SNAP and POWER Policy Manual – 1300 – Extended Menu

1301    Eligible for Portion of Month

A. Prorate SNAP and/or POWER benefits from the date of application until the end of the month:

1. For initial benefits when eligibility exists in the month of application; and

2. Benefits have not been received for the individual(s) in the same month.

B. Allow duplication of SNAP benefits and prorate from the date of application when a participating member(s) enters a shelter for battered women and children.

C. Allow eligibility for the first full month after the date of application for SNAP and POWER when adding a person as s/he is not entitled to prorated benefits from the date of application.

1. For SNAP only, if it is reported that an individual has moved in or out of an assistance unit, and benefits have not been authorized, the change can be made immediately.

1. 1302     Issuance Dates

A. SNAP benefits shall be issued on an EBT card:

1. On the 1st through the 4th of each month based on the first letter of the recipient’s last name.

a. Last name begins with:

(1) A-D – issuance date is the 1st;

(2) E-K – issuance date is the 2nd;

(3) L-R – issuance date is the 3rd; and

(4) S-Z – issuance date is the 4th.

2. Within 24 hours following authorization when an “I” is used as the issuance indicator for immediate issuance.

B.  POWER benefits shall be issued on the Way2Go card:

1. For immediate issuance (I), the authorized benefit will be processed the same day and available on the Way2Go card within 3-5 days.
2. For regular (R) monthly issuance, the authorized benefit will be processed the evening of deadline and available on the first day of the following month.
3. Authorized benefits will be recorded with a confirmation number within AFIH.
4. Inform the client that the initial cards will be mailed within  7-10 days from authorization.

1303    Electronic Benefit Transfer (EBT) Procedures

1. Perform the following when an applicant is a first-time EBT card user:
   1. Explain the usage of the EBT card; or
   2. Advise the applicant that when their card arrives they can set up an account on the card holder portal and access training information under the 'Help Center Tab'; and
   3. Advise the applicant a brochure shall be mailed along with an EBT card explaining the usage and protection of the card.
   4. Assure benefits do not begin until the month following the benefit month when the assistance unit has received assistance in another state.
2.  New SNAP clients that have never been issued a Wyoming EBT card may be auto issued a card to insure they receive the card within the required timeframes. New cases will be auto issued an EBT card on day zero (o) for expedited cases and on day 23 for regular cases if the case has not been authorized.
   1. EPICS must have an address, SSN or DOB for a card to auto issue. If an expedited application comes in without this information, please do NOT apply the "Y" expedited flag to the case until you are able to complete this information. Once the information is received and entered into EPICS, you can apply the "y" expedited on the APMA screen and the card will issue on the evening the case was updated.
   2. Explain to new clients the following;
      1. Receiving a card does not mean that there are benefits on that card;
      2. Families will receive an approval or denial notice when their case has been finalized; and
      3. If they have any questions, they can call the number on the back of their card to check the balance.
   3. To identify cases that have been auto issued an EBT card there is a DEMO SENT field on the CAP1 screen. In the event a card was sent, a 'Y' indicator will appear in that field and if not the field will remain blank.
3. Perform the following when the head of the assistance unit has an incorrect SSN on EPICS, an updated address or s/he has a name change:
   1. Verify the correct SSN; or
   2. Verify the updated address or name change; and
   3. Correct the information on EPICS.
      1. If the client is in need of a replacement card, update the information on www.ebtedge.com and replace the card.
   4. The EBT card is driven by the SSN or client identification number (0600 number) of the head of the assistance unit.
4. Refer the client to the card vendor customer service (1-877-290-9401 or www.ebtedge.com) when:
   1. S/he requests a PIN change, including forgotten PIN;
   2. Card problems exist, excluding a benefit issuance problem; and/or
   3. Notified of a lost, stolen or damaged EBT card.
      1. Client may also contact their local field office in the event they have a lost, stolen, or damaged EBT card.
5. Refer the individual to the Eligibility Integrity (Fraud and Recovery) Unit when they request benefits be applied toward an overpayment.
   1. Assure the overpayment has been established on EPICS; and
   2. Obtain a DFS 707 Installment Contract when a contract has not been signed.
      1. Do not deny, delay or terminate SNAP benefits for failure to sign a DFS 707 Installment Contract form.

