016.20.95 Ark. Code R. 003
SECTION: REPORTING REQUIREMENTS SUBJECT: REQUIRED CHANGES
Ongoing food stamp eligibility and allotment size are based on a household's current situation. To ensure current information about a household is available, reporting requirements are imposed on all households which apply for food stamps and all households which receive food stamps.
There are two types of reporting requirements - occasional reporting and quarterly reporting. Occasional reporters must report specified changes within 10 days of the date the change becomes known. Quarterly reporters must submit a report ewery third month but have no additional reporting requirements.
Both occasional reporters and quarterly reporters must report the following changes.
All changes in residence and/or address must be reported. If a change In residence results In a change in the household's shelter cost, the new shelter costs must be reported.
The addition or loss of any eligible or ineligible household member must be reported.
The acquisition of any licensed vehicle must be reported.
Total liquid resources (cash on hand, bank accounts, stocks, bonds, etc.) which reach or exceed $2,000 must be reported.
Quarterly reporters must report and verify all earned income when the quarterly report is submitted. (Exception: Self-employment income which has been annualized need not be reported and verified each time a quarterly report is submitted.) Quarterly reporters must report changes of more than $25.00 in unearned income and changes in sources of unearned income on the quarterly report.
The following changes in both earned and unearned income must be reported by occasional reporters.
Changes In a source of income. This includes new income from any source or income from any source which has stopped.
Changes of more than $25 In the household's total gross monthly income. This includes both increases and decreases in income.
The following changes in income need not be reported.
Changes In AFOC grants including new AFDC grants and AFDC grants which stop.
Changes in child support refunds paid to AFOC recipients under the DEFRA provisions of 1984.
These changes must be reflected In the household's food stamp allotment. (This applies to both quarterly reporters and occasional reporters.) AFDC grant changes must be completed manually by a caseworker. See FSC 12510 -12520. DEFRA child support refunds are automatically added to the food stamp budget. See FSC 5704.1.
During the application interview the applicant must report changes which occur after the application is prepared. Households not subject to quarterly reporting must report changes which occur after the interview but before the application Is approved within 10 days of the date of the approval notice. Quarterly reporting households may report these changes on the first quarterly report form.
Categorical eligibility is explained in FSC 1920.Categorically eligible
households have the same reporting requirements asany other household. A
categorically eligible household may be classifiedeither as an occasional reporter or a quarterly reporter.
If categorically eligible household reports a change and as a result is no longer categorically eligible, the household becomes subject to applicable income and resource limitations. The case will be closed if necessary.
If a regular or aged/disabled household reports a change and as a result becomes categorically eligible, the Income and resource limitations will no longer apply.
In a PA food stamp household all members are receiving or have applied for a state local or federal public assistance grant. (See the "Glossary", definition of a PA Household, for additional information.)
PA households have the same reporting requirements as any other household. Unless all members of a PA household are included in the same grant, the household may either be classified as an occasional reporter or a quarterly reporter.
PA households in which all households are included in the same AFDC grant may be certified for 12 months under the provisions in FSC 8710, item 2. Households certified for 12 months under this policy will not be subject to quarterly reporting but will be subject to the occasional reporting requirements.
Quarterly reporting households must report and verify earned income when the quarterly report is submitted. Quarterly reporting households,have no additional requirements for reporting changes in earned income. Other changes as specified in FSC 11200 must be reported only when the quarterly report form is submitted.
Quarterly reporting households will not be subject to any other reporting requirements. However» changes reported independent of the quarterly reporting system will be processed according to the standards fn FSC 21420.
A quarterly reporting household which falls to report a change on the first quarterly report form Issued after the household becomes aware of the change is considered to be at fault for any resulting over issuances or under Issuances of food stamps. If an under issuance occurs because the household failed to report a change on the quarterly reporting form, no restored benefits will be Issued to the household. If an over issuance occurs, an overpayment will be prepared as instructed in FSC 15400.
All households not subject to the quarterly reporting requirements are considered to be occasional reporters. Currently certified households classified as occasional reporters must report the changes specified in FSC 11200 within 10 days of the date the change becomes known to the household.
Occasional reporters may report changes on a Change Report Form(DCO-234) or may send a letter describing the change. Changes may also be reported by telephone or In person. Changes submitted by telephone or in person will be recorded by the county worker on a Telephone Report(DCO-271).
An occasional reporting household which falls to timely report a change is considered to be at fault for any resulting over Issuances or under issuances of food stamps. If an under Issuance occurs because the household failed to timely report a change, no restored benefits will be authorized. If an over Issuance occurs, an overpayment will be prepared as instructed In FSC 15400.
The following actions must be taken on all changes reported by occasional reporters.
Each county must devise a record of changes reported by occasional reporters. The minimum requirements for the record are the name and SSN of the head of the household, the date the change was received and the date the change was completed. Other Information may be captured if desired by the county office.
Any DCO-234 or letter submitted by a household must be date stamped on the day received. A DCO-271 must be dated with the date the change was
reported.
information.
Changes must be processed within 10 days of the date the change was reported to the county office. Day one of the processing period is the first calendar day after the report was received. The date of receipt must be entered by the county office on all changes including those received in person or by telephone.
An increase in the food stamp allotment resulting from the addition of a household member Qt a decrease of $50 or more in income must be reflected in the household's next regularly scheduled allotment. If necessary a supplemental issuance will be authorized. See FSC 13220.
Other Increases in food stamp allotment must be reflected in the first regularly scheduled issuance of food stamps occurring after the allowed processing period.
Example 1 - On July 31 a household reports a member who was earning $200 per week was laid off. Only one pay check will be received from this Job in August. This change must be reflected in the household's August food stamp allotment.
Example 2 - On August 1 a household reports a member who was earning $200 per week was laid off. Only one pay check will be received from this job In August. This change must be reflected in the household's September food stamp allotment.
Unless the reported change meets all the criteria listed In FSC 12400, a decrease in benefits or a case closure must be effective no later than the month following the month in which the household's notice of adverse action expires.
Example 1 - A change in liquid resources is reported by telephone on July 25 and processed the same day. The household is ineligible. The notice of adverse action expires August 4. The closure is effective for the September food stamp allotment.
Example 2 - A change in liquid resources Is reported by telephone on July 16 and processed on July 20. The notice of adverse action expires on July 31. The closure is effective for the August food stamp allotment. (NOTE: If the household provides verification of its eligibility on the 31st, reinstatement will occur. See EMSUH 7310.)
When the household is exempt from the notice of adverse action, the decrease or closure will be effective no later than the month following the month when the change was processed.
Example - A change in liquid resources is reported in writing on July 25 and processed the same day. The household is ineligible. An adequate notice Is issued. The closure is effective for the August food stamp al1otment.
Verification of a change in income will be required In the following situations.
Verification of a change in resources (vehicles or liquid resources) will be required when the information reported Is Inaccurate, incomplete or Inconsistent with Information found in the case record.
Verification of a change in household composition will be required only when the reported information Is inaccurate, incomplete or inconsistent with information found in the case record.
It will not be necessary to verify a new address unless the reported information is inaccurate, Incomplete or inconsistent with information found in the case record. If the household's residency is the county and/or state is in question, verification of residency will be requested.
New costs declared for rent, mortgage, insurance and/or real estate tax expense will be verified only if questionable. Actual utility costs which exceed the standard and result In a deduction will be verified if the household has moved or the amount has changed by more than $25.
Verification of medical expenses will be requested if the household's reports that its total medical expenses have changed by $25 or more. Verification will also be requested if the household has declared an expense which may be past due or subject to reimbursement.
Shortening a certification period is recommended when the caseworker feels that an In depth interview and imposition of full verification requirements are needed*
The following actions must be taken to shorten a certification period.
See FSC 10210 for instructions on completion of the OCO-239.
Shortening a certification period Is not considered to be an adverse action as long as the DCO-239 is mailed to the household In a timely manner.
If the household's food stamp allotment will not change, the household will be so notified via a manually issued Notice of Action (DCO-1).
When the food stamp allotment decreases or the case closes as a result of a reported change, an advance notice of adverse action must be Issued unless the report meets all the following conditions:
The information was reported in writing via DCO-234 or a letter signed by the head of the household, spouse, or other responsible household member.
