6.4 The Application Process
6.4.1 THE APPLICATION FORM
The EIA application form is a legal document used by the applicant and the department
to enter into a contractual arrangement in which each party has rights and obligations.
Before assistance is granted, it is the duty of the departmental representative to explain
the significance of the application process as well as the rights and obligations of EIA
applicants or participants, as well as their spouses. It is essential that applicants,
participants and their spouses be advised of their responsibility to accurately report the
details of their circumstances at the time of application and to advise the program
promptly of any subsequent changes, such as receiving earned income, or pensions, or
changes to family size, marital or family status.
Assistance can be provided only after an application form has been properly completed
and signed by the applicant and his or her spouse, in accordance with the Intake
Forms Instruction Package issued April 1, 1977, and the following provisions:
An employee of the Department of Family Services, Employment and Income Assistance must
duly witness the signing and legibly indicate his/her name and position under his/her
signature.
Under unusual circumstances, with the approval of the director or designate, other
persons may witness an application (such as the Public Trustee, or, in remote communities,
a responsible community member as outlined in section 6.4.3).
NOTE: For renewing applications for some participants, the Application Renewal
form should be used instead of the longer application form. Please see section 6.4.12 for a description of when the Application Renewal
form should be used.
For applicants not subject to employment expectations, the complete application
consists of:
- the Employment and Income Assistance Application form; and
- other supporting documentation as described below.
For applicants subject to employment expectations, the complete application
package consists of:
- the Employment and Income Assistance Application form;
- the Employment History and Personal Job Plan form; and
- other supporting documentation as described below.
The Employment History and Personal Job Plan form must be completed by the participant,
to the furthest extent possible, and brought to the intake appointment.
NOTE: All single parents are expected to complete an Employment History and
Personal Job Plan at intake, with the employment expectation coming into effect when the
youngest dependent child turns six years of age.
Application forms will normally be completed and signed jointly by the applicant and
the worker at the intake appointment. In this way, technical terms and abbreviations may
be explained by the worker, and relevant details on the form may be summarized, such as
the applicant's family and financial circumstances or employment history.
Every question on the application form must be answered and "N/A" used when
the question is not applicable to the applicant's situation. When completing the section
entitled "Members of the household for whom assistance is requested", ensure
that the applicant's name and that of his/her spouse is included, if applicable, even if
only the applicant's name requires entering.
Where the applicant is a married female, the space allowed for "Maiden Name and/or
AKAN" (i.e. "also known as name") is to be used to provide the woman's
maiden name and other married names, where applicable.
For immediate assistance, the application form must be completed at the initial
contact in order to authorize assistance.
Potential applicants are advised to complete the entire application form, including the
personal job plan, to the best of their ability before scheduling an intake
appointment. This will ensure that applicants are well prepared for their intake
appointments and do not experience needless delays in the assessment of their eligibility.
See sections 10.1.1 to 10.1.3 for instructions on how to complete applications for assistance under section 5(1)(f) of The Employment and Income Assistance Act.
Remote communities are communities which are not accessible by road or, if accessible,
are at such a distance from any other settlement that there are very small caseloads and
regular travel to the community is not practical.
In remote communities, either of the following two practices may be implemented:
- The director or designate may arrange with a responsible member of the community to
maintain a supply of pre-intake orientation packages and application forms for residents.
The
community person can act as a witness to the application and the Personal Job Plan and
mail them to the EIA office. No other responsibility is to be assigned or assumed.
- Packages and forms may be sent by mail to residents of remote communities who wish to
apply for assistance between the dates of the worker's scheduled trips
After reviewing the pre-intake orientation information, the resident may mail the
completed application form and Employment History and Personal Job Plan to the EIA office.
Pre-intake orientation packages for remote communities will include additional
guidelines for completing the Personal Job Plan that take into account the employment
situation in that community.
In remote communities, the requirement that all applications be duly witnessed by an
employee of the Department before assistance can be issued may be temporarily waived.
Immediate assistance may be granted on the basis of such an application being requested
and/or received. See section 6.4.13 for "Effective Date
of Assistance".
At the earliest possible date, the worker will review the application form and the
Employment History and Personal Job Plan with the applicant to ensure they are reasonable,
complete and accurate.