POWER:

1. Perform the following when an applicant is a first-time Way2Go card for their POWER payment.
   1. Explain the usage of the electronic payment card; or
   2. Refer the applicant to the following link for information: www.GoProgram.com; and
   3. Advise the applicant a brochure shall be mailed along with a Way2Go  card explaining the usage and protection of the card.
   4. Assure benefits do not begin until after pay after performance has been met.
   5. Advise the applicant that they will receive an approval or denial notice when their case has been finalized; and
   6. The Way2Go card should be received within 7-10 business days after the benefit has been authorized.
   7. To identify cases that have been issued a Way2Go card; once the benefit has been transmitted to the Way2Go vendor, a confirmation number in AFIH will indicate the card has been authorized.
2. All changes including address, phone, email or a name change must be updated by the worker within www.GoPortal.com for immediate update or within EPICS for next issuance update, but cannot be completed by the client on the Way2Go client portal or by Way2Go customer service representatives:
   1. Clients can contact www.GoProgram.com  or call 1-844-893-3122  to request a replacement card.
   2. The Way2Go card is issued based on the client identification number (0600 number) of the head of the assistance unit or whomever is  indicated as the PI with a Y in the SPRD screen.
3. Refer the client to the card vendor customer service www.GoProgram.com  or call 1-844-893-3122 when:
   1. S/he requests a PIN change, including forgotten PIN;
   2. Card problems exists excluding a benefit issuance problem; and/or
   3. To report a lost, stolen or damaged EPC card.
      1. Clients may also contact their local field office for assistance.
4. Refer the individual to the Eligibility Integrity Unit when they request benefits be applied toward an overpayment.

1305     Head of Assistance Unit/Authorized Representative

A. Allow an assistance unit to designate the head of the assistance unit at the time of application and to change the designation only at the time of re-certification or when the assistance unit composition changes.

B. Allow any responsible member of the assistance unit to designate an adult non-assistance unit member as an authorized representative by:

1. Designating an authorized representative on the application; or
2. Providing any written and signed statement designating an authorized representative.

C. Allow the assistance unit to use the authorized representative to:

1. Make application;
2. Meet the requirements of an interview;
3. Be certified on the ID Card;
4. Utilize the benefits; and
5. Complete the DFS 103 Change Report form on behalf of the assistance unit:

a. Advise the assistance unit to review the information provided by an authorized representative; and
b. Inform the assistance unit it is responsible for any over-issuance which results from incorrect information provided by the authorized representative.

D. Prohibit the following persons from serving as an authorized representative unless the DFS-FO manager approves the designation in writing and no other authorized representative is available:

1. DFS employees who are involved in Assistance programs;
2. Retailers authorized to accept SNAP benefits;
3. Homeless meal providers; and
4. An individual disqualified for IPV during the period of disqualification.

E. Allow the following to serve as a designated representative for the assistance unit:

1. State certified drug or alcohol treatment center officials may receive and spend the SNAP benefits for food prepared by and/or served to the residents of the center; and
2. State certified group living center officials may receive and spend the SNAP benefits for food prepared by and/or served to each eligible resident; or
3. State certified group living center officials may allow each resident to spend all or any portion of the benefits on her/his own behalf.

