SNAP and POWER Policy Manual – 400 – Extended Menu

401      Application/Intake Process

1. The following are acceptable types of applications:
   1. DFS 100 Application for Benefits; or
   2.  DFS 100S (Spanish) Application for Benefits.
2. Give, fax, e-mail or mail an application to the applicant on the date of request;
3. Require a separate application for each assistance unit.
4. For SNAP and POWER;

   1. Applications and verification received via email will be considered received on the actual date showing in the email, regardless of time of day, with the exception of verification received on a weekend or holiday (see below).
   2. Applications and verification received via mail, fax, drop box or delivered in person will be date stamped upon receipt. All  documents received on a weekend or holiday, regardless of how they were submitted, shall be considered received on the first working day following the weekend or holiday.
   3. All drop box and fax locations should be checked, at a minimum the beginning and close of business, daily.

5. The SNAP application shall be considered complete if it contains the name, address of the applicant, and signature of the applicant or authorized representative (including expedite).
6.  All POWER applications must be registered in EPICS.  If  withdraw is requested the application must be registered and then denied.
7. Applications shall be screened and processed for expedited SNAP following the procedures in
   Sections 405 SNAP Expedited Service and 406 SNAP Migrants/Seasonal Farm Workers.
8. An enrolled Tribal member who is a resident of Fremont or Hot Springs County and who is applying for the Tribal TANF program may have the application for benefits processed at the appropriate Tribal TANF office.
9. An interview shall be conducted and the application shall be acted upon within the following time frames:
   Remember: The processing time limit begins the first calendar day following the day the application is received in a DFS-FO.
   1. Within five (5) calendar days, authorize the benefits to allow the applicant to receive the SNAP benefits within seven (7) calendar days for expedited services;
   2. Within 28 calendar days, authorize benefits for SNAP to meet the 30 calendar day application processing time limit;
   3. After meeting the initial performance requirements for POWER (see Section 1203); and
   4. SNAP benefits shall not be delayed because of delays in other program eligibility determinations/requirements.
10. Changes in circumstances, reported or known, which occur between the date of application and the date of authorization shall be acted upon.
    1. Eligibility shall be determined from the date the application is filed.
    2. Any changes in assets, which occur and are reported after the interview, shall be disregarded in determining eligibility for the month of application for SNAP benefits.
    3. See Section 1500 for treatment of changes that have become known or are reported after the interview and prior to the date of authorization.
11. Applicants shall be informed of their rights and responsibilities as detailed in Sections 402 Client's Rights and
    404 Client's Responsibilities. Rights and responsibilities shall be reviewed at the beginning of the interview.
12. Applicants for SNAP benefits shall be given a reasonable opportunity of at least 10 days from the date of a notice requesting verification to provide valid documentation of their immigrant status:
    1. An immigrant’s eligibility for SNAP shall not be delayed, denied, reduced or terminated when the DFS-FO fails to provide an immigrant applicant with a reasonable opportunity to provide verification of immigrant status within 30 days following the date of application.
       1. The DFS-FO shall provide the household with benefits no later than 30 days following the date of application, provided the household is otherwise eligible.
    2. POWER shall not be authorized without valid documentation. Inform the applicant that valid documentation of alien status shall be provided within five (5) days from the date of intake interview for all individuals who are not U.S. citizens.

1. An individual leaving an institution can apply prior to leaving and the date of application shall be the date s/he is released, if they jointly apply for SNAP and SSI at the same time.
2. Do not schedule a second interview if the assistance unit misses a scheduled interview:
   1. The appropriate notice to notify the assistance unit it is responsible to reschedule a missed interview shall be generated; and
   2. The application shall not be denied until the 30th day following the date of application for a missed interview.
3. The application shall not be denied until the 30th day following the date of application unless the assistance unit is not eligible due to not meeting an eligibility factor or for missing verifications (does not include a missed interview).
4. Do not require a new application when:
   1. The application was denied based on an eligibility factor;
   2. New information is provided, within the 30-day processing period, on the specific eligibility factor which caused the denial; and
   3. The new information allows the assistance unit to be eligible for benefits.
   4. Benefits shall be authorized from the original date of application.
5. Do not delay an eligibility determination when jointly processing a POWER application and the assistance unit is eligible for SNAP.
6. Delay the SNAP eligibility determination up to 30 days if the assistance unit:
   1. Appears to be categorically eligible;
   2. Is not otherwise eligible; and
   3. Is not eligible for expedited services (see Section 405 and Section 406).
7. Take the following actions when there is a delay in processing the SNAP application:
   1. Delay caused by assistance unit:
      1. Consider the assistance unit’s benefits forfeited for the month of application if, by the 30th day, no action can be taken on the application due to the fault of the assistance unit;
      2. Send a notice of denial, giving the reason, on the 30th calendar day; and
      3. Re-open the case, without requiring a new application, if the requested action is taken within 60 calendar days of the initial application and prorate benefits from the date the action is taken or verification is received.
   2. Delay caused by DFS:
      1. Notify the assistance unit the application is pending no later than the 30th calendar day following the date of application; and
      2. The assistance unit shall be entitled to benefits back to the date of application if the assistance unit is determined eligible and DFS was at fault.
   3. Require a new application after 60 calendar days.