Based solely on the household's written report, the caseworker can determine the household is ineligible or the food stamp allotment will decrease.
The household is advised of Its rights to an administrative hearing.
The household Is advised that it has a right to continued benefits should an administrative hearing be requested within 10 days of the date of the notice.
If continued benefits are requested, the household's previous allotment Is reinstated within 5 work days. (See DOCUM 7310.)
If the reported change meets all these conditions, an advance notice of adverse action is not required. However, an adequate notice must be Issued to be received by the household before the reduced allotment is Issued. For case closures, the adequate notice must be received by the household before or at about the same time the household's allotment would normally be received.
Either the notice of adverse action or the adequate notice must advise the household of:
The nature of the change (reduction or closure); The reason for the change; and The effective date of the action.
When the food stamp allotment increases as the result of a reported change, the notice of action must advise the household of:
Its new food stamp allotment;
The reason the allotment Increased; and
The effect date of the increase.
If the household will receive a supplemental Issuance as a result of the change, the notice must specify the amount of the supplement and the nonth of receipt.
An automated notice may be used in most instances when a reported change is processed. See APPENDIX H to the DCO Users Manual. If the household is entitled to an advance notice of adverse action as specified above, the correct future date of action will be entered in field 81 of the Food Stamp Authorization Document. Also, a code "CF" will be entered in field 82 of the DCO-233.
In the situations listed below adverse action may be taken without the issuance of a notice.
If a verbal request for closure Is made by the household in the presence of the caseworker, written confirmation of the closure will be issued via the Notice of Action(DCO-1). The written confirmation will not offer the household the same protection as an adequate notice. (See Appendix B, the [GREATER THAN] "Glossary", definition of "Notice of Action.") Should the household appeal the action to close its case, benefits will not be continued pending a decision.
OCCASIONAL REPORTING
Type of Change | Reporting Requirement | ) Processing Standard | Verification CODE | Notice CODE |
INCOME -Change In source | Within 10 days of date known | 10 days | VR | NOAA or AN |
INCOME - Increases or decreases by $25 or less | NONE | 10 days | VIO | NOAA or AN |
INCOME -Increases by more than $25 | Within 10 days of date known | 10 days | VIO | NOAA or AN |
INCOME -Decreases by more than $25 but less than $50 | Within 10 days of date known | 10 days | VR | AN |
INCOME -Decreases by more than $50. | Within 10 days of date known | 10 days / not later than the beginning of next calendar month | VR | AN |
LIQUID RESOURCES Reach or exceed $2,000 | Within 10 days of date known | 10 days | VIO | NOAA or AN |
VEHICLES Acquires a vehicle | Within 10 days of date known | 10 days | VIO | NOAA or AN |
ADDRESS/ RESIDENCE | Within 10 days of date known | 10 days / Before next food stamp allotment is issued | VQ | AN |
HOUSEHOLD MEMBER -Enters home. | Within 10 days of date known | 10 Days / not later than the beginning of the next calendar month | VQ | NOAA or AN |
HOUSEHOLD MEMBER -Leaves home. | Within 10 days of date known | 10 days | VQ | NOAA or AN |
SHELTER COSTS | Only if change of residence -If so. within 10 days of date change becomes known | 10 days | VR | AN |
DEPENDENT | NONE | 10 days | VQ | NOAA |
CARE COSTS | or AN | |||
MEDICAL | NONE | 10 days | VS25 | NOAA |
COSTS | or AN |
NOTICE CODES FOR REPORTED CHANGES
M - Issue an adequate notice.
NOAA - Issue an advance notice of adverse action.
NON - No notice is requried.
VERIFICATION CODES FOR REPORTED CHANGES
YE - This information must be verified.
YQ - This information must be verified If questionable.
VIO - This information must be verified if incomplete, inaccurate, inconsistent or outdated.
VS25 - This Information must be verified if the source has changed or the amount has changed by more than $25.
Households subject to quarterly reporting will be given a mandatory 12 month certification period and required to submit a report every third month. At the end of the 12 month period, the household mist be recertified.
The following food stamp households will not be subject to the quarterly reporting
requirement:
All other households will be subject to the quarterly reporting requirements.
A household may only enter quarterly reporting when an Initial application or a recertlficatlon Is approved. If a household reports a change and Is no longer exempt from the quarterly reporting requirement, the household's certification period will be shortened as explained In FSC 12310.
In the following situations a household must be given a full explanation of the quarterly reporting requirements.
When a household enters quarterly reporting for the first time.
When a household was not subject to quarterly during Its last certification
period.
If more than one full calendar month has elapsed since the household last
parti cipated in the Program.
The caseworker will provide a pamphlet to the household and will explain: Explain that the household must submit a report form each quarter; Explain the changes which must be reported;
Explain that the household has no other reporting requirements but Is allowed to report changes Independent of the quarterly reporting system; Show the household how to complete and return the form; and Explain to the household that its case will close If no quarterly report form Is submitted.
A pamphlet and an abbreviated explanation of quarterly reporting will be furnished to other households at the time of the interview. This explanation will consist of:
A review of the quarterly reporting requirement;
A review of the changes which are to be reported; and
An explanation that the household's case will close If the quarterly
reporting form is not returned.
As the quarterly reporting requirements are being Implemented, quarterly reporting households may be given certification periods ranging from 6 to 12 months. This will allow counties to stagger ending certification periods thus controlling the flow of quarterly reporting forms into county offices.
To initiate quarterly reporting, the caseworker must enter a "Y" In field 23 of the Food Stamp Authorization Document (DCO-233). If the household is not subject to quarterly reporting, a code "N" must be keyed in field 23. Effective 4-1-95 field 23 will become part of the minimum record required for successful entry to FACTS.
After implementation, all quarterly reporting households will be given a mandatory 12 month certification period. If a change is expected in a month when a quarterly reporting form is not scheduled to be processed, the worker will use the review for change field on the DCO-233.
Three quarterly reporting forms will be generated during a household's 12 month certification period. (In the 12th month the household must be recertified.)
When an initial application is approved, the first quarterly reporting form will be processed three months after the month of application. The first three month period will be based on the date of application.
EXAMPLE - An application is submitted on April 16. Regardless of whether the application is approved in April or May, the quarterly reporting form must be processed during the month of July. Thereafter, quarterly reporting forms will be processed in the months of October and January. The household will be recertified In March.
When a household is recertified, the first quarterly reporting form will be processed three months into the new certification period.
EXAMPLE - A household is recertified in December. The new certification period begins in January. The first quarterly reporting form will be processed in March. Thereafter, quarterly reporting forms will be issued In June and September. The household will be recertified again in December.
Quarterly reporting forms will be extracted five work days from the end of the month and mailed three days after extract. The form will be due on the fifth of the month. The household must submit a quarterly report form before the end of the report month, or the case will automatically close.
Quarterly report forms received on or before the due date (the fifth of the month) must be completed before the end of the report month. This means the household must be notified before the end of the report month of the effects of the report on its eligibility and benefit amount.
Quarterly reports received after the due date or postmarked before the end of the report month must be processed within 10 days or before the end of the report month, whichever is later. If the last work day falls on a weekend or holiday, the deadline will be the first work day of the following month. Processed means
If the household submits a quarterly reporting form before the end of the report month but the county does not process the form by the end of the month for any reason, the case will automatically close. If the household is later determined to be eligible, the case will be reinstated according to the Instructions In EM5UH 7310. If the household submits a form after the end of the review month.
A copy of the quarterly report form will be Issued to each county office. The county may duplicate this form for households reporting non-receipt or loss of the quarterly report form.
The names and birth dates of all household members must be entered on the form. The form must be signed by the casehead or other responsible household member or the authorized representative. Forms which do not contain the names of household members and a legitimate signature will be returned to the household for completion. If names but no birth dates appear on the form, the caseworker may contact the house by telephone for the dates of birth. (Caseworker entering dates of birth on the form must use a different color ink, must initial the entry and must document the name of the household member who provided the information.) If the household cannot be reached by telephone, the form will be returned to the household for the necessary information.