F. Place no restrictions on the number of assistance units an authorized representative may represent.

G. Exercise caution to assure:

1. The assistance unit has freely requested the authorized representative;
2. The assistance unit’s circumstances are correctly represented;

a. Refer the name of an authorized representative who has knowingly misrepresented the circumstances of an assistance unit to DFS-SO for possible disqualification for up to one (1) year;
b. Give the assistance unit and the authorized representative 30 days notice of the disqualification to include:

(1) The proposed action;
(2) The reason for the disqualification;
(3) The assistance unit’s right to request an administrative hearing; and
(4) The name and telephone number of a person to contact for additional information.

c. Do not apply the disqualification criteria to officials of drug and alcohol treatment centers and group living centers (see Appendix 1) acting as authorized representatives for their residents;
d. DFS may prosecute, under applicable State fraud statutes, an authorized representative from drug and alcohol treatment centers and group living centers (see Appendix 1) who intentionally misrepresents the circumstances of the assistance unit.

3. The assistance unit is receiving the correct amount of benefits; and
4. The authorized representative is properly using the benefits.

1306     POWER Payee Change

A. Use the following procedure(s) when there is a change in caretaker relative for a POWER case:

1. Terminate the case for the current caretaker relative; and
2. Open a new case with the new caretaker relative.

B. Allow the POWER payment to be paid to the caretaker relative for the entire month when a child leaves her/his home provided the child was in the home on the date payment was received and payment was not made for the same child in the same month to:

1. Another relative; or
2. Local, state or IV-E foster care for maintenance.

C. Allow the POWER payment to be paid to the caretaker relative from the first day of the performance payment month, when:

1. A child enters the home prior to the first day of the month;
2. It is intended the child shall live there permanently; and
3. Payment was not made for the same child in the same month to:

a. Another relative; or
b. Local, state or IV-E foster care for maintenance.

D. Allow one (1) POWER performance payment to a person acting for a caretaker relative in an emergency situation to provide time to make and carry out plans for the child's continuing care and support.

1307     Protective Payments for POWER

A. Process a protective payment, when appropriate, to one (1) of the following:

1. A protective payee;
2. A vendor; or
3. A foster care provider

B. A protective payment shall be issued to the parent, adult relative or court appointed guardian or custodian when the benefit is paid on behalf of a minor parent (unless emancipated) and his or her dependent child(ren).

C. Process a protective payment and leave the needs of the caretaker relative in the performance payment when the caretaker relative shows a current inability to manage funds which threatens the health and safety of the child(ren).

1. Mismanagement has occurred when the recipient has two (2) or more months of nonpayment of rent.
2. Consider all relevant circumstances to determine if mismanagement exists including but not limited to:

a. There are unpaid bills for a reason other than the occurrence of an unusual event, which required the expenditure of the funds available;
b. There are unpaid bills for a reason other than the necessary bills which exceed the performance payment and other income of the assistance unit;
c. There are unpaid bills for a reason other than the result of the recipient's consumer right when there is a legitimate dispute over whether the terms of an agreement were met; or
d. The person is unable to manage funds due to a mental or physical condition verified by written medical or psychological reports.

3. When mismanagement is believed to be a child neglect situation, refer the caretaker relative to CPS, who shall determine if appropriate services are needed.
4. Allow the recipient to rebuttal only by requesting an administrative hearing.

D. Allow the recipient to select the protective payee or participate in the selection to the extent possible.

1. Select a person or relative to be the protective payee who is interested in or concerned with the welfare of the child(ren);
2. Exclude the following from being a protective payee:

a. The DFS-FO manager;
b. Any DFS-FO staff member who determines the financial eligibility;
c. Personnel involved in quality control, recovery, or special investigative staff;
d. Child support and work program contract staff; and/or
e. Landlords, grocers and other vendors of goods and services who deal directly with the recipient.

3. When approved by DFS management, allow a DFS social worker or staff member who handles fiscal processes to be selected as a protective payee only when no other individual is available;
4. Explain the requirement for confidentiality to the protective payee;
5. Notify the recipient of the appointment and the name of the protective payee; and
6. Send the appropriate notice to the client with a screen printed copy to the protective payee.

E. Remove the protective payee when:

1. The minor parent reaches 18 years of age or becomes emancipated;
2. The caretaker relative has demonstrated the ability to manage funds in the best interest of the child(ren); or
3. A guardian or legal representative has been appointed because the need of a protective payee shall continue beyond two (2) years due to the lack of improvement in the client's management skills.

