Part 655 - WELFARE MANAGEMENT SYSTEM

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Statutory Authority: 
Social Services Law, Sections 20(3)(d), 21(2), 34(3)(f), 355, 363-a

Section 655.1 - Local districts responsibilities.

Section 655.1 Local districts responsibilities. Local social services districts, in accordance with section 21 of the Social Services Law, and pursuant to the implementation schedule established by the department, shall:

(a) collect all demographic and eligibility data, as specified by the department on the appropriate State-prescribed forms and transmit such information as is required to the department via the Welfare Management System;

(b) be responsible for the accuracy and currentness of all data specified in subdivision (a) of this section;

(c) utilize the functions and outputs of the system established by the department in registering and evaluating all applications and in determining eligibility for home relief, aid to dependent children, veterans assistance, medical assistance, food stamps, social services, and emergency assistance to adults; and

(d) review, approve and implement authorizations generated by the system as a result of subdivisions (a)-(c) of this section.

 

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Section 655.2 - Expungement of identifying information.

655.2 Expungement of identifying information. (a) Where child protective services are provided for a child who is a subject of an indicated report of child abuse or maltreatment pursuant to title 6 of article 6 of the Social Services Law, the Welfare Management System shall expunge all information identifying the child as a recipient of child protective services no later than three months after the child's 18th birthday. This process shall include the expungement of the name of the child who is the subject of the report.

(b) Where preventive services are provided for a child or children and the family pursuant to section 409-a of the Social Services Law, the Welfare Management System shall expunge all information identifying that the child or children and the family received preventive services, within three months after the 18th birthday of the youngest child in receipt of preventive services. This process shall include the expungement of the name of the child and the family members in receipt of preventive services.

(c) Where a person either was or presently is in receipt of services in addition to child protective services and/or preventive services, the Welfare Management System shall retain identifying information on those other services, including the name of the recipient, but shall not reflect the providing of child protective services and/or preventive services past the dates set forth in subdivisions (a) and (b) of this section.

 

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Section 655.3 - Reimbursement for parallel processing.

655.3 Reimbursement for parallel processing. Administrative expenditures related to the operation of client eligibility systems which constitute parallel processing of the Welfare Management System will not be reimbursable in any social services district. For the purposes of this regulation, the activities of local social services districts which may be construed to be "parallel processing" include, but are not limited to, the following tasks:

(a) preparation of a local equivalent authorization document for each client transaction for input into a local system;

(b) pre-edit procedures and document comparison to attempt system synchronization;

(c) entry of data into a duplicative system;

(d) maintenance of paper files to accommodate the local authorization system; and

(e) hardware and software maintenance costs associated with duplicative systems.

 

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