SNAP and POWER Policy Manual – 1200 – Extended Menu

1200     Initial SNAP Eligibility Determination

Take one (1) of the following actions on the assistance unit's eligibility.

A. Approve an assistance unit that meets each of the eligibility factors and completes the application/reapplication (recertification) process within 30 days of the date of application.

1. Determine benefit amount;

2. Establish a certification period (see Section 1201); and

3. Generate the appropriate EPICS notice (see Tables).

B. Deny the initial application if the assistance unit:

1. Fails to meet an eligibility factor;

2. Fails to complete the application process on or by the 30th day from the date of application; or

3. Refuses to cooperate or take actions required to complete the interview process when a member(s) of the assistance unit is able to cooperate; and

a. Missing an interview does not constitute noncooperation;

4. Has three (3) or more members, is not categorically eligible and is entitled to zero benefits.

C. Do not deny the initial application:

1. For missing verification until 10 days from the date of the written request for missing verification.

2. For a missed interview unless the assistance unit does not request a second appointment and the 30th day from the date of application has expired.

3. For a potentially categorically eligible assistance unit until the 30th day from the date of application.

4. For a categorically eligible assistance unit even though the assistance unit may be entitled to zero benefits.

D. Notify the assistance unit in writing of the denial and the reasons for the denial.

E. Generate the appropriate EPICS notice (see Tables) the next working day if the 30th day falls on a weekend or holiday.

1201 Establishing a SNAP Certification Period

A. Establish a definite period of time which an assistance unit is eligible to receive benefits.

B. Do not change the certification period once it is set except:

1. By termination when the assistance unit becomes ineligible, or

2. By increasing the certification period up to the maximum allowed when an expedited assistance unit has provided requested verifications within the 30-day processing period, or

3. To correct an established certification period that did not meet the minimum required months.

C. Do not require a face-to-face interview when circumstances change during the certification period; however, a worker may request one.

D. Base the certification period:

1. On calendar months never to exceed 12 months; and

2. From date of application; or

3. From the date of eligibility if the assistance unit is not eligible from the date of application, including the special considerations for an institutionalized individual (Section 401), migrant farmworker (Section 406) or a striker (Section 504).

Example: Application date January. Household ineligible for January due to excess income but eligible for February. Certification period starts February.

E. Certify the assistance unit for only the month of application when:

1. Entitled to benefits in the initial month but not in subsequent months;

a. Send the closure notice for the second month if only approved for one month of benefits

2. The assistance unit has applied on or before the 15th of the month and verification has been postponed
due to expedited services, including migrant and seasonal farmworkers (see Sections 401, 405 and 406).

F. Certify the assistance unit for the month of application and the following full month when:

1. The assistance unit has applied after the 15th of the month and verification has been postponed due to expedited services.

G. For Simplified Reporting, certify an assistance unit for four (4) months that:

1. Contains an ABAWD (see Section 708); or
2. If the certification period aligns with a change that is known by the agency such as a child in the home turning 18; or
3. If the benefit specialist has determined it would be beneficial in managing their caseload.

H. For Simplified Reporting, certify an assistant unit for five (5) months:

1. If the certification period aligns with a change that is known by the agency such as a child in the home turning 18; or
2. If the benefit specialist has determined it would be beneficial in managing their caseload.

I. For Simplified Reporting, certify all other assistance units not described in section G, H, and J for six (6) months.

J. Effective January 1, 2016, the maximum certification period allowed is 12 months for households in which ALL adult members are elderly or disabled and have NO EARNED income, provided other circumstances appear stable.

1202 Issuance of SNAP Benefits

A. Authorize the first prorated month's and the first full month's benefits at the same time when the date of application is after the 15th of the month.

1. The assistance unit provided all verification within the 30-day time frame; and

2. The assistance unit is eligible for the initial and subsequent month's benefits.

Remember to inform the client during the interview that they will be receiving both months at once.

B. Authorize the case as soon as possible and make benefits available no later than the close of business on the 28th day following the date of application.

C. Refer to Section 1304 for EBT information/procedures.

1203     Initial POWER Eligibility Determination

Determine whether the applicant meets all of the eligibility factors.

A. Approve the application when all eligibility factors and performance requirements are met. Stop the process and find the individual/assistance unit ineligible upon finding one (1) eligibility factor unmet.

B. Refer to Section 1204 upon notification any assistance unit member did not meet the Pay-After- Performance requirements after signing the IRCU or refusing to do so during the initial interview.

