Clients report changes in their circumstances by telephone, office visit, report form or other statements made in writing. Any adult in the filing group can report a change. The change is considered reported the day it is received by the department. When a change is reported for one program, consider it reported for all programs in which the client participates. When reported the total change must be acted on, not just part of the change. For example, the client reports one job ended but started another job. The income from the new job must be verified and coded when the old income is removed. Another example is a client reporting the birth of a child. The father of the child also lives in the household. In the SNAP program, the child, the father, and his income must be placed on the case at the same time.

Clients in CRS are required to report certain changes, as described in SNAP-H.2. However, when any change is reported, regardless of whether it was required or not, it must be acted on for SNAP. Sometimes, the action is simply to note that a change was reported, because it does not affect the benefit amount. Other times, the action will be to recalculate benefits and send the appropriate notice.

QC Hot Tip Narrate the reported change and the action taken. If no action taken, narrate the reason why.

Clients in CRS must report most changes within 10 days of their occurrence. The 10-day time frame starts when the change occurs.

• The 10-day time frame for earned income begins the day the client receives the first paycheck from a new job or reflecting a change in rate of pay or the last day of employment when a job ends;

• The 10-day time frame for unearned income begins as soon as the client receives the new or changed payment.

This requirement to report within 10 days applies to all changes.

Reporting Changes – Overview: 461-170-0010

If the case is in SRS, the client is required to report changes as described in SNAP-H.2 below. The SNAP office is required to act on all changes that a client is required to report and all changes that increase benefits. However, if the change decreases benefits, it is only acted on if the reported information is considered verified upon receipt (SNAP-F.8).

For SRS, changes must be reported by the 10th day of the month after they occur.

Changes That Must be Reported: 461-170-0011

Clients in TBA are not required to report any changes. However, if a change is reported, the worker must take action if it will increase benefits. Do not take action if a reported change will reduce benefits while the household is receiving TBA, with one exception: if a household member applies for SNAP in another household, remove them from the TBA household so that they can be added to the other benefit group (SNAP-C.7).

Changes That Must be Reported: 461-170-0011
Effective Dates; Cases Receiving Transitional Benefit Alternative (TBA): 461-180-0081

Following are the changes that SNAP clients must report. Clients cannot be required to report any more than these items. Therefore, if they fail to report something that changes their eligibility (GP-A.30), but it was not a required change as listed here, there is no overpayment. For example, if rent is reduced for a client who did not move, the change is not required to be reported and there is no overpayment if the client does not report the change. However, if they fail to report a change that is required to be reported, and as a result, they receive more benefits than they were entitled to, then the department must file an overpayment.

SNAP clients in CRS must report:

• Changes in members of the filing group (SNAP-C.2) and any resulting changes in income.

• Changes in employment, such as getting a job or quitting or losing a job.

• Changes in source of income.

• Changes in amount of income as follows:
  • - For unearned income in the CRS, changes of more than $50 per month, except a change in a public assistance grant.

  • - For earned income in the CRS, changes of more than $100 a month, except for the annual increase in state minimum wage.

• When they move to a different dwelling, including the change in shelter costs resulting from the move.

• A change in the legal obligation to pay child support.

• When cash on hand, stocks, bonds and money in bank accounts reach or exceed the appropriate resource limit.

• The acquisition or change in ownership of nonexcluded vehicles.

Changes That Must be Reported: 461-170-0011

SNAP clients in SRS must report:

• When countable income (GP-A.43) exceeds the countable income limit for SNAP (130 percent FPL) (SNAP-F.2).

Changes That Must be Reported: 461-170-0011

SNAP clients in TBA are not required to report any changes.

Changes That Must be Reported: 461-170-0011

Some changes initiated by the state or federal government affect significant portions of or the entire caseload. Because the department is notified of these changes by the agencies responsible, clients do not need to report the changes. These changes include:

• Periodic cost-of-living adjustments to SSB, SSD or SSI benefits;.

• Periodic cost-of-living adjustments to other assistance programs administered by the department;.