If the worker is satisfied with the accuracy of the application and the job plan is
reasonable, the worker will witness the forms, either in the witness section or under the
signature of the witness (if already completed by a person in the community), and date the
document. See section 6.4.2 for "Application Form
Completion".
If the worker has concerns about the information on the forms, new forms may be
completed. If an inaccuracy resulted in assistance being granted for which the applicant
was not eligible, a full report will be prepared for review by the director or designate
and a decision as to appropriate action.
Applicants with disabilities and applicants with potential disabilities
See sections 7.1.7 to 7.1.8.
Immigrants
See section 13.3.1.
Treaty Indians
See section 13.1.
Students
EIA may approve short-term education or training for applicants unable to finance basic
living costs through student loans and bursaries. Applicants' participation must be
integral to their self-sufficiency and form part of their action plan. (For more on the
action plan, see section 6.5.2. For more on educational
assistance, see section 6.11).
Indigent priests and members of religious order
See section 13.4.
Aged and applicants with a disability
Aged and applicants with a disability (and the second adult, if applicable) are not
subject to employment expectations (for more on who is subject to employment expectations,
see section 6.3.5). No information is recorded regarding their
employment history, skills or employment barriers, unless the applicant or second adult
voluntarily chooses to take advantage of EIA's employment services (see section 6.5.1).
Applicants under section 5(1)(f) of The Act
See sections 10.1.
Minors (other than children eligible under section 5(1)(f) of the Act)
A specialized intake worker at the centralized intake office is assigned to perform all
intakes involving minor applicants. For a more detailed description of the process for
assessing minor applicants, see section 9.2.1.
Care and caution applicants
When a prior contact check reveals that a potential re-applicant may require care and
caution on the basis of past behaviour, they will not be invited to attend a pre-intake
orientation. An intake appointment will be scheduled, following the care and caution
protocol.
Participants appealing EIA decisions
When a participant has been assessed as being ineligible for EIA
benefits, but requests assistance pending the outcome of an appeal,
no assistance is to be authorized unless the Notice of Appeal has
been filed and the request has been approved by the Program Specialist
in accordance with
subsection 5(2) of the Employment and Income Assistance Regulation.
The request and the approval must be documented and any approval
must be time-limited. The director must follow-up to ensure that
the appeal is provided in a timely manner.
Reapplications
Some reapplications by former participants occur at the centralized intake office,
including reapplications when:
- a new adult has joined the reapplicant's household; or
- the reapplicant's case has been closed for longer than 45 days.
In such circumstances, the reapplicant may be required to attend a pre-intake
orientation. (For more on who attends a pre-intake orientation, see section 6.2.2).
When the reapplicant's case has been closed for less than 45 days and a new adult has
not joined the reapplicant's household, the case coordinator may reopen the reapplicant's
case. In all cases, a new application is printed to reflect any changes in the
reapplicant's circumstances, for the reapplicant to review and sign in the presence of the
case coordinator. (For more on printing and signing the EIA application, see sections 6.9.1 and 6.9.2).
When, on the basis of discussions with the reapplicant, the case coordinator concludes
that there have been significant changes in the reapplicant's circumstances, the case
coordinator may choose to refer the reapplicant to the centralized intake office for a new
intake appointment.
Applications to meet emergency need
Immediate intake appointments may be scheduled for potential applicants when EIA staff
at any Winnipeg service location conclude that:
- immediate need exists (for more on immediate need, see section
6.1.7);
- the potential applicant meets categorical and financial eligibility criteria (for more
on categorical and financial eligibility criteria, see sections
6.1.4 to 6.1.5); and
- if the potential applicant is in the general assistance category and is childless, that
he or she has not unreasonably terminated or refused a job (see section
6.5.4).
If the potential applicant's need is urgent and it is not possible or convenient for
the potential applicant to attend the centralized intake office, the intake appointment
may occur at any of EIA's Winnipeg service locations.
Mobile applications
Applicants may be unable to attend the centralized intake office because they are
hospitalized, institutionalized or bedridden, or because their mobility is severely
impaired. In circumstances such as these, the intake interview may occur somewhere other
than an EIA office, such as a hospital, personal care home or other residential
institution, or in the applicant's home.
