as well as any job quit or employment refusal in the 30 days prior to the application, both of which affect RCA eligibility. (See 18.2.4.5)

A signed copy of the Wisconsin Works (W-2) and Related Programs Registration (14880) must be scanned into Electronic Case File (ECF).

 

18.2.2.3 Completing the RCA Application

No later than 5 working days after the date the agency receives a signed Wisconsin Works (W-2) and Related Programs Registration (14880) (see 18.2.2.2), the W-2 agency must schedule and hold a personal interview between the Financial and Employment Planner (FEP) and the applicant. During this interactive interview the FEP gathers information about the RCA group’s financial and nonfinancial eligibility. While RCA eligibility cannot be tested through CARES and RCA payments are not issued through CARES/CWW, the FEP should enter the collected financial and nonfinancial eligibility information into CARES so that the information can be properly stored and later accessed.  If the applicant has applied for other programs administered through CARES, the information may already be present in the system.  In such cases, the FEP should update the CARES information as necessary to ensure that it is correct and up-to-date.  

All applicants requesting RCA services must complete and sign an RCA application, either:

·        The Application Summary that prints out of CWW at the completion of the interactive interview, or

·        The Wisconsin Works (W-2) and Related Programs Application (2471) paper form, which is equivalent to the Application Summary and can be used when the CARES system is unavailable.

Note: The FEP should request W-2 in order for CWW to issue the Application Summary at the completion of the interactive interview.  The FEP should remember to suppress any generated W-2 notices so as not to confuse the applicant.

All other adults in the RCA assistance group must also sign the RCA application.

By signing the RCA application, the individual attests that:

·        All information provided in the application is correct and complete and

·        He or she understands and agrees to basic policies of the RCA program, such as the fraud rules and the right of the W-2 agency to request and receive information from other sources.

A home visit may be conducted as a reasonable accommodation for someone in order to secure his or her signature.  When a home visit is required, the FEP must document the date of the home visit in case comments.

The application must be signed in the presence of a W-2 agency representative, even if an authorized representative is signing the application.  If an application is signed with a mark, two witnesses’ signatures are required.  

The Wisconsin Works (W-2) and Related Programs Registration (14880) and Wisconsin Works (W-2) and Related Programs Application (2471) paper form (if used) must be scanned into Electronic Case File (ECF).

The following forms must be given to RCA applicants during the application process:

·        RCA Participation Agreement (15011), which outlines an RCA applicant’s rights and responsibilities and is available in English and several other languages. (Refugee Cash and Medical Assistance forms, in several languages, can be found on the Forms webpage).  If the form is not available in an appropriate language, another method of communication must be used, such as verbal translation into the refugee’s native language. The form must be provided to RCA applicants and reviewed during the application process. Applicants must sign the form to acknowledge that they understand its content. The signed form must be scanned into ECF.

·        Rights and Responsibilities- A Help Guide (398-P) must also be given to the applicant during the application process.

 

18.2.2.4 Determining Eligibility and Making an RCA Placement

When a cash assistance application is received, determine eligibility for W-2 before determining eligibility for RCA.  A refugee is not eligible for RCA if he or she is eligible for or receiving W-2 cash assistance.  This applies to all refugees whether they refuse W-2 benefits or are ineligible for W-2 due to failure to comply with any eligibility requirement, including W-2 participation requirements.

The FEP must determine RCA eligibility within 7 working days after his or her first meeting with the RCA applicant using all financial and nonfinancial eligibility criteria. (See 18.2.4 and 18.2.5) In extenuating circumstances, when the individual needs additional time to gather verification, the eligibility process can be extended up to 30 days from the date the agency receives a signed Wisconsin Works (W-2) and Related Programs Registration (14880). (See 4.1.3)

The RS or FEP can assign up-front job search activities as part of the nonfinancial eligibility criteria. (See 2.9.2)

The FEP must not extend the application process past the 12 working days (5 working days to meet with the FEP and 7 working days for the FEP to make an eligibility determination) to accommodate a lengthier job search.  W-2 agencies are prohibited from using the up-front job search requirement to delay the application process or eligibility determination. (See 2.9.2.2)

During this 7 day period, the FEP must also work with the applicant to determine the most appropriate placement for the applicant.  RCA uses three placements based on the W-2 program placements for Trial Employment Match Program (TEMP) (see 7.3.0), Community Service Jobs (CSJ) (see 7.4.1), and W-2 Transitions (W-2 T) (see 7.4.2). The RCA placement is assigned on the basis of level of job readiness.  For example, the CSJ placement would typically be used for refugees who are employable but have barriers such as language, education or work experience (note: like a W-2 client, an RCA client can be placed into a partial CSJ. See 10.1.), whereas the W-2 T placement would typically be used for refugees with more severe personal or family physical, mental or cognitive barriers. The W-2 agency may also make a subsidy payment to an employer to help a refugee obtain employment, in accordance with the rules for the Trial Employment Match Program. 

The monthly RCA payment amount for adults and teen parents will be the same as the corresponding W-2 payment for each month in which the participant meets the employment and training requirements.  When minor children living with adult caretaker relatives form their own assistance group while awaiting an eligibility determination for Kinship Care, they must be paid at the CSJ payment level unless they have severe physical, mental or cognitive barriers which warrants a W-2 T level payment.

To make the most appropriate placement decision, the FEP discusses and reviews with the applicant the:

·        Results of the informal assessment (see 5.2);

·        Results of the educational needs assessment (see 5.3);

·        Progress made in up-front job search, if assigned (see 2.9.2); and

·        Results of any other vocational evaluations or formal assessment obtained during the application process (see 5.1.1).

 

18.2.2.5 RCA Application Processing Timeframe

Below are the RCA application processing timeframes to which all W-2 agencies must adhere:

1.             The same day or no later than the following working day after any individual expresses an interest in applying for RCA, a W-2 agency representative must schedule an appointment with a RS.  Individuals interested in RCA must be given the opportunity to sign a Wisconsin Works (W-2) and Related Programs Registration (14880).

2.             No later than 5 working days after the date the agency receives a signed Wisconsin Works (W-2) and Related Programs Registration (14880), the W-2 agency shall schedule and hold a personal interview between the FEP and the applicant.

3.             No later than 7 working days after the first meeting with the FEP, the FEP must determine RCA eligibility and make the most appropriate placement for the applicant.

4.             The initial payment, pro-rated from the date of application, must be made within 5 working days of determining eligibility.s

 

 

History: Release 20-03; Release 19-02; Release 14-03; Release 13-03.