Glossary
In the glossary certain terms commonly used in the Food Stamp Program are listed alphabetically and defined.
Addict/Alcoholic Representative
An individual employed by a drug or alcoholic treatment center (approved under Public Law 91-616) and appointed by the center to act on behalf of its resident households in the food stamp application process. The representative is also authorized to use the food stamps on behalf of the center's resident household's.
Addict/Alcoholic Resident
Resident of an institution approved under Public Law 91-616 as a drug or alcohol treatment center. This includes private, non-profit centers and certain centers operated by Mental Health.
Aged/Disabled Household
Aged/disabled households are eligible for medical deductions for the aged/disabled member(s) and unlimited excess shelter costs. Furthermore, these households are not subject to the gross income eligibility pretest. Any household, including one person households, which contains an aged individual will be allowed up to $3,000 in countable resources.
An aged/disabled household must contain one of the following individuals:
1.An individual 60 or more years of age (or an individual who becomes 60 in month of application).
2.An individual who receives SSI under Title XVI of the Social Security Act or disability or blindness payments under Titles I, II, XIV, or XVI of the Social Security Act.
3.An individual who receives federally or state-administered supplemental benefits under section 1616 (a) of the Social Security Act provided that the eligibility to receive the benefits is based upon the disability or blindness criteria used under Title XVI of the Social Security Act (currently not provided in Arkansas).
4.An individual who receives federally or State-administered supplemental benefits under section 212 (a) of Public Law 93-66, commonly called State Supplement;
5.An individual who receives disability retirement benefits from a governmental agency because of a disability considered permanent under Section 221 (i) of the Social Security Act.
6.A veteran with a service-connected disability rated by the Veteran's Administration (VA) as total or paid by the VA as total under Title 38 of the United States Code.
7.A veteran who is considered by the VA to be in need of regular aid and attendance or permanently housebound under Title 38.
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8.A surviving spouse of a veteran who is considered by the VA to be in need of regular aid and attendance or permanently housebound.
9.A surviving child of a veteran considered by the VA to be permanently incapable of self-support under Title 38.
10.A surviving spouse or child of a veteran who is entitled to a VA payment under Title 38 due to the death of the veteran and, who also has a disability considered permanent under Section 221(i) of the Social Security Act. "Entitled" as used in this definition refers to those surviving spouses and children of veterans who are actually receiving such payments, or entitled to such payments but are not yet receiving them.
11.An individual who receives an annuity payment under section 2 (a) (1) (iv) of the Railroad Retirement Act of 1974 and is determined to be eligible to receive Medicare by the Railroad Retirement Board; or section 2 (a) (1) (v) of the Railroad Retirement Act of 1974 and is determined to be disabled based upon the criteria used under Title XVI of the Social Security Act.
12.Recipients of interim assistance benefits pending the receipt of Supplemental Security Income (SSI).
13.Recipients of permanent disability-related medical assistance benefits under Title XIX of the Social Security Act. This includes individuals found eligible for Medicaid through a decision of the Medical Review team, but does not include individuals eligible for Medicaid only as an adult relative in an AFDC case.
14.Recipients of disability-based State general assistance benefits. (There is no disability-based State general assistance program in Arkansas.)
VERIFICATION
.For SSI or SSA disability under titles I, II, X, XIV or IVI of the Social Security Act, the household must provide proof that the disabled individual is receiving benefits under one of the referenced titles.
.For veterans with a service connected disability rated or paid as total, the household must present a statement from the Veterans Administration (VA) which clearly indicates that the disabled individual is receiving VA disability for a service-connected disability and that the disability is rated or paid at the total rate by VA.
.For individuals considered disabled based upon a veteran's need for regular aid and attendance or as permanently housebound or for a surviving spouse of a veteran who is considered by VA to be permanently housebound or for a surviving child of a veteran who is considered by VA to be permanently incapable of self-support, the household must provide proof that the disabled individual is receiving VA disability benefits.
.For individuals receiving disability-related Medicaid through a decision of the Medical Review Team, verification may be found in the Medicaid Case.
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.For individuals to be considered disabled based upon being a spouse or surviving child of a veteran who has a disability considered permanent under section 221 (i) of the Social Security Act, the caseworker will refer to the most current list of disabilities considered permanent under the Social Security Act to verify disability. If it is obvious to the caseworker that the individual has one of the listed disabilities, the household will be considered to have verified disability. If the disability is not obvious, the household must provide a statement from a physician or licensed or certified psychologist certifying that the individual has one of the non-obvious disabilities listed.