Forms which are unsigned or do not contain the names and birth dates of all household members will be returned to the household. The household will be given until the end of the report month or 10 days, whichever Is longer, to return the completed form.
The incomplete form will be accompanied by a Request for Information(DCO-218), explaining that If the form is not returned by the date indicated on the Request for Information, the case will close. The form will tell the household to contact the county office if assistance is needed in completing the form.
If the household submits a quarterly report form after the end of the report month, a DCO-1 will be sent to the household. The DCO-1 will advise the household that Its case has been closed and an application must be submitted if the household wants to continue participating in the Program.
The following income verification must be submitted with the quarterly report.
Exception: Self-employment income which has been annualized need not be re-verified each time a quarterly report is submitted. Contractual income which has been annualized need not be re-verified each time a quarterly report is submitted.
See the chart in FSC 11590 for additional Information about required verification.
Quarterly reporting households will be budgeted prospectively. Therefore, for earned Income the household must submit verification of earnings received in the 30 day period prior to the date of completion of the form. (Usually, this will be the two or four most recently received check stubs.) See FSC 7512 and FSC 7523 - 7523.2 for additional information.
If the form Is submitted some time after the date It was completed and signed, the caseworker Is allowed, but not required, to obtain verification of additional pay the household should have received by the date of submission. For example, if the income verification submitted by the household with the form is representative of the household's current pay, the household may not need to submit additional verification.
Questionable information which appears on the form must also be verified. The caseworker will request verification and/or collateral contact if:
The caseworker may request verification of any questionable situation. However, the reason the situation is considered questionable must be documented in the case record. For example, if a household is reporting there has been no change In a source of unearned income that has historically fluctuated by more than $25.00, the caseworker may request verification of the income from that source.
Also, caseworker may refer cases to the Field Investigator or Fraud Unit If there Is reason to think Information provided on the form is false.
Verification must always be requested via a Request for Information(DCO-218). The deadline for providing required verification will be the end of the report month. However, the household must be given at least 10 days to provide the required verification. If necessary, the deadline will be extended into the month following the report month to allow 10 days. If the household furnishes the required verification before the specified deadline but after the case has closed, eligible households will be reinstated. (See DCOUM 7310.) If the household is not eligible, an adequate notice will be issued. (See FSC 11500.)
If the household does not submit required verification before the specified deadline (except for verification of medical expenses or actual utilities), the household's case will close. If the verification Is submitted after the deadline, the household will be Issued a Notice of Action(DCO-1) stating that the food stamp case has already been closed and the household must reapply In order to participate in the Program.
If verification of medical expenses or actual utility costs is not supplied before the deadline, the expenses will be disallowed. The case will be closed only If other verification Is missing or the household's Income exceeds the limits when the expense is disallowed.
NOTE: IRS matches occur only at application. Therefore, this section contains no information on handling IRS matches. See FSC 2500 through 2600 for information about lEVS. See FSC 2610 for Information about handling lEVS reports at application. See FSC 2800 for an explanation of lEVS reports generated on applicants.
For quarterly reporting households, reports from the Income and Eligibility Verification System (lEVS) will be processed only when the quarterly reporting form is processed. lEVS reports generated on quarterly reporting households will not be tracked through the Food Stamp Pending Case Action File. The county will be responsible for insuring lEVS reports are processed as the quarterly reporting forms are processed.
lEVS reports received during the quarter will be posted to the FSQR lEVS Screen (FQIP). The screen will continually update as lEVS reports are received so that only the most current information appears on the screen. In other words, if an SSI mismatch report is generated each of the three months in the quarter, only the most recent mismatch report will appear on the screen. If there were no matches during the quarter, the screen will contain the following message - "NO MATCHES FOR THIS MEMBER." Each time a quarterly reporting form is processed, lEVS information must appear as a part of the case action. Counties will have the option of receiving paper lEVS reports or printing the screen. Either the paper report or a copy of the screen may serve as documentation.
The following actions must be taken on each lEVS match.
-BENDEX Change
-New SSI Cases
-SSI Mismatch
-COLA Mismatch (when involving SSI recipients)
-UI Benefit Matches
A household affected by one of these matches must provide verification only If it disagrees with the information.
Information from the following matches must always be verified.
-BENDEX Wage
-BENDEX Error
-ESD Wage
See Appendix E to the DCOUM for an explanation of the contents of each lEVS reports. Look under the explanation of the FQIP screen.
Verification may be obtained from a collateral source (employer, agency, etc.) or from the household. The verification must include the amount of the Income, whether the household actually received the income, and the period during which the income was received. If the household provides inadequate verification, the caseworker must attempt to resolve the discrepancy by contacting other collateral sources. See FSC 2700-2720 for additional Information.
If the household cannot provide needed verification and the caseworker cannot contact a collateral source to get the verification, the household's statements about the Income will be accepted. In no instance will a household be denied benefits solely because a person outside the household (including those in business or other agencies) cannot or will not provide verification.
If the household falls to respond or if the household provides required verification and, as a result, a case closure or an allotment reduction occurs, an adequate notice must be Issued to the household.
See the "Glossary", definition of Notice of Action, for additional information.
See FSC 2920 for instructions on calculating lEVS savings.
The deadline for providing required verification of lEVS information will be the end of the report month. However, the household must be given at least 10 days to provide the required verification. If necessary, the deadline will be extended into the month following the report month to allow 10 days. If the household
furnishes the required verification before the specified deadline but after the case has closed, eligible households will be reinstated. (See DCOUH 7310.) If the household Is not eligible, an adequate notice will be Issued. (See FSC 12400.)
If the household does not submit the required verification before the specified deadline, the household's case will close. If the verification is submitted after the deadline, the household will be Issued a DCO-1 stating that the food stamp case has already been closed and the household must reapply in order to participate In the Program.
For counties which choose to receive paper reports, changes which occur on the lEVS screen after the lEVS report Is generated are not required to be processed. For counties which choose to print the lEVS screen, the screen must be printed after the quarterly reporting form Is received In the county office. Changes which occur on the lEVS screen after the screen Is printed are not required to be processed.
Any county may choose to access the lEVS screen at any time during the quarterly report month. However, If the screen is accessed before the quarterly reporting form Is processed, any changes which appear on the screen must be handled as part of the quarterly report.
An adequate notice will be Issued to any household whose food stamp allotment will change as a result of Information reported on the quarterly report. The adequate notice must be received by the household before or at about the same time the household's allotment will normally be received. The adequate notice must advise the household of:
-The nature of the change;
-The reason for the change; and
-The effective date of the change.
An automated notice may be Issued In most circumstances. See APPENDIX H to the OCO User's Manual.
In the situations listed below adverse action may be taken without the Issuance of a notice.
If a verbal request for closure Is made by the household In the presence of the caseworker, written confirmation of the closure will be issued via the Notice of Action (DCO-1). The written confirmation will not offer the household the same protection as an adequate notice. (See Appendix B, the "Glossary", definition of Notice of Action.) Should the household appeal the action to close its case, benefits will not be continued pending a decision.
QUARTERLY REPORTING
Type of Change | Reporting Requirement | Processing Standard | Verification CODE | Notice CODE |
Earned Income | When QR form is submitted | End of report month | VR | AN |
INCOME -Change in source | When QR form is submitted | End of report month | VR | AN |
INCOME - Increases or decreases by $25 or less | NONE | End of report month | VIO/VQ | AN |
INCOME -Increases by more than $25 | When QR form Is submitted | End of report month | VIO | AN |
INCOME -Decreases by more than $25 but less than $50 | When QR form is submitted | End of report month | VR | AN |
INCOME -Decreases by more than $50. | When QR form is submitted | End of report month | VR | AN |
LIQUID RESOURCES Reach or exceed $2,000 | When QR form Is submitted t | End of report month | VIO | AN |
VEHICLES Acquires a vehicle | When QR form Is submitted | End of report month | VIO | AN |
ADDRESS/ RESIDENCE | Within 10 days of date known L | 10 days / Before next food stamp allotment Is issued | VQ | AN |
HOUSEHOLD MEMBER -Enters .home. | When QR form Is submitted | By end of report month | VQ | AN |
HOUSEHOLD MEMBER -Leaves -home. | When QR form is submitted | By end of report month | VQ | AN |
SHELTER COSTS | Only If change of residence -If so, when QR form is submitted | By end of report month i | ENTITLEMENT TO STANDARD . VQ ACTUAL UTILITY COSTS VR | AN |
DEPENDENT CARE COSTS | NONE | By end of report month | VQ | AN |
MEDICAL COSTS | NONE | By end of report month | VS25 , | AN |
On the Midpoint Review Instruction Sheet(DCO-235), the household Is told to return the Food Stamp Midpoint Review(DCO-244) no later than the 15th day of the household's 12th month of certification. If the 15th day of the month falls on a weekend or holiday, the deadline for receipt will be extended to the first work day following the 15th. Both the DCO-235 and the DCO-244 state that failure to return the DCO-244 by the last day of the 12th month of certification will result in case closure.