• Changes in eligibility (GP-A.30) criteria due to legislative or regulatory actions;

• Adjustments to the SNAP countable (SNAP-F.2) and adjusted (SNAP-F.25) income limits, Thrifty Food Plan (SNAP-F.24), dependent care deduction (SNAP-F.18), utility standard (SNAP-F.22), excess shelter deduction and/or standard deduction (SNAP-F.17). These adjustments generally are effective October 1.

For these mass changes, no client notice is required.

Notice Situation; Mass Changes: 461-175-0250

F	SEE MP-WG #20.

A person is ineligible for SNAP when they are incarcerated (county and state systems). The OPAR Data Match Unit (DMU) Corrections Project team identifies incarcerated individuals who are receiving SNAP benefits. When warranted, DMU closes the SNAP case according to the procedures below.

Closures by DMU: single person cases

When no release date is listed on the jail Web site, or the release date is beyond the end of the month in which DMU becomes aware of the incarceration, the Corrections Team will close the SNAP benefits when the incarcerated person is the only one on the case. 

• When the Corrections Team closes a SNAP case, they will disable the client’s EBT card to preserve benefits for use upon their release;
  

• Corrections Team staff will send the client 10-day notice FSC1PNE. Under Worker Name/Phone, "Contact local branch worker” will be listed;
  

• TRACS entry will be made on the client’s record to indicate the SNAP benefits were closed.
  

Inactivation by DMU: single person cases

When no release date is listed on the jail Web site, or the release date is beyond the end of the month in which the Corrections Team becomes aware of the incarceration and there is not enough time for a 10-day notice, the team will place the client’s EBT card into an inactive status.

The Corrections Team will make a TRACS entry on the client’s case to indicate that the EBT card was inactivated due to incarceration.

These cases will be reviewed at the beginning of the following month and closed if the client is still incarcerated. Notice FSC1PNE will be sent. If the client is no longer incarcerated a TRACS narrative will be entered indicating no action to SNAP.

Cases requiring branch action

The Corrections Team will not take action on any SNAP case with multiple people receiving SNAP benefits. 

• When such a case has been identified, the Corrections Team will send an Outlook email advising the home branch of the client’s incarceration status;

• Each branch will have procedures in place so the transfer clerk can forward the email to the appropriate person for necessary case action.

The local office is required to take action when information is received that a person is in prison. This includes sending a close or reduction notice. For SNAP, the notice must always be a timely continuing benefit decision notice (10-day). Workers may use notice FSC1PNE (to close) or FSR1PWE (to reduce) on Notice Writer.

For cases in CRS or SRS:

1. Regardless of whether the release date is known, send notice to close or reduce benefits and remove the person from the SNAP case.

2. If the person is released before the effective date of the notice and contacts the local office before that date, the worker can do a ROP transaction or add the person to an open case as of the first of the next month. If the contact is made on the first of the next month or later, follow add a person policy for open cases or have the person reapply for closed cases.

F	FOR CRS OR SRS CASES, SEE EXAMPLE #1 IN PRISON DISCREPANCY LISTS EXAMPLES (SNAP H - EXAMPLES 5).

For cases in TBA:

1. Determine if the release date is known. If expected to be before the effective date of closure, narrate the incarceration report and that no action is needed due to expected release on date.

2. For those persons with no release date or an expected release after the effective date of closure, determine if the person is head of household on the SNAP case.

3. If head of household is incarcerated, send notice of closure and close the TBA.

4. If the incarcerated person is not head of household, narrate the report and do not remove the person from the SNAP case.

F	FOR TBA CASES, SEE EXAMPLE #2 IN PRISON DISCREPANCY LISTS EXAMPLES (SNAP H - EXAMPLES 5).

F	SEE SNAP-B.11 FOR MORE ABOUT VERIFICATION OF CERTAIN CHANGES.

F	SEE SNAP-H.13 FOR MORE ON USE OFNOTIFICATION OF INFORMATION OR VERIFICATION NEEDED (DHS 210A).

F	SEE SNAP-WG #6 FOR MORE INFORMATION ON PROCESSING CHANGES.