.For disability determinations for individuals who are aged 60 or over and unable to purchase and prepare meals separately, the caseworker must use SSA's most current list of disabilities to verify whether an individual has a disability considered permanent under the Social Security Act. Only those individuals who suffer from one of the disabilities mentioned in the SSA list who are unable to purchase and prepare meals because of such disability will be considered disabled for the purpose of this provision.
If it is obvious to the caseworker that the individual is unable to purchase and prepare meals because he/she suffers from a severe physical or mental disability the individual will be considered disabled for the purpose of the provision even if the disability is not specifically mentioned on the SSA list.
If the disability is not obvious to the caseworker, the disability must be verified by a statement from a physician or licensed or certified psychologist certifying that, in the physician's/psychologist's opinion, the individual is unable to purchase and prepare meals because he/she suffers from one of the non-obvious disabilities mentioned in the SSA list or suffers from some other severe, permanent physical or mental disease or non-disease-related disability. The elderly and disabled individual (or his/her authorized representative) will be responsible for obtaining the cooperation of the individuals with whom he/she resides in providing the necessary income information about other household members to the county office.
.For individuals to be considered disabled under the provisions of the Railroad Retirement Act, the household must provide proof that the individual receives a Railroad Retirement disability annuity from the Railroad Retirement Board and is eligible to receive Medicare benefits.
Verification Tables for Disability
Type of Disability Required Verification
Individual receives Proof that the
SSA disability or SSI - individual is receiving
(Dot-point 1 above) such payments
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Type of Disability Required Verification
Veteran with a service A statement from the
connected disability - VA which clearly
(Dot-point 2 above) indicates that the
veteran is receiving
benefits for a
service-connected
disability rated as
total or paid at the
total rate -
Veteran in need of Proof that the
regular aid and attendance veteran is in
or housebound - receipt of VA
(Dot-point 3 above) disability benefits
Surviving spouse of Proof that the
veteran in need of individual is in
regular aid and attendance receipt of VA disability
or housebound benefits -
(Dot-point 4 above)
Surviving Child of Veteran Proof that the individual
who is permanently is in receipt of VA
incapable of self support disability benefits -
(Dot-point 4 above)
Surviving spouse or child None if the individual
of Veteran in receipt obviously has a
of death benefits but disability appearing
actually disabled as on the Social Security
defined by the Administration's most
Social Security Act - current list of
(Dot-point 4 above) disabilities considered
permanent under the
Social Security Act.
If the disability is
not obvious, a
statement from a physician
or licensed or certified
psychologist stating
that the individual
has one of the non-
obvious disabilities
listed will be required.
Recipient of Railroad Proof that the individual
Retirement disability annuity receives such benefits
from the Railroad Retirement and is eligible for
Board who is eligible for Medicare.
Medicare.
(Dot - point 5 above)
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Application Form (DCO-220)
An FNS approved form used by both NA and PA households to make application for the Food Stamp Program. The application form must be completed by a responsible household member or an authorized representative and submitted to the county office in the household's county of residence.
Attendant
Individual necessary for medical, housekeeping or child care reasons who is not part of the household.
Authorized Representative (AR)
A person designated by the household, spouse, or responsible household member to make application for food stamps or to use food stamps on the household's behalf. Drug addicts or alcoholics participating in a non-profit residential treatment or rehabilitation program will be represented by the facility. Residents of non-profit group living arrangements may be represented by the facility or an AR of their own designation.
Boarder
A person to whom a household furnishes lodging and meals for compensation. Boarders may not participate in the Food Stamp Program.
Boarding House (Commercial)
A commercial establishment which offers meals and lodging for compensation with the intention of making a profit. The statement of the proprietor or owner will be sufficient to determine that the establishment does or does not fit this definition.
Capital Gains
Proceeds from the sale of capital goods or equipment in a self- employment enterprise.
Case Head
The household member in whose name the case record will be maintained. The case will be filed in the county office under the name of the case head and all notices will be sent to the case head.
Categorically Eligible Household
Any household in which all members receive or are authorized to receive AFDC and/or SSI benefits with the following exceptions.
Exception 1 -The entire household is institutionalized.
Exception 2 -At least one household member has been disqualified as a result of an intentional program violation.
Exception 3 -The household has been disqualified for failure to comply with work registration, voluntary quit, job search or workfare.
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Categorically eligible households are not subject to the resource and income limitations of the Food Stamp Program.
Certification
Authorization of eligibility for a household to participate in the Food Stamp Program.
