{\rtf1\mac\deff3{\fonttbl{\f1\fnil Chicago;}{\f2\fnil Geneva;}{\f3\fnil Monaco;}{\f4\fnil Zeal;}{\f5\fnil Zapf Dingbats;}{\f6\fnil Zapf Chancery;}{\f7\fnil Wingdings;}{ \f8\fnil VT100;}{\f9\fnil Verdana;}{\f10\fnil Times New Roman;}{\f11\fnil Times;}{\f12\fnil Symbol;}{\f13\fnil Swing;}{\f14\fnil Script MT Bold;}{\f15\fnil Palatino;}{ \f16\fnil Oxford;}{\f17\fnil Onyx;}{\f18\fnil Old English Text MT;}{\f19\fnil Old English Text;}{\f20\fnil New York;}{\f21\fnil New Century Schlbk;}{\f22\fnil New Berolina MT;}{\f23\fnil Nadianne;}{ \f24\fnil N Helvetica Narrow;}{\f25\fnil Mishawaka Bold;}{\f26\fnil Mishawaka;}{\f27\fnil Machine;}{\f28\fnil Lucida Bright;}{\f29\fnil Lubalin Graph;}{\f30\fnil Klang MT;}{\f31\fnil %InterCon3270apl;}{ \f32\fnil VT-132;}{\f33\fnil VT-80;}{\f34\fnil VT-80 Graphics;}{\f35\fnil %InterCon3270sym;}{\f36\fnil Impact;}{\f37\fnil Helvetica Compressed;}{\f38\fnil Helvetica Black;}{\f39\fnil Helvetica;}{ \f40\fnil Gill Sans Condensed Bold;}{\f41\fnil Garamond Narrow;}{\f42\fnil Delphian;}{\f43\fnil Courier New;}{\f44\fnil Courier;}{\f45\fnil Comic Sans MS;}{\f46\fnil Bookman;}{\f47\fnil Bodoni MT Ultra Bold;}{ \f48\fnil Avant Garde;}{\f49\fnil Arial MT Condensed Light;}{\f50\fnil Arial Black;}{\f51\fnil Arial;}{\f52\fnil %MAdobeSerMM_790 100;}{\f53\fnil %MAdobeSerMM_790 900;}{\f54\fnil %MAdobeSerMM_110 100;}{\f55\fnil %MAdobeSerMM_110 900;}{ \f56\fnil %MAdobeSanMM_1450 50;}{\f57\fnil %MAdobeSanMM_1450 1450;}{\f58\fnil %MAdobeSanMM_50 50;}{\f59\fnil %MAdobeSanMM_50 1450;}} {\colortbl\red0\green0\blue0;\red255\green255\blue255;}\paperw12240\paperh15840\deftab720\margl1440\margr1440\margt1440\margb1440\sectd\pard\plain\f39\fs24\f39 {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011000 - 11200 \'00SUBJECT: CHANGES - SUMMARY/ \'00 \par\'00{\ul DATE: 2-1-92 \'00 REQUIRED TO BE REPORTED }\'00 \par \par \par 11000{\ul Changes} \par \par 11100{\ul Summary} \par \par Ongoing food stamp eligibility and allotment size are based upon a household's current situation. To ensure that current information about the household's situation is available, reporting requirements are imposed on all households who apply for food stamps and on all households who currently receive food stamps. \par \par 11200{\ul Changes Required to Be Reported} \par \par The following changes must be reported. \par \par 1.{\ul Changes in Residence and/or Address} \par \par 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. \par \par 2.{\ul Changes in Household Composition} \par \par The addition or loss of any eligible or ineligible household member must be reported. \par \par 3.{\ul Changes in Resources} \par \par The acquisition of any licensed vehicle must be reported. \par \par Total liquid resources (cash on hand, bank accounts, stocks, bonds, etc.) which reach or exceed $2,000 must be reported. \par \par 4.{\ul Changes in Income} \par \par The following changes in income must be reported: \par \par .Changes in the source of income including new income from any source or income from any source which has stopped. \par \par .Changes in the amount of gross monthly income of more than $25 including both increases and decreases in income. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: Changes \'00 \par\'0011200 - 11240 \'00SUBJECT: REPORTING REQUIREMENTS \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par The following changes in income need not be reported: \par \par .Changes in AFDC grants including new AFDC grants and AFDC grants which stop. \par \par .Changes in Child Support Refunds paid to AFDC recipients under the DEFRA provisions of 1984. \par \par Both of these changes are considered information known to DEMS. For this reason, no reporting requirements are imposed upon the household, but the change must be reflected in the household's food stamp allotment. \par \par 5.{\ul Changes in Medical Expenses} \par \par Increases or decreases in the household's total monthly medical expense of more than $25.00 must be reported. \par \par 11210{\ul Reporting Requirements for Applicant Households} \par \par Changes which occur between the time the application is prepared and the time of the application interview are to be reported during the interview. Changes which occur between the time of the application interview and the time the approval notice (EMS-1) is issued are to be reported within 10 days of the date of the approval notices. \par \par 11220{\ul Reporting Requirements for Currently Certified Households} \par \par All currently certified households must report the changes specified in FSC 11200 within 10 days of the date the change becomes known to the household. \par \par 11230{\ul How Households May Report} \par \par Households may report a change in writing by use of an EMS-234, Change Report Form or by submitting a letter describing the change. \par \par Households may also report a change by telephone or in person. When changes are reported by telephone or in person, the county office worker accepting the change will complete an EMS-271, Telephone Report. \par \par 11240{\ul Failure to Report Changes} \par \par Households which fail to timely report a change are considered to be at fault for any overissuances or underissuances of food stamps. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011240 -11300 \'00SUBJECT: GENERAL INSTRUCTIONS FOR \'00 \par\'00{\ul DATE: 2-1-92 \'00 HANDLING REPORTED CHANGES }\'00 \par \par \par If an underissuance of food stamps results, no steps will be taken to restore benefits to the household. \par \par If an overissuance results, an overpayment will be prepared. \par \par 11300{\ul General Instructions for Handling Reported Changes} \par \par The following actions must be taken on all reported changes: \par \par 1.{\ul Enter the change on the county's record of reported changes}. \par \par This is a record (usually a log) devised by the county to track all reported changes. The minimum elements required on this record are: \par \par .Name and SSN of head of household; \par \par .Date change received; and \par \par .Date change completed. \par \par Individual county offices may design their record to capture any other desired information. \par \par 2.{\ul Document in the case record, the date the change was received}. \par \par This may be accomplished by date-stamping the EMS-234 or letter received from the household. The proper completion of the EMS-271 also satisfies this requirement. \par \par 3.{\ul Provide the household with a new EMS-234 and Business Reply Mail} {\ul Envelope}. \par \par 4.{\ul Document the change on an EMS-268, Food Stamp Data Sheet}. (Optional, check with EMS Supervisor for individual county procedures.) \par \par 5.After the change has been processed, {\ul provide the household with an EMS-1, Notice of Action}. \par \par If no changes occur as a result of the report, the household will be so notified via EMS-1. \par \par When benefits decrease or the case closes as a result of a reported change, a notice of adverse action must be issued at least 10 days before the effective date of the proposed action unless the report meets all the following conditions: \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011300 - 11300 \'00SUBJECT: GENERAL INSTRUCTIONS FOR \'00 \par\'00{\ul DATE: 2-1-92 \'00 HANDLING REPORTED CHANGES }\'00 \par \par \par .The information was reported in writing via an EMS-234 or a letter signed by the head of the household, spouse or other responsible member; \par \par .Based solely upon the household's written report, the caseworker can determine that the household is ineligible or that its food stamp allotment will decrease; \par \par .The household is advised of its rights to an administrative hearing; \par \par .The household is advised of rights to continued benefits if an administrative hearing is requested within 10 days; and \par \par .If continued benefits are requested, the household's previous food stamp allotment is re-instated within 5 work days. \par \par If the reported change meets all these conditions, an advance notice (10 day notice of adverse action) will not be issued. An adequate notice will be issued to be received before the household receives its reduced allotment. In the case of closures, the adequate notice should be received before or at about the same time the household's allotment would normally be received. \par \par Either the notice of adverse action or the adequate notice must advise the household of: \par \par a) The new food stamp allotment or the fact that the case will be closed; \par \par b) The reason for the reduction or closure; and \par \par c) The effective date of action. \par \par When benefits increase as a result of a reported change, EMS-1, Notice of Action, will be issued to advise the household of: \par \par a) Its new food stamp allotment; \par \par b) The reason the allotment increased; and \par \par c) The effective date of the increase. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011300 - 11310 \'00SUBJECT: GENERAL PROCESSING STANDARDS\'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par If the household will receive a supplemental issuance as a result of the change, the notice will specify the amount of the supplement and the month of receipt. \par \par 11310{\ul General Processing Standards} \par \par All 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. \par \par An increase in benefits must be reflected in the first regularly scheduled issuance of food stamps occurring after the allowed processing period. \par \par NOTE:Increases in food stamps resulting from the addition of a household member or a decrease of $50 or more in income must be reflected in the household's {\ul next} regularly scheduled allotment. \par \par A decrease in benefits or case closure must be effective no later than the month following the month in which the household's Notice of Adverse Action expires. \par \par Example 1 -A change in resources is reported and processed on July 5. The household is determined ineligible. The notice of adverse action expires on July 15. The EMS-233 upon which the change was made may be keyed any time between the date of expiration of the notice of adverse action and the end of the month. \par \par Example 2 -A change in resources is reported on January 24 and processed on February 2. The household is determined ineligible. The notice of adverse action expires on February 12. The EMS-233 upon which the change was made may be keyed any time between the date of expiration of the notice of adverse action and the end of the month. \par \par Example 3 -A change in resources was reported on March, 15th On March 21st the caseworker processed the change and determined that the household was ineligible. A notice of adverse action was issued. It expired on March 31st. The change was keyed on March 31st so that no April food stamps were issued. (If the household provides needed information on the 31st after keying, reinstatement will occur. See EMSUM 7310 for the reinstatement procedures. \par \par No action will be taken to close the case or reduce benefits if an administrative hearing is requested and the household is granted continuation of benefits as specified in FSC 16514. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011310 - 11320 \'00SUBJECT: SHORTENING THE CERTIFICATION\'00 \par\'00{\ul DATE: 2-1-92 \'00 PERIOD }\'00 \par \par \par When the household is exempt from the notice of adverse action provisions as stipulated in FSC 11300, the decrease or closure will be effective no later than the month following the month when the change was processed. \par \par Example:An increase in income is reported on March 21st. The change is processed on March 31st and results in a decrease in the food stamp allotment. All requirements in FSC 11300 are met. The change was keyed on March 31st so that the decrease will be reflected in the April food stamps. \par \par 11320{\ul Shortening the Certification Period} \par \par When a household reports a change that does not require verification, the caseworker may elect to shorten the household's certification period. Shortening a certification period is recommended when the caseworker feels that an indepth interview and imposition of the full verification requirements are needed. \par \par To shorten a certification period, the following actions must be completed: \par \par 1.The reason the certification period is being shortened must be documented in the case record. (Be specific.) \par \par 2.An EMS-239, Notice of Food Stamp Certification Expiration must be issued so that the household receives it on any day during the next to last month of its current certification period. \par \par Example:To shorten a certification period to end in August, an EMS-239 must be issued so the household receives it on or after July 1st but not later than July 31st. \par \par The EMS-239 must contain an appointment time for the interview and the date by which the household must submit its application to ensure uninterrupted receipt of food stamps. Instructions for assigning these dates may be found in FSC 10200. The EMS-239 must be accompanied by an EMS-220, Food Stamp Application. If the action to shorten the certification period takes place after the EMS-239's have been automatically generated on the night of the third workday of the month, an EMS-239 must be manually prepared. \par \par 3.An EMS-233, Food Stamp Authorization Document, with the new ending certification date in field 111, must be completed {\ul and} keyed. \par \par Example:The household's current certification period is March, 1992 through September, 1992. To shorten the certification period to end in July, an EMS-233 must be completed to change the ending certification date in field 76 to 7-92.\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011320 - 11340 \'00SUBJECT: CATEGORICALLY ELIGIBLE/ \'00 \par\'00{\ul DATE: 1-1-93 \'00 MID-POINT REVIEWS }\'00 \par \par Shortening a certification period is not considered to be an adverse action as long as the EMS-239 is mailed to the household in a timely manner. \par \par 11330{\ul Categorically Eligible Households} \par \par Categorically eligible households must report changes in the same manner as any other household. \par \par If the household reports a change which changes its status from categorically eligible (FSC 1920) to aged/disabled (FSC 1910) or regular (FSC 1930), the household becomes subject to any applicable income and resource limitations. Conversely, if a regular or aged/disabled household reports a change which changes its status to categorically eligible, the income and resource limitations do not apply. \par \par When a household loses its status as a categorically eligible household, the case will be closed if the applicable income or resource limitation is exceeded. The household will be issued an EMS-1, Notice of Action, at least 10 days before the effective date of action. The EMS-1 will specify: \par \par a.That the household is no longer considered categorically eligible; and \par \par b.As a result, the household must now meet the income and/or resource limitations; and \par \par c.The household no longer meets the income and/or resource limitation; and \par \par d.As a result, the household's case will be closed. \par \par 11340{\ul Mid-Point Reviews on 24 Month Certifications} \par \par At any application (initial or recertification) a certification period of up to 24 months may be assigned to any household in which there is no earned income, all household members are eligible, and each household member is either aged or disabled as defined in the Glossary under "Aged/Disabled Household." See FSC 8710 for a full explanation. \par \par All households assigned a certification period in excess of 12 months will be subject to a midpoint review at the end of the first 12 month period. The review will, at a minimum, consist of the submission of a signed Food Stamp Midpoint Review (EMS-244). \par \par On the last work day of each month or at the time of monthly extract, an EMS-244 will be generated for each household which is in its 10th month of certification and has a certification period longer than 12 months. For example, on January 31 an EMS-244 will be issued for each household whose 12th month of certification ends in March. EMS-244's will be accompanied by a report entitled "FS Cases Selected for Annual Review for {\ul MONTH}" (FS-4026). \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011340 - 11342 \'00SUBJECT: MID-POINT REVIEW - \'00 \par\'00{\ul DATE: 1-1-93 \'00 PROCESSING TIMEFRAMES }\'00 \par \par NOTE:This report contains spaces for scheduling telephone interviews. Since there is no longer an interview requirement for midpoint reviews, these spaces may be disregarded or used for other purposes. \par \par During the household's 11th month of certification, the county office will mail the EMS-244 to the household accompanied by a "Midpoint Review Instruction Sheet" (EMS-235). The EMS-244 and EMS-235 should be mailed after the 15th day of the month but before the end of the month. The EMS-244 is designed to be used with a window envelope. \par \par 11341{\ul Processing Timeframes} \par \par On the "Midpoint Review Instruction Sheet" (EMS-235), the household will be requested to return the "Food Stamp Midpoint Review" (EMS-244) no later than the 15th day of the household's 12th month of certification. Both the EMS-235 and the EMS-244 advise the household that failure to return the EMS-244 by the last day of the 12th month of certification will result in case closure. \par \par For households which return a signed EMS-244 by the 15th day of the 12th month of the certification, the county must process the report before the end of the month. 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 day. \par \par For households with a certification period longer than 12 months, the month and year for the midpoint review appear in field 32 of WFSM. If these households are to continue to participate in the Food Stamp Program, the month and year of review must be cleared from field 32. Otherwise, the household's case will close at the end of the month. In order to clear field 32, a "Food Stamp Authorization Document" (EMS-233) must be prepared for each midpoint review conducted. \par \par Any signed EMS-244 returned before the end of the 12th month of the household's certification period must be processed. When EMS-244s are processed after the end of the month, the household's benefits will be reinstated as instructed in EMSUM 7310. \par \par 11342{\ul Interviews} \par \par There is no requirement for a formal interview at the midpoint review. An informal interview may be conducted when the caseworker feels that 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. The interview may be conducted with any responsible household member or with the household's authorized representative. \par \par If it is necessary to conduct an interview to clarify certain items, a telephone interview will be conducted whenever possible. If the household cannot be interviewed by telephone or does not wish to be interviewed by telephone, an in-office interview or a home visit may be substituted.