CRS

Quite often changes are reported during the certification period. Sometimes these changes are reported with all the information needed to take action. Other times, the reported information is incomplete and additional information is needed. In these instances, send the Notice of Information or Verification Needed (DHS 210A) to the household giving them at least 10 days to provide the additional information. Clients may be allowed more than 10 days but not less. The worker notes the due date for the information on the DHS 210A. The due date depends on the time of the month and the individual client's situation. For example, a client reports a new job on April 30; the DHS 210A is sent asking for the additional information due by May 11 to allow the worker time to take appropriate action for June benefits.

Another example is a client reports on April 15 that they just got a job and will start working on April 20. The client will be working full time but does not know the rate of pay or pay dates. The DHS 210A is sent to the client. The worker gives a due date between May 1 and May 15 (worker choice) to provide the needed information. This allows the worker enough time to send a reduction notice or closure depending on the client's response to the request for additional information for June benefits.

When information is needed for continuing SNAP eligibility (GP-A.30) during the certification period, send the DHS 210A and let the client know what specifically is needed and that the client may call or mail the requested information to the office.

The time to act on reported changes depends on if the result of the change is to increase, or decease, or end benefits.

• Increase: If the result is to increase benefits and it is a change that must be verified (SNAP-B.11), such as income, verify the new income amount or the end of the income source before taking action to increase the SNAP benefits. The information must be requested using the form DHS 210A. If the requested verification is not provided by the due date, send notice to end or reduce benefits if lack of the verification means the worker is not able to accurately determine eligibility or benefit level.

• Decrease or End: If the result is to reduce or end benefits and it is a change that must be verified, such as income, immediately take action following the required 10-day notice time frames (SNAP-H.8) to reduce or end benefits based on the reported change. Also, send a DHS 210A asking for verification of the new information when taking a reduce action. It may be necessary to adjust benefits and send a second notice of reduction after the verification is provided by the client. If the requested verification is not provided by the due date, send notice to end or reduce benefits if lack of the verification means the worker is not able to accurately determine eligibility or benefit level.

If the requested information is not provided by the due date, one of two actions is required:

• Send a 10-day continuing benefit decision notice to close or reduce benefits when unable to determine continued eligibility; or

• Send a 10-day continuing benefit decision notice to end a deduction (GP-A.43) if the information needed is to compute benefits based on a reported change in a deductible cost. Most commonly this applies to a reported move but the new rent and utilities are unknown.

Sometimes the requested information is received between the date the close or reduce notice was sent and the effective date for the close or reduce action. When this occurs, recalculate benefits based on the new information and continue the certification period.

No additional notice is necessary if the prior notice anticipated the same or a lesser amount of benefits. If the requested information is received after the effective date for the closure, a new application is required. If the new information is received after the effective date for the reduction, action on the information is effective the first of the month following the date the information is received.

Federal regulations prohibit the state from requiring a client to come to the branch office in the middle of their certification period. The exceptions to having the client come to the office in the middle of the certification period are:

• An exempt person becomes mandatory and a meeting is set up to discuss OFSET (SNAP-D.7) and write the case plan (this is an eligibility requirement); or

• When an OFSET case plan says the client is to come to the office to confer on the progress with their plan. Note: the plan must identify this intent.

F	SEE EXAMPLES ON ACTIONS WHEN HEAD OF HOUSEHOLD LEAVES THE CASE, INCLUDING DUE TO DEATH (SNAP-H - EXAMPLES 6).

SRS

Clients only need to report two changes while in SRS. However, clients may want to report changes that will increase their benefits. These changes are reduction in income or an increase in deductible costs (GP-A.16) (i.e., shelter, child care, court-ordered support or medical). As always, anytime a client reports a change that will increase benefits, the worker is required to take action for the first of the next month.

As with CRS, an action is always necessary when a client reports a change that they are required to report. In SRS, this is primarily income over the countable income limit. The difference between SRS and CRS is that no action is necessary when a change is reported that will decrease benefits unless the information is considered verified upon receipt (SNAP-F.8). In other words, does the worker have enough information to act on the reported change? If yes, take the action to reduce benefits after the appropriate notice period has ended.