C. Notify the applicant of the eligibility decision by generating the appropriate notice of action.

D. Assure a case record for an approved application shall contain:

1. A signed DFS 100 Application for Benefits; and
2. Copies or narrative of documents used for verification, such as, but not limited to:

a. Social Security cards, SSN or verification of application for same;

b. Birth certificates;

c. Divorce decrees;

d. Wage stubs;

e. The child support assignment, cooperation notice and copy of the DFS 543; and/or

f. The Narrative explaining what actions were taken and why.

1204     POWER Payment Process

1. New Applications - No Voluntary Quit

Inform the applicant of the Pay-After-Performance requirements and of the penalties for noncompliance and begin payment as follows unless a voluntary quit is involved:

1. The applicant shall comply from the date of application until the end of that month for the 1st performance period, to be eligible to receive the 1st payment. Authorize as an immediate (I) issuance on the first day of the month following application when the Pay-After-Performance requirements were met.
2. The applicant shall comply for the same time frame, the date of application until the end of that month, for the 2nd performance period, to be eligible to receive the 2nd month payment. Authorize as an immediate (I) issuance on the first day of the month following application when the Pay-After- Performance requirements were met.
3. For the 3rd payment, the applicant shall comply from the 15th of the month of application through the 14th of the following month as the case is now ongoing. Authorize as a regular (R) issuance on the first day of the month following application when the Pay-After-Performance requirements were met.
   1. When a person applies after the 15th of the month, they shall comply from the application date until the end of the month for the 1st and 2nd months’ payments and also from the application date until the 14th of the following for the 3rd payment.

Examples:

Application is received July 5.

• The applicant shall comply from July 5 through July 31 to receive a July payment; 1st month.
• The applicant shall comply from July 5 through July 31 to receive an August payment; 2nd month.
• The applicant shall also comply from July 15 through August 14, to receive the September payment, 3rd month.
• Issue all payments on the first day of the month following the application when all Pay-After-Performance requirements are met, using the issuance indicators above.

Application is received July 21.

• The applicant shall comply July 21 through July 31 to receive a July payment; 1st month.
• The applicant shall comply July 21 through July 31 to receive an August payment; 2nd month.
• The applicant shall comply July 21 through August 14, to receive the September payment; 3rd month.
• Issue all payments on the first day of the month following the application when all Pay-After-Performance requirements are met, using the issuance indicators above.

1. Authorize the following immediately upon notification when any assistance unit member did not meet the Pay-After-Performance requirements after signing the IRCU
   1. Deny the initial application if at any time the client does not comply with either work requirements, child support requirements or eligibility requirements from date of application to the end of the month.
   2. Document the case record of the performance periods affected and generate the A 710 noncompliance notice stating what months shall be affected if reapplication is made. Send an A 201 denial notice.
   3. Deny if the client has requested withdrawal of the application but document the case record of the performance periods affected and generate the A 710 noncompliance notice stating what months shall be affected if reapplication is made and send the appropriate denial notice as well.
   4. Deny the application immediately when the family refuses during the interview to cooperate with the Pay- After-Performance requirements.

2. New Application  - Voluntary Quit

1. Assistance units that include a mandatory individual who has voluntarily quit or reduced employment within 60 calendar days prior to the application must maintain program compliance for 30 calendar days before a performance payment can be authorized.
   1. Begin payment with the first of the month following the date of application if a voluntary quit or voluntary reduction in work effort has occurred without good cause within 60 calendar days prior to the date of application.
   2. Inform the Case Manager that 30 calendar days of cooperation is required due to the voluntary quit.

3. Adding an Individual(s) to an Ongoing Case

1. When a change in assistance unit composition is reported or becomes known, the following shall occur:
   1. An IRCU shall be completed by the individual entering the home when he/she is required to meet the Pay-After-Performance provisions. This is required whether or not her/his needs are added to the performance payment.
   2. Determine whether the individual is mandatory or exempt.
   3. Eligibility shall be redetermined and the amount of the performance payment recalculated considering the individual's income and assets.
   4. Refer the individual to the work program using the DFS 568 Initial IRP allowing the standard 14 days for scheduling the initial meeting.
2. The performance payment shall be authorized by the deadline for the 1st of the following month after verification and compliance has been completed.
3. Authorize the $1 nonpayment status for the corresponding performance period when adding a mandatory individual who fails or refuses to comply with the Pay-After-Performance provisions.

