SNAP and POWER Policy Manual – 1500 – Extended Menu

1500 Reporting Requirements/Action on Changes

A. Conduct a redetermination of eligibility for the benefit month when a change is reported or becomes known to the DFS-FO.

B. Verify each change suspected, reported or known by DFS and take the appropriate adverse action when verification cannot be obtained.

C. For SNAP cases certified under Simplified Reporting, act only on reported and verified changes known to DFS. These are cases that have applied and are eligible beginning June 1, 2012 and beyond or have recertified with benefits beginning June 1, 2012.

1. All simplified reporting clients shall be notified of their reporting requirements orally and in writing.

D. Changes required to be reported under Simplified Reporting (see 1501(D)(1)(a (i) (ii)&(iii)) and which occur after the interview in the initial month and at recertification, shall be reported no later than 10 days from the end of the calendar month in which the change occurred.

1. The household must be given ten days to provide the verification.
2. If the ten day verification time frame expires within the 30 day application time frame and the verification is provided timely, benefits would be paid back to the date of application;
3. If the 10 day verification time frame causes the application to go past the 30 day application time frame and the client returns the verification within the 10 day time frame, benefits shall be paid back to the application date;
4. If the household does not provide the verification within 10 days from the request for verification and the 30 day processing time frame has expired, the delay in processing would be the fault of the household and the household shall lose its entitlement to benefits for the month of application;
5. If the income verification is received at any time in the second 30 days, the second month’s benefits shall be prorated from the date the household provided the verification.

E. When we received clear/verified information for a household change of address we must seek the resulting change in shelter costs (if not already provided.)

1. When and address change is verified with the client, send F304 Additional information/verification request for households' new shelter expenses.

a. If verification of new shelter expenses is received, make appropriate changes on the case for each program within the time frames specified based on when the information is received.

b. If verification of new shelter expenses is not received, remove expenses allowing 10 days for adverse action.

2. Returned mail is not considered a clear change. When return mail is received:

a. Attempt to call the client and verify their correct mailing address.

b. If unable to contact client, hold the information to act on at the client's next  recertification.

1501      Changes to be Reported

A. Each assistance unit shall report changes by phone, in person, by e-mail, in writing, or on the DFS 103 Change Report form.

B. Changes to be reported include:

1. Changes in assets;
2. Changes in marital status, school enrollment and allowable expenses;
3. Changes in assistance unit size, living arrangements and address;
4. Changes in earned income such as source of income, beginning/ending employment, rate of pay and increase/decrease in number of work hours;
5. Changes in unearned income; and
6. Other changes in circumstances.

C. Document the change and action taken in the case record.

D. Once the interview has been conducted, changes to be reported under Simplified Reporting:

1. Cases certified under Simplified Reporting:

a. The following changes shall be reported no later than 10 days from the end of the calendar month in which the change occurred.

i. Household’s gross income (earned plus unearned income) goes over 130% of the Federal Poverty Level for their SNAP household size;
ii. If a household has substantial lottery or gambling winnings equal to or greater than the SNAP resource limit for elderly and disabled households;
iii. If a household contains an ABAWD, any change in work hours that bring an individual below 20 hours per week, averaged, monthly.

b. All required eligibility information is reported at the recertification interview by completing a recertification application.
c. After the recertification interview, the household is only required to report those changes as noted in D(1)(a).
d. All changes reported or known to DFS shall be verified before acted on.

2. Document the change and action taken in the case record.

Example 1: At application: Household submits an application on October 5th. An interview is conducted on Oct. 9. The HH is advised of its reporting requirements as a part of the interview process. A member of this household started a job on October 14th, not earning more than 130% of the FPL. The notice of eligibility was mailed on October 19th.

Question: Is the household required to report this new job?

Answer: No. Once a HH is advised that it is a simplified reporter, it is only required to report those items in D(1)(a) through the rest of the application processing period and the certification period.  In the example above, with a SR household, the new job would not be required to report as it happened after the interview and does not need reported until recertification as it did not cause the HH to go over 130% of the FPL.

Example 2: At recertification: Household is certified under Simplified Reporting, certification period is May through October. On October 5th the client provides an application for recertification and is interviewed on October 6th. A member of this household started a job on October 8th, not earning more than 130% of the FPL. The notice of eligibility was mailed on October 10th.

Question: Is the household required to report this new job?

Answer: No. Once a HH is advised that it is a simplified reporter, those should be adhered to through the rest of the application period and the certification period. This would also apply at recertification, because the HH remains a simplified reporter. In the example above, with a SR household, the new job would not be required to report as it happened after the interview and does not need reported until recertification as it did not cause the HH to go over 130% of the FPL.