TBA

Clients in TBA are not required to report changes. If the client reports a change that will increase benefits, they may reapply. If the group will get more SNAP using the current situation, recertify the SNAP case and end TBA. Continue TBA to the end of the TBA period if the change would reduce SNAP benefits. Act only on the following changes that will decrease benefits: when a person in the TBA benefit group (SNAP-C.7) moves into another household and applies for SNAP in that household, the person will be removed from the TBA benefit group and added to the new household after the appropriate notice period ends.

F	SEE THE FOLLOWING SITUATIONS: EXAMPLE #4 FOR NEW INCOME; EXAMPLE #5 FOR NEW HOUSEHOLD MEMBER; AND EXAMPLE #6 FOR JOB QUIT OR NEW JOB OF THE ACTION ON CHANGES DURING THE CERTIFICATION PERIOD (SNAP-H - EXAMPLES 6).

F	SEE MULTIPLE PROGRAM WORKER GUIDE #21 (MP-WG #21) FOR INFORMATION ON TRANSFERRING CASES.

F	SEE CHANGES EXAMPLES #3, #4 AND #5 FOR NEW INCOME, JOB QUIT, AND NEW MEMBER (SNAP-H - EXAMPLES 6).

Overview. The effective date is the day that an action will be taken or a change made on a case. When a change is not made on a case by the effective date, make the change as soon as possible and supplement benefits for the current month, restore lost benefits for past months or write an overpayment as appropriate. (Remember not to write an overpayment when the amount paid in error is due to an administrative error and is $100 or less.)

The effective date for an action is determined by the type of action and the reporting system.

Actions to close or suspend are effective on the last day of a calendar month. Actions to increase or reduce benefits are effective on the first day of a calendar month.

F	FOR ACTING ON CHANGES FROM THE REDETERMINATION, SEE SNAP- B.21.

Approval. See SNAP-B.16 for effective dates upon approval of an application or reapplication for SNAP.

Effective Dates; Initial Month SNAP Benefits: 461-180-0080

Denial. See SNAP-B.16 for effective dates upon denial of an application or reapplication for SNAP.

Effective Dates; Changes in Income or Income Deductions That Cause Increases: 461-180-0020
Effective Dates; Changes in Income or Income Deductions That Cause Reductions: 461-180-0030
Effective Dates; Denial of Benefits: 461-180-0060

Employed child turns 18. Count the earned income of a child in the budget month after the month in which the child turns 18. (For example, a child turns 18 on January 22. For cases in CRS, the child's earned income becomes countable (GP-A.17) in February.) For cases in SRS, count the earned income of a child in the seventh month if the child turned 18 during the first six months of the certification period unless the client provides verification of the child's earned income during the SRS period. Count the earned income of the child with the next certification action if the child turned 18 in the seventh or later month of the certification period.

Effective dates for changes reported for SRS on Interim Change Report form. Changes reported on the Interim Change Report For Supplemental Nutritional Assistance Program (SNAP) and Employment Related Day Care (ERDC) form (DHS 852) that cause benefits to be increased, reduced, closed or suspended are effective with the seventh month of the certification period. That is, changes causing closure and reported on the DHS 852 in SRS are effective the last day of the sixth month of the certification period. Changes causing increases or reductions and reported on the DHS 852 are effective the first day of the seventh month of the certification period.

Effective Dates; Changes in the Simplified Reporting System (SRS); ERDC, SNAP: 461-180-0006

Effective dates for changes reported via other means. When changes are not reported on the DHS 852 form, the effective date is not so immediate. Changes that cause closure or suspension of benefits are effective the last day of the month after the 10-day notice period expires.

Increased benefits. The effective date for changes that will increase benefits varies depending on whether or not verification is requested and when the proof is received. A reported change that will increase benefits is effective the first of the following month, if additional information or verification is not requested. If verification is requested on a DHS 210A and the client is given at least 10 days to provide the verification, the effective date for the change is:

• The first of the month following the date the client reported the change if the information is received no later than the 10th day (or later if given longer than 10 days). If the verification due date is after the first of the month, a restoration of benefits is necessary;

• The first of the month following the date the client provided the verification if the proof is received after the verification due date (at least 10 days).