4. Nonpayment for Failure to Comply with Work Requirements

1. Failure of a mandatory applicant/recipient to keep appointments of comply with any of the work program performance requirements shall result in the family's POWER performance payment not being issued for the corresponding performance payment month.
2. Deny the application when a member of the assistance unit, during the interview with the Benefit Specialist, refuses to sign the IRCU and the Initial IRP and cooperate with the work program performance requirements.
3. Use the following process when case circumstances indicate or when notified by the CM of noncooperation by a family member:
   1. Generate immediately an EPICS notice of adverse action (see Tables) to the caretaker relative and explain in the notice:
      1. The performance payment shall be authorized in the $1 nonpayment status when cooperation has not occurred or ceases and good cause for failure to comply is not approved; and
      2. Cooperation shall begin by the 15th of the month and continue through the 14th of the following month for a performance payment to be received at the end of the month.
   2. The Case Manager shall immediately advise the Benefit Specialist the client has cooperated and the date of cooperation.
   3. Authorize the following immediately upon notification any assistance unit member did not comply after signing the IRCU or the Initial IRP:
      1. The $1 nonpayment status for the corresponding noncompliance performance periods and generate the A 710 noncompliance notice stating what months shall be affected; and
      2. Enter the “XW” code and appropriate unearned income amount on UNIN ($1 less than the POWER payment would have been for that benefit month); or
      3. Terminate the case if the client has requested withdrawal of the application or closure but document the case record of the performance periods affected and generate the appropriate closure notice (see Tables) and send the A 710 noncompliance notice stating what months shall be affected if reapplication is made.
   4. Terminate the POWER performance payment when there is a loss of contact for a full performance period and cooperation does not occur or closure is not requested but apply the performance penalty or the corresponding performance periods;
   5. Generate all appropriate notices of adverse action (see Tables) applying to the termination and assure the A 710 notice states what months shall be in the nonpayment status due to the noncompliance;
   6. Allow the assistance unit to reapply for POWER after termination and cooperate at reapplication but apply the $1 nonpayment status to any month affected by noncompliance during a corresponding performance period.
4. An over payment does not exist if the CM fails to report noncompliance within the designated time frames.
5. An over payment does exist if the CM reports noncompliance timely but the Benefit Specialist fails to take the appropriate action timely.
6. Do not authorize a performance payment when any family member voluntarily quits a job during the corresponding performance period;
   1. The employment was for at least 20 hours per week or provided weekly earnings equivalent to the federal minimum wage multiplied by 20 hours;
   2. The quit was without good cause per the good cause reasons in Section 401;
   3. Require verification and document the reason good cause was or was not allowed in the case record.

5. Nonpayment for Failure to Comply with Child Support Requirements

1. Failure of the assistance unit to comply with any of the child support performance requirements shall result in the family's POWER performance payment not being issued for the corresponding performance payment month.
2. Deny the application when a member of the assistance unit, during the interview with the Benefit Specialist, refuses to cooperate with the following child support performance requirements:
   1. Refusal to sign the Assignment of Rights to Support on the DFS 100 Application;
   2. Refusal to sign the IRCU; and
   3. Refusal to meet with CSE to fully and accurately complete the DFS 543 Report of Non- Custodial Parent and provide supporting documents.
3. Deny or terminate the case when the child support good cause claim is denied by DFS-SO and the application is withdrawn or case closure is requested immediately;
4. Deny the application when the child support good cause evidence is not received within 20 days of signing the DFS 543 and the application is withdrawn;
5. Authorize the $1 nonpayment status for ongoing cases when evidence is not received within 20 days of signing of the DFS 543 and cooperation has not begun;
6. Authorize the $1 nonpayment status for ongoing cases when the good cause claim is denied by DFS-SO and the applicant/recipient refuses to cooperate or withdraw the application; or
7. Authorize the $1 nonpayment status for ongoing cases when the assistance unit is not cooperating with the child support performance requirements, including retention of child support payments.
8. Use the following process when case circumstances indicate or when notified by the CSE of noncooperation by a family member:
   1. Generate immediately an EPICS notice of adverse action (see Tables) to the caretaker relative and explain in the notice:
      1. The performance payment shall be authorized in the $1 nonpayment status when cooperation has not occurred or ceases and good cause for failure to comply is not approved; and
      2. Cooperation shall begin by the 15th of the month and continue through the 14th of the following month for a performance payment to be received at the end of the month.
   2. CSE shall immediately advise the worker the client has cooperated and the date of cooperation;
   3. Authorize the following immediately upon notification any assistance unit member is in noncompliance after signing the IRCU:
      1. The $1 nonpayment status for the corresponding noncompliance performance periods and generate the A-710 noncompliance notice stating what months shall be affected; and
      2. Enter the “XC” code and appropriate unearned income amount on UNIN ($1 less than the POWER payment would have been for that benefit month); or
      3. Terminate the case if the client has requested closure but document the case record of the performance periods affected and generate the appropriate closure notice (see Tables) and the A 710 noncompliance notice stating what months shall be affected if re- application is made.
   4. Terminate the POWER performance payment when there is a loss of contact for a full performance period and cooperation does not occur or closure is not requested but apply the performance penalty for the corresponding performance periods;
   5. Generate all appropriate notices of adverse action (see Tables) applying to the termination and assure the A 710 noncompliance notice states what months shall be in the nonpayment status due to the noncompliance; and
   6. Allow the assistance unit to reapply for POWER after termination and cooperate with child support at reapplication but apply the $1 nonpayment status to any month affected by noncompliance during a corresponding performance period.
9. An over payment does not exist if the CSE fails to report noncompliance within the designated time frames.
10. An over payment exists if the CSE reports noncompliance timely but the Benefit Specialist fails to take the appropriate action timely.