Applicants residing in crisis intervention facilities
See section 9.3.1
After hours applications
When applicants require assistance after hours, this service is provided by the
Department's After Hours Unit. The Salvation Army may also provide after hours
accommodation and services to EIA applicants, when required. When the Salvation Army
provides such assistance, the short form application for applicants residing in crisis
intervention facilities is used to assess applicants' EIA eligibility.
When potential applicants arrive for their intake appointments, the worker checks to
confirm that there is an appointment scheduled for the potential applicant on that date
and at that time. Potential applicants who arrive too late to be accommodated at their
intake appointment may be rescheduled to the next available intake appointment.
If the potential applicant attended a pre-intake orientation (for more on who attends a
pre-intake orientation, see section 6.2.2), the worker reviews
the materials the potential applicant has brought to the intake interview to confirm:
- that the potential applicant made a good faith effort to complete the EIA application
form to the best of his or her ability (see section 6.2.6);
and
- that the potential applicant has brought any documentation necessary to establish EIA
eligibility, such as appropriate identification to verify the identity of all household
members for whom assistance is sought (see section 6.4.10)
and a Record of Employment (see sections 6.5.1and 6.5.4); and
- that the potential applicant has completed any tasks assigned by the facilitator at the
pre-intake orientation. (For more on tasks assigned at pre-intake orientations, see section 6.2.7).
Potential applicants who are not prepared for their intake appointment may be
rescheduled to a later intake appointment.
Intake workers conduct intake interviews, during which information provided by
applicants (and the second adult, if applicable) is recorded in the on-line application
system.
Categorical and financial eligibility
For all applicants, the application process involves an assessment of categorical and
financial eligibility. The on-line application form is structured to do this by seeking
information regarding the applicant's:
- family status, including acceptable proof of the identity of all household members for
whom assistance is sought (for more on acceptable proof of identity, see section 6.4.10);
- current shelter arrangements, including their cost;
- financial resources, including the assets, debts and income of all household members.
See section 6.1.4 for more information on categorical and
financial eligibility.
Transients
Under section 2 of the Act, EIA is responsible to ensure that no resident of Manitoba lacks basic necessities. While there is no minimum residency period for applicants seeking to become a resident in a Manitoba community, EIA does not usually assist applicants who are merely passing through Manitoba.
All potential single-parent and general assistance (GA) applicants are usually expected
to attend a pre-intake orientation. If immediate need exists and the applicant is eligible
for EIA, his or her immediate need will be met. If the applicant is required to attend a
pre-intake orientation, he or she must do so before receiving further assistance.
(For more on who attends pre-intake orientations, see section
6.2.2. For more on immediate need, see section 6.1.7).
Applicants who have terminated work unreasonably or refused reasonable work
Under the Regulation, sections 10(1)(e) and (f), applicants and participants must be able to confirm that they have not terminated employment, caused the termination of employment, or refused employment that they might reasonably have held or obtained. For more details see section 6.5.4.
Financial Ineligibility
Applicants are not eligible for EIA if the value of their non-exempted financial
resources is greater than the cost of their basic necessities (see section
6.1.4). It may become clear during the intake interview that the applicant is not
financially eligible for EIA. If so, the intake worker may advise the applicant, dispense
with assessing the applicant's employability (see section 6.3.3)
and service needs (see section 6.16.7), and print the EIA
application for the applicant's review and signature (see sections
6.7.2). If there is any question about the applicant's financial eligibility, the
intake worker continues with the intake interview.
Under section 9(3)(b) of the Act, applicants
who are denied assistance are to be notified of that decision
in writing, stating the reasons and advising the applicant of
his or her right to appeal to the Social Services Appeal Board.
If an applicant is denied assistance, the intake worker will produce
a letter to that effect to give to the applicant at the conclusion
of the intake interview.
Legislative Authority
Section 3 of the Regulation requires applicants and their spouses to provide sufficient information and supporting evidence to determine eligibility.
Applicants must provide identification to establish the identity of all household
members for whom assistance is sought. EIA staff review this identification at the time of
application or reapplication, or when new members are added to the household.
The applicant must provide at least two identification documents on his/her own behalf
and at least one for each remaining family unit member for whom assistance is being
requested. Verification that the identification documents have been reviewed, or that
copies have been placed in a participant's file, is required for each member of the
applicant's household.