For households which return a signed DCO-244 by the 15th day, the county must process the report before the end of the month. Any signed DCO-244 returned before the end of the 12 month of certification must be processed. When DC0-244s are processed after the end of the month, the household's benefits must be reinstated as Instructed in DCOUM 7310.
The month and year for the midpoint review appear in field 32 of WFSM. This field must be cleared before the end of the 12th month of certification or the household's case will close at the end of the month. In order to clear field 32 a Food Stamp Authorization Document(DCO-233) must be completed and keyed.
There is no requirement for a formal interview at the midpoint review. An informal interview may be conducted when the caseworker feels information reported on the form Is inaccurate, inconsistent or incomplete. Even then, when the household has reported information which can be clarified through the submission of documentary evidence, it will not be necessary to conduct an interview.
If an interview is required, It may be conducted with any responsible household member or with the household's authorized representative. A telephone interview will be conducted whenever possible. If the household cannot be interview by telephone or does not wish to be interviewed by telephone, an in-office interview or a home visit may be substituted.
Whenever possible, the food stamp worker may simply call the household and conduct the interview. If the household does not have a telephone or cannot be contacted using the telephone number found In the case record, the interview will be scheduled via a Request for Information(DCO-103).
Returned Midpoint Review Forms{DCO-244) need not be fully completed. As long as
the household returns a signed form, the caseworker may obtain the remainder of
. the needed information through an interview or other reliable documentary sources.
Unsigned DC0-244s received in the county office will be returned immediately to the household with a completed Request for Information(DCO-103). The household must be given at least 10 days from the date the notice is Issued to return a signed form. If the form is returned after the end of the 12th month of certification but before the 10 day notice period expires, the household's benefits may be reinstated as instructed in DCOUM 7310.
All medical expenses must be reported and verified at the midpoint review. See FSC 11344 for instructions.
No special verification requirements will be imposed for changes reported at the time of the midpoint review. Households required to furnish verification must be allowed at least 10 days to do so. (It may be necessary to reinstate sone cases in order to insure the household has 10 days to furnish verification.) When It is determined that verification Is needed, the caseworker will issue an EMS-103 to the household.
A household's case will not be closed solely because of failure to provide verification of a deductible expense. Instead, the caseworker will prepare a budget, and the expense will be disallowed. The case will be closed only if the household's net income exceeds the maximum allowed after the expense Is disallowed. (See FSC 8961 if the net income exceeds the maximum, but the household is categorically eligible.)
Verification of deductible expenses received after the stated deadline will be handled as a reported change. The day after the date of receipt will be considered day one of the 10 day change processing period.
The following chart provides specific references to policy which explains the verification and processing of reported changes.
TYPE OF CHANGE | POLICY REFERENCE |
RESIDENCE/ADDRESS | FSC 12210 - 12211 |
HOUSEHOLD COMPOSITION | FSC 12220 - 12228 |
LIQUID RESOURCES / VEHICLES | FSC 12230 - 12233 |
INCOME | FSC 12240 - 12242 |
NOTE: Changes In shelter costs are only required to be reported when the household has actually moved to another address.
Any change in coupon allotment resulting from a change reported at the midpoint review will be effective in the 13th month of the certification period.
If, as a result of a change reported at the midpoint review, a household no longer meets the criteria to be assigned a certification period longer than 12 months, the household's certification period will be shortened to 13 or 14 months as instructed In FSC 11320. This will allow the generation of a Notice of Expiration (DCO-239) to the household. The household may then reapply under the normal guidelines for recertification as specified in FSC 10100 -10810.
If, as a result of a change reported at the midpoint review, a household becomes Ineligible, the case will be closed unless the household is categorically eligible as explained in FSC 8961.
At the time of the midpoint review, the medical expenses of each household member must be declared and verified. See FSC 6500 - 6526 for a full explanation of the procedures for allowing a medical deduction.
Under no circumstances will a one time medical expense be prorated over a period longer than 12 months. When an applicant household Is assigned a certification period longer than 12 months, one time medical expenses will be prorated over the first 12 month period. One time expenses reported as a change during the first 12 month period will be prorated over any months remaining in the first 12 month period.
Any one time medical expenses which were prorated over part or all of the household's first 12 months of certification must be dropped when the Midpoint Review Form(DCO-244) is processed. Any expenses no longer being incurred by the household must be dropped from the budget, and new expenses must be added to the budget. One time expenses incurred during the first 12 month period but not allowed in the budget may be allowed during the second 12 month period. At the household's option, the expense may be allowed In the 13th month or prorated over the remainder of the certification period.
If the household declares medical expenses but does not provide verification or provides inadequate verification, this Information will be requested via the Request for Information(DCO-103). The household may provided this Information at any time before the end of the 12th month of certification unless the EMS-103 is sent during the last 10 calendar days of that month. In that case, the household must be allowed 10 days to provide the needed verification of medical expenses. If the household furnishes the Information within the specified 10 day period, the case will be reinstated as instructed in DCOUM 7310.
Failure to return verification of medical expenses must not cause the household's case to close unless net income exceeds the standards as a result of the disallowance of unverified medical expenses.
Verification of medical expenses received after the stated deadline will be handled as a reported change in medical expenses. The day after the information was received will be day one of the 10 day change report processing period.
An adequate notice will be issued to each household which undergoes a midpoint review. The notice should be received by the household before or at about the same time that its next food stamp allotment is scheduled to be mailed. The notice will advise the household that Its midpoint review has been completed. If there are changes as a result, the notice will explain the change.
If the household's certification period is being shortened as a result of information reported on the form, the household must be so advised.
Until the necessary system changes are completed, these notices will be issued manually via a Notice of Action (DCO-1).
Mass changes are based on legislative or regulatory actions which affect all or a substantial portion of the statewide food stamp case load. Households are not responsible for reporting changes which will be handled as a mass change.
Examples of mass changes Include:
Changes In the Income eligibility standards;
Changes In the maximum allowable deductions - I.e., earned Income deduction,
standard deduction, dependent care deduction, or shelter costs;
Changes In the maximum food stamp allotments (NBI);
Cost of living adjustments (COLA) on SSI or SSA payments; and
Changes In the AFDC rate of payment.
COLAs will be effective In the month of the Increase unless the case cannot be automatically adjusted. Cases which cannot automatically adjusted will be process manually. Manually processed COLAs must be reflected no later than the second allotment Issued to the household after the month when the change became effective.
Information regarding the nature of a mass change Is provided to the Office of Information Systems (OIS) which accomplishes the actual change and generates requested reports.
Notices will be issued to all affected households. Depending on the nature of the change, the notices may either be general or specific.
General notices will explain the nature of the change, how the change may affect the household's food stamp allotment, who the household may contact It there are questions and how the household may request an administrative hearing. Specific notices contain the same information; however, the household's old and new food stamp allotment will be stated.
General notices are usually mailed with the household's food stamp allotment. Specific notices are mailed separately to be received before or at about the same time as the household's food stamp allotment is to be received.
Reports generated at the time of a mass change may Include the List of Changes. a Mismatch Listand a List of Closures, Not all reports are generated at all mass changes. For example, a mismatch list is generated for a COLA mass change but not for an NBI mass change.
The county's responsibilities for clearing these reports are explained in FSC 11700 through FSC 11730.