Certification Period
Length of time in calendar months a household is eligible to receive food stamps.
Certification Date
The date the caseworker completes and signs the DCO-233 authorizing the household to participate in the Food Stamp Program.
CMI (Central Mail Issuance)
The facility from which all food stamps are mailed. Neither the location or the telephone number of CMI will be divulged to a household participating in the Food Stamp Program or to the general public.
Collateral Contact
Person or agency designated to provide oral or written verification of information provided by a household.
The household normally designates the collateral contact. The caseworker will be able to designate a collateral contact if:
1.The household fails to designate a collateral contact; or
2.Designates a collateral contact which is not acceptable.
An acceptable collateral is one which can be expected to provide accurate, unbiased verification of the household's statements or circumstances.
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If the caseworker chooses to designate the collateral contact, the household will be given prior written or oral notice. The household will be advised in the notice that it has three options:
1.To consent to the contact;
2.To provide acceptable verification in another form; or
3.To withdraw its application.
If the household refuses to select one of these options, its application will be denied or its case will be closed for failure to cooperate.
When advising the household of the designation of a collateral, the caseworker need not name a specific individual. A general designation such as "one of your neighbors" may be used.
NOTE:The caseworker may use records such as Bendex, SDX, or the ESD online screens without the household's consent. The records of other agencies are not considered collateral contacts when a routine access agreement exists.
Communal Diner
An individual who is 60 years of age or over or an SSI recipient and who is living alone or only with a spouse may use their food stamps to purchase meals especially prepared for them at communal dining facilities authorized by FNS.
Communal Dining Facility
Facilities authorized by FNS to accept food stamps for meals prepared at the site and served to eligible communal diners. Examples of such facilities are:
1.Senior citizen's centers;
2.Apartment buildings occupied primarily by elderly people;
3.A public or non-profit, tax exempt private school which prepares meals especially for elderly persons during special hours;
4.Certain other public or non-profit tax exempt establishments which prepare and serve meals for the elderly, or
5.Private establishments under contract with a state or local agency to offer at concessional priced meals for the elderly.
Customarily
A majority of the time. Judgments will be made on a case by case basis when a "majority" of the time" is applicable.
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Deemed Income (Sponsored Alien Policy)
Deemed income is that portion of the income of the sponsor and spouse (if living together) considered to be available to the sponsored alien as unearned income. If the alien has applied for AFDC, income will be deemed according to FSC 1621.6 since deeming procedures are different for AFDC and Food Stamps.
Deeming Period (Sponsored Alien Policy)
Three years from the date a sponsored alien entered the United States.
Deemed Resources (Sponsored Alien Policy)
Deemed resources are the total amount of the resources of the sponsor and spouse (if living together) less the $1500 resource deduction. If the alien has applied for AFDC and a deemed resource amount has been determined for AFDC purposes, this amount will also be used for food stamp purposes.
Destitute Household (Expedited Case Action Policy)
A migrant or seasonal farmworker household in the job stream who meets one of the income criteria in FSC 9200. Such households are entitled to expedited application processing.
Disability
Inability to engage in any substantially gainful activity by reason of a medically determinable physical or mental impairment.
Documentation
Written statements entered in the food stamp case record to substantiate the action taken. For example, documentation of verification obtained will be entered in the case record. Each case action should be documented so a reviewer can determine the reason for the action taken.
Documentary Evidence
Written confirmation of a household's circumstances. Some examples of documentary evidence include wage stubs, rent receipts, utility bills, recent award letters and letters from employers confirming wages.
Acceptable documentary verification will not be limited to any single type of document. Any reasonable documentary evidence will be accepted as long as it provides adequate confirmation of the household's circumstances. The household may provide the required documentary evidence or it may be obtained through other sources.
Example -If residency may be verified through utility bills or rent receipts provided by the household as proof of shelter costs, no additional documentary evidence to confirm residency would be necessary.
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Drug Addiction or Alcoholic Treatment and Rehabilitation Program
Any drug addiction or alcoholic treatment rehabilitation program conducted by a private, non-profit organization or institution, or a publicly operated community mental health center, under part B of Title XIX of the Public Health Service Act (42 U.S.C. 300x et seq.). Private, nonprofit organizations who choose to redeem coupons at a retail store must receive authorization from the Office of Alcohol and Drug Abuse Prevention. Community mental health centers and private non-profit organizations who redeem coupons through a wholesaler must receive authorization from FNS.
Elderly Person
A person 60 years of age or older.