Acceptable ID
The following identification documents may be presented as acceptable proof of identity
for each adult in the household for whom assistance is sought:
- birth certificate
- social insurance card (except metal type)
- driver's license (Manitoba or other jurisdiction)
- passport
- immigration documents (such as Record of Landing, Acknowledgment of Convention Refugee
Claim, Minister's Permit, Employment Authorization)
- Commemoration or Certificate of Canadian Citizenship
- Treaty Indian card
- Liquor Control Commission photo ID card
- other photo ID card
- a letter from a responsible community member familiar with the applicant, describing
them and vouching for their identity.
If an identification document presented by the applicant is issued by an authoritative
source and shows both the applicant's signature and a recognizable photo, one such
document is sufficient to establish identity. In all other cases, at least two
identification documents must be presented for each adult in the household for whom
assistance is sought.
The Manitoba Health Insured Benefits card and the Personal Health Identification Number
(PHIN) card are not to be accepted as identification documents for the applicant,
but may be used to confirm other family unit members when no other identification
documents are available.
Photocopies of identification documents supplied by the applicant or participant are
not to be accepted under any circumstances.
When the applicant is unable to supply the appropriate identification documents, the
director or designate may authorize assistance pending receipt of the documents.
Dependent children
At least one piece of identification must be presented for each dependent child for
whom assistance is sought. Although the Manitoba Health registration certificate is not
acceptable proof of an adult's identity, it may be used to establish the identity of a
dependent child if no other documents are available.
Photocopies of these documents are not acceptable unless notarized.
The intake worker records on-line the documents reviewed to verify the identity of each
household member.
Meeting immediate need
If applicants cannot produce identification sufficient to establish their identity and
the intake worker concludes that immediate need exists (for more on immediate need, see section 6.1.7), the intake worker may continue with the intake
interview and, if an applicant is eligible, issue assistance to meet immediate need.
Because such applicants lack sufficient ID to cash a cheque, assistance provided in such
circumstances will normally take the form of a voucher for goods or services to meet
immediate need.
In exceptional circumstances, the director or designate may authorize the enrollment of
applicants unable to produce acceptable identification. The reasons for enrollment are
recorded in case notes. If participants are expected to produce or acquire identification
after enrollment, this is recorded in their action plan. (For more information on the
action plan, see section 6.5.2).
Other names
For all household members, all other names by which they are or have been known are
recorded in the on-line application system. Such names include the maiden name of a
married applicant (if different from the current name) and the names of previous spouses
or common-law spouses if these names were assumed by adults or children.
New Applicants
When a household seeking EIA includes two adults, they have the opportunity to decide
which adult will be the applicant. In households where neither adult meets or potentially
meets the eligibility criteria for enrollment in the persons with disabilities category,
this decision has no practical consequences for either the applicant or EIA.
See Section 11.1 on how liquid asset exemptions impact on
general assistance eligibility.
Applicants with a disability, or who potentially have a disability
When one of the two adults meets or potentially meets the eligibility criteria for
enrollment in the persons with disabilities category, the intake worker counsels the
household to choose this adult as the applicant. This is because the applicant's status
determines the household's case category, and Income Assistance for Persons with
Disabilities (IAPD) can only be paid to households enrolled in the persons with
disabilities category.
(For more on eligibility in the persons with disabilities category, see sections 7.1.1 to 7.1.8. For more on IAPD, see section 18.2.1).
Employment Expectations - Spouse of a Person with a Disability
Although an employable spouse of a person with a disability may be encouraged to seek
employment, there is no employment expectation for either the spouse or children of the
person with the disability.
Change of Applicant
Staff should advise existing two-adult cases of the choice of applicant policy during
the normal course of contact with participants.
To change the applicant, the case must be closed, a new Employment and Income
Assistance application form completed and a new case opened.
When the case category changes to persons with disabilities, the increase in assistance
is effective from the date of the new application
Cheques are to be issued to the applicant unless otherwise specified.
The Application Renewal Form is a shorter application form designed to streamline
reapplication for re-enrolling participants. The Application Renewal Form is to be used in
the following cases:
- cases closed for less than six months
- cases closed in the same office as the participant is re-applying;
- cases where there has been no major changes; and
- cases which request assistance under the same category as previously.
Prior to the completion of the Application Renewal Form, the participant must review
the previous Employment and Income Assistance application form to confirm that all the
information provided on that form is still valid except for the changes documented
on the Application Renewal Form.
