Appendix H TANF Subsidized Employment Program (TSEP)

Georgia State Seal

Georgia Division of Family and Children Services
TANF Policy Manual

Policy Title:

TANF Subsidized Employment Program (TSEP)

Effective Date:

July 2023

Chapter:

Appendix H

Policy Number:

Appendix H

Previous Policy Number(s):

MT 72

Updated or Reviewed in MT:

MT-73

Requirements

Effective 7/1/2021, the TANF Subsidized Employment (SE) program will be renamed the TANF Subsidized Employment Program (TSEP). TSEP provides an environment where TANF eligible staff may gain work experience and job skills.

Basic Considerations

Of the four purposes of TANF, Georgia TSEP meets TANF Purpose 2 which states, “end the dependence of needy parents on government benefits by promoting job preparation and work.”

TSEP positions are full-time, time-limited positions lasting no more than 24 months. Eligibility criteria must be maintained during the 24-month period. TSEP staff should make active attempts to apply for regular, full-time positions after successful completion of training and once proficiency has been obtained. Staff who have not transitioned into a regular, full-time position within the 24-month period will not be eligible to continue employment.

Eligibility Requirements of TANF Subsidized Employment Program (TSEP)

TSEP staff must meet the following eligibility criteria:

  • Household Income under 300% Federal Poverty Limit.

    • A household is defined as: All family unit household members, to include applicant, second parent (if applicable), and child(ren).

    • FPL is updated annually, effective March.

  • Minor child living in the home:

    • Child has not attained 18 years of age.

    • Child has not attained 19 years of age and is a full-time student in a secondary school (or in the equivalent level of vocational or technical training).

  • Georgia resident

  • U.S. Citizen or legally authorized to work in the U.S.

  • Ability to pass a background check.

  • Satisfactory completion of required training

  • Satisfactory performance ratings

Ongoing TSEP employment is dependent upon:

  • Continuing to meet eligibility requirements,

  • Successfully completing all new worker training. If training is not successful, the employee will be terminated and

  • Satisfactory job performance.

Once approved for TSEP, the employee will remain eligible for 12 months.

If a change occurs that leaves the household without a minor child, the household is no longer eligible for TSEP.

The change must be reported within 10 days of the occurrence. The eligibility for TSEP employment will end the last business day of the month in which the child turns 18 and is not enrolled in school, child turns 19, or the child moves out.

Example: The TSEP Employee is hired in January but acknowledges that his or her only child turns 19 in August. Participation in TSEP would end the last business day of August.

If a change becomes known to the agency that a TSEP employee is no longer eligible for TSEP, the agency is required to act per the Department of Human Resources procedures.

Hiring Process

  • The TANF Subsidized Employment Program Application must be completed by the applicant.

  • The TANF Subsidized Employment Program eligibility worksheet (last page of application) must be completed by the Office of Family Independence (OFI) hiring authority.

  • All income must be verified. For income verifications:

    • Previous four weeks income (may be obtained through The Work Number, STARS, or any other available interfaces (BENDEX, Department of Labor (DOL), etc.)

    • If verified through an interface, the income should be documented on the eligibility worksheet. Otherwise, the verification maybe attached to the eligibility worksheet.

      • Applicants will be screened through Gateway during the TSEP application process to ensure the eligibility and TSEP household information are consistent, to reduce the occurrence of red flags

  • The applicant’s statement may be accepted for all other points of eligibility.

    • The department reserves the right to verify the applicant’s eligibility information upon request.

  • TSEP staff must sign an acknowledgement statement saying once eligibility criteria are no longer met, TANF Subsidized employment will be terminated. All TSEP staff should actively apply for regular, full-time positions for which they qualify, during their, 24-month tenure.

  • The completed application, eligibility worksheet, and the acknowledgement statement will be directed to State Resource Management (SRM) along with the hiring packet by the District hiring authority.