Eligible Foods
1.Any food or food product intended for human consumption except alcoholic beverages, tobacco, or hot foods and hot food products prepared for immediate consumption;
2.Seeds and plants to grow foods for the personal consumption of eligible households;
3.Meals prepared and delivered by an authorized meal delivery service to households eligible to use food stamps to purchase meals, or meals served by an authorized communal dining facility to households eligible to use food stamps for communal dining;
4.Meals prepared and served by a drug addict or alcoholic treatment and rehabilitation center to eligible households;
5.Meals prepared and served by a group living arrangement facility to residents who are blind or disabled recipients of benefits under Title II or Title XVI of the Social Security Act;
6.Meals prepared by and served by a shelter for battered women and children to its eligible residents; and
7.Meals prepared and served by an approved homeless meal provider to eligible members of homeless food stamp households.
Eligible Households
A household which lives in the county of application and meets the standards of eligibility.
Emancipated Minor
A minor who has been given the right to manage his own affairs. The two basic types of emancipation are explained below:
1.Judicial Emancipation -
A judicially emancipated minor has been given the right by a court to manage his own affairs.
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2.Common Law Emancipation -
A minor emancipated through common law has been given the right to manage his own affairs by voluntary agreement of parent and child. Common law emancipation may also be implied from acts of conduct which import consent. For example, the establishment of a separate household or, if living in the parent's household, actually paying an equal share of the household expenses of all family members would import consent.
NOTE:A voluntary agreement to emancipation which exists between a parent and a child under age 18 does not impart real emancipation.
The child must be actually responsible for and managerial of his own affairs as stipulated in the agreement before he may be considered emancipated.
Encumbrance
Debt owed on property.
Equity
Fair market value of property, less any encumbrances on the property.
Expedited Services
The provisions by which certain households are entitled to receipt of food stamps within five calendar days of application if otherwise eligible. (Residents of drug/alcohol treatment centers eligible for expedited services are entitled to receipt of food stamps within seven calendar days.)
Fair Hearing
An administrative procedure during which a claimant and/or his representative has an opportunity to present any grievance about an action or proposed action of the food stamp certifying and/or issuing office. The claimant may show why he believes the action is not fair and should be corrected. The agency must prove the action taken was correct according to policy.
Federal Fiscal Year
A period of 12 calendar months which begins with October 1, and ends with September 30th of the following calendar year.
Field Investigation
An investigation into a currently certified household's circumstances. A field investigation may be performed by either a caseworker or a field investigator stationed in the county office. The investigation may include an unannounced visit to the household's residence and/or collateral contacts such as household's neighbors. A guide to field investigations is included as Appendix E.
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Food and Nutrition Service (FNS)
That division of the U.S. Department of Agriculture administering the Food Stamp Program.
Food Stamp Act
The Food Stamp Act of 1977 (P.L. 95-113), including subsequent amendments. This law authorizes the Food Stamp Program.
Food Stamp Allotment
The total value of food coupons a household is eligible to receive each month.
Group Living Arrangement
A public or private nonprofit residential setting which serves no more than sixteen (16) residents and that is certified by the appropriate agency or agencies of the State (DDS and FNS.) To be eligible for food stamp benefits a resident of such a group living arrangement must be disabled as defined in this Glossary, items 2-14 under "Aged/Disabled Household."
Head of Household
Any food stamp household containing at least one adult (age 18 or older) parent of children or an adult with parental control of a household member under age 18 will be allowed, but not required, to select the adult parent as its head of household when all adult members agree to the selection. If there is more than one adult parent in the household, any of the adult members may serve as the head of the household.
If, for any reason, a household does not select an adult parent as its head of household and a work registration violation occurs, the principal wage earner will be considered the head of household. If there is no principal wage earner, the case head will be considered the head of household.
If a work registration violation is committed by the head of household, the sanction will be applied to the entire household.
Home Visit
An on site visit to an applicant's residence by a caseworker during the application process. The purpose of a home visit is to verify the household's circumstances when documentary evidence cannot be obtained or is insufficient to make a firm determination of eligibility or benefit level. Home visits must be scheduled in advance with the household.
Homeless Household - A household composed entirely of homeless individuals.
Homeless Individual - A homeless individual is an individual who lacks a fixed and regular nighttime residence or an individual whose primary nighttime residence is:
1)A supervised shelter designed to provide temporary accommodations - e.g. a welfare hotel or a shelter for the homeless;
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2)A halfway house or a similar institution which provides temporary accommodations for individuals as an alternative to institutionalization;
3)A temporary accommodation in the residence of another individual; or
4)A place not designed for, or ordinarily used as a regular sleeping accommodation for human beings. Examples are a hallway, a bus station, a lobby or similar places.