At each mass change either a Food Stamp Authorization Form(DCO-233) or a budget sheet is printed to display the new budget figures. OCO-233's and budget sheets must be filed In the appropriate case records as quickly as possible. If the Quality Control Unit (Q.C.) requests a case which the county Is In the process of filing these reports, the DCO-233 or budget sheet must be attached to the case before It Is mailed to Q.C.
This report is generated at every mass change under various titles. It is provided mainly for reference. The Information which will appear on this report is listed below.
Case name. Case number. - Category (NA or PA).
Current ending certification date. Old food stamp allotment. New food stamp allotment.
Other information will be provided depending on the nature of the change.
This report Is generated at a mass change which requires matching Income on the food stamp file to Income on other files. Changes which require this type of matching Include SSA and/or SSI increases and AFDC increases and decreases. (NOTE: SSA amounts do not appear on the Recipient Master File unless the member also receives SSI. Increases In SSA which cannot be obtained from the Recipient Master File are calculated.)
The mismatch list is a report of the cases which could not be automatically changed because a problem existed with the information on either file. The report contains the following information.
Name & SSN of the case head Category (NA or PA)
Ending date of the certification period SSN of member whose Income mismatched
Other information will be provided depending on the nature of the change.
The reason for the mismatch is Indicated by a code. These codes are listed below.
SSN.
for the same member.
for the same member.
recalculated.
from the sum of the amounts calculated for members on WFSM. Therefore, case and member's income do not agree.
for that member.
The following actions must be completed to clear a mismatch.
This Is a listing of cases closed during the mass change because the net Income exceeds the maximum allowed. These reports are generated only to counties where at least one case closure occurred. The following Information appears on the report.
The name and SSN of the case head
Category (NA or PA)
Old and new net Income amounts
Each case listed on the report must be examined by a caseworker to ensure the validity of the closure. If the closure Is found to be correct, the case worker will enter a statement on the most recent DCO-233 to the effect that the case has been checked and the closure found to be correct. The caseworker will Initial and date this documentation. No additional action Is required since closure notices are Issued automatically.
If the closure is incorrect, the case must be reopened. No new application Is required. The following actions must be taken.
Households are advised via an automated closure notice of their rights to an administrative hearing. For valid closures, benefits will be reinstated only if the household feels policy was misapplied or the budget was computed incorrectly.
The household's statement of when the notice was received will be usedto
determine the 10 day advance notice period during which reinstatement maybe
requested. In questionable cases, the Food Stamp Section, Central Office willbe contacted to determine the approximate date the notice was mailed.
All reported changes are handled In much the same fashion regardless of the source of the report. For example, a budget prepared as the result of a change In income would be the same for a quarterly reporting household as for an occasional reporting household.
This section provides Instructions for processing reported changes. Unless otherwise specified, these Instructions will apply uniformly to all reported changes.
All households must report changes In their residence and any related changes In she!ter costs. This li ibfi only time the household li required ifi report a change in shelter costs.
All address changes, even those where no move has occurred, must be reported as quickly as possible to prevent delays In the receipt of food stamps. Reported address changes must be keyed as Qulcklv li possible gygji If, change? IB SheHer costs must b£ processed later.
While It Is not possible after the monthly extract to change the amount of the allotment to be mailed to the household, It is possible to change the household's address.
The address may be changed via WFSM until the household's H-card Is printed. The H-card Is the card which is sent with the food stamp allotment. H-cards are printed on the following schedule.
SSN ENDS WITH | H-CARD IS PRINTED ON THE: |
0 | NIGHT OF LAST WORK DAY OF THE MONTH |
1 | NIGHT OF FIRST WORK DAY OF THE MONTH |
2 | NIGHT OF SECOND WORK DAY OF THE MONTH |
3 | NIGHT OF THIRD WORK DAY OF THE MONTH |
4 | NIGHT OF FOURTH WORK DAY OF THE MONTH |
5 | NIGHT OF FIFTH WORK DAY OF THE MONTH |
6 | NIGHT OF SIXTH WORK DAY OF THE MONTH |
7 | NIGHT OF SEVENTH WORK DAY OF THE MONTH |
8 | NIGHT OF EIGHTH WORK DAY OF THE MONTH |
9 | NIGHT OF NINTH WORK DAY OF THE MONTH |
Food stamp allotments listed on the monthly extract may not be cancelled. If the address cannot be changed prior to the work night on which the H-card Is printed, the food stamp allotment will be mailed to the old address. These allotments cannot be remailed until returned by the postal service.
Addresses are normally changed by completing fields 15 through 20 of the Food Stamp Authorization Document(DCO-233). If the household's food stamp allotment has returned and must be remailed to a new address, the address will be changed via the Food Stamp Adjustment{DCO-248).
Address changes do not require any change to the household's budget unless new shelter costs are reported. Before the new budget Is calculated, it must be determined whether the household elected to use the utility standard or actual utility costs.
If the household Is currently using the utility standard but is no longer entitled to do so, actual utility costs may be used in the budget if verified. If the household becomes entitled to use the utility standard as a result of the change in residence, the household must be offered this option.
See FSC 6600 - 6627 for a full explanation of allowable shelter costs.
To change shelter costs, a DCO-233 must be completed according to the following instructions.
Quarterly reporting households are only required to report changes in household composition on the quarterly reporting form. However, these households may choose to report a change In household composition at any time.
If a new member Is reported independent of the quarterly reporting form, the new member will be added within 10 days of the report. The processing standards for occasional reporters will be used. See FSC 11410.
If a quarterly reporting household reports the loss of a household member independent of the quarterly reporting form, the change will be processed within 10 days. If the change In household composition results in case closure or an allotment decrease, the quarterly reporting household is entitled to the same notice as an occasional reporting household.
If any household reports a new member who has been participating as a member of a quarterly reporting household, the county will not wait until the next quarterly reporting form is submitted. Instead, a 10 day advance notice of adverse action will be Issued to the quarterly reporting household. After the 10 day notice of adverse action has lapsed, the new member will be added to the household.
New members must meet the citizenship requirements specified In FSC 1621. Individuals who do not meet these requirements will be considered Ineligible aliens. See FSC 1621.3 for Instructions on handling the income and resources of an Ineligible alien.
Except for newborns, each new member who has not previously complied with the SSN requirement must do so before being considered an eligible household member. See FSC 2220 -2223.
In counties where the E&T Program Is operational, a Project Success Status Detenai nation/Referral(DCO-205) must be completed on all new eligible members who are not exempt from the work registration requirements.
Whenever a change In household composition Is reported, the household must be allowed to select or reselect Its head of household using the procedures explained in FSC 3120. If the new member has been sanctioned for non-compliance with the E&T Program or a voluntary quit, the sanction to be imposed on the new household will depend on whether or not the new member enters the home as the head of the household. (See FSC 3120.)
See the chart in FSC 12223 for Instructions on handling new members who are currently disqualified from participating in the Food Stamp Program.
DISQUALIFICATION REASON | ACTION TO TAKE |
Member under current disqualification for Intentional program violation. See FSC 16600. | Disqualify new member until disqualification has been served or Is ended. Go to FSC 1623.2 for Instructions on handling the member's income and resources. |
New member currently sanctioned for E&T Program non-compliance. See FSC 3520. | Disqualify the new member unless the new member Is the head of the new household per FSC 3120. If new member is the head of new household, close the case for the remainder of the assigned sanction period. See FSC 3523 for an explanation of the actions a household may take to end a disqualification. |
New member currently sanctioned for voluntary quit. See FSC 3600. | Add the new member to the case unless the new member Is the head of the new household per FSC 3120. If the new member is the head of the household, close the case for the remainder of the assigned sanction period. See FSC 3660 for an explanation of the actions a household may take to end a disqualification. |
New member was a workfare eligible member of a household currently sanctioned for workfare non-compliance. Still lives in workfare county. See FSC 3851 - 3856. | Sanction follows all workfare eligible members of a household sanctioned for workfare non-compliance. Disqualify new member until sanction period ends or sanction is lifted. Go to FSC 1623.3 for Instructions on handling the member's income and resources. See FSC 3856 for instructions on reestablishing eligibility. |
To add a new member, the following actions must be completed.