Reduced benefits. Changes causing reductions are effective the first day of the month after the 10-day notice period expires.

Effective Dates; Changes in Income or Income Deductions That Cause Reductions: 461-180-0030
Effective Dates; Suspending or Closing Benefits and JOBS Support Service Payments: 461-180-0050
Effective Dates; Removing an Individual: 461-180-0120

Changes causing increases have different effective dates, depending on when the client reports the change and whether it has to do with adding a person. If the client reports the change prior to the month in which it will occur, the effective date is the first of the month in which it will occur, unless the change is for adding a person.

When they report the addition of a person, the effective date is the first of the month after they report the person has joined the household. Even if they report that a person will join their household in advance, benefits are not increased until the month following when the change occurs. When the change is not reported until the month it occurs or later, the effective date is the first of the month following the date the change was reported.

Effective Dates; Adding a New Person to an Open Case: 461-180-0010

F	SEE EXAMPLE OF ACTING ON CHANGES IN CRS, #3 OF EFFECTIVE DATES (SNAP-H - EXAMPLES 8).

SRS

Clients in SRS are only required to report when their income exceeds the countable income limit (130 percent FPL) (SNAP-F.2). Anytime a client reports these changes, take the appropriate action. For income, close or reduce benefits at the end of the 10-day notice period. For all other reported changes in SRS, take action to reduce or close SNAP benefits only if the reported change is considered verified upon receipt (SNAP-F.8). Take action to increase benefits that are considered verified upon receipt using regular change reporting time frames.

Changes That Must be Reported: 461-170-0011
Effective Dates; Changes in the Simplified Reporting System (SRS); ERDC, SNAP: 461-180-0006

F	SEE EXAMPLES OF ACTING ON CHANGES IN SRS, #4 THRU #9 OF EFFECTIVE DATES (SNAP-H - EXAMPLES 8).

TBA

For cases in TBA, the benefits are frozen. Do not increase or reduce benefits during the TBA period, unless a member of the household applies for SNAP as a member of another household. Use regular CRS time frames. Only close SNAP benefits during the TBA period if the client requests case closure or it becomes known that the household has moved out of state or is otherwise ineligible for SNAP. All other reported changes that result in reduced benefits will be held until the household reapplies for SNAP benefits after the TBA period ends. If the household reports a change that will increase benefits, they may reapply. End TBA and recertify if the group is eligible for more SNAP benefits using the current situation.

F	SEE SNAP-F.9 FOR MORE INFORMATION ABOUT REAPPLYING WHILE GETTING TBA.

F	SEE EXAMPLES OF ACTING ON CHANGES IN TBA, #10 AND #11 OF EFFECTIVE DATES (SNAP-H - EXAMPLES 8).

Changes That Must be Reported: 461-170-0011
Effective Dates; Cases Receiving Transitional Benefit Alternative (TBA): 461-180-0081

Effective dates for special circumstances. Situations that are exceptions to the effective dates described above are:

• Ending disqualifications that are not related to work programs. For an IPV (GP-C.5) disqualification where the person is required to be in the filing group (SNAP-C.2), end the disqualification the day after the disqualification has been served. (This is assuming the person has no additional IPV period to serve and meets all other SNAP eligibility requirements.)

  For other disqualifications requiring cooperation (such as when a client refuses to provide an SSN (SNAP-D.6)), end the disqualification the date they agree to cooperate. Follow "add a person" policy to add this person to an open SNAP case;

  Effective Dates; Ending Disqualifications: 461-180-0065

• The effective date for ending an employment program disqualification is the first of the month after the client fulfills the requirements to end the disqualification on an open SNAP case;

  Effective Dates; Ending Disqualifications: 461-180-0065

• Reductions pending a hearing decision. When the department is upheld, begin work program disqualifications the first of the month following issuance of the hearing order. Work program disqualifications include failure to cooperate with OFSET, job quits, etc. See SNAP-D.18 for a complete list of the work program disqualifications.