Click here for denying SNAP application on the 30th Day for further instructions.

1. Inform the applicant of:
   1. The Pay-After-Performance requirements which shall be met before a monthly performance payment can be authorized; and
   2. The penalties for noncompliance with pay-after-performance requirements.
2. Begin payment as stated in Section 1204 POWER Payment Process unless the circumstances in B exist.
3. Authorize a performance payment for the assistance unit after compliance has taken place for 30 calendar days:
   1. Verify no one in the assistance unit has within the 60 calendar days prior to the date of application and without good cause:
      1. Refused a bona fide offer of employment or training for employment;
      2. Voluntarily quit employment; or
      3. Voluntarily reduced the number of hours of employment and/or rate of pay.
      4. 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 mandatory applicant(s) shall comply with the performance requirements immediately; and
   3. Notify the work program action center case manager the case shall remain open for a minimum of 30 days;
   4. Verify, grant and document good cause only if one (1) of the following exists:
      1. The applicant was legally, physically or emotionally unable to perform the type of work involved or lacked the basic skills required to do the job;
      2. Employment was reduced or terminated through no fault of the applicant;
      3. The applicant was subjected to intimidation, abuse, discrimination, exploitation or harassment by the business management or the general public and the applicant exhausted all means available for resolution of the problem;
      4. Unsafe or unsanitary working conditions existed and the applicant exhausted all means available for resolution of the problem;
      5. The job did not pay the applicable state or federal minimum wage;
      6. The expenses of the employment exceeded the net income;
      7. The job was not covered by Workers’ Compensation as required under state law and the applicant exhausted all means available to acquire coverage for an injury.
      8. The job did not materialize; or
      9. The job created religious conflicts that could not be resolved.
      10. Education or training.
   5. See Section 1204 POWER Payment Process for authorization information.

402     Client's Rights

The applicant/recipient has the following rights:

1. To apply for benefits:
   1. Upon request and without delay;
   2. On the prescribed form(s) obtained in person or by mail, fax, e-mail or internet;
   3. During regular business hours; and
   4. In the county of residence (unless a neighboring county has been approved by DFS-SO).
2. To be accompanied at interviews by a person(s) of his/her choice.
3.  To designate, in writing, an authorized representative when applying for or receiving SNAP:
   1. To assist with the application process and/or interview;
   2. To apply for benefits on the client’s behalf; and/or
   3. To receive and use SNAP benefits on the client’s behalf.
4. To request a telephone or home visit interview when applying for SNAP:
   1.  Schedule and conduct a home visit or telephone interview; and
   2. Require the assistance unit to provide the needed verification(s);
      1. Accept a collateral contact in cases when requiring documentary evidence would delay processing the application; and
      2. Document the case record.
5. To have the application and other personally identifiable information maintained confidential, except as necessary to determine eligibility or to comply with state or federal law. (see Section 403 - Confidentiality/Safeguarding Information).
6. To be informed about:
   1. The purpose of the program, eligibility factors, verifications needed and the POWER performance requirements which shall be met in order to receive a POWER benefit each month;
   2. The choice of participating in either the Food Distribution Program on Indian Reservations (FDPIR) or the SNAP program prior to any benefits being authorized. Under no circumstances shall any household participate simultaneously in the SNAP and the Food Distribution Program;
   3. The length of time benefits are certified/authorized;
   4. The rights and responsibilities of applicants/recipients; and
   5. Other available DFS and non-DFS programs.
7. To withdraw the application at any time for a POWER benefit:
   1. Document the case record when a withdrawal is requested, either in writing or verbally;
   2. Generate the withdrawal notice; and
   3. See Section 1203 - Initial POWER Eligibility Determination for possible POWER penalties.
8. To voluntarily request, either in writing or verbally, to withdraw the application at any time prior to the determination of eligibility (the point a Notice of Eligibility is sent) for a SNAP benefit:
   1. Document in the case record the reason for withdrawal, if any was stated by the assistance unit, and that contact was made with the assistance unit to confirm the withdrawal;
   2. The assistance unit shall be advised of the right to re-apply at any time subsequent to a withdrawal; and
   3. Generate a notice stating the client withdrew the application.
9. The notification in writing of the decision to approve or deny the application and/or the reason for nonpayment of POWER due to noncompliance when applicable.
   1. For SNAP, a denial notice cannot be sent prior to the 30th day due to a missed interview. (Reminder: A notice of missed interview is required to be sent prior to the denial notice).
10. To a notice of adverse action within the specified time frames for the program. (see Section 1400 - Notification).
11. To an explanation of the right to request an administrative hearing within 30 days from the date of a notice of adverse action for POWER and within 90 days from the date of a notice of adverse action for SNAP.
12. To continue SNAP benefits, unless the certification period has expired, pending an administrative hearing when the hearing is requested within 10 days of the notice of adverse action POWER is not continued.
13. To re-apply following denial or termination of benefits.