A household division occurs when an active food stamp household divides Into at least two groups of Individuals.
When a household division occurs, the caseworker must use the following guidelines to determine which group retains original eligibility and which group must apply as a new household.
Once original eligibility has been determined, the following actions must be taken.
The newly formed household may not participate in the Food Stamp Program until the members are removed from the original household.
Example: A household division is reported on September 25th. The county office is unable to process the change before October food stamps are Issued. The newly formed household will not be able to participate as a separate household in the month of October.
There are three exceptions to this provision.
Exception 1: Residents of shelters for battered women and children may
parti cipate as specified in FSC 1840.
Exception 2: The county may determine that members have been claimed by one
household while actually living in another. Such members will be allowed to participate in the household where they actually live If otherwise eligible. An overpayment will be submitted against the household which misrepresented its circumstances. See FSC 15400.
Exception 3: When a county office does not timely process a reported
decrease in household composition, eligible aembers may participate In their new household beginning In the nonth the change should have been effective. An overpayment will be submitted against the original household. The overpayment will be classified as an agency error. See FSC 15400.
The household's current food stamp application must contain the signature of a responsible household member. Should the member who signed the application leave the household, another responsible member must sign either the application or a statement attesting to the accuracy of the information on the application. Prior to signing, this member must review the information on the application and correct any invalid Information. For ease of review, the corrections and new signature should be entered in a different color ink.
Although the processing of the change need not be delayed solely to obtain the signature of a responsible household member, the household will be notified of the requirement by Notice of Action(DCO-1) and allowed 10 days to comply. If a responsible household member does not comply within the designated 10 day period, the household's certification period will be shortened as Instructed In FSC 12310.
If the household reports the acquisition of a vehicle, the Information provided must be adequate to determine If the vehicle is to be excluded or counted as a resource.
See FSC 4430 for information about excluded vehicles.
If the reported information shows a vehicle will be totally excluded, no additional action is required. If not, it must be determined if the countable value of the vehicle will make the household Ineligible.
See FSC 4821 for Instructions on determining the countable value of a vehicle.
If the information provided shows the countable value of the vehicle plus other resources make the household Ineligible, additional information may be needed. For example, it may be necessary to determine if the household 'traded in' a vehicle currently counted as a resource.
If additional information is needed, an advance notice of adverse action must be manually issued to the household via a DCO-1. The DCO-1 will specify the information to be provided and will state that failure to return the information by the specified date will result in case closure.
When a household reports liquid resources exceeding $2,000, the food stamp case will be closed unless the household contains a member age 60 or older. If the household has a member age 60 or older, the household will remain eligible unless its total resources exceed $3,000.
See FSC 4950 for an explanation of the procedures for handling lump sum payments.
Additional contact with the household will be required If the household reports liquid resources in excess of $2,000 but doesn't specify the amount. See FSC
Vehicles
Liquid Resources
If the household's liquid resources exceed the applicable limit ($2,000 for regular households or $3,000 for aged/disabled households), the case will be closed. See EMSUM 7340 - 7341 for instructions.
A reported change In Income will be reviewed to determine:
If the Information reported Is adequate to determine the effect of the change on the household's food stamp allotment; and
If verification Is required.
Other factors to be considered are listed below.
In these instances, for occasional reporters, the household's certification period may be shortened as explained in FSC 12310. Quarterly reporters will be asked to explain these circumstances before the quarterly report form Is processed. See FSC 11540.
The case record must also be reviewed to determine If a change In work registration status has occurred. See the chart below.
REPORTED CHANGE | REQUIRED ACTION |
Loss of a job. | Determine if the member who lost a job should be registered for work. If yes, see FSC 3310. |
Reduction in hours. | Determine if the member whose hours were reduced is working less than 30 hours or making less than the federal minimum wage X 30 hours. If yes, determine if member is exempt from work registration. If no, See FSC 3310. |
Obtained employment for more than 30 hours per week; or Obtained employment with wages equal to or more than federal minimum wage X 30 hours; or Began receiving a disability benefit - e.g., SSI - no longer subject to work registration. | Determine if affected member was subject to work registration. If yes, change work registration code on DCO-233. If E&T participant, notify Project SUCCESS via DC0-1410. If Workfare participant, see FSC 3831. |
An entitlement check based on disability was terminated. | Determine if affected member will now be subject to work registration. (The household may wish to furnish verification the member is unable to work.) See FSC 3310. |
At the time of a reported change Income will be budgeted prospectively. A prospective budget must anticipate the household's Income for the remainder of the certification period. Or, In the case of quarterly reporting households, the prospective budget must anticipate the household's income for the upcoming quarter. See FSC 7512 - 7524.1 for a full explanation of prospective budgeting and anticipating Income.
When a household's Income has changed, the following actions will be taken.
Any change reported by the household must be processed. Except for medical expenses and actual utility costs (if these costs exceed the utility standard and result in a deduction), verification need not be required on a change which is not required to be reported.
There is no requirement to report changes in medical expenses unless a household is submitting a midpoint review. See FSC 11640 for instructions on processing medical expenses at the time of the midpoint review. See FSC 12510 for instructions on handling changes in medical expenses reported to a Medicaid worker.
However, households eligible to receive a medical deduction as per FSC 6500 mav report a change in medical expenses at anv time. Reported changes In medical expenses will be processed.
Reports of new medical expenses must be reviewed to determine If:
Reports that medical expenses have stopped must be reviewed to determine if the expense was allowed on an "as-Incurred" basis or prorated over the certification period. Prorated medical expenses will continue to be allowed even If the household reports it is no longer paying on the expense. Conversely, if a household reports a new medical expense, but this Is actually a prorated or one-time expense which has already been allowed, no adjustment will be made.
Verified increases in medical expenses will be allowed.
See FSC 6521 for instructions on budgeting nonthly expenses.
See FSC 6521.1 for instructions on budgeting periodic expenses.
See FSC 6521.2 for instructions on budgeting one-time expenses.
No past due medical expenses will be allowed. See FSC 6523.
A medical expense which has been or will be reimbursed is not to be allowed until the amount and/or date of reimbursement is known. Then, only the portion of the expense not covered by the reimbursement will be allowed. See FSC 6522.
To calculate an change In medical expenses, the following actions must be completed.
See FSC 6525 for a full explanation of the methods to be used to determine a household's medical deduction.
Changes reported to an AFDC worker are considered to have been reported for food stamp purposes. Changes reported by either occasional reoortino or Quarterly reporting households to the AFOC worker must be reflected in the food stamp case within 10 days of the date reported.
AFDC recipients are not required to report changes in the AFDC grant. These changes must always be reflected in the food stamp case.
If AFDC workers in any county do not handle the household's food stamp case, the county must devise a system for transmitting changes to the appropriate food stamp worker. No particular type of system Is mandated; however, any system used must ensure Information is transmitted in writing from one worker to the other in a timely manner. The day after the household reports the change to the PA worker is considered day one of the change processing period.
Changes reported by AFDC recipients are processed using the same verification standards and budgeting methods as any other change. Verification presented to the AFDC worker will be used whenever possible.
Special instructions for processing changes to both the AFDC grant and the food stamp allotment appear in FSC 12510 through 12520. For situations not appearing In these sections, normal processing standards will be used.
Some changes reported by AFDC red pi ents may result 1n reduct1on and/or termination of both the AFDC grant and the food stamp allotment. For example, the AFDC payee goes to work.
When sufficient Information is available to determine both the status of the AFDC grant and the food stamp allotment, a single notice (DCO-1) will be Issued to the household.
The DCO-1 will serve as a advance notice of adverse action. See FSC 12400 for instructions. It will specify the effect of the change on both the AFDC grant and the food stamp allotment.
If the AFDC worker does not handle the food stamp case, the information will be transmitted to the food stamp worker. The food stamp worker will make the appropriate adjustments and issue an advance notice of adverse action.
Some changes result In a decrease or termination of the AFDC grant which In turn increases the food stamp allotment. For example, a child is removed from the AFDC grant thus lowering the grant amount.
No action will be taken to adjust the household's food stamp allotment until the household decides whether to appeal the action taken on the AFDC case. Therefore, the advance notice of adverse action required for the AFDC action will be issued first.