  When the department is upheld on other issues, the effective date remains the same as in the original notice which caused the hearing request. Therefore, benefits issued in error from that effective date until the action is taken are an overpayment;

  Effective Dates; Reductions Delayed Pending a Hearing Decision: 461-180-0105

• Restored benefits (IB-B.1). When clients are underpaid benefits or have benefits denied or closed in error, they are entitled to a late payment for the benefits they should have gotten. This late payment is called a restoration of lost benefits. When an administrative error caused the underpaid benefits, the effective date of restoration is the date the error was made, up to a maximum period of 12 months.

Notice Situation; Restoring SNAP Benefits: 461-175-0320

When benefits have been suspended, the effective date is the month after the one-month suspension.

Effective Dates; Changes in Income or Income Deductions That Cause Increases: 461-180-0020
Effective Dates; Changes in Income or Income Deductions That Cause Reductions: 461-180-0030
Effective Dates; Suspending or Closing Benefits and JOBS Support Service Payments: 461-180-0050
Effective Dates; Removing an Individual: 461-180-0120
Effective Dates; Restored Benefits: 461-180-0130

Overview. A decision notice must be sent to the filing group (SNAP-C.2) when benefits are approved, denied, reduced or closed. The notice can be computer generated or sent manually. This includes when a client asks for more benefits for a specific reason.

Some examples include:

• Request to include a medical deduction that was paid in the prior certification period using a VISA and the client is now paying the VISA payment each month;

• Request for retroactive or restored benefits when they report today that the rent changed three months ago;

• Request retroactive or restored benefits for a person who moved in a month ago.

The notice must always contain certain information. Notices are standardized, so that most of the required information is preprinted. The standard, preprinted information consists of the hearing rights and procedures around hearings. The part that is not standard consists of the action that the department intends to take, the effective date (GP-A.25) of that action, the reason for the action, the date of the notice and a contact person's name and telephone.

F	SEE GP-J.1 FOR GENERAL INFORMATION ON DECISION NOTICES.
F	SEE GP-J.3 FOR INFORMATION ON THE NOTICE PERIOD.

What a Decision Notice Must Include: 461-175-0010
Notice Situations; General Information: 461-175-0200

Types of notices. Following are the three types of decision notices:

• Basic decision notice. This notice is mailed no later than the date of the planned action, gives the client a right to request a hearing, but does not give the right to continued benefits while the hearing decision is pending. This notice is generally sent on approval actions, denial actions, or when a certification ends;

• Continuing benefit decision notice. This notice is mailed in time to be received by the date benefits are or would be received, gives the client a right to request a hearing and gives the right to continued benefits while the hearing decision is pending. This notice is generally sent in situations where the client has waived their right to a timely (10-day) notice by reporting the information on and signing an Interim Change Report For Supplemental Nutritional Assistance Program (SNAP) and Employment Related Day Care (ERDC) (DHS 852);

• Timely continuing benefit decision notice. This notice is mailed no later than 10 calendar days before the effective date of the action. The 10-day count begins the day the notice is put into the mail. Remember that FSMIS computer-generated notices are not mailed until the working day after information is keyed into the system. Notice Writer notices generally take two days to be put into the mail. This notice gives the client a right to request a hearing and gives the right to continued benefits while the hearing decision is pending. This notice is generally sent in prospective budgeting systems (SNAP-F.6).

F	SEE MP-WG#18 FOR A CALENDAR OF 10-DAY NOTICE DEADLINES.

F	SEE GP-J.2 FOR ADDITIONAL INFORMATION ON THE TYPES OF NOTICES.