Homeless Meal Provider - A public or private nonprofit establishment such as a soup kitchen or a temporary shelter that feeds homeless persons. Homeless meal providers may accept food stamps in payment for meals served to homeless persons if the provider has received approval through the Department of Human Services and the U.S. Department of Agriculture.
Household
Individuals or groups of individuals determined to be a household for purposes of applying for and/or receiving food stamps. See FSC 1630 for a full explanation.
Household Cooperation
Willingness of the household to work with the agency in establishing its eligibility for the program at application or during any subsequent review of its case.
At application, the application form must be completed and signed, the house- hold or its representative must be interviewed, certain information must be verified, and the household must comply with any applicable work registration requirements. If a household refuses to cooperate with the county office in completing this process, its application will be denied at the time of the refusal. Before a determination of refusal can be made, a household must be able to cooperate but clearly demonstrate that it will not take the required actions. If there is a question about whether a household has refused or failed to cooperate, the household's application will not be denied.
Example:To be denied for refusal to be interviewed, a household must clearly refuse to be interviewed rather than simply fail to appear at the scheduled time.
No household will be denied food stamp benefits solely because someone outside the household failed to cooperate with a request for verification. The term "outside the household" will not apply to ineligible students, ineligible aliens, or to individuals disqualified for one of the following reasons: a) intentional program violation; b) failure to provide a social security number; c) non-compliance with the work registration requirements; or d) non-compliance with the workforce requirements.
A household's case will be closed if it refuses to cooperate during any subsequent reviews of its eligibility. This includes any review generated by a reported change, field investigation or recertification.
Once denied or terminated for refusal to cooperate, a household may reapply but cannot be determined eligible until it does cooperate.
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Identification Card (ID)
A card identifying the bearer as eligible to receive and use food stamps.
Immigrant
Lawfully admitted alien who entered the U.S. with the expressed intention of establishing permanent residence.
Immigration and Naturalization Service (INS)
A division of the U.S. Department of Justice.
Ineligible Alien
An alien who does not meet the eligible alien status requirement.
Institution of Higher Education
Any public or private institution which normally requires a high school diploma or equivalency certificate for enrollment. This includes, but is not limited to, colleges, universities, and vocational or technical schools at the post-high school level. See FSC 1622.1 for additional information.
Institution of Post Secondary Education
Any public or private educational institution which admits persons beyond the age of compulsory school attendance for the state in which the institution is located. Such institutions must be legally authorized or recognized by that state to provide an education in that state or must provide a program of training which prepares students for gainful employment.
Meal Delivery Service
Private organization which prepares and delivers meals and is authorized by FNS to accept food stamps in payment for such meals.
Migrant
An individual who travels away from home on a regular basis with a group of laborers to seek employment in an agriculturally related activity.
Mixed Household
Food Stamp households in which at least one, but not all members, receive SSI and/or AFDC benefits. Mixed households are not considered to be "categorically eligible" and must meet all applicable income and resource limits. There are special resource exclusions which apply to these households. See FSC 4451.
Narrative
An entry in the case record to explain any situation which needs clarification or further documentation.
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Net Monthly Income
Gross nonexempt income minus the allowable deductions. Net monthly income is used to determine eligibility and food stamp allotment.
Nonprofit Meal Delivery Service
A political subdivision or a private nonprofit organization which prepares and delivers meals and has been approved by FNS to accept food stamps in payment for meals.
Nonpublic Assistance (NA) Household
Any household which does not meet the definition of a PA (Public Assistance) household. This includes households composed of a single SSI member or SSI recipients and essential person.
Notice of Action
Any notice issued to a household advising it of an action or impending action on its food stamp case. Notices of action are issued:
1.At approval or denial of an application;
2.To notify a household of an impending increase or decrease in its food stamp allotment;
3.To notify a household of an impending closure of its case;
4.To notify a household of information which must be supplied or of a requirement which must be met in order for the household to continue participating in the Program; or
5.To notify a household when it is entitled to a restoration or to supplemental benefits.
Notices of action are automatically issued in most instances when approval or denial of an application occurs or when supplemental benefits are issued. See Appendix C for information on exactly when automated notices are sent in these instances.
Notices of action must be manually issued in all other instances using form, DCO-1. The notice of action will either be an advance notice or an adequate notice.