If no request for an administrative hearing has been received by the end of the AFDC adverse action period, the food stamp allotment will be adjusted within 10 days. The 10 day period will be calculated from the date the AFDC notice of adverse action expired. An adequate notice (See FSC 12400) must be Issued to advise the household of the Increase in the food stamp allotment.
If the household submits a request for an administrative hearing and continuation of benefits (see FSC 16514), the food stamp allotment will not be changed until the hearing decision has been rendered. If the next scheduled recertificatlon occurs prior to the decision, the case will be adjusted at recertificatlon.
FSC 12500 through FSC 12700 contains instructions for processing changes reported to the food stamp worker by someone other than a household member. The household Is liable for any over Issuances which occur due to failure to report the changes as prescribed In FSC 11240 and 11250.
Changes reported to the food stamp worker by other DCO personnel (e.g[LESS THAN]» Hedlcald workers) must be processed within 10 day of the date the change becomes known to the county office. Day one of the 10 day period Is the day after the date of the report.
Any verification presented to a Hedlcald worker may also be used In the food stamp case. When a change In medical expenses Is reported to a Medicaid worker, the change must be reflected In the food stamp case only If adequate verification of the change Is available In the Medicaid record. The household may not be contacted for additional Information and/or verification If It Is needed for the food stamp case.
When a member of a food stamp household enters a nursing home, this member Is to be removed from the food stamp household. If this person was the only household member, the food stamp case will be closed.
When a husband and wife have been receiving social security and/or SSI and only one of them enters a nursing home, there may be several adjustments In the couple's SSI and/or social security checks. The food stamp case should be monitored closely for several months to determine the effect of these changes. The worker may use the review for change fields or shorten the household's certification period as Instructed In FSC 12310.
When children enter or leave foster care, the proper adjustments will be made to any food stamp cases involved. See FSC 1624 and FSC 5708 for Instructions.
See FSC 800 through FSC 890 for a full description of the Q.C. process. Q.C. reports may be either Informal reports provided to the county during the course of the review or review summaries submitted to the county upon completion of the review.
Review summaries reporting case errors require corrective action by the county. The corrective action is reported via the Quality Control Error R&soonse(DCO-29). See the DCO-29 for full instructions.
Information not reported by the household which appears on the review summary must be handled as a reported change. The Informal reports provided by the Q.C. review to the county office must also be handled as a reported change. Day one of the change processing period will be the day after the Q.C. report is received in the county office,
Under Issuances found by Q.C. which resulted from an agency error will be corrected through restored and/or supplemental Issuances to the household. See FSC 13000 for instructions on authorizing restored benefits and/or supplemental benefits.
Overpayments must be prepared on all over Issuances Identified through Q.C. reviews. See FSC 15000 for full Instructions on preparing overpayments.
The Q.C. reviewer verifies only the Information needed to make a determination of the household's eligibility and correct food stamp allotment for the month of review. If the verification used by Q.C. Is not available or does not Include all months in the overpayment or restoration period, the caseworker must obtain the needed verification.
Field investigations may be completed by a caseworker or a field investigator. When the field investigation reveals information not reported by the household, the investigator's report will be reviewed to determine if the information has been substantiated by a reliable collateral contact. For example, if earned income is verified by the employer, that information Is substantiated.
If the information has been substantiated, an advance notice of adverse action will be issued to the household. The notice must specify the Information obtained through the field investigation and any action the household must take as a result- (e.g., verify earned income).
For unsubstantiated reports, the caseworker will attempt to substantiate the report through available collateral sources. If the information Is substantiated to the caseworker's satisfaction, an advance notice of adverse action will be Issued.
When the report cannot be substantiated, the household's certification period will be shortened in accordance with FSC 12310.
Suspected occurrences of fraudulent activity will be reported via the Suspected Fraud Report. OCO-1700.
When an individual makes a report, the caseworker must attempt to obtain the Individual's name and address. However, this is not required information.
When an individual gives his name but requests anonymity, his name will not be released to the household. The name will be removed from the case record If the household wants to review the record.
When an individual contacts the county office or other agency personnel to report unsolicited information about a household receiving food stamps, the report must be substantiated through a field investigation or collateral contact.
For example, an individual reports that a food stamp recipient is employed at a local factory. First, the case worker will check to see if the Income has been reported by the household. If yes, no additional action Is required. If no, the case worker may be able to substantiate the report by calling the factory.
If the report is substantiated, an advance notice of adverse action will be Issued to the household via DCO-1. The DCO-1 will specify the reported information and state the action the household must take as a result.
If the report cannot be substantiated, the household's certification period will be shortened as specified in FSC 12310.
Changes in food stamp households may become known to the agency through common knowledge. Examples of common knowledge appear below.
When information becomes known to the agency through general sources, an advance notice of adverse action will be Issued to the household. The notice will specify the nature of the Information and any actions the household must take to continue participating In the Program.
OCCASIOKAL RBPORTINO - CHART
Type of Change | Reporting Requirement | Prooessing Standard | Verification CODE | Notice CODE |
INCOME -Change in source. | Within 10 days of date known | 10 days | VR | NOAA or AN |
INCOME -Increases or decreases [LESS THAN] $25. | NONE | 10 days | VIO | NOAA or AN |
INCOME -Increases [GREATER THAN] $25 | Within 10 days of date known | 10 days | VIO | NOAA or AN |
INCOME - Decreases [GREATER THAN] $25 BUT [LESS THAN] $50. | Within 10 days of date known | 10 days | VR | AN |
INCOME -Decreases [GREATER THAN] $50. | Within 10 days of date known | 10 days / no later than next month | VR | AN |
LIQUID RESOURCES Reach or exceed $2,000 | Within 10 days of date known | 10 days | VIO | NOAA or AN |
VEHICLES Acquires a vehicle | Within 10 days of date known | 10 days | VIO | NOAA or AN |
ADDRESS/ RESIDENCE | Within 10 days of date known | 10 days / Before next allotment. | VQ | AN |
HOUSEHOLD MEMBER -Enters home. | Within 10 days of date known | 10 Days / no later than next month. | VQ | NOAA or AN |
HOUSEHOLD MEMBER -Leaves home. | Within 10 days of date known | 10 days | VQ | NOAA or AN |
SHELTER COSTS | Only if change of residence -If so, within 10 days. | 10 days | ENTITLEMENT TO STANDARD VQ ACTUAL UTILITY COST VS25 | NOAA or AN |
DEPENDENT CARE COSTS | NONE | 10 days | VQ | NOAA or AN |
MEDICAL COSTS | NONE | 10 days | VS25 | NOAA or AN |
Verification at Reported Change The following items must be verified if not previously verified.
The following items must be verified if questionable.
The following items must be verified if the source has changed or the amount has changed by more than $25.
Income, total medical expenses and actual utility costs which have changed by $25 or less may be verified if reported information is incomplete, inaccurate, inconsistent or outdated.
VERIFICATION CODES FOR REPORTED CHANGES VR - This information must be verified. VQ - This information must be verified if ouestionable. VIO - This information must be verified if incomplete, inaccurate,
inconsistent or outdated. VS25 - This information must be verified if the source has changed or the amount has changed by more than $25.
Notices at Reported Change An advance notice of adverse action (NCAA) is issued at least ten days before the effective date of the action. An NOAA will be issued when the household's benefits will decrease or the case will close if:
An adequate notice must be received on or before the date the household normally receives its food stamp allotment. An adequate notice will be issued if:
No notice is required if:
NOTICE CODES FOR REPORTED CHANGES
AN - Issue an adequate notice. NOAA - Issue an advance notice of adverse action. NGN - No notice is required.