1502     Time Frames for Reporting Changes

A. The assistance unit shall report changes as follows:

1. Cases certified under Simplified Reporting: the assistance unit is required to report changes that put the household’s income (earned plus unearned) over 130% of the Federal Poverty Level for the household size, if a household contains an ABAWD and that member(s) hours decrease to less than 20 hours per week averaged monthly, or if a household member receives a substantial lottery or gambling winning. The household must report these changes within 10 days from the end of the calendar month in which the change occurred. Send the DFS 103SR Change Report Simplified Reporting (if applicable).

2. DFS has 10 days to act on the change.
3. DFS shall provide a 10 day notice of adverse action if the change results in a decrease or termination (see Section 1402).
4. A notice of adverse action shall be mailed to the assistance unit and received by the assistance unit
prior to the first day of the month when the SNAP benefits were intended.

B. Instruct the caretaker relative to report any change in circumstances within ten (10) calendar days when the change in circumstances becomes known by the assistance unit.

1503    Mailing of Change Report from EPICS

A. Inform the applicant/recipient a DFS 103 Change Report form will be mailed upon authorization of the first month of benefits and at recertification.

B. Inform the recipient a change report form will be mailed whenever a change in circumstances is reported and will reflect the new information used to compute the benefits.

C. Inform the recipient a change report form will be generated upon her/his request and will show current information being used to compute the benefits.

D. Inform the applicant or recipient blank change report forms are available at the local DFS-FO.

1504      Timely and Complete Change Report

1. Perform a re-determination of eligibility whenever a change is reported verified and assure it remains an accurate reflection of the likely situation for the benefit month.
   1. When an address change is reported by the household we must seek the resulting change in shelter costs.
      1. When an address change is verified with the client but did not provide new shelter expenses, send F304 Additional Information/verification request for household's new shelter expenses.
         1. If verification of new shelter expenses is received, make appropriate changes on the case for each program within the timeframes specified based on when the information is received.
         2. If verification of new shelter expenses is no received, remove expenses allowing 10 days for adverse action.

B. Document the date of the re-determination in the case record in all instances recording the information and method used to arrive at the best estimate.

C. Generate a notice (see EPICS Notices) when the change results in an adverse action.

D. Generate a DFS 103 when the case remains eligible to notify the recipient of the information being used to determine eligibility.

E. Take the appropriate action on the case for each program within the time frames specified:

F. A notice of adverse action (see EPICS Notices) shall be mailed at least 10 days prior to the first day of the next benefit month when a change becomes known or is reported which affects the assistance unit’s eligibility or benefit level for the next benefit month;

a. The 10th day cannot expire on a weekend day or holiday.
b. Notices are mailed the day following the authorization date.
c. If the notice authorization date is on a Friday, the mailing date is on the following Monday, excluding a holiday.

G. Add a new assistance unit member and his/her verified income to the first regular allotment after the reported change (and income is verified, if applicable) or at the next certification, whichever occurs first.  Note: The new member should not be added until that person's earned income has been verified.

H. Issue a supplement when a change is reported and the change results in an increased allotment for the following benefit month provided:

a. The change is reported by the last day of the month; and
b. The change is verified within 10 days after the reported change.

I. For the first benefit to be issued after the reported change.

J. Take the following actions to assure the reported change does not affect a performance requirement:

1. Review child support status to determine if the assignment and/or cooperation requirements need to be updated with CSE;
2. Review work requirements exemption status and refer mandatory individuals to the work program case manager and DWS; and/or
3. Determine whether the assistance unit/individual(s) remains eligible for a performance payment due to meeting the performance requirements for the corresponding performance period.

K. Do the following when a change in assistance unit composition is reported or becomes known:

1. Require completion of the IRCU as a condition of eligibility for the assistance unit when the individual is required to meet the Pay-After-Performance provisions whether or not her/his needs are added to the POWER payment;
2. Re-determine eligibility and the amount of the performance payment considering the income and assets of the additional individual whether or not her/his needs are added to the POWER performance payment;
3. Authorize the POWER performance payment per Section 1204; and/or
4. Authorize the $1 nonpayment status when adding a mandatory individual who fails or refuses to comply with the Pay-After-Performance provisions.

1505      Timely But Incomplete Report/Unclear Information

A. Send a pend notice (see EPICS Notices) upon discovery of an incomplete and/or unverified reported change.

B. Notify the assistance unit the case will be placed in nonpayment status for noncompliance for the corresponding performance payment month, when the change occurs and the information/verification is not received;

1. Explain what is missing or is required to be verified; and/or
2. Assist the household, upon request, in obtaining information/verification when the individual is or would have difficulty in obtaining same.