An advance notice is issued at least ten days before the effective date of the action. Day one of the advance notice period is the date after the notice is issued. Advance notices are used when an adverse action such as case closure or reduction in allotment is going to occur. For this reason, such EMS-1's are referred to as an advance notice of adverse action.
Advance notices of adverse action must be issued when:
a.The county office is acting upon a change in circumstances not reported by the household - e.g. a household member fails to comply with ESD in the job search process;
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b.The household reported the change but all conditions in FSC 11300 were not met; or
c.The household must provide some information or meet a requirement in order to continue participating in the Program.
No action may be taken until the notice has expired. The household may elect to continue its allotment at the same level if it requests a fair hearing during this ten day period.
An adequate notice is issued to be received on or before the date the household normally receives its food stamp allotment.
An adequate notice will be manually issued:
1.To notify any household of an impending increase in benefits; or
2.To notify any household of its entitlement to a restoration.
An adequate notice may serve as a notice of adverse action when the household has reported the information resulting in the decreased allotment or case closure and all conditions in FSC 11300 are met. When an adequate notice is issued as a notice of adverse action, the household retains its rights to continue its allotment at the same level if it appeals the adverse action within ten days of the date of issuance of the notice.
Neither an advance nor adequate notice is required when:
1.All household members die;
2.The household moves from the county or state;
3.The food stamp allotment decreases when all installments of a restoration have been received;
4.The household has been notified at certification of an expected decrease in benefits; or
5.The household's case is closed at its request.
The county office may issue an adequate notice in any of these situations as a courtesy or when requested by the household.
See FSC 11900 for a full explanation of these types of situations.
Specific information about the issuance and contents of notices of action appear in individual sections of policy.
Occasional Reporting - Food stamp households not subject to quarterly reporting will be required to report changes within 10 days of the date the change becomes known to the household. This method of reporting changes will be called occasional reporting.
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Outreach Notice
Any communicative effort performed cooperatively or singularly by Federal, State or local agencies and organizations, or by individuals, to inform low-income households of the availability of the food stamp program and to encourage the participation of eligible households.
Overissuance
The amount by which food stamps issued to a household exceeds the amount it was actually eligible to receive.
Program
The Food Stamp Program as conducted under the Food Stamp Act and regulations.
Project Area
A county.
Prospective Budgeting
The computation by which a household's food stamp allotment for an issuance month is based upon an estimate of income and circumstances which will exist in that month.
Prospective Eligibility
Determining a household's eligibility by using income and other circumstances that are expected to exist in a given month. Such determinations will be made for each month of an application at recertification.
Public Assistance (PA)
Aid to Families with Dependent Children (AFDC) as authorized by the Social Security Act of 1935, as amended.
Public Assistance Household (PA)
A household in which all members are applying for or receiving a local, state or federal Public Assistance grant or which is composed of only PA and SSI recipients and/or essential persons. Households receiving AFDC grants from other states will be classified as NA until the household either applies for or begins receiving AFDC from Arkansas.
Quality Control
An administrative tool used to identify deficiencies in the eligibility process.
Quarterly Reporting - Effective 4-1-95, most households will be given a 12 month certification period and required to submit a report every third month of the certification period. Other reporting requirements will be waived for these households.
Reasonable Compensation
Boarder payments to food stamp households. See FSC 1624.1.
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Recipient
A member of a household which receives food stamp benefits.
Refugee
A lawfully admitted alien granted conditional entry into the U.S. because he has fled a foreign country due to:
A.persecution or fear of persecution on account of race, religion or political opinions; or
B.a natural disaster.
Report Month - The month during which a quarterly report is submitted to and processed by the DHS County Office to affect the food stamp allotment the following month.
Restored Benefits
Food Stamp benefits to which a household was entitled in a previous month but which were not issued due to an agency error.
Residency
Residing within the county. Does not include persons in the county solely for vacation purposes.
Retail Food Store
An establishment approved by FNS to accept food stamps for eligible foods to be used for home consumption. The following establishments may be considered retail food stores:
1.An establishment or recognized department of an establishment, or a house-to-house trade route, whose eligible food sales volume is more than 50 percent staple food items for home preparation and consumption;
2.Public or private communal dining facilities and meal delivery services; private non-profit drug addict or alcoholic treatment and rehabilitation programs; publicly operated community mental health centers which conduct residential programs for drug addicts and/or alcoholics, or an approved public or private non-profit establishment that feeds homeless persons;
3.Any private non-profit cooperative food purchasing venture, including those whose members pay for food prior to receipt; or
4.A farmer's market.