QUARTERZiY REPORTIHQ - CHART
TYPE OP CHANGE | REPORTING REQUIREMENT | PROCESSING STANDARD | VERIPICATION CODE | NOTICE CODE |
EARNED INCOME | When QR form is submitted | End of report month | VR | AN |
UNEARNED INCOHE Change in source | When QR form is submitted | End of report month | VR | AN |
UNEARNED INCOME Increases or decreases [GREATER THAN] $25. | NONE | End of report month | VIO | AN |
UNEARNED INCOME Increases [GREATER THAN] $25. | When QR form is submitted | End of report month | VIO | AN |
UNEARNED INCOME Decreases [GREATER THAN] $25 but [LESS THAN] $50. | When QR form is submitted | End of report month | VR | AN |
UNEARNED INCOME Decreases [GREATER THAN] $50 | When QR form is submitted | End of report month | VR | AN |
LIQUID RESOURCES $2,000 or more | When QR form is submitted | End of report month | VIO | AN |
VEHICLES Acquires a vehicle, | When QR form is submitted. | End of report month | VIO | AN |
ADDRESS/ RESIDENCE | As soon as knovm. | By next allotment. | VQ | AN |
HOUSEHOLD MEMBER -Enters home. | When QR form is submitted | By end of report month | VQ | AN |
HOUSEHOLD MEMBER -Leaves home. | When QR foirm is submitted | By end of report month | VQ | AN |
SHELTER COSTS | Only if change of residence -If so, when QR form is submitted. | By end of report month | ENTITLEMENT TO STANDARD VQ ACTUAL tJTILITY COST VS25 | AN |
DEPENDENT CARE COSTS | NONE | By end of report month | VQ | AN |
MEDICAL COSTS | NONE | By end of report month | VS25 | AN |
VERIFICATION AT QUARTERLY REPORT
EARNED INCOME MUST BE VERIFIED.
The following items must be verified if the source has changed or the amount has changed by more than $25.
The following items must be verified if not previously verified.
The following items must be verified if ouestionable.
Income, total medical expenses and actual utility costs which have changed by $25 or less may be verified if reported information is incomplete, inaccurate, inconsistent or outdated.
VERIFICATION CODEB FOR REPORTED CHANGES
VR - This information must be verified.
VQ - This information must be verified if Questionable.
VIO - This information must be verified if incomplete, inaccurate,
inconsistent or outdated. VS25 - This information must be verified if the source has changed or the amount has changed by more than $25.
NOTICES AT QUARTERLY REPORT
An adequate notice will be issued to any household whose food stamp allotment will change as a result of information reported on the quarterly report. The adequate notice must be received by the household before or at about the same time the household's allotment will normally be received. The adequate notice must advise the household of:
- The nature of the change;
- The reason for the change; and
- The effective date of the change.
An automated notice may be issued in most circumstances. See APPENDIX H to the DCO User's Manual.
No notice is required if:
NOTICE CODES AN - Issue an adequate notice.
NON - No notice is required.
OCCASZONXL REPORTING - CHART
Typ* of Chang* | Reporting Requirenent | Processing standard | Verification CODE | Notice CODE |
INCOME -Change in source. | Within 10 days of date known | 10 days | VR | NOAA or AN |
INCOME -Increases or decreases [LESS THAN] $25. | NONE | 10 days | VIO | NOAA or AN |
INCOME -Increases [GREATER THAN] $25 | Within 10 days of date Icnown | 10 days | VIO | NOAA or AN |
INCOME - Decreases [GREATER THAN] $25 BUT [LESS THAN] $50. | Within 10 days of date known | 10 days | VR | AN |
INCOME -Decreases [GREATER THAN] $50. | Within 10 days of date known | 10 days / no later than next month | VR | AN |
LIQUID RESOURCES Reach or exceed $2,000 | Within 10 days of date known | 10 days | VIO | NOAA or AN |
VEHICLES Acquires a vehicle | Within 10 days of date known | 10 days | VIO | NOAA or AN |
ADDRESS/ RESIDENCE | Within 10 days of date known | 10 days / Before next allotment. | VQ | AN |
HOUSEHOLD MEMBER -Enters home. | within 10 days of date known | 10 Days / no later than next month. | VQ | NOAA or AN |
HOUSEHOLD MEMBER -Leaves home. | Within 10 days of date known | 10 days | VQ | NOAA or AN |
SHELTER COSTS | Only if change of residence -If so, within 10 days, | 10 days | ENTITLEMENT TO STANDARD VQ ACTUAL UTILITY COST VS25 | NOAA or AN |
DEPENDENT CARE COSTS | NONE | 10 days | VQ | NOAA or AN |
MEDICAL COSTS | NONE | 10 days | VS25 | NOAA or AN |
Verification at Reported Change The following items must be verified if not previously verified.
The following items must be verified if questionable.
The following items must be verified if the source has changed or the amount has changed by more than $25*
Income, total medical expenses and actual utility costs which have changed by $25 or less may be verified if reported information is incomplete, inaccurate, inconsistent or outdated.
VERIFICATION CODES FOR REPORTED CHANGES
VR - This information must be verified.
VO - This information must be verified if questionable.
VIO - This information must be verified if incomplete, inaccurate,
inconsistent or outdated. VS25 - This information must be verified if the source has changed or the amount has changed by more than $25.
Notices at Reported Change An advance notice of adverse action (NOAA) is issued at least ten days before the effective date of the action. An NOAA will be issued when the household's benefits will decrease or the case will close if:
An adequate notice must be received on or before the date the household normally receives its food stamp allotment. An adequate notice will be issued if:
No notice is required if:
NOTICE CODES FOR REPORTED CHANGES
AN - Issue an adequate notice. NOAA - Issue an advance notice of adverse action. NON - No notice is required.
QUARTERLY REPORTIMQ - CHART
TYPE OP CHANGE | REPORTING REQUIREMENT | PROCESSIMG STANDARD | VERIFICATION CODE | NOTICE CODE |
EARNED INCOME | When QR form is submitted | End of report month | VR | AN |
UNEARNED INCOME Change in source | When QR form is submitted | End of report month | VR | AN |
UNEARNED INCOME Increases or decreases [GREATER THAN] $25. | NONE | End of report month | VIO | AN |
UNEARNED INCOME Increases [GREATER THAN] $25. | When QR form is submitted | End of report month | VIO | AN |
UNEARNED INCOME Decreases [GREATER THAN] $25 but [LESS THAN] $50. | When QR form is submitted | End of report month | VR | AN |
UNEARNED INCOME Decreases [GREATER THAN] $50 | When QR form is submitted | End of report month | VR | AN |
LIQUID RESOURCES $2,000 or more | When QR form is submitted | End of report month | VIO | AN |
VEHICLES Acquires a vehicle. | When QR form is submitted. | End of report month | VIO | AN |
ADDRESS/ RESIDENCE | As soon as known. | By next allotment. | VQ | AN |
HOUSEHOLD MEMBER -Enters home. | When QR form is submitted | By end of report month | VQ | AN |
HOUSEHOLD MEMBER -Leaves home. | When QR form is submitted | By end of report month | VQ | AN |
SHELTER COSTS | Only if change of residence -If so, when QR form is submitted. | By end of report month | ENTITLEMENT TO STANDARD VQ ACTUAL UTILITY COST VS25 | AN |
DEPENDENT CARE COSTS | NONE | By end of report month | VQ | AN |
MEDICAL COSTS | NONE | By end of report month | VS25 | AN |
VERIFICATION AT QUARTERLY REPORT
EARNED INCOME MUST BE VERIFIED.
The following items must be verified if the source has changed or the amount has changed by more than $25.
The following items must be verified if not previously verified.
The following items must be verified if questionable.
Income, total medical expenses and actual utility costs which have changed by $25 or less may be verified if reported information is incomplete, inaccurate, inconsistent or outdated.
VERIFICATION CODES FOR REPORTED CHANGES
VR - This information must be verified.
VO - This information must be verified if questionable.
VIO - This information must be verified if incomplete, inaccurate,
inconsistent or outdated. VS25 - This information must be verified if the source has changed or the amount has changed by more than $25.
NOTICES AT QUARTERLY REPORT
An adequate notice will be issued to any household whose food stamp allotment will change as a result of information reported on the quarterly report. The adequate notice must be received by the household before or at about the same time the household's allotment will normally be received. The adequate notice must advise the household of:
- The nature of the change;
- The reason for the change; and
- The effective date of the change*
An automated notice may be issued in most circumstances. See APPENDIX H to the DCO User's Manual.
No notice is required if:
NOTICE CODES
AN - Issue an adequate notice.
NON - No notice is required.
016.20.95 Ark. Code R. 003