Definitions for Chapter 461: 461-001-0000
Notice Period: 461-175-0050
Notice Situation; Lump-Sum: 461-175-0240
Notice Situation; SRS or TBA: 461-175-0270
Notice Situation; Prior Notice: 461-175-0300
Notice Situation; Removing an Individual From a Benefit Group (EXT, MAA, MAF, OHP, REF, REFM, SAC, SNAP, TANF) or Need Group (ERDC): 461-175-0305

For SNAP, no notice is needed when:

• Everyone in the benefit group (SNAP-C.7) is deceased;

• A hearing upholds the department's decision, and a notice was sent before the client requested the hearing;

• The filing group has moved out of Oregon;

• In CRS cases only, department mail has been returned with no forwarding address and the client's whereabouts are unknown;

• There is a mass change;

• A drug or alcohol treatment center is disqualified by FNS as a retailer or an authorized representative (SNAP-B.14) or loses its state certification;

• An adult foster care (GP-A.15) home loses its state license;

• A residential care facility is disqualified as an authorized representative or loses its state certification;

• A client is notified of benefits changing month to month at application (usually given on the Notice of Income and Benefit Calculation (DHS 7294));

• Client applied on a joint application for SNAP and cash benefits, when the receipt of a new public assistance grant reduces the SNAP (because the client received prior notice of this when they signed the Your Rights and Responsibilities (DHS 415R) or Rights and Responsibilities (SDS 539R));

• An ongoing client reapplies for SNAP during the certification period (e.g., checks the food benefit box on the application when applying for medical benefits);

• A group was previously notified they would receive a restoration of benefits over a period of time, and the restoration payments end at the end of that time;

• Benefits are reduced when the SNAP certification period is extended following receipt of verification requested during expedited service.

Notice Situations; General Information: 461-175-0200
Notice Situation; Client Moved or Whereabouts Unknown: 461-175-0210
Notice Situation; Nonstandard Living Situations: 461-175-0230
Notice Situation; Mass Changes: 461-175-0250
Notice Situation; Prior Notice: 461-175-0300
Notice Situation; Restoring SNAP Benefits: 461-175-0320
Notice Situation; Voluntary Action: 461-175-0340

F	SEE GP-J.4 FOR GENERAL NOTICE SITUATION INFORMATION.

Continuing benefits. For the last two notices above, the client must request continued benefits within a specific time frame, in order to qualify for the continued benefits. They must make the request either within 10 days of the mailing of the notice, or on or before the effective date (GP-A.25) of the action. When this request period ends on a weekend or holiday, extend it to the next working day.

When the client makes this request timely, continue their SNAP benefits in the same manner and amount as prior to the notice. Maintain benefits at this level until the hearing takes place or until another change in circumstances occurs that requires another notice and a new benefit amount.

When the hearing decision is in the favor of the department, the continued benefits are an overpayment, unless the hearing issue was a SNAP work program disqualification (SNAP-D.18) issue. For those issues, impose the disqualification instead of writing an overpayment.

What a Decision Notice Must Include: 461-175-0010

When notices are void. Notices become void when the reduction or closure is not initiated on the effective date stated on the notice, unless the delay resulted from the client's hearing request. Also, the department may amend a decision notice with another decision notice or a contested case notice, amend a contested case notice, delay a reduction or closure of benefits as a result of a client's request for hearing or extend the effective date on a decision notice or a contested case notice and this does not cause a decision notice to become void. Once a notice becomes void, a 10-day notice is needed to reduce or close benefits for a future date.

Notice Situations; General Information: 461-175-0200

Unusual notice situations. The following situations do not follow the general rules stated above about when certain types of notices must be used:

• Benefits less than 30 days. Only a basic decision notice is required (like other approvals) when the initial approval notice tells the client when benefits will end. However, if a separate notice is sent, it must be a timely continuing benefit decision notice;

• Intentional Program Violations (IPVs) (GP-C.5). When the client signs a waiver, send a continuing benefit decision notice. When the client is disqualified through other legal proceedings, send a basic decision notice;

• The client enters an institution, is placed in skilled nursing care, intermediate care, long-term hospitalization, official custody or a correctional facility. Send a timely continuing benefit decision notice;

• The client leaves a residential A&D facility in which they received SNAP benefits through an authorized rep. Send a basic decision notice (NOTM FSC1DAL) to the facility. Send a timely continuing benefit decision notice to the client to close;

• Overpayments. Send a timely continuing benefit decision notice the first time a filing group is being notified that benefits will be reduced to recover an overpayment. If the overpayment then follows a person who was notified to a new group, send another timely continuing benefit decision notice;