Retroactive Benefits
Food stamp benefits due a household as a result of the certification of an application held pending more than one calendar month. For example, a household applies in June and is approved in July. June benefits are issued as retroactive benefits.
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Roomer
A person to whom a household furnishes lodging, but not meals, for compensation.
Seasonal Farmworker
An individual who travels away from home to seek employment in an agriculturally related activity.
Secretary
The Secretary of the U.S. Department of Agriculture.
Self-Employed Individual
An individual who engages in an enterprise to produce income for himself. See FSC 5610.
Self-Employed Household
One in which the primary source of income is from self-employment.
Shelter for Battered Women and Children
A public or private non-profit residential facility that serves battered women and their children. If such a facility serves other individuals, a portion of the facility must be set aside on a long-term basis to serve only battered women and children.
Single Language Minority Household
A household in which all members speak the same non-English language and which does not contain an adult fluent in English as a second language.
Sponsored Aliens
Aliens lawfully admitted for permanent residence into the United States who are being sponsored for the period required for the alien to become a permanent resident (3 years from the date of entry).
Sponsor of an Alien
Any person who lawfully executed an affidavit(s) of support or similar agreement with Immigration and Naturalization Service on behalf of an alien as a condition of the alien's entry into the United States for permanent residency.
Sponsor's Spouse
An individual living with the sponsor who meets the definition of "spouse" as given below, at the time the alien applies for food stamps. The spouse may or may not have been living with the sponsor when the alien lawfully entered the U.S. as a sponsored alien. The spouse's resources and income will be included with the sponsor's for deeming purposes.
Sponsor's Tax Dependents
All individuals who may be legally claimed as an exemption for income tax purpose by the sponsor. All dependents will be used to determine which household size maximum income level will be used when deeming income to the alien. 6-1-90
Spouse
Either of:
1.Two individuals legally married to each other; or
2.Two individuals who are living together and holding themselves out to the community as husband and wife by representing themselves as such to relatives, friends, neighbors or trades people.
State
Any one of the 50 states, the District of Columbia, Puerto Rico, Guam and the Virgin Islands of the United States.
Striker
Anyone involved in a strike or unified stoppage of work by employees (including a stoppage by reason of the expiration of a collective- bargaining agreement). Any concerted slow down or other concerted interruption of operations by employees is also considered a strike.
Student
In the Food Stamp Program, a household member who is enrolled in an institution of post secondary education is considered a student. This includes members who are enrolled to take correspondence courses. It does not include members who are attending a high school or a course of study for a GED.
Supplemental Benefits
An additional issuance of food stamp benefits provided in the same month as the original issuance to correct an agency error or to process a change in a timely fashion.
Thrifty Food Plan
The diet required to feed a family of four persons consisting of a man and a woman through fifty-four, a child six through eight, and a child nine through eleven years of age, determined in accordance with the Secretary's calculations. The cost of such diet is the basis for uniform allotments for all households regardless of their actual composition, except that the secretary shall make household size adjustment in the Thrifty Food Plan taking into account economies of scale.
Unlawful Strike
The definition of unlawful strike is provided in FSC 1700.
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Verification
The use of third party information or documentation which establishes the accuracy or validity of information provided by a food stamp applicant or recipient.
The types of verification are documentary evidence, collateral contact and home visit. Each type of verification is defined separately in this Glossary.
At initial application (See FSC 8100), households are required to furnish verification of actual utilities, medical costs, income, and resources. Alien status, identity, residency, and social security numbers will be verified if not previously verified. Household composition, citizenship, utility standard entitlement, dependent care costs, excluded income, and work registration exemption will be verified if questionable.
When processing timely recertifications (See FSC 10300) and untimely recertifications (See FSC 10900), changes in income or actual utility expenses will be verified if the source has changed or the amount has changed by more than $25. Previously unreported medical expenses and total unrecurring medical expenses which have changed by more than $25 will also be verified. Income, total medical expenses or actual utility expenses which the household claims have changed by $25 or less will not be verified unless this information is incomplete, inaccurate, inconsistent or outdated. Alien status, identity, residency, and social security numbers will be verified if there has been a change. (For example, if a new household member is added, that member would be required to furnish verification of his SSN in compliance with FSC 2200.) Unchanged information will not be verified unless the reported information is incomplete, inaccurate, inconsistent or outdated.