6. Nonpayment for Failure to Comply with Eligibility Requirements

1. Failure of the assistance unit to comply with any of the eligibility factors, including timely reporting, shall result in the family’s POWER performance payment not being issued for the corresponding performance payment month.
   1. Generate immediately the appropriate EPICS notice of adverse action (see Tables) to the caretaker relative;
      1. Explain performance payments shall be authorized in the $1 nonpayment status if eligibility cannot be determined.
      2. Explain eligibility requirements shall be met by the 15th of the month and continue through the 14th of the following month for a performance payment to be received at the end of the month.
   2. Authorize the following immediately when eligibility cannot be determined as the assistance unit did not meet the Pay-After-Performance requirements:
      1. The $1 nonpayment status for the corresponding noncompliance performance periods and generate the A 710 noncompliance notice stating what months shall be affected; and
      2. Enter the “XO” code and the appropriate unearned income amount on UNIN ($1 less than the POWER payment would have been for that benefit month); or
      3. Terminate the case if the client has requested closure but document the case record of the performance periods affected and generate the appropriate closure notice (see Tables) and the A 710 noncompliance notice stating what months shall be affected if reapplication is made.
   3. Terminate the POWER performance payment when there is a loss of contact for a full performance period and cooperation does not occur or closure is not requested but apply the performance penalty for the corresponding performance periods.
   4. Generate all appropriate notices (see Tables) applying to the termination and assure the A 710 noncompliance notice states what months shall be in the nonpayment status due to the noncompliance.
   5. Allow the assistance unit to reapply for POWER after termination and cooperate with the eligibility factor at reapplication but apply the $1 nonpayment status to any month affected by noncompliance during a corresponding performance period.
2. Deny the application when a member of the assistance unit, during the interview with the Benefit Specialist, refuses to provide information needed to determine eligibility for POWER.
3. An overpayment exists if the Benefit Specialist fails to take the appropriate action timely.

7. Payment Due to Compliance and Increased Child Support

Find the case eligible for the amount of the prior month's payment, or adjust the payment when there is an additional change in circumstances, for the first month of ineligibility due to an increase in prospective child support when:

1. The total income is equal to or exceeds the income limit and the five (5) year benefit limit shall not be exceeded;
2. The assistance unit has continuously received a POWER performance payment for two (2) or more full payment months; and
3. Compliance has occurred in the corresponding performance period.