1. To be interviewed on the date of application or have an interview scheduled for a specific date and time when the application is filed.
2. To file a discrimination complaint regarding her/his civil rights with the:
   1. DFS-Field Office
   2. DFS-State Office (Regional Manager or Program Manager);
   3. Food and Consumer Service, Mountain Plains Region, 1244 Speer Blvd., Suite 903, Denver, CO 80204;
   4. Civil Rights Statement:
      1. In accordance with federal civil rights laws and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex (including gender identity and sexual orientation), religious creed, disability, age, political beliefs, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Programs that receive federal financial assistance from the U.S. Department of Health and Human Services (HHS), such as Temporary Assistance for Needy Families (TANF), and programs HHS directly operates are also prohibited from discrimination under federal civil rights laws and HHS regulations.Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the agency (state or local) where they applied for benefits. Individuals who are deaf, hard of hearing or who have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.
      2. CIVIL RIGHTS COMPLAINTS INVOLVING USDA PROGRAMS
         USDA provides federal financial assistance for many food security and hunger reduction programs such as the Supplemental Nutrition Assistance Program (SNAP), the Food Distribution Program on Indian Reservations (FDPIR) and others. To file a program complaint of discrimination, complete the Program Discrimination Complaint Form, (AD-3027) found online at: https://www.usda.gov/sites/default/files/documents/USDA-OASCR P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf, and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:mail: Food and Nutrition Service, USDA
         1320 Braddock Place, Room 334, Alexandria, VA 22314; or
         fax: (833) 256-1665 or (202) 690-7442; or
         phone: (833) 620-1071; or email: FNSCIVILRIGHTSCOMPLAINTS@usda.gov.
         For any other information regarding SNAP issues, persons should either contact the USDA SNAP hotline number at (800) 221-5689, which is also in Spanish, or call the state information/hotline numbers (click the link for a listing of hotline numbers by state); found online at: SNAP hotline.
      3. CIVIL RIGHTS COMPLAINTS INVOLVING HHS PROGRAMS
         HHS provides federal financial assistance for many programs to enhance health and well-being, including TANF, Head Start, the Low Income Home Energy Assistance Program (LIHEAP), and others. If you believe that you have been discriminated against because of your race, color, national origin, disability, age, sex (including pregnancy, sexual orientation, and gender identity), or religion in programs or activities that HHS directly operates or to which HHS provides federal financial assistance, you may file a complaint with the Office for Civil Rights (OCR) for yourself or for someone else.To file a complaint of discrimination for yourself or someone else regarding a program receiving federal financial assistance through HHS, complete the form on line through OCR’s Complaint Portal at https://ocrportal.hhs.gov/ocr/. You may also contact OCR via mail at: Centralized Case Management Operations, U.S. Department of Health and Human Services, 200 Independence Avenue, S.W., Room 509F HHH Bldg., Washington, D.C. 20201; fax: (202) 619-3818; or email: OCRmail@hhs.gov. For faster processing, we encourage you to use the OCR online portal to file complaints rather than filing via mail. Persons who need assistance with filing a civil rights complaint can email OCR at OCRMail@hhs.gov or call OCR toll-free at 1-800-368-1019, TDD 1-800-537-7697. For persons who are deaf, hard of hearing, or have speech difficulties, please dial 7-1-1 to access telecommunications relay services. We also provide alternative formats (such as Braille and large print), auxiliary aids and language assistance services free of charge for filing a complaint.
   5. Right to File. Any person or representative alleging discrimination based on a prohibited basis has the right to file a complaint within 180 days of the alleged discriminatory action. Only the Secretary of Agriculture may extend this time under special circumstances. The complainant must be advised of confidentiality and Privacy Act applications. The complainant and the entity that the complaints filed against will be encouraged to resolve the issue at the lowest possible level and as expeditiously as possible.