• Restoration of lost benefits. Send a basic decision notice, Notice of Restoration of Benefits (DHS 362), informing the client of the amount of the restoration, any offsetting that was done and the method of restoration;

• An adult client requests reduction of benefits or closure. When a client requests a reduction or termination of benefits by phone, send a timely continuing benefit decision notice. Any adult in the filing group may request a reduction or termination of benefits by signing the Voluntary Agreement to Reduce or Close Benefits or Withdraw Application and Notice of Action Taken (DHS 457D). When the adult making the request is not the head of household, send a basic decision notice (such as NOTM Speedee Note) as a courtesy to the primary person;

• The filing group states that they wish to withdraw the application for benefits. Send the client a basic decision notice;

• Changing report method from CRS, SRS, or TBA to CRS, SRS or TBA during the certification period. A continuing benefit decision notice should be sent so that it is received before the effective date of the change.

Continuation of Benefits: 461-025-0311
Notice Situation; Benefits for Less Than 30 Days: 461-175-0205
Notice Situation; Client Moved or Whereabouts Unknown: 461-175-0210
Notice Situation; Disqualification: 461-175-0220
Notice Situation; Nonstandard Living Situations: 461-175-0230
Notice Situation; SRS or TBA: 461-175-0270
Notice Situation; Overpayment Repayment: 461-175-0290
Notice Situation; Restoring SNAP Benefits: 461-175-0320
Notice Situation; Voluntary Action: 461-175-0340

The DHS 210 or SDS 539H is used to inform applicants of verification needed to approve their request for benefits at certification and recertification.

• For 30-day processing, the pending notice must list proof needed to establish eligibility and state the application expiration date;

• For expedited service, the notice specifies verification that was not provided for the initial issuance and states when benefits will end if the requested verification is not returned on time. In addition, if the verification they provide causes a change in eligibility or benefits, the change will be made without further notice.

Once the determination is made that a pending notice is needed, benefits cannot be opened until the items pended for are received and processed. If an applicant fails to respond timely to a DHS 210 or SDS 539H, they must reapply and establish a new filing date to receive SNAP benefits. A denial notice is required.

F	SEE SNAP-B.10 FOR USING THE DHS 210 OR SDS 539H TO OBTAIN VERIFICATION.

The DHS 210A is used within the certification period. The DHS 210A is sent to give clients at least 10 days to respond to a request for information.

Use a DHS 210A when:

• A client wants to add a new household member, including a newborn, to an ongoing case. Request name, DOB, SSN, citizen/alien status and income information (when appropriate);

• A client reports a change, but does not provide adequate information or proof required to act on the change;

• More information is needed to determine whether to act on a change;

• Eligibility becomes questionable.

The information on the DHS 210A should be as specific as possible, so the client clearly understands what needs to be provided. The DHS 210A is not a timely notice. If the filing group fails to respond to the notice with information needed to determine eligibility, the worker must send a 10-day notice before reducing or closing benefits.

F	SEE SNAP-H.13 FOR MORE INFORMATION ON USING THE DHS 210A .

The DHS 487 is used within the certification period when a required report form is incomplete. The DHS 487 is sent to inform clients that more information is needed before the required report form can be processed.

Use a DHS 487 when:

• An Interim Change Report For Supplemental Nutritional Assistance Program (SNAP) and Employment Related Day Care (ERDC) (DHS 852) is received, but more information is needed to process the report for the next six-month period.

Benefits cannot be processed until the requested information is received. If the information is not received, FSMIS will automatically suspend and close benefits. FSMIS sends the notice and the worker does not need to send an additional notice.

F	SEE SNAP-F.8 AND SNAP-F.13 ON USING THE DHS 487 FOR SRS AND MRS CASES.

Section 5.   Prison discrepancy lists examples

For cases in CRS or SRS:

For cases in TBA:

Section 6.   Action on changes during the certification period examples

Actions when head of household leaves the case:

Section 8.   Effective dates examples

Acting on changes in CRS examples

Acting on changes in SRS examples

Acting on changes in TBA examples

Section 10.   Notices; general information examples