F. Review the protective payment status and require no less than a quarterly report from the protective payee (W.S. 42-2-107).

1. Review the need for the protective payment;
2. Review the manner in which the protective payee has fulfilled the following responsibilities:

a. Submission of a report, no less than quarterly, detailing how the performance payment was expended and managed; and
b. Use of the performance payment was as follows:

(1) First for shelter, utilities and food expenses and then for clothing and miscellaneous expenses;
(2) For the needs determined by the protective payee when the caretaker relative has income in addition to the POWER payment; and
(3) For small amounts given to the caretaker relative for necessities when the major needs of the assistance unit are met and the money was used for the eligible recipients.

1308     Minimum Benefit Limit

A. Issue no SNAP benefits in the initial month when the allotment would be less than $23.

B. Issue the following minimum monthly SNAP benefit except in the initial month:

1. $23 to categorically eligible assistance units of one (1) or two (2) members;
2. $2 to categorically eligible assistance units of three (3) or more members if the net allotment is at least $1;
3. $23 to one (1) and two (2) person assistance units; and
4. $2, $4 or $6 to assistance units of three (3) or more members even when eligible to receive $1, $3 and $5.

C. A POWER benefit shall be issued when the authorized payment is greater than $1 (sanction status) and the benefit month associated with the payment will be considered a  countable month and will  count toward the five (5) year limit.

See Section 502 Categorically Eligible Persons

1309     Zero Benefit Amounts

1.  If the calculation of benefits for an initial month yields an allotment of less than $10 for the household of any size, no benefits shall be issued to the household for the initial month.
2. For an eligible household with three (3) or more members with an  initial month yielding an allotment of less than $10, and $2, $4, or $6 in the following months, the application shall be denied on the grounds that its net income exceeds the level at which benefits are issued. (Make sure to check the FSAD screen of the initial month to verify if the household is eligible for ongoing months.)
   1. Send the notice F213 Denial-Other Reasons stating "Your net income exceeds the level at which benefits are issued."
   2. Use closure code 'EI' for earned income or 'EU' for unearned income.

Examples:

1. Household of three (3) is eligible for $4 initial month and then $6 for ongoing months. Deny the case and send the F213 notice.

2. Household of three (3) is eligible for $19 initial month and then $4 for ongoing months. We will approved the case and the household will receive the $4 allotment in the ongoing months.

The term 'minimum benefit' only applies to categorically eligible assistance units of one (1) or two (2) persons.

3. Household of three (3) is eligible for $0 initial month due to proration of benefits and then $37 for ongoing months. We will approve the case and the household will receive the $37 allotment in the ongoing months.

POWER:

1.  Consider an individual to be a POWER recipient when a zero payment is a result of;

1. Noncompliance/nonpayment; or
2. The recovery of an overpayment.

Note the above will also count toward the five (5) year limit)

1310     Assistance Paid by Another State

A. Find the person(s), not the assistance unit, ineligible for the benefit month when their needs have been covered by SNAP in another state.

B. Find the applicant/recipient, case/person ineligible for the benefit month when the needs have been covered by cash assistance in another state.

1311    SNAP and POWER Underpayments/Supplements

A. Authorize an underpayment for benefits due to an assistance unit but not issued or replaced because of:

1. An error made by DFS such as:

a. Delayed application;
b. Erroneously denied application;
c. Erroneously denied timely reapplication;
d. Erroneously terminated or reduced benefits;
e. SNAP benefits calculated without deductible expenses; or
f. Failed to take action on a timely reported change which increased benefits.

2. An administrative disqualification for IPV was later reversed; or
3. Any judicial action when the decision upholds benefits were wrongfully withheld.

B. Restore benefits for a period of not more than 12 months from the first of the following dates:

1. The date a request for an underpayment is received;
2. The date the administrative hearing or judicial action was initiated when no request for an underpayment is received; or
3. The date DFS discovers the underpayment.