Acceptance. All complaints, written or verbal, must be forwarded to the office of the Assistant Secretary for Civil Rights, unless an approved State complaint procedure is in place. Anonymous complaints will be handled as any other complaints, to the extent feasible, based on available information. Employees must be informed that in the event a complainant makes an allegation verbally or in person and refuses or is not inclined to place such allegation in writing, the person hearing the allegation must write up the elements of the complaint for the complainant and forward such complaint to the office of the Assistant Secretary for Civil Rights.

This institution is an equal opportunity provider.

When a complaint is filed, regardless of who the complainant made the complaint to, it needs to be escalated to a benefits supervisor IMMEDIATELY. The supervisor is then going to alert the Regional Manager who will complete a Civil Rights Complaint Form. This form is submitted to the SNAP Program Manager, who then turns it over to USDA. From the date that the complaint came in, we as an agency, have 5 days to get it to USDA. Please refer to the Civil Rights Complaint Procedures document in the shared drive for additional information. 

1. A caretaker who wishes to be included in the POWER Work Program may volunteer to participate and be included in the grant but must comply with all Work program regulations for either a single parent or a two parent family
2. To be informed that DFS shall report to CIS the name, address and other identifying information of any individual who is known to be unlawfully in the U.S.
3. To request a review of her/his child support case and to request the child support order be amended to reflect the current situation of the child(ren) and her/his parent(s).
4. To apply for non-public assistance child support services for a fee when POWER is denied.
5. When living in the same household, the parent, adult relative or court appointed guardian or custodian shall apply on behalf of an unemancipated minor parent.
6. An emancipated minor or parent age 18 and over shall apply on his/her own behalf and cannot be included in his/her parents' assistance unit, even if living in his/her parents' household.
7. Native American(s) and other minority clients have the right to equal access to POWER services even when the services are available under a tribal program.

403    Confidentiality/Safeguarding Information

Public Records:

A. The following are public records and shall be made available to the public upon request with the approval of an Assistance Division Region Manager or designee:

1. 1. General information which does not identify individuals;
   2. Statistical information related to budgets, expenditures, numbers of applicants or recipients or other information, which does not identify individuals; and
   3. Documents or information which detail the policies and procedures related to the delivery and administration of programs and services administered by DFS.

B. Charge the actual copying costs to the individual/agency requesting the records.

Confidential Information:

C. Any information that can be identified as relating to a specific individual shall be confidential, except as specified below; the following information is confidential and shall not be released:

1. 1. The names and addresses of applicants and recipients and amounts of cash assistance provided;
   2. Documents naming a specific individual(s);
   3. The fact of the existence of documents naming a specific individual(s);
   4. Personal facts relating to a specific individual(s);
   5. The fact of application for or receipt of a program or service through DFS;
   6. Information relating to the social and economic conditions or circumstance of a particular individual including information obtained from IRS and SSA which shall be safeguarded in accordance with procedures set forth by those agencies; and
   7. Any information known about a specific individual but not part of a case record or document.

Safeguarding Information:

D. The individual, and/or the authorized representative, shall be allowed to examine, review or copy from his/her own case record any information, except the following confidential information:

1. 1. The names of individuals or other parties who have disclosed information about the subject without the individual’s knowledge;
   2. Reports, correspondence or any case entry involving information from another individual, agency, organization or institution about the subject; and
   3. Information related to the status of prosecution of the individual.

E. The authorization to release information on the application allows only the release for gathering of information as related to determining eligibility for the program or service.

F. Do not distribute materials such as holiday greetings, general public announcements, alien registration notices or voter information and registration materials.

G. Do not publish names of applicants or recipients.

H. Limit the use or disclosure of information concerning clients to purposes directly connected with:

1. 1. Any investigation, prosecution, or criminal or civil proceeding conducted in connection with the administration of such programs;
   2. The administration of any other federal or federally assisted program which provides cash or in-kind assistance or services directly to individuals on the basis of need; and/or
   3. Any audit or similar activity conducted in connection with the administration of any such program by any governmental entity, which is authorized by law to conduct such audit or activity.

I. Confidential information to another party, other than that necessary to determine eligibility, shall be released only when the subject of the information has authorized the release to another party by completing a release form except officers and employees of the following:

1. 1. The DVR when relating to a referral of an applicant/recipient;
   2. Workers’ Compensation as related to POWER work program job seekers;
   3. Employees of the Tribal TANF program;
   4. Federal and State agencies responsible for the operation of the various programs and services administered by DFS;
   5. The SSA for establishing eligibility, determining the amount of the benefit and providing services for applicants or recipients;
   6. Wyoming DWS as related to SNAP work registrants and POWER work program job seekers; and
   7. The Department of Education for programs administered by DFS where there is a data exchange agreement and to school officials to provide information regarding the eligibility of specified   assistance units in order to determine eligibility for free or reduced price meals per Section 169 of P.L. 97-253.