Changes (See FSC 11400) reported during the certification period are subject to the same verification procedures which apply at initial application with the following exceptions. Exceptions - reported income, total medical expenses or actual utility expenses which are unchanged or changed by $25 or less will not be verified unless reported information is incomplete, inaccurate, inconsistent, or outdated.
When a quarterly report is submitted households must report and verify all earned income. Otherwise, the verification requirements for reported changes will apply.
When a mid-point review is submitted from a household certification for longer than 12 months, all medical expenses must be reported and verified. Otherwise, the verification requirements for reported changes will apply.
General definitions of the terms incomplete, inaccurate, inconsistent, and outdated appear below. These definitions are not intended to be strictly applied. Instead, the caseworker is expected to use these guidelines in conjunction with information found in the case record, the household's statements, and his personal knowledge to make decisions regarding the need for verification of information.
Incomplete - Information will be considered incomplete when vital dates, names, figures or other information is missing. For example, information about actual utility costs is incomplete if the household has reported costs for gas, lights and water and has only furnished a gas bill as verification of actual utility costs.
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Inaccurate - Information will be considered inaccurate when the caseworker has some reason to question the validity of the household's statements. For example, a household reports that medical expenses are unchanged, yet the caseworker is aware that the household member with the deductible medical expenses has been approved for SSI and should now be receiving a Medicaid card.
Inconsistent - Information will be considered inconsistent when a review of the case file reveals a conflict between the reported information and the information already documented in the case file. For example, a household reports $300 per month rent expense. A review of the case record shows that the household has not moved and the last reported rent amount was $50 because the household was receiving rental assistance from HUD.
Outdated - Information about fluctuating earned income is usually considered outdated if a month or more have elapsed since the household furnished current verification. Information about stable earned income, unearned income received on a weekly or a bi-weekly basis, actual utility costs and medical expenses is outdated if three months or more have elapsed since the household submitted current verification. Information about unearned income received on monthly basis or received periodically is considered outdated if eleven months or more have elapsed since the household submitted current verification. Information about liquid resources is considered outdated if eleven months or more have elapsed since the household submitted current verification.
When verification is needed, the household has the primary responsibility for providing documents or other suitable information to support its statements and to resolve any questionable information. The household must also provide the name of a collateral contact if necessary. (See the definition of "Collateral Contact" for additional information.)
The caseworker has the following responsibilities.
1.Advising the household of what must be verified and how it must be verified. Recommended sources of verification may be found in the section of policy dealing with the item to be verified. For example, recommended sources of verification for earned income may be found in FSC 5514.
The DCO-220, Food Stamp Application, contains a general list of items which must be verified. When an interview is scheduled on the DCO-206, Notice of Delayed Application, the lower portion of the form will be completed to advise the household of its verification requirements. If it is determined at the interview that additional verification is required, the caseworker will issue to the household an DCO-206 which clearly indicate the information to be provided. If verification is needed from a currently certified household, an DCO-1, Notice of Action, will be issued. See the definition of "Notice of Action" in the Glossary for additional information about the requirements for requesting verification from a currently certified household.
When information from another source contradicts statements made by the household, the household must be so advised and given a reasonable opportunity to resolve the discrepancy.
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2.Assuring that required verification is accomplished and documented. (See FSC 314 for instructions on documentation.) Households may supply documentary evidence in person, through the mail, or through an authorized representative. Households will not be required to present verification in person at the County DHS Office. The caseworker must accept any reasonable documentary evidence provided by the household and will be primarily concerned with how adequately the verification proves the statements on the application.
3.Assisting the household when it is difficult or impossible for the household to obtain the necessary documentary evidence in a timely manner or when the documentary evidence presented by the household is insufficient. Such assistance may include making a collateral contact or making a home visit. Assistance with the verification process is to be provided to any household upon request; however, at any time the caseworker becomes aware that a household needs help complying with the verification requirements, the caseworker must assist the household even if such assistance has not been specifically requested.
For example, if a household turns in an income statement which has been improperly completed, the caseworker would contact the employer directly to verify earnings. Or, if a household turns in an outdated statement to verify SSA benefits, the caseworker would send a mark sense query directly to SSA. Or in the case of an elderly client, a caseworker might assist in obtaining verification of medical expenses by contacting providers directly.
NOTE - ASSISTANCE TO CLIENTS WILL NOT BE LIMITED TO SITUATIONS THE SAME AS OR SIMILAR TO THESE SITUATIONS. ASSISTANCE WILL BE PROVIDED WHEN NEEDED.