Assistance is usually issued from the date on which the applicant signs the EIA
application form. Where extenuating circumstances prevent an application from being
completed at the time the applicant contacts EIA to request assistance, the date of
initial contact may be used as the case effective date rather than the date on which the
application was signed. The date and nature of the contact should be documented on the
file, but the application form must be dated the same day it is signed. When an intake
worker issues assistance retroactive to a date before the EIA application, the reasons are
documented in case notes.
If some or all of the applicant's shelter or shelter-related costs remain unpaid at the
date of application, the director or designate may authorize issuing shelter or
shelter-related assistance for any period including the month in which the EIA application
is signed.
Assistance will not be granted retroactively where:
- the applicant is receiving adequate income from another source, including assistance
from another program or jurisdiction; or
- in the opinion of the director or designate, a need for assistance does not exist
between the date of application and the date on which eligibility was established.
See section 9.3.1 for cases where assistance is requested for
accommodation in an approved crisis intervention facility for victims of family violence.
Assistance is issued to the applicant unless otherwise specified.
Payment methods
Once the intake worker determines that an applicant's eligibility for EIA,
direct deposit to the participant’s bank or credit union account is the EIA program’s preferred payment method. If direct deposit is not possible, the following alternative payment methods may be applied:
- cheques produced at
the EIA office,
and immediately issued
to the
participant;
- cheques produced overnight, to be mailed to the participant the following day;
- payments made to third parties (such as landlords, utility companies, pharmacists,
dentists and optometrists) on the participant's behalf; and
- vouchers for goods and services required by participants.
If immediate need exists (for more on immediate need, see section
6.1.7), a cheque or voucher may be produced at intake,
and issued
to the participant.
At the
conclusion of the intake interview, the intake worker records sufficient information on
line to establish the participant on direct deposit, unless the participant:
- is unable to obtain a bank or credit union account;
- is subject to garnishment enforcement circumstances where EIA benefits issued are debited, causing undue hardship;
- begins employment in a relatively short period of time and will
no longer require assistance; or
- has other unique circumstances which do not support the use of direct deposit.
Until the direct deposit is established, the
participant may be paid by cheque.
Vouchers are usually only used where:
- immediate need exists (for more on immediate need, see section
6.1.7) but the applicant's eligibility for EIA has not been verified;
- the participant lacks sufficient ID to cash a cheque (for more on identification, see section 6.4.10);
- the participant has a demonstrated history of difficulty managing funds;
- a voucher is the most convenient payment method under the circumstances; or
- a voucher is the participant's preferred payment method.
Third-party payments
EIA usually issues assistance to participants, rather than making payments directly to
third parties (such as landlords or utility companies) on a participant's behalf.
Third-party payments may be made when
participants have
:
- a demonstrated history of difficulty managing funds; or
- no other income (or income that is a stable proportion of their
assistance budget) and expressly request EIA to make third-party payments on their behalf.
(For more information on the circumstances in which participants' rent may be paid
directly to landlords, see section 19.1.6).
Third-party payments are also usually made by Health Services to health professionals
who meet participants' drug, dental and optical needs. (For more on the provision Health
Services, see section 22.1.1).
Monthly and flexible budget cycles
Participants enrolled under section 5(1) of the Act (for more on enrollment categories, see section 6.1.5) receive their assistance on a monthly budget cycle.
General assistance (GA) participants receive their assistance on a flexible benefit
cycle. Flexible assistance is usually issued every two weeks to simulate employment
earnings.
Individuals receiving flex benefits can be considered for direct deposit depending on the circumstances of the case.
Duration of benefits issued at intake
The intake worker issues short-term benefits to childless GA participants who are
assessed as ready for employment. Participants' action plans reflect one or more
employment-related tasks, to be completed before their first appointment with their worker
within approximately one week. (For more on participant service needs assessments, see section 6.16.7). The worker reviews and updates the
participant's action plan at that time, and establishes the participant on a flexible
budget cycle.
The intake worker issues longer-term benefits to all other participants. It is the case
coordinator's responsibility to establish contact with these participants during their
first budget cycle.
Where the applicant is eligible for assistance of an amount between one cent and two
dollars, the amount issued is two dollars.
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