J. Require any information to be released by the DFS-FO region manager or designee and be directly related to legally established programs and functions of the inquiring agency or office and used only for   the purpose made available.

K. Comply with a court order to release confidential information:

1. 1. Contact the Attorney General’s office with any questions concerning the court order;
   2. A court order for information relieves DFS of any harm in the release of information to the court; and
   3. File the court order in the case file or record.

L. Hold confidential and do not release confidential information requested by a subpoena without written direction from the Attorney General's office or a DFS FA region manager.

1. 1. Follow the directions given to release the subpoenaed information; or
   2. Forward a copy of the subpoena to the DFS-SO who shall involve the Attorney General’s office for advice or for action to nullify the subpoena; and
   3. File the subpoena in the case record and document:
      1. The direction given by the DFS-SO;
      2. The action taken to release the information or nullify the subpoena.

M. Release confidential information to law enforcement and CPS as follows:

1. 1. Make available, upon written request, to any Federal, State or local law enforcement officer the address, SSN and, if available, a photo ID or a recipient if the officer furnishes the recipient's name and notifies DFS the individual:
      1. Is fleeing to avoid prosecution, custody or confinement for a felony;
      2. Is violating a condition of parole or probation; or
      3. Has information necessary for the officer to conduct an official duty related to a felony/parole violation.
   2. Limit the report to law enforcement concerning a fugitive felon to the felon’s address when a law enforcement officer has not requested the information (W.S. 42-2-111).
   3. Report to DFS, any cases of known or suspected physical or mental injury, sexual abuse or exploitation, or negligent treatment or maltreatment of a minor parent and/or a child(ren).  (DFS is required to provide all information available regarding such situations to the proper officials, which may include law enforcement agencies).
   4. Assist law enforcement officials and the family of a minor mother to pursue the filing of criminal charges against the father of the minor mother's child(ren) if the minor mother conceived her child(ren) while under 16 years of age and the father was at least four (4) years older than the minor mother at the time of conception.

N. Allow materials to be sent or distributed to applicants, recipients, or medical vendors, which are in the immediate interest of the health and welfare of clients such as announcements of free medical examinations, availability of surplus food and consumer protection information.

O. Computer Security Controls – Facsimile Mail (FAX) and Electronic Mail (E-Mail):

1. 1. E-mail sessions on the DFS/State G-mail (Google) site are encrypted, including attachments (incoming and outgoing).  Users are required to secure their computers when leaving the area by locking their computer by one (1) of the following procedures:
      1. Push the Windows Logo key (Winkey) + L on the keyboard (Preferred Method); or
      2. Push Control + Alt + Delete, then click Lock Workstation.

There is an automatic screen saver that requires the user to log back into the computer with a required username and password.  However, users are informed at the time of hiring, and reminded yearly that Federal Tax Information (FTI) is not to be printed, copied, e-mailed or faxed.  This is an IRS Publication 1075, Section 9.18.5 requirement. FTI is only reviewed on the Records and Verification for Eligibility (RAVE) interface.

P. DFS staff shall not be allowed to access their own case, the case of their immediate colleague, or the cases of clients where a conflict of interest exists.

1. 1. If FTI was ever faxed to another office, IRS Publication 1075, Section 9.18.6 requires the following procedures be followed to protect FTI:
      1. Ensure a trusted staff member is at both the sending and receiving fax machines;
      2. Maintain broadcast lists and other preset numbers;
      3. Place fax machines in a secured area;
      4. Include a cover sheet on fax transmissions that explicitly provides guidance to the recipient, including:
         1. Notification of the sensitivity of the data and the need for protection;
         2. Notification to unintended customer to telephone sender, calling collect if necessary; and
         3. To report the disclosure of and confirm the destruction of the information.

DFS Incident Handling Procedure:  Protecting Federal Tax Information (FTI) if/when transmitting by e-mail or fax.

Q. Purpose – to provide guidance in reporting, needs, and actions in responding to information security breach incidents.  The reaction to an incident aims to protect and restore the normal operating condition of services, computers and information.