C. Restore benefits even though the assistance unit is currently ineligible but when it was eligible for the months of the underpayment.

D. Do not issue an underpayment for any month eligibility cannot be determined or for any month the assistance unit is determined ineligible.

E. The amount to be restored for eligible months shall be determined as follows:

1. EPICS will:

a. Determine the benefit amount the assistance unit should have received;
b. Subtract the benefit amount which was received; and
c. Deduct any overpayments against the assistance unit.

2. The eligibility worker shall restore the balance to the assistance unit.

F. Issue the underpayment in addition to the benefits the assistance unit is currently receiving:

1. Issue the underpayment equal to the total amount of benefits lost; and
2. Honor reasonable requests by the assistance unit to restore SNAP benefits in monthly installments.

G. Notify the assistance unit of:

1. Its entitlement;
2. The amount of benefits to be restored;
3. Any offsetting against overpayment claims that was done; and
4. The right to an administrative hearing when restoration is denied or the amount is disputed.

H. Do not offset the overpayment with an underpayment if an underpayment occurs while processing an overpayment (using the actual income) caused by a client error.

I. Do not issue a supplement if an underpayment occurs while processing an overpayment due to a client error.

J. Restore benefits to the assistance unit when the underpayment occurred due to an agency error:

1. With the majority of the members of the assistance unit as it existed when the loss occurred; or
2. Containing the head of the assistance unit at the time the loss occurred if the assistance unit which contains the majority of members cannot be located or determined.

K. Notify the assistance unit of the method of restoration.

1313     Replacing SNAP Benefits

A. Replace the actual value (not to exceed one (1) month's allotment) when food is destroyed in a misfortune affecting a certified assistance unit.

1. Verify the misfortune through either a collateral contact, a community agency or a home visit;
2. Require the assistance unit to comply with the following in order to qualify for replacement:

a. Report the destruction, orally or in writing, to the DFS-FO within ten days of the incident or within the period of intended use, whichever is earlier; and
b. Sign a DFS 304 SNAP Replacement Questionnaire.

3. Retain a copy of the DFS 304 in the case record;
4. Authorize an underpayment for the amount of the destroyed benefits;
5. Inform the client the benefits shall be available within 24 hours; and
6. Refer the recipient to the card vendor customer service for card replacement if the EBT card was destroyed in a misfortune.

B. Issue no SNAP replacement benefits when Food and Nutrition Services (FNS) has issued a disaster declaration and the assistance unit is eligible for emergency SNAP benefits.

1315      Termination

Determine if termination of the entire case is appropriate.

A. Terminate a SNAP case for the first day of the next benefit month when:

1. The assets, income, status or other eligibility factors has changed and makes the assistance unit/individual ineligible;
2. The assistance unit/individual/authorized representative has not completed the interview process;
3. The assistance unit/individual/authorized representative has not cooperated in establishing continued eligibility;
4. Closure is requested; or
5. A loss of contact occurs. (See Example 1 below)
6. Allow ten days adverse action when appropriate.

B. Generate an appropriate adverse action (termination) notice (see Table IV) with a mailing date at least ten days prior to the effective date of the action:

1. The tenth day cannot expire on a weekend day or holiday.
2. Notices are mailed the day following the authorization date.
3. If the notice authorization date is on a Friday, the mailing date is on the following Monday, excluding a holiday.

C. Terminate a case which is ineligible for the performance payment month:

1. Immediately when the assets, income or other eligibility factors has changed and makes the assistance unit ineligible and compliance has occurred in the corresponding performance period;
2. Immediately when the client requests closure and compliance has occurred in the corresponding performance period; or
3. For the benefit month following the $1 nonpayment month when there has been no contact with the assistance unit indicating interest in the continuation of the POWER performance payment for an entire performance period.