\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011342 - 11343 \'00SUBJECT: MID-POINT REVIEW - \'00 \par\'00{\ul DATE: 1-1-93 \'00 PROCESSING RETURNED EMS-234'S}\'00 \par \par \par Whenever possible, the food stamp worker may simply call the household to 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 caseworker should contact the household using a "Request for Information" (EMS-103) to schedule the interview. \par \par 11343{\ul Processing Midpoint Review Forms} \par \par It is not necessary that returned "Midpoint Review Forms" (EMS-244's) 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. \par \par Unsigned forms received by the county office will be returned imme-diately to the household with a completed "Request for Information" (EMS-103). The household must be given 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 EMSUM 7310. \par \par All medical expenses must be reported and verified at the midpoint reivew. See FSC 11344 for instructions. \par \par 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. (Affected cases may be reinstated if necessary 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. \par \par A household's case will not be closed solely because it failed 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 for categorically eligible households. Verification of deductible expense received after the stated deadline will be handled as a reported change with the date of receipt considered day one of the ten day processing period. \par \par The following chart provides specific references to policy which explains the verification and processing of reported changes. \par _______________________________________________________________________ \par TYPE OF CHANGE POLICY REFERENCE \par----------------------------------------------------------------------- \par INCOME ................................ FSC 11410 - 11415 \par LIQUID RESOURCES/VEHICLES ............. FSC 11421 - 11424 \par HOUSEHOLD COMPOSITION ................. FSC 11430 - 11436 \par RESIDENCE/ADDRESS ..................... FSC 11440 - 11446 \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011343 - 11344 \'00SUBJECT: MID-POINT REVIEW - \'00 \par\'00{\ul DATE: 1-1-93 \'00 MEDICAL EXPENSES }\'00 \par \par \par NOTE:Changes in shelter costs are only required to be reported when the household has actually moved to another address. \par \par 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. \par \par 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" (EMS-239) to the household which may then reapply under the normal guidelines for recertification as specified in FSC 10100-10810. \par \par 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. \par \par 11344{\ul Handling Medical Expenses} \par \par 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. \par \par 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. \par \par Any one-time medical expenses which were prorated over part or all of the household's first twelve months of certification must be dropped when the "Midpoint Review Form" (EMS-244) is processed. Any expenses no longer being incurred by the household must be dropped from the budget. (Any new expenses being incurred by the household must be added to the budget.) Any one-time medical expenses incurred or billed in the 10th, 11th or 12th month of the household's certification period may be allowed as instructed in FSC 6521.2. \par \par If the household declares medical expenses but does not provide verification or provides inadequate verification, the caseworker will advise the household of the needed verification via the "Request For Information" EMS-103 and will offer to assist the household in obtaining this information. The household may provide the needed information at any time before the end of the 12th month of its certification period unless there is less than 10 days left in the 12th month. In this case, the household must be given at least 10 days to provide the needed verification of medical expenses. (Affected cases may be reinstated if necessary in order to insure the household has 10 days to furnish verification.) \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011344 - 11411 \'00SUBJECT: MID-POINT REVIEW - NOTICES \'00 \par\'00{\ul DATE: 1-1-93 \'00 }\'00 \par \par Failure to return verification of medical expenses must not cause the household's case to close unless the household's income exceeds the net income standards as a result of the disallowance of the unverified medical expenses. \par \par Verification of medical expenses received after the stated deadline will be handled as a reported change in medical expenses. The day after the receipt of the verification will be considered day one of the 10 day change report processing period. \par \par 11345{\ul Notices} \par \par 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 its next food stamp allotment is scheduled to be mailed. The notice will provide the following information: \par \par 1.That the midpoint review form has been processed; and \par 2.Any changes in the food stamp allotment which will occur as a result. \par \par If the household's certification period is being shortened as a result of information reported on the form, the household should be so advised. \par \par Until the necessary system changes can be made, these notices may be manually prepared using an EMS-1, Notice of Action. \par \par \par 11346{\ul Changes After the Midpoint Review} \par \par Households which have undergone a midpoint review continue to be subject to the change reporting requirements specified in FSC 11200. If as a result of any change reported subsequent to the mid-point review the household is no longer entitled to a 24 month certification period, the certification period will be shorted as instructed in FSC 11320. \par \par 11400{\ul Processing Reported Changes} \par \par Instructions for processing each type of reported change are contained in the following sections of policy. \par \par 11410{\ul Changes in Income} \par \par 11411{\ul Requirement} \par \par 1.{\ul Changes in the source of income must be reported}. This includes any income from a new source or income which stops. {\ul Examples} - A member changing jobs, an unemployed member getting a job, a member losing a job, a member beginning to receive an entitlement check (i.e. SSA, SSI, VA), or a member's entitlement check stopping. \par 2.{\ul Changes in the amount of gross monthly income of more than $25}. {\ul Examples} - An increase or decrease in the number of hours worked, an increase or decrease in hourly wages, or an increase or decrease in entitlement checks when such changes cause the household's total gross income to vary by more than $25.\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011411 - 11413 \'00SUBJECT: PROCESSING CHANGES - INCOME\'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par NOTE:Changes in AFDC grants and child support refunds paid to AFDC recipients under the DEFRA provisions are not required to be reported. \par \par 11412{\ul Processing Standards} \par \par All changes in income must be processed within 10 days of the day the report was received. If a 10 day notice of adverse action is required when an increase in income is reported, no action will be taken until the notice period expires. This is true even if a household's food stamp allotment does not decrease before its next scheduled issuance. \par \par With one exception, changes in income which cause an increase in the allotment must be processed in order to affect the first allotment issued at least 10 days after the date the change was reported. (For example, a $25 decrease in income reported on July 25th need not be reflected in the August food stamp allotment). \par \par Exception:Changes reporting a decrease of $50 or more in gross monthly income must be processed in order to be effective the month following the month the change was reported even if reported during the last 10 days of the month. (For example, a $50 decrease in income reported on July 25th must be reflected in the August food stamp allotment). \par \par A supplemental issuance of food stamps will be authorized when all of the following conditions are met: \par \par 1.A household reported a change in income; and \par 2.The change resulted in an increase in the food stamp allotment; and \par 3.For any reason, the change was not made in accordance with the processing standards specified in this section of policy. \par \par See FSC 13200-13210 for instructions on authorizing supplemental issuances. \par \par 11413{\ul Review} \par \par A reported change in income will be reviewed to determine: \par \par 1.If the reported information is adequate to determine how the change will affect the food stamp allotment; and \par 2.If verification is required. (See FSC 11414.) \par \par If the reported information is inadequate to determine how the change will affect the food stamp allotment, an EMS-1 will be issued to advise the household: \par \par 1.The information reported is inadequate to determine the household's new food stamp allotment; and \par 2.What information the household must provide; and \par 3.Failure to provide this information before the specified date will result in case closure. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011413 - 11413 \'00SUBJECT: PROCESSING CHANGES - INCOME\'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par The case record must also be reviewed to determine if a resulting change in work registration status has occurred. See the chart below. \par \par{\ul Reported Change} {\ul Required Action} \par \par 1.Loss of a job. a) Determine if the member who lost \par the job should be work registered; \par b) If yes, See FSC 3310. \par \par 2.Reduction in hours. a) Determine if the member whose \par hours were reduced is working less \par than 30 hours or making less than \par the federal minimum wage x 30 \par hours; \par b) If yes, determine if the member \par should be work registered; \par c) If yes, See FSC 3310. \par 3. a) Obtained new employment \par (more than 30 hours per a) Determine if the member who \par week or pay at least obtained employment/check was \par equivalent to 30 hours x subject to work registration; \par federal minimum wage); or b) If yes, change the work regis- \par b) Obtained entitlement to a tration code on the EMS-233; \par benefit which would exempt c) If member was participating in \par the member from the work E&T Program, notify the E&T \par registration requirement. Program of the employment via \par EMS-1410. \par d) If member was participating in \par Workfare, notify sponsor via EMS-207. (See FSC 3831). \par 4.Termination of an entitlement \par check based on disability. a) Determine if member whose check \par terminated will now be subject to \par work registration; \par b) If yes, see FSC 3310. (House- \par hold may wish to furnish verifica- \par tion that member is unable to \par work.) \par \par Other factors to be considered include: \par \par 1.Loss of earnings or work study by an eligible student (as defined in FSC 1622.1) may change student status from eligible to ineligible; \par \par 2.Loss of a job due to termination or lay-off may result in entitlement to unemployment compensation benefits; \par \par 3.Loss of earned income due to illness, injury or pregnancy may result in entitlement to workman's compensation, sick pay or maternity benefits; \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011413 - 11414 \'00SUBJECT: PROCESSING CHANGES - INCOME\'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par 4.Loss of earned income due to a voluntary quit may mean a sanction for the household (See FSC 3610); \par \par 5.Reports of entitlement to SSA, SSI or VA may mean that the household has received a lump sum payment; \par \par 6.Receipt of SSA or VA by a member with dependents in the home may mean these dependents also have income. (See the Unearned Income Appendix); and \par \par 7.Loss of income may result in receipt of loans or contributions. \par \par The household's certification period will be shortened as explained in FSC 11320 if the suspected change cannot be determined. \par \par 11414{\ul Verification} \par \par Verification of a change in income will be required when: \par 1.The income has changed by more than $25; or \par 2.The income is from a new source; or \par 3.Information about the income is inaccurate, incomplete, inconsistent or outdated. See the Glossary, definition of "Verification" for additional information. \par \par If a reported change in income is subject to verification, an EMS-1, Notice of Adverse Action, will be issued to advise the household of: \par 1.The specific change to be verified; \par 2.How this income may be verified; and \par 3.That verification must be provided before the specified date or the case will be closed. \par \par See FSC 5514 for acceptable verification of earned income or FSC 5725 for acceptable verification of unearned income. \par \par Once a household has furnished the required verification, another EMS-1 must be issued to explain the effect of the change on the household's eligibility and benefit level. \par \par When the food stamp allotment increases as a result of the verification, the effective date of the change is determined from the day the change was originally reported. Supplemental issuances will be authorized when necessary. For example, a change is reported on July 16th. Verification is requested on July 25th and supplied on August 4th. The effective date of the change is July 26th. A supplement will be issued for August. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011420 - 11423 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 RESOURCES }\'00 \par \par \par 11420{\ul Changes in Resources} \par \par 11421{\ul Requirement} \par \par Households must report the acquisition of any licensed vehicle. Total liquid resources which reach or exceed a total of $2,000 must also be reported. Liquid resources are cash on hand, money in checking and savings accounts, stocks and bonds, and certificates of deposit. \par \par When explaining this requirement, the household should be advised that current monthly income is not considered a resource even when added to an existing checking or savings account. \par \par 11422{\ul Processing Standards} \par \par Reported changes in resources must be processed within 10 days of the day the change was received in the county office. \par \par 11423{\ul Review} \par \par Changes in resources will be reviewed to determine: \par .If a licensed vehicle has been acquired; or \par .If the household's total liquid resources now exceed $2,000. \par \par Information provided by the household must be adequate to determine the value of the vehicle, if the vehicle is totally excluded, or if a previously declared vehicle was "traded in". \par \par If additional information is needed an EMS-1 will be issued to serve as a notice of adverse action and to advise the household: \par 1.That available information is inadequate; \par 2.What information must be provided; and \par 3.That if this information is not provided by the specified date, the case will be closed. \par \par These procedures will be used only if a review of the household's current resources indicates the reported licensed vehicle may affect the household's eligibility. If not, an estimate of the value of the vehicle may be used until the household's next regularly scheduled recertification. \par \par Additional contact is required when households reporting liquid resources in excess of $2,000 contain an aged member. Since households with members age 60 and older are allowed $3,000 in resources, the exact amount of the household's current liquid resources must be known to determine current eligibility. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011424 - 11431 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 RESOURCES }\'00 \par \par \par 11424{\ul Verification} \par \par Reported changes in resources will be verified when information about the resource is incomplete, inaccurate, inconsistent or out dated. See the {\ul Glossary}, definition of "Verification" for additional information. \par \par When resources must be verified, an EMS-1 will be issued to the house- hold to serve as a notice of adverse action and to advise the household: \par 1.Why declared resources must be verified; \par 2.What the household may provide as verification (See FSC 4610-4670 liquid resources or FSC 4821 licensed vehicles); and \par 3.That verification must be supplied by the specified date or the case will close. \par \par 11425{\ul Completing the Change} \par \par{\ul Liquid Resources} \par \par When a household reports its liquid resources exceed $2,000, the household's case will be closed with the following exception. \par \par Exception:If the household contains a member age 60 or older the household will remain eligible unless its total resources exceed $3,000. \par \par Procedures for handling lump sum payments are found in FSC 4950. \par \par{\ul Vehicles} \par \par When a household reports the acquisition of a vehicle, the value of the vehicle will be determined as instructed in FSC 4800. If a resource value is determined for the vehicle, this resource value will be added to the household's resources as previously documented in the case record. \par \par If the household's new resource level exceeds the allowable limit, the case will be closed. A notice of adverse action must be issued unless the criteria specified in FSC 11310 is met. \par \par 11430{\ul Changes in Household Composition} \par \par 11431{\ul Requirement} \par \par The addition or loss of any household member must be reported. This includes eligible and ineligible members. For example, if an individual who has been disqualified for an intentional program violation enters a household, the member's income must be counted in the budget. Therefore, it would be vital for the household to report the individual's entry into the household. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011432 - 11433 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par \par 11432{\ul Processing Standards} \par \par All reported changes in household composition must be processed within 10 days of the date the report was received. Changes reporting the addition of a household member which cause an increase in the food stamp allotment must be reflected in the household's food stamp allotment for the following month. This is true even if the change is reported in the last 10 days of the month. \par \par Example -On March 25th, a household reports the birth of a child on March 20th. The child will be added to the household's April food stamp allotment if otherwise eligible. \par \par A supplemental issuance of food stamps will be authorized when: \par 1.A household reports the addition of a household member or members; \par 2.The addition of an eligible member or members results in an increase; and \par 3.For any reason, the change is not made in accordance with the processing standards specified in this section of policy. See FSC 13200 for instructions on authorizing supplemental issuances. \par \par 11433{\ul Review} \par \par Reports of new household members will be reviewed to determine if: \par 1.Each new member is a U.S. citizen or an eligible alien; \par 2.Any new member is currently disqualified due to an Intentional Program Violation; \par 3.Any new member was a member of a household currently under sanction for non-cooperation with Workfare; \par 4.Any new member is currently subject to work registration or has been sanctioned for failure to comply with Project Success; and \par 5.Each new member has declared, verified or applied for a SSN. \par \par Each item is discussed in detail below. \par \par{\ul Item 1 - Citizenship} \par \par All new members must meet the citizenship requirements specified in FSC 1621. Individuals who do not meet these requirements will be considered ineligible household members. See FSC 1621 for instructions on handling the income and resources of an ineligible alien. \par \par{\ul Item 2 - Disqualification Due to IPV} \par \par Individuals currently under a disqualification for an intentional program violation (IPV) will be considered a disqualified household member under the provisions in FSC 16793. See FSC 1623.2 for instructions on handling the income and resources of a member disqualified for IPV. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011433 - 11433 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 5-1-93 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par \par{\ul Item 3 - Disqualification Due to Workfare Sanction} \par \par When a household is sanctioned for failure to comply with the workfare requirements, the sanction follows all workfare eligible household members. Consider any individual as a disqualified household member if: \par \par a)That individual was a workfare eligible member of a household when that household was sanctioned for a workfare non-compliance; and \par b)That household is currently under sanction; and \par c)That individual still lives in a county where the Workfare Program is operated. \par \par Example:The Jones' household is sanctioned for the months of October and November because the only workfare eligible member, Mrs. Jones, failed to comply with the workfare requirements. Mrs. Jones and her two children move in with the Smiths on October 5th. On October 6th, a change report form is submitted to the county office by the Smiths reporting Mrs. Jones has entered the home. However, Mrs. Jones will be considered a disqualified household member until December 1st. The children may be added effective for November and all of Mrs. Jones' income will be included in the budget for November. \par \par{\ul Item 4 - Work Registration} \par \par All new eligible members who are not exempt from the work registration requirements as specified in FSC 3200 must complete the applicable work registration forms as instructed in FSC 3310.1. \par \par Whenever a change in household composition is reported, the household must be allowed to select or re-select its head of household using the procedures specified in FSC 3120. \par \par{\ul If a new member is currently under sanction for a voluntary quit or} {\ul failure to comply with work registration or the E&T Program, the appropriate disqualification will be imposed}. \par \par When the new member has been sanctioned for a work registration or E&T Program non-compliance, only the new member will be disqualified unless the new member can be considered the head of the new household as explained in FSC 3120. If the new member can be considered the head of the new household, the entire household will be sanctioned. \par \par Whenever a disqualified individual enters a new household as its head of household, the new household will be disqualified for the remainder of the assigned disqualification period. \par \par If the household does not have the option to select its head as per FSC 3120, the principal wage earner would be considered the head of household. In these situations, the principal wage earner would be the household member who had the greatest source of earned income in the two months prior to the month the new member entered the home.\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011433 - 11434 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 5-1-93 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par If there is no designated head of household and no principal wage earner, the case head will be considered the head of household. \par \par If the new member is not the head of household, only the new member will be disqualified for the remainder of the disqualification period unless the work registration violation was a voluntary quit. If the violation was a voluntary quit, a new disqualified member who is not the head of the new household will be added to the case if otherwise eligible. \par \par Regardless of whether the sanction is imposed against the household or only the new member, the period of disqualification must correspond to the original disqualification. \par \par The household must be furnished a notice of adverse action (EMS-1) at least 10 days before the disqualification is effective. See FSC 3650 for instructions on notice content. \par \par NOTE:In no instance will a disqualified member be added to a household pending expiration of the 10 day notice of adverse action. \par \par{\ul Item 5 - The SSN Requirement} \par \par Each new household member who has not previously complied with the SSN requirement must do so before being considered an eligible household member. (See FSC 2000 for a full explanation of the SSN requirement.) \par \par When a new member is reported but no SSN is declared with the report, an EMS-1 will be issued to the household. The EMS-1 will serve as a notice of adverse action and will specify: \par \par 1.That the new members must declare, or apply for an SSN before being considered an eligible household member; and \par 2.Whether the member {\ul must} apply for the SSN at the local SSA Office or may apply at the County DHS office; and \par 3.The items needed to apply for an SSN; and \par 4.That the member will be disqualified in accordance with FSC 1623.1 if the SSN requirement is not met within the 10 day notice period. \par \par 11434{\ul Verification} \par \par If information regarding a reported change in household composition is incomplete, inaccurate, inconsistent or outdated, verification will be obtained before the change is processed. See the Glossary, definition of "Verification" for additional information. When verification is needed, an EMS-1 will be issued to the household specifying: \par \par a)The information to be verified; and \par b)What may be provided as verification (See FSC 1610); and \par c)That verification must be supplied by the date indicated or the case will be closed. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011434 - 11435 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 5-1-93 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par \par If the verification supplied by the household results in a decrease in allotment or case closure, another EMS-1 must be issued at least 10 days before the effective date of the action and must specify: \par \par 1.The nature of the action - i.e. case closure or decrease in allotment; \par \par 2.The reason for the action; and \par \par 3.The effective date of the action. \par \par When reported changes in household composition are questionable, the caseworker also has the option of shortening the household's certification period as specified in FSC 11320. \par \par 11435{\ul Completing the Change} \par \par{\ul Household Division} \par \par Household division is defined as a situation where an active food stamp household divides into at least two groups of individuals. \par \par When a household division occurs, the caseworker will use the following guidelines to determine which group retains original eligibility and which group must apply as a new household. \par \par 1.If the original case head (as explained in FSC 1500) remains in the county and wishes to continue participating in the Program, the household containing this individual retains the original eligibility. If the original case head no longer wishes to participate in the Program or is no longer eligible to participate, the newly formed household will retain the original eligibility. \par \par 2.If the original case head leaves the county, the household members remaining in the county retain original eligibility. \par \par 3.If the division occurs as a result of the death of the original case head, original eligibility will be retained by either: \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011435 - 11435 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 5-1-93 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par \par \par a)The group remaining in the county, or if neither group moves from the county; \par \par b)The group containing the largest number of members who lived