8. Payment Due to Compliance and Increased Earnings

1.  Allow the recipient to choose between B and C below, explain the time to be counted toward the five (5) year benefit limit, and the advantage of saving option C for a future situation since it is a one (1) time only option:
2. Find the case eligible for the amount of the prior month's payment, or adjust the payment when there is an additional change in circumstances, for the first month of ineligibility due to an increase in earned income, and the five (5) year benefit limit shall not be exceeded, when:
   1.  The total income is equal to or exceeds the income limit;
   2. The assistance unit has continuously received a POWER performance payment for two (2) or more full payment months; and
   3. Compliance has occurred in the corresponding performance period.
3. Determine if the assistance unit is eligible for the earned income incentive payment but not beyond the five (5) year benefit limit:
   1. The assistance unit shall be eligible for the one (1) time only earned income incentive payment when:
      1. The assistance unit has continuously received a POWER payment for two (2) or more full payment months;
      2. The family member has entered new employment or has an increase in earnings;
      3. The assistance unit has not previously received the earned income incentive payment, has not previously been penalized because of noncompliance with the POWER performance requirements or disqualified because of other program restrictions or violations; and
      4. The employment is not temporary.
   2. The earned income incentive payment shall be available for up to six (6) consecutive months when compliance continues;
   3. Count the six (6) consecutive months whether or not the earned income incentive payment continues unless the income is reduced or ceases due to no fault of the family member and the assistance unit becomes eligible for POWER;
   4. Allow any remaining earned income incentive payment months if the earned income is reduced or ceases due to no fault of the family member if the individual again becomes ineligible due to earned income;
   5. Base the amount of the earned income incentive payment on 50% of the family’s maximum benefit level for the assistance unit size as long as the family member remains employed and ineligible for POWER;
   6. Adjust the payment when one (1) or more of the following changes occur:
      1. A member leaves or enters the assistance unit; and/or
      2. The assistance unit moves from shelter included to shelter supplied or vice versa.
   7. Terminate the payment if the only eligible child leaves the assistance unit.
   8. Terminate the incentive payment if noncompliance occurs during the six (6) month incentive period:
      1. Authorize the $1 nonpayment status for the corresponding noncompliance performance period and generate the A 710 noncompliance notice stating what months shall be affected;
      2. Require compliance to occur prior to authorization of the corresponding performance payment; and
      3. The six (6) month incentive period has been utilized and is not available again.
   9. Ineligibility for the earned income incentive payment due to not meeting the above criteria is not subject to an administrative hearing or judicial review.

9. EPICS Coding:

1. Take the following actions when the assistance unit is eligible for the prior month's performance payment amount:
   1. Generate EPICS notice A 406 or A 428 when it is due to earned income or A 407 or A 427 when it is due to child support to allow the assistance unit the choice of closure or the (1) additional month;
   2. Enter the amount of the prior month's income on UNIN and/or EAIN using "GR" as the type code so the income shall be used for the POWER performance payment. Code the actual prospective income as "GN" so it shall not be used for POWER but shall be used for SNAP;
   3. Generate the appropriate EPICS notice of adverse action (see Tables) to inform the assistance unit of the action taken and the termination which shall occur for the second month;
   4. Document the case record stating why the generic codes were used; and
   5. Find the case ineligible for the second month of ineligibility when the anticipated income, including child support, is equal to or exceeds the income limit.
2. Take the following actions when the assistance unit is eligible for the earned income incentive payment:
   1. Generate EPICS notice A 406 or A 428 to allow the assistance unit the choice of closure or the six (6) month earned income incentive payment.
   2. Enter half of the previous month's payment, plus the appropriate disregard amount, on EAIN using "II" as the income type code so the income shall be used for the POWER performance payment. Code the actual prospective income as "GN" so it shall not be used for POWER but shall be used for SNAP; and
   3. Generate the appropriate EPICS notice of adverse action (see Tables) to inform the assistance unit of the action taken and when termination shall occur; and
   4. Document the case record stating why the generic codes were used.

1205     Lump Sums

A. Determine if a lump sum payment is expected or has been received and apply the following procedure as appropriate.

B. Consider a non-recurring lump sum payment to be a one (1) time payment from sources such as, but not limited to, the following:

1. Proceeds from the sale of land, a building, a home,

2. Insurance settlements;

3. Refunds of security deposits on rental property or utilities;

4. Retroactive lump-sum Social Security, SSI, POWER, railroad retirement, VA, and VA disability pension payment annual adjustment;

5. Leased vehicle end of contract gain or benefit;

6. Earned income bonuses, paid all at one (1) time, after the employment terminates and not a part of final wages;

7. HUD escrow accounts paid when the family achieves economic independence;

8. Federal Emergency Management Agency (FEMA) payments; and

9. Arrearage/delinquent child support payment when not being received on a regular/on-going basis.

C. Treat a lump sum gross payment in the month received as:

1. Exempt unearned income;

2. A nonexempt asset;

3. Apply the 10-10-10 rule (applies to SNAP only - see Section 1502); and

4. Consider the balance as an asset in the following month(s).

D. Consider lump sum payments which are educational, self-employment or contract income to be earned income and averaged over the period of intended use.