  • SRM will forward TSEP eligibility paperwork to TANF State Office at

Email TANF-SE@dhs.ga.gov to maintain and provide ongoing oversight.

  • Applicable retention schedule will be followed for personnel records.

TSEP Staff are hired as:

  • Customer Service Associate 2, Paygrade E

TSEP Staff are eligible upon date of hire for:

  • Health insurance

  • Flex benefits and accrued leave

  • Georgia State Employee’s Pension and Savings Plan

TSEP Staff are:

  • Paid from State Office payroll;

  • Must complete time sheets on a weekly basis;

  • Must have Performance Management Plans established and completed timely.

TANF Subsidized Employees are hired with the expectation of transitioning into a DHS funded position as appropriate positions become available within 24 months of hire date.

Redetermination for TANF Subsidized Employment Program (TSEP)

The TANF State Office monitors and provides oversight for continued eligibility for all TSEP staff, to include: hire date, renewal date, and child(ren)s date(s) of birth and school status (if necessary), and expiration of the 24-month TSEP period.

A review will be performed effective the month prior to the original hire date.

  • One month prior to the 12-month renewal, TANF state office staff will notify the District hiring authority of the upcoming renewal.

  • The hiring authority will request TSEP staff complete a new TANF Subsidized Employment Program Application and eligibility worksheet (last page of TANF Subsidized Employment Program Application) for the next 12-month period. (TSEP earnings are excluded income and should not be counted on the eligibility worksheet.)

  • Upon completion, the TANF Subsidized Employment Program Application and eligibility worksheet should be forwarded to the TANF Subsidized Employment Program mailbox: TANF-SE@dhs.ga.gov, to be maintained by TANF State Office.

Example: If a staff person is hired 7/1/2021, the first annual review will be due by 6/30/2022. If the staff person is ineligible for ongoing employment, their last date of employment will be 6/30/2022.

Age eligibility is determined by the youngest minor in the home. If the youngest child ages out prior to the 12-month renewal period, TSEP eligibility will end the last day of the month the child ages out or school enrollment ends. Refer to Eligibility Requirements in Appendix H of the TANF manual.

If a staff person successfully gains employment with the Division of Family and Children Services (DFCS) but does not pass training, he/she will be reassigned to TSEP. A new TSEP application must be submitted and eligibility redetermined. If eligible, the TSEP period will start over with a new participation period and the individual will be eligible for an additional 24-month period. If the TSEP period has been exhausted, the staff person is not eligible for an additional 24-month period.

Changes During a TSEP Period

All TSEP eligibility requirements must continue to be met throughout the 24-month period. Employees are required to report any change that occurs causing TSEP ineligibility. Any change causing TSEP ineligibility must be reported no later than 10 days after the change occurred and should be effective the first day following the month of report. If the change is not reported timely, it should be acted on immediately once known to the hiring manager.

TSEP Denial or Termination

The following procedures have been developed and should be followed when TSEP eligibility is denied at application or when a change occurs that causes TSEP ineligibility:

  • If an individual fails to meet all TSEP eligibility requirements when an application is submitted, the TSEP Denial/Termination notice must be mailed to communicate the results.

  • If a change is reported during recertification of the TSEP program and that change causes TSEP ineligibility, the TSEP Denial/Termination notice must be mailed to communicate the ineligibility reason and the effective date of termination from the program.

  • When a change is reported or when the agency becomes aware of changes in the family’s household circumstances, TSEP eligibility is re-evaluated. If that change causes TSEP ineligibility, the TSEP Denial/Termination notice must be mailed to communicate the ineligibility reason and the effective date of termination from the program.

TSEP evaluations for eligibility must be completed timely by the Office of Family Independence (OFI) hiring authority.

TANF Subsidized Employment Program (TSEP) Records Maintenance

Eligibility documentation must be maintained for 3 years after the employment ends.

State Office TANF Staff will maintain all eligibility paperwork for TSEP staff and provide ongoing oversight.

Applicable retention schedule will be followed for personnel records.