R. Scope – DFS staff, contract personnel or anyone who accesses the EPICS system.

S. Procedure:

1. 1. DFS Personnel shall establish and implement practices to minimize the risk associated with violations of information security and ensure timely detection and reporting of actual or suspected incidents or violations.
   2. All DFS personnel and contractors (users) shall report any suspected or confirmed security violations and incidents in a timely manner.
   3. Security violations shall be reported to one (1) of the following:  an Administrator, Regional Manager, Supervisor, Security Liaison or the office LNA.
   4. Any incident that compromises IRS (FTI data) or SSA (PII data) confidentiality state standards shall be reported an Administrator, Regional Manager, Supervisor, or Security Liaison in a timely manner.  The Supervisor, Regional Manager, Administrator, or Security Liaison shall then report the incident to the SSA Regional Office Contact and the SSA Systems Security Contact, or the Agent-in-Charge of the Treasury Inspector General for Tax Administration (TIGTA).
   5. The Administrator, Supervisor or Director shall investigate information security violations and incidents and refer them to other government and law enforcement authorities when appropriate.
   6. The Director, Administrator, Supervisor or District Manager may direct the PC/LAN (ETS) staff to restrict access to any or all systems, e-mail, folders, etc., for any employee.
      1. PC/LAN (ETS) staff may be directed to seize equipment pending an investigation of an alleged or actual incident.
      2. If equipment is seized, it shall be maintained under lock and key or given to the person directing the seizure for safekeeping.
      3. If equipment is seized by any law enforcement agency, by subpoena or other authorizing measure, the Financial Services Division (FSD) Administrator or next higher authority shall be notified immediately.

404    Client's Responsibilities

1. The applicant is responsible for providing an application to DFS in the form prescribed by DFS.
2. The application is to be considered complete when there is a name of the applicant, address of the applicant and a signature by the applicant or the applicant's authorized representative.
3. The appropriate application shall be completed as specified for the following programs:
   1. Allow the client the choice of completing the DFS 100 or DFS 100S;
   2. Require completion of all required questions on the DFS 100 or DFS 100S for SNAP; and
   3. Require completion of the DFS 100 or DFS 100S for the POWER program.
4. The applicant/recipient is responsible for cooperating with the process of determining eligibility by:
   1. Participating in an interview;
   2. Providing information essential to the decision on eligibility, including valid documentation of alien status for all individuals who are not U.S. citizens;
   3. Providing documents for required verification; and
   4. Providing an SSN, SS card or providing proof of application for a SSN as specified in Section 605 Social Security Number Requirement.
5. The applicant/recipient is responsible for notifying the DFS-FO and verifying any changes, which affect eligibility or the performance payment.  (see 1500 - Reporting Requirements/Action on Changes)
   1. For SNAP:
      1. Simplified reporting, once an interview is conducted, the applicant/recipient is responsible for notifying DFS if his/her household's gross monthly income (earned plus unearned income) goes over 130% of the Federal Poverty Level for the household size.  This change shall be reported no later than 10 days from the end of the calendar month in which s(he) received the income that put the household over the income limit.  If a household contains an ABAWD and that member(s) hours decrease to less that 20 hours per week averaged monthly that change shall also be reported no later than 10 days from the end of the calendar month in which the hours decreased.
      2. Changes shall be reported within ten (10) calendar days upon knowing of the change for POWER.
6. The applicant/recipient shall provide information/verification needed about an eligibility factor(s) not  later than 10 days from the date of a notice of adverse action (see Tables) requesting the information/verification or by the date indicated on the notice for POWER.

1. The assistance unit shall cooperate with completion of any quality control review or benefits shall be terminated (see Section 1603 Quality Control Reviews).

405    SNAP Expedited Services

Review for expedited services at each initial application and when an application is made after the end of the certification period whether requested by the applicant or not and document the decision in the case record.

1. The following assistance units are entitled to expedited service, households only have to qualify for one of the situations in 1-3 to be eligible for expedited service:
   1. Assistance units with less than $150 in monthly gross income, provided their liquid assets (i.e. cash on hand, checking or savings accounts, savings certificates, and lump sum payments – non liquid assets are not used) do not exceed $100;
   2. Assistance units whose combined monthly gross income and liquid assets (non liquid assets are not used) are less than the assistance unit’s monthly rent or mortgage, and utilities (including the appropriate utility allowance: SUA, UOA, TOA); or
   3. Migrant or seasonal farm worker assistance units who are destitute, provided their liquid assets (i.e. cash on hand, checking or savings accounts, savings certificates, and lump sum payments) do not exceed $100. (see Section 406).

B. The applicant or designated authorized representative applying for expedited services shall be interviewed on the date of  application or the following business day.

1. 1. The interview shall be conducted by:
      1. an in-office face to face interview;
      2. telephone interview; or
      3. a home visit interview.
   2. Do not postpone or waive the interview.

See Example 5 for missed interviews.

See Examples 6-9 for client vs. agency caused delays.

C. See Section 402 for Client's Rights.

D. Certify the assistance unit within the expedited service time frame if s/he has submitted an application which includes the following information:

1. 1. Applicant's name;
   2. Applicant’s address;
   3. Assistance unit income and asset amounts;
   4. Name(s) of other assistance unit member(s); and
   5. Applicant's or applicant’s authorized representative’s signature.