C. Accept the information/verification when received, and:

1. The change is complete when the requested information/verification is received within the 10 day notice period or for POWER, within 10 days of the change or the appropriate POWER performance period, whichever comes first;
2. Re-determine eligibility;
3. Document the case record when the best estimate is recalculated indicating the information used and how the calculation was done; and
4. Mail a notice of adverse action (see EPICS Notices) to the assistance unit of any adverse action caused by the reported change.

D. Clarify unclear information reported by the assistance unit or collateral contact by that is:

1. Fewer than 60 days old relative to the current month of participation; and
2. If accurate, was required to be reported based on Simplified Reporting requirements; or
3. Presents conflicting information that was provided by the household at the time of certification.

a. If the information is not fewer than 60 days old relative to the current month of participation and is not required to be reported per Simplified Reporting, or does not present significantly conflicting information that was used to determine eligibility during certification, do not act on the information or require the assistant unit to provide additional information until the next certification action.

E. Clarify unclear information required to be reported under Simplified Reporting, by the assistance unit or collateral contact by:

1. Mailing a 10-day notice of request for contact/verification (F304, F305, F317) explaining what is needed and in what manner it can be provided (i.e. phone, fax, e-mail, in person or by mail); and
2. Mailing a second (2nd) notice of adverse action to terminate the case if the information is not clarified within the 10-day notice period.

a. Only terminate the case if the information requested is required to be reported under Simplified Reporting and was not received.

F. If unclear information is reported but is not required to be reported under Simplified Reporting:

1. Do not send a request for contact/verification (F304, 305, F317), You can send the F705 Reported Change Unclear.
2. Explain to the household what verification is needed to make the reported change to the their SNAP case.
3. If all needed verification is received, the change can be made to the SNAP case.
4. If verification is not received, do not act on the information or require the assistant unit to provide additional information until the next re-certification.
5. Return mail is considered to be an unclear change.

1506      Untimely Reporting of Changes

A. Follow this procedure when the requested information/verification is received after the 10 day notice period and prior to the end of the current month:

1. Accept the information/verification when received;
2. Determine eligibility prospectively;
3. Process any change, payment or termination as specified in Section 1504; and
4. Mail a notice of adverse action (see EPICS Notices) when the change results in an adverse action.

B. Follow this procedure when the requested verification/information is required to be reported under Simplified Reporting and is not received within the 10 day notice period and after the first of the benefit month:

1. Consider the assistance unit ineligible and terminate the case for the benefit month when verification/information of a change in circumstances is not furnished by the end of the 10 day notice period;
2. Require completion of a DFS 100, when an assistance unit is ineligible as of the first of the benefit month;
3. Reinstate payment for the full benefit month when information/verification is submitted before the first day of the benefit month or within the 10 day reporting period.

C. If information/verification is not received for changes not required to be reported under Simplified Reporting, do not act on the case for failure to provide information. Wait to act on the information/verification until the next recertification.

D. Follow this procedure when a change becomes known and has not been reported and no verification(s) provided:

1. A change in circumstances shall be reported within ten (10) calendar days upon the change becoming known to the client.
2. Mail an A 710 notice of noncompliance upon discovery of the unreported change.

a. Notify the caretaker relative of what is needed and that the case will be in nonpayment status for noncompliance for the corresponding performance period.
b. Process a non payment for the corresponding performance period when noncompliance exists.

3. Establish an overpayment when payment was made for a benefit month in which the assistance unit was paid incorrectly or was ineligible.

1507     Good Cause for Untimely Reporting

Determine if good cause exists by requiring the assistance unit to provide verification of the reason for untimely reporting of a change in circumstances.

A. Consider a report of a change untimely when not reported within ten (10) calendar days upon knowing of the change unless the assistance unit can provide proof of good cause;

B. Consider only the following to be good cause circumstances:

1. The assistance unit was out of town due to illness or death of an immediate family member.
2. A member of the assistance unit was in the hospital during the timely reporting period.
3. The postmark on the envelope proves the information/verification or change report was late due to postal problems.
4. Circumstances of weather or disaster prevented the delivery or return of the information/verification or change report form.
5. Other circumstances beyond the control of the assistance unit and for which no alternative was available.
6. The job seeker did not do a mandated report of a change to the CM which affected compliance with the IRP, but did report the change to the Benefit Specialist within the required performance period.

C. Document the reason in the case record for approval/denial of good cause.

D. Good cause will not be allowed when the information, change report and/or verification(s) was not reported until after the first (1st) of the benefit month that would have been affected.