D. Generate the appropriate closure notice (see Table IV), as well as the A 710 when a future month is affected by noncompliance in a corresponding performance period, allowing adequate notice.

E. Generate the EPICS A 820 supplemental notice of continued child support services.

F. The X 013 notice, which explains child support services, shall continue to collect and distribute child/spousal support payments after termination shall be automatically generated by EPICS.

G. Notify the work program CM and CSE by email using the DFS 563 of the closure, the reason(s) and the date.

1316    Reinstatement

Determine if reinstatement of the case is appropriate.

A. Reinstate an assistance unit to payment status only when:

1. The case has been terminated and shall be reopened within the same benefit month; and
2. The procedures in Section 1506 have been met and the case has not been terminated for more than one (1) full benefit month, excluding POWER.

B. Require the following to be met/completed prior to reinstatement:

1. All eligibility factors and performance requirements, as appropriate;
2. A face-to-face interview, if determined by the Benefit Specialist to be needed;
3. An application if determined by the Benefit Specialist that it is needed to determine eligibility;
4. A new IRCU for POWER if the prior form is outdated or obsolete; and
5. To regain eligibility for POWER:

a. Registration for work at DWS if the previous contact was more than 60 days ago;
b. Meeting with CSE if a problem is indicated or the noncompliance issue was with CSE; and
c. Meeting with the work program action center to develop a new IRP and comply with their requirements.

1317      Reinstatement Due to Administrative Hearing Request

A. Reinstate benefits, upon request for continuation, at the current benefit amount when the recipient requests an administrative hearing:

1. Within 10 days of the date of the notice of adverse action.

B. Notify the assistance unit of the requirement to repay excess benefits if the decision is against the assistance unit.

C. Continue benefits for the amount of benefits paid prior to the notice of adverse action until:

1. The hearing decision is received;
2. The assistance unit requests benefits be discontinued;
3. The assistance unit becomes ineligible due to not meeting another eligibility factor or program requirement and fails to request an administrative hearing within ten days on the subsequent adverse action; or
4. The assistance unit becomes ineligible due to a mass change pending the hearing decision.

D. Do not reinstate when a notice of adverse action was provided and the recipient did not respond on a timely basis.

E. Do not continue SNAP benefits beyond the end of the certification period in effect at the time of the request.

F. Terminate the case immediately if the findings are against the recipient; and

G. Notify the client of the obligation to repay any benefits incorrectly paid.

Prohibit reinstatement of the POWER performance payment pending the outcome of an administrative hearing.

H. Generate a notice of action for each adverse action affecting the assistance unit while the administrative hearing decision is pending.

I. Process:

1. An underpayment when the hearing decision is in favor of the assistance unit and the performance requirements have been met;
2. The case for the first payroll or immediate issuance when the hearing decision is in favor of the assistance unit and the performance requirements have been met; or
3. An overpayment when the hearing decision is in favor of DFS, and the eligibility factors and/or performance requirements were not met.

1318      Reapplication After Termination

A. Require the following when an assistance unit is reapplying for benefits:

1. A DFS 100 Application for Benefits;
2. An interview; and
3. Verification of any changes.

B. For POWER:

1. Inform the applicant/recipient of the POWER Pay-After-Performance requirements which shall be met before a monthly performance payment can be authorized:

a. Registration with DWS for mandatory individuals;
b. Cooperation with the POWER work program for mandatory individuals;
c. Cooperation with the CSE, if applicable; and
d. Meeting all other eligibility factors.

2. Inform the applicant/recipient of the penalties for noncompliance with the Pay-After-Performance requirements.

3. Inform the applicant/recipient which assistance unit members are required to come into the office to sign the IRCU and/or the initial IRP as a condition of eligibility within the following time frames:

a. By Wednesday of the same week if application is made on Monday, Tuesday or Wednesday; or
b. By Wednesday of the following week if application is made on Thursday or Friday of the prior week.

Example: Certification period ends October 31st, application received November 2nd. November 2nd application is considered a new application after termination.