E. Verification

1. 1. Identity. The identity of the person making application shall be verified before the household is certified. Where an representative applies on behalf of a household, the identity of both the authorized representative and the head of household shall be verified. Identity may be verified through readily available documentary evidence, or if this is unavailable, through a collateral contact. Examples of acceptable documentary evidence which the applicant  may provide include, but are not limited to, a driver’s license, a work or school ID, an ID for health benefits or for another assistance or social services program, a voter registration card, wage stubs, or a birth certificate. Any documents which reasonably establish the applicant’s identity must be accepted, and no requirement for a specific type of document, such as a birth certificate, may be imposed.
   2. Other Verification. All reasonable efforts must be made within the expedited service time frame to obtain all verification that is required under the normal processing procedures. Use the applicant's statement as verification when verification has been postponed for the month(s) of expedited service.
   3. Social Security Number. Require the assistance unit to present or apply for a SSN for each assistance unit member before the second full month of participation unless good cause exists per Section 605.

F. If the household is not eligible for SNAP benefits for the month of application but is eligible for SNAP benefits and qualifies for expedited service for the following month, the household must be provided an opportunity to participate within 7 days from the date of application or the 1st working day of the 2nd month whichever is later.

G. If the household is eligible for SNAP benefits but not entitled to expedited service in the month it applies but it has very little income in the following month, the household must be certified under normal procedures within 30 days from the date of initial application; the household cannot be expedited for the second month.

H. There is no limit to the number of times an assistance unit can be certified under expedited procedures, as long as, prior to each expedited certification, the assistance unit either:

1. 1. Provides the verification requirements that were postponed at the last expedited certification; or
   2. Was certified under normal processing standards since the last expedited certification.

I. New SNAP client's that have never been issued as Wyoming EBT card and eligible for expedited services will be auto issued an EBT card to insure it is received in the required timeframes. New expedited SNAP clients are auto issued an EBT card on day zero (o), the day the application is registered.

J. All expedited eligible applications must be registered in EPICS the day it is received for the card to auto issue.

K. 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.

L. Explaining to new clients the following:

1. 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.

M. 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.

1. Expedited service means the State agency must make benefits available to eligible households no later than the 7th calendar day after the application is filed. The 1st day of the 7-day count is the 1st calendar day after the application was filed. Issue expedited benefits to eligible assistance units within the designated time frames for the benefits to be received within seven (7) calendar days.
   1. When processing benefits for applications received after the 15th of the month, both months shall be authorized on the same day.
   2. Send a notice of expiration (F101) explaining which pending verifications must be provided for continued benefits if verification was postponed.

1. When the assistance unit has applied on or before the 15th of the month, and verification is postponed, the assistance unit is only eligible for SNAP benefits for the month of application. On the FSAD screen in EPICS, the Certification Thru date shall be the month of application only.
   1. Send the F100 Expedite Before the 15th of the Month notice.
      1. Enter the amount of the next month's allotment. This amount is shown on FSAD as "monthly allotment".
      2. Enter the full certification period that will be allowed if the postponed verification is provided.
      3. Enter the due date, which is the last day of the month of application.
      4. Enter the information/verification that must be provided. All reasonable efforts must be made within the expedited service time frame to obtain all verification that is required under the normal processing procedures.
   2. For subsequent benefit months:
      1. If the requested postponed verification is provided prior to the certification period expiring, the certification period shall be lengthened on the FSAD screen to the certification period showing on the F100.
      2. If the requested postponed verification is not provided prior to the certification period expiring, the assistance unit must re-apply.
2. When the assistance unit has applied after the 15th of the month, and verification is postponed, certify the assistance unit for the month of application and the following full month. On the FSAD screen in EPICS, the Certification Thru date shall be the month of application and the following month only.
   1. Send the F101 Expedite After 15th of the Month notice.
      1. Enter the amount of the next month's allotment.
      2. Enter the full certification period that will be allowed if the postponed verification is provided.
      3. Enter the due date, which is the last day of the month after the month of application, i.e. application date August 17th, the due date will be September 30th.
      4. Enter the information/verification that must be provided. All reasonable efforts must be made within the expedited service time frame to obtain all verification that is required under the normal processing procedures.
   2. For subsequent benefit months:
      1. If the requested postponed verification is provided prior to the certification period expiring, the certification period shall be lengthened on the FSAD screen to the certification period showing on the F101.
      2. If the requested postponed verification is not provided prior to the certification period expiring, the assistance unit must re-apply.
3. Assign a standard certification period to assistance units that are certified on an expedited basis, and have provided all necessary verification required prior to certification.
4. When the assistance unit submits a second (2nd) application at the same time the initial expedited application is processed:
   1. Date stamp the application as of the actual date received in the DFS-FO; and
   2. Consider the application an early re-certification and process it under the normal time frames and regulations governing a re-certification.

Click here for further instructions on sending expedite approval notices.

406    SNAP Migrants/Seasonal Farm Workers

Destitute Households. Migrant or seasonal farmworker households may have little or no income at the time of application and may be in need of immediate food assistance, even though they receive income at some other time during the month of application. The following procedures shall be used to determine when migrant or seasonal farm worker households in these circumstances may be considered destitute and, therefore, entitled to expedited service and special income calculation procedures (also see Section 405). Households other than migrant or seasonal farm worker households shall not be classified as destitute.

1. Households whose only income for the month of application was received prior to the date of application, and was from a terminated source, shall be considered destitute households and shall be provided expedited service.
   1. If income is received on a monthly or more frequent basis, it shall be considered as coming from a terminated source if it will not be received again from the same source during the balance of the month of application or during the following month.
   2. If the income is normally received less often than monthly (i.e. quarterly), the income shall be considered as coming from a terminated source if it will not be received in the month in which the next payment would normally be received.

Example – if income is received on a quarterly basis (i.e. quarterly, on Jan. 1, April 1, July 1, and Oct. 1) and the household applied in mid-January, the income should not be considered as coming from a terminated source merely because no further payments will be received in the balance of January or in February. The test for whether or not this household’s income is terminated is whether the income is anticipated to be received in April.

1. Households whose only income for the month of application is from a new source shall be considered destitute and shall be provided expedited service if income of more than $25 from the new source will not be received by the 10th calendar day after the date of application.
   1. Income which is normally received on a monthly or more frequent basis shall be considered to be from a new source if income or more than $25 has not been received from that source within 30 days prior to the date the application was filed.
   2. If income is normally received less often than monthly (i.e. quarterly), it shall be considered to be from anew source if income of more than $25 was not received within the last normal interval between payments.

Example – If a household applies in early January and is expecting to be paid every three months, starting in late January, the income shall be considered to be from a new source if no income of more than $25 was received from the source from October through January.

1. Households may receive both income from a terminated source prior to the date of application and income from a new source after the date of application and still be considered destitute if they receive no other income in the month of application and income of more than $25 from the new source will not be received by the 10th day after the date of application.
2. Determine if the assistance unit meets the expedite criteria when not eligible under the destitute assistance unit criteria.
3. Destitute households shall have their eligibility and level of benefits calculated for the month of application by considering only income which is received between the first of the month and the date of application. Any income from a new source that is anticipated after the day of application shall be disregarded.
4. Calculate benefits for the month of application as follows:
   1. Consider only income from a terminated source which is received between the first of the month and the date of application.
   2. Disregard income from a new source in the month of the new certification if income of more than $25 shall be received from the new source by the 10th calendar day after the date of the assistance unit’s normal issuance cycle.
   3. Disregard any travel advances considered reimbursement.
   4. Count any travel advances which, as part of the contract, are part of the wages and considered an advance of wages.
5. Exempt a migrant and/or seasonal farm worker from the work registration requirements when the individual is under contract or similar agreement for at least 30 hours per week with an employer or crew chief and shall begin employment within 30 days.
6. Certify migrant and/or seasonal farm workers as follows:
   1. Certify the assistance unit only for the month of application when verification has been postponed.
   2. Assign the assistance unit the longest certification period possible, not to exceed six (6) months, based on the predictability of the assistance unit’s circumstances; or
   3. Certify the assistance unit for the full month if reapplication is made within 30 days of the last termination date.
7. Treat assets of migrant and/or seasonal farm worker assistance units as follows:
   1. Exempt the home when temporarily unoccupied for reasons of employment:
      1. Allow the shelter costs when the assistance unit intends to return; and
      2. The current occupants of the home, if any, are not claiming the shelter costs for SNAP purposes; and
      3. The home is not leased or rented during the absence of the assistance unit.
   2. Count all nonexempt assets of an ineligible immigrant.
8. Treat income of migrant and/or seasonal farm worker assistance units as follows:
   1. Exempt the earned income of a child(ren) who is a member of the assistance unit and:
      1. Is a student at least half-time;
      2. Has not reached her/his 18th birthday; and
      3. Is under the parental control of another assistance unit member.
   2. Continue the exemption during temporary interruption in school attendance due to semester or vacation breaks provided the attendance shall resume following the break.
   3. Exempt the prorated share of the child(ren)’s income if the child(ren) meets 2 above and is part of the working assistance unit:
      1. Divide the total income projected by the total persons working.
   4. Prorate all of the nonexempt income of an ineligible immigrant (see Section 507).
9. Use the DFS 303 Employer’s Statement (Migrant) form to verify the anticipated income of the migrant and/or seasonal farm worker assistance unit.