in the original household. \par \par Once the group retaining original eligibility has been determined, action must be taken to: \par \par .Change the case head and case number; \par \par .Remove the members no longer living in the home; and \par \par .Change the address and shelter costs. \par \par The household's current food stamp application must contain the signature of a responsible household member. Therefore, if the member who signed the application has left the household, another responsible member must sign and date the application or a statement attesting to the accuracy of the information on the application. Prior to signing the application or this statement, this member must review the information on the application and must correct any invalid information. For ease of review, the new corrections and signature should be entered in a different color of ink. \par \par 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 this requirement by EMS-1 and allowed 10 days to comply. If a responsible household member does not review and sign the application or a statement within the designated 10 day period, the household's certification period will be shortened as instructed in FSC 11320. \par \par If the change results in a decrease in the food stamp allotment for the household retaining original eligibility, a notice of adverse action must be issued at least 10 days before the effective date of action. (This notice may be combined with the notice requesting a new signature.) \par \par The newly formed household may not participate in the Food Stamp Program until the members are removed from the original household. \par \par 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. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011435 - 11435 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par There are three exceptions to this provision. \par \par Exception 1:Residents of shelters for battered women and children may participate as specified in FSC 1840. \par \par Exception 2:In some instances, the county office 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 even though they may still be included in the other household. An overpayment will be submitted against the household which misrepresented its circumstances. See FSC 15400. \par \par Exception 3:When the county office does not timely process a reported decrease in household composition, eligible members may participate in their new household beginning in the month the change should have been effective. An overpayment will be submitted against the original household. See FSC 15400. \par \par{\ul Adding New Members} \par \par To add a new member, complete the following actions must be completed. \par \par 1.Obtain the most recent turnaround (EMS-233). \par \par 2.Enter the new member's SSN, name, date of birth, work registration code, income, and eligibility status code. \par \par 3.Change the totals in field 13 (total household members) and field 14 (total eligible members). \par \par 4.If the member has resources, redetermine the household's resources and eligibility based on resources as explained in FSC 7400. Enter the new total in field 27. \par \par 5.If the member has income, change the budget as appropriate in fields 35 through 67. \par \par 6.Enter the new total for household members in field 68, \par \par 7.Calculate the new monthly coupon allotment as instructed in FSC 7500. \par \par 8.Complete the rest of the document as applicable and submit it to be keyed. \par \par{\ul Dropping Members} \par \par To drop a member, complete the following actions. \par \par 1.Obtain the most recent turnaround (EMS-233).\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011435 - 11440 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 HOUSEHOLD COMPOSITION }\'00 \par \par \par 2.Locate the name of the member the member segment. In the shaded area below the member's name, write the word "Drop". Do not enter any variation on this word. For example, if "Dropped" is used instead of "Drop", the turnaround will return with a member named "Dropped". \par \par 3.If the member had resources, change the household's total resources in field 27. \par \par 4.Change the totals in field 13 (total household members) and field 14 (total eligible members). \par \par 5.If the member had income, change the budget as appropriate in fields 35 through 67 and enter the new total in field 68. \par \par 6.Calculate the new monthly coupon allotment as instructed in FSC 7500. \par \par 7.Complete the rest of the EMS-233 and submit it for keying. \par \par 11436{\ul Additional Information} \par \par When a household reports a change in household composition there may be related, unreported changes. Some possible unreported changes are explained below. \par \par 1.{\ul A change in income may have occurred}. For example, when a new member is employable or claims to be disabled but no income is reported for this member, the possibility of unreported income for this member should be considered. \par \par 2.{\ul A change in resources may have occurred}. New members may have unreported vehicles or other resources. \par \par 3.{\ul The new members may be participating in another food stamp} {\ul household}. This may be true for any new member but is particularly likely to occur when children are added to a case. \par \par When an unreported change is suspected, the certification period should be shortened as instructed in FSC 11320. \par \par 11440{\ul Changes in Residence or Address} \par \par{\ul Requirement} \par \par All households must report changes in residence within 10 days of the date the change is known to the household. (Changes in address must be reported immediately to avoid delays in receipt of the household's food stamp allotment.) If an address change occurs as a result of a change in residence, the household must report any related changes in shelter costs. This is the only time at which households are {\ul required} to report a change in shelter costs. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011442 - 11444 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 ADDRESS }\'00 \par \par \par 11442{\ul Processing Standards} \par \par Address changes will be completed as quickly as possible to prevent problems with the mailing of food stamps, notices etc. Such changes must be completed within 10 days. Address changes reported near the end of the month must be processed prior to the last work day of the month even if additional adjustments must be made later. \par \par 11443{\ul Review of Reported Change} \par \par Reported address changes will be reviewed to determine: \par \par 1.If the household moved; \par \par 2.If the county of residence remains the same; \par \par 3.If the new shelter costs have been reported; \par \par 4.If directions to a new rural address have been given; \par \par 5.If household membership has changed; and \par \par 6.If verification is needed. \par \par The household will be contacted when: \par \par 1.A new address is reported but the household did not indicate a move unless the Post Office is currently making a general address change (i.e. changing box numbers along a rural route); \par \par 2.The new address is a rural route but no directions to the home have been given; \par \par 3.A move is reported but no new shelter costs were reported; or \par \par 4.A move is reported and continued eligibility for the standard utility allowance cannot be determined. \par \par The household may be contacted by telephone or by EMS-1 to request the additional information. The change will continue to be processed. If the needed information is not furnished, the household's period of certification will be shortened as instructed in FSC 11320. \par \par 11444{\ul Verification} \par \par Verification of residency in the county will be requested when the information about a new address is incomplete, inaccurate, inconsistent, or outdated. \par \par If verification of residency is needed, the EMS-1, will specify: \par \par 1.That verification of county of residency must be supplied; \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011444 - 11445 \'00SUBJECT: PROCESSING CHANGES - ADDRESS\'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par 2.How residency may be verified (FSC 1330); and \par \par 3.That this verification must be supplied by the date shown or the food stamp case will be closed. \par \par If verification of actual utility or entitlement to the standard utility allowance costs is needed, the EMS-1 will specify: \par \par 1.That verification of actual utility costs or entitlement to the standard utility allowance must be supplied; \par \par 2.How these costs may be verified (FSC 6627); and \par \par 3.That this verification must be supplied by the date shown or the unverified costs will be disallowed. \par \par If it appears that verification of any other information is needed, the certification period will be shortened as instructed in FSC 11320. \par \par 11445{\ul Completing the Change} \par \par Addresses, are changed via the EMS-233, Food Stamp Authorization Document, fields 15 through 20. \par \par If the household has moved to another county within the state, see EMSUM 7360 and 8331 for instructions on closing and transferring the case. If the household has moved to another state, the case will be closed. Neither food stamp nor case records are sent out of state. (See FSC 11900 for notice requirements. Also see FSC 14324, "Out-of-State Addresses.) \par \par Address changes within the county do not require any change to the household's budget unless new shelter costs are reported. When the new shelter costs are reported, a {\ul prospective} budget will be calculated reflecting the household's new anticipated shelter costs. \par \par Before the new budget is calculated, it must be determined whether the household has elected to use the utility standard or actual utility costs. (See FSC 6622.) If the utility standard is currently being used, it must be determined if the household is still entitled to use the utility standard. (The household must incur the full cost of its primary source of heat or the full cost of an air conditioner.) If the household is no longer entitled to use the utility standard, actual utility costs must be verified and used in the new budget. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011445 - 11446 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 SHELTER COSTS }\'00 \par \par \par If the household has not previously been entitled to the utility standard but now incurs a heating or air conditioning expense, the household will be offered the option of using the utility standard or actual utilities. When the household makes its choice, a continuous 12-month period begins. During this period, the household may switch between the actual and the standard at each recertification and one additional time. \par \par{\ul Budgeting} \par \par A prospective budget will be completed using the most recent EMS-233. \par \par 1.Enter any new amount for rent or house payment in field 57. \par \par 2.Enter any new amount for real estate taxes and home owner's insurance in field 58. (These amounts may either be averaged over the interval between scheduled billings or allowed in the month incurred. The household makes this choice.) \par \par 3.Enter any new amount to be shown for utility costs in field 60. If the household is using actual utility costs, enter a code "A" in field 59. If the household is using the utility standard, enter a code "S" in field 59. \par \par 4.Enter the total of all shelter costs (Fields 56 through 60) in field 61. \par \par 5.Calculate the new shelter deduction as instructed in FSC 7610. \par \par{\ul Notices} \par \par If the change in shelter costs results in a decrease in food stamp allotment or case closure, a 10 day notice of adverse action (EMS-1) will be issued unless all conditions specified in FSC 11300 are met. The notice will specify the action to be taken (either case closure or allotment reduction), the reason for the action and the effective date of the action. \par \par If all conditions specified in FSC 11300 are met, an adequate notice (EMS-1) will be issued to reach the household no later than the date the household usually receives (or would have received) its food stamp allotment. All items specified for the notice of adverse action must appear on an adequate notice. \par \par When food stamps increase, an adequate notice (EMS-1) will be issued to advise the household of one new food stamp allotment, the reason for the increase, and the effective date of the action. \par \par 11446{\ul Additional Information} \par \par When a household reports a move to a new residence, there may be related changes not reported by the household. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011446 - 11452 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 MEDICAL EXPENSES }\'00 \par \par \par 1.{\ul A change in household composition may have occurred}. For example, if the household reports that they now have no shelter costs, two households may have combined. \par \par 2.{\ul A change in income may have occurred}. For example, if a household with an employable member moves (particularly to a more expensive location), there may be new employment. If a household previously reporting no income moves into a housing project, this is a good indication that there is unreported income. \par \par 3.{\ul The household's former residence may now be considered a temporarily unoccupied home}. If the household had to temporarily leave a residence it is buying or owns, the residence may be considered an unoccupied home. (See FSC 4410.) \par \par 4.{\ul The household's former residence may now be a resource}. If the household moves from a residence it owned or was buying, the former residence may become a resource. (See FSC 4700.) \par \par When an unreported change is suspected, the certification period will be shortened as instructed in FSC 11320. \par \par 11450{\ul Changes in Medical Expenses} \par \par 11451{\ul Requirement} \par \par Changes greater than $25.00 in the household's total allowable monthly medical expenses must be reported. Reportable changes in medical expenses include: \par \par 1.One-time medical expenses of more than $25.00 incurred during the certification period; \par \par 2.Increases of more than $25.00 in total monthly medical expenses - e.g. an aged or disabled member begins incurring the cost of a new medication on a monthly basis; or \par \par 3.Decreases of more than $25.00 in total monthly medical expenses - e.g. an aged or disabled member no longer incurs the cost of a monthly visit to the doctor. \par \par 11452{\ul Processing Standards} \par \par All changes in medical expense must be processed within 10 days of the date reported to the county office. Changes in medical expenses which increase the food stamp allotment must be effective in the first allotment issued at least 10 days after the change is reported. \par \par A supplemental issuance of food stamps will be authorized when: \par \par 1.A household reports an increase in medical expenses; \par \par 2.The increase in medical expenses results in an increase in the food stamp allotment; and\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011452 - 11454 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 MEDICAL EXPENSES }\'00 \par \par \par 3.The change cannot be made or is not made in accordance with the specified processing standards. \par \par 11453{\ul Review} \par \par Reports of new medical expenses must be reviewed to determine: \par \par 1.If the reported medical expense was incurred by an aged or disabled member (See the Glossary definition of "Aged/Disabled"); and \par \par 2.If the reported medical expense is allowable. (See FSC 6510.) \par \par Reports of medical payments which 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. \par \par 11454{\ul Verification} \par \par See FSC 11345 for instructions on verifying medical expenses reported with a mid-point review submitted by an aged-disabled household. \par \par Reported changes in medical expense must be verified if the expense has not previously been reported or the expense has changed by more than $25 {\ul unless} information about medical expenses is incomplete, inaccurate, inconsistent or outdated. See the Glossary, definition of "Verifica-tion" for additional information. \par \par If the household does not furnish verification of medical expenses with the report, an EMS-1, Notice of Action, will be issued to the household specifying: \par \par 1.Which expense must be verified; \par \par 2.How the expense may be verified; and \par \par 3.That failure to provide the verification before the specified date will result in the declared medical expense not being allowed in the food stamp budget. \par \par See FSC 6524 for an explanation of acceptable verification of medical expenses. \par \par Once a household has furnished the required verification, a notice of adverse action must be issued to explain the effect of the change on the household's eligibility and benefit level. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011454 - 11455 \'00SUBJECT: PROCESSING CHANGES - \'00 \par\'00{\ul DATE: 2-1-92 \'00 MEDICAL EXPENSES }\'00 \par \par \par When the allotment increases as a result of the verification supplied, the effective date of the increase will be calculated from the day the change was originally reported and, if necessary, a supplemental issuance will be authorized. For example, an increase in medical costs was reported on June 14th. Verification was requested on June 24th and submitted on July 2nd. A supplement will be issued for July. \par \par 11455{\ul Completing the Change} \par \par See FSC 11345 for instructions on handling medical expenses reported by an aged-disabled household at a mid-point review. \par \par Changes in allowable medical expenses incurred by aged or disabled members will be processed as explained below. \par \par{\ul Increases in Medical Expenses} \par \par Verified increases in medical expenses will be allowed when reported as a change if: \par \par 1.The expense can be anticipated to be incurred on a monthly basis; \par \par 2.The expense can be anticipated to be incurred on a periodic basis; or \par \par 3.The expense is a one time medical expense which was reported in a timely manner. \par \par No past due medical expenses will be allowed. 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: \par \par NOTE:Reimbursable expenses must be reported in a timely manner to be allowed. Reimbursable expenses may either be reported within 10 days of the date incurred or within 10 days of the date the amount of the reimbursement becomes known. \par \par See FSC 6525 for a full explanation of determining the amount of the allowable medical expense. \par \par To calculate the increase in medical expenses, the following actions will be completed. \par \par 1.Determine the new total medical costs by adding the new expense or increase in expense to any current monthly prorated or averaged medical expenses. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011455 - 11500 \'00SUBJECT: PROCESSING CHANGES - MEDICAL\'00 \par\'00DATE: 2-1-92 \'00EXPENSES/CHANGES NOT REQUIRED TO BE \'00 \par\'00{\ul \'00REPORTED }\'00 \par \par \par 2.Subtract the $35 benchmark. The resulting figure is the household's new medical deduction. \par \par 3.Enter the household's new medical deduction in field 55 of the EMS-233. \par \par 4.Recalculate the rest of the household's budget based upon the new medical deduction. \par \par Increases in medical expenses must be processed and documented carefully to ensure that: \par \par 1.Previously allowed on-going or prorated medical expenses continue to be allowed; and \par \par 2.No medical expense is allowed twice. \par \par For example, a household may begin making payments on a one-time medical expense which has been previously prorated. Even if the household reports this as a change in medical expenses, no change has occurred. \par \par{\ul Decreases in Medical Expenses} \par \par Reported decreases in medical expenses will be processed by completing the following actions: \par \par 1.Determine the new total medical costs by deducting the decrease from any previously allowed medical expenses which are still allowable. \par \par 2.Deduct the $35 benchmark. The resulting figure is the household's new medical deduction. \par \par NOTE:If the household's total medical costs are less than $35 after the reported change, the household no longer has a medical deduction. \par \par 3.Enter the household's new medical deduction in field 55 of the EMS-233. If the household no longer has a medical deduction, enter "0" in field 55. \par \par 4.Recalculate the rest of the household's budget based upon the new medical deduction. \par \par 11500{\ul Processing Changes Which Were Not Required to be Reported} \par \par Any change reported by the household must be processed even if the change is not required to be reported. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011500 - 11610 \'00SUBJECT: REPORTING REQUIREMENTS FOR\'00 \par\'00{\ul DATE: 5-1-94 \'00 PA HOUSEHOLDS }\'00 \par \par \par For example, if a household reports a $20 increase in an entitlement check, the budget must be recalculated to determine the effect of this increase. \par \par Verification need not be required on a change which is not required to be reported with the following exception: \par \par EXCEPTION:Reported changes in actual utilities must be verified if the utility costs exceed the utility standards and result in a deduction. \par \par 11600{\ul Reporting Requirements for PA Households} \par \par PA food stamp households are those households in which all members are receiving or applying for a state, local or federal public assistance grant. (See the Appendix B, the Glossary, for a full explanation of a PA household). \par \par PA food stamp households have the same reporting requirements as any other household. They must be issued an EMS-234, Change Report Form, and instructed in its use. \par \par PA cases in which all household members are included in a single AFDC case will be assigned a certification period of up to 12 months. This will include households where the only members not included in AFDC grant are SSI recipients. FSC 8710, item 2. \par \par AFDC reevaluations are conducted every six months. Therefore, an AFDC reevaluation should occur at about the middle of these PA household's food stamp certification period. Changes reported at this reevaluation must be reflected in the food stamp case. See FSC 11620 - 11630 for notice requirements. \par \par All other changes reported to the AFDC worker must also be reflected in the food stamp case. See FSC 11610. If the AFDC case closes but the food stamp case remains open with an assigned certification period of 12 months, the certification period will be shortened. See FSC 11320 for instructions. \par \par 11610{\ul Changes Reported to AFDC Workers} \par \par Changes in circumstances reported to an AFDC worker are considered to have been reported for food stamp purposes. In addition, the food stamp case must always reflect any changes in the AFDC grant. \par \par If the AFDC workers in a particular office do not handle the household's food stamp case, the county office 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 that information is transmitted in writing from one worker to the other in a timely manner. The day after the day the information is reported to the AFDC worker is considered day one of the change processing period. \par \par \page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011610 - 11630 \'00SUBJECT: ADVERSE CHANGE TO AFDC \'00 \par\'00{\ul DATE: 2-1-92 \'00GRANT/INCREASE IN FOOD STAMP ALLOTMENT}\'00 \par \par 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. \par \par Special instructions for processing standards appear in the following sections of policy. For situations not appearing in these sections, use the normal processing standards. \par \par 11620{\ul Adverse Changes to AFDC Grant and Food Stamp Allotment} \par \par Some changes reported by AFDC recipients may result in reduction and/or termination of both the AFDC grant and the food stamp allotment. \par \par (Example - the AFDC payee goes to work). When sufficient information is available to determine both the status of AFDC grant and the food stamp allotment, a single notice (EMS-1) will be issued to the household. The EMS-1 must be issued at least 10 days before the effective date of action and must specify: \par \par 1.The effect of the change on the AFDC grant; \par \par 2.The effect of the change on the food stamp allotment; \par \par 3.The effective date of action; \par \par 4.The household's rights to an administrative hearing; and \par \par 5.The date by which the household must request an administrative hearing in order to receive continued benefits. \par \par If an administrative hearing is requested, food stamps will be continued at the same level if: \par \par a)The household requests an administrative hearing on the reduction or termination of its allotment; and \par \par b)The request was received before the effective date of action; and \par \par c)The household has requested continuation of benefits or has not indicated a choice. \par \par If the AFDC caseworker does not handle the food stamp case, the information will be transmitted to the food stamp caseworker. The food stamp caseworker will make the appropriate adjustments to the food stamp case and issue a notice of adverse action as specified above. \par \par 11630{\ul Adverse Change to AFDC Grant/Increase in Food Stamp Allotment} \par \par Some changes result in a decrease or termination of the AFDC grant and as a result, the food stamp allotment increases. Example - a child is removed from the grant thus lowering the grant amount. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011630 - 11710 \'00SUBJECT: PROCESSING CHANGES NOT \'00 \par\'00{\ul DATE: 2-1-92 \'00REPORTED BY THE HOUSEHOLD }\'00 \par \par \par No action will be taken to adjust the household's food stamp allotment until the household decides whether it will appeal the decrease or termination of its AFDC grant. 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. The 10 day period during which the change must be made is calculated from the date the AFDC notice of adverse action expired. A Notice of Action (EMS-1) must be issued to the household to advise it of the increase in its food stamp allotment. \par \par If a request for an administrative hearing and continuation of benefits is received on the AFDC action, the household's food stamp allotment will not be changed. \par \par At times the nature of the change will result in termination of the AFDC grant when there is not sufficient information to process a food stamp change. Example - the absent parent is reported to have re-entered the home but no information is given on his income. The household is ineligible for AFDC but may continue to be eligible for food stamps. \par \par When this occurs and an administrative hearing and continuation of benefits has been requested on the AFDC action, no action will be taken on the food stamp case until the hearing decision has been rendered. If the next scheduled recertification occurs prior to the decision, the case will be adjusted at recertification. \par \par NOTE:A notice of adverse action (EMS-1) will be issued at least 10 days before the effective date of action if: \par \par a)The case is adjusted due to an administrative hearing decision; and \par \par b)The decision resulted in action to decrease the allotment or to close the case. \par \par The household's certification period will be shortened as per FSC 11320 if: \par \par a)An administrative hearing is requested on the AFDC action but the household waives continuation of benefits; or \par \par b)An adverse action notice was not required prior to the AFDC action. \par \par 11700{\ul Processing Other Changes} \par \par The following sections of policy discuss how changes reported by someone other than a household member will be handled. \par \par 11710{\ul Changes Reported by Other DEMS Personnel} \par \par Changes reported by other DEMS personnel must be processed within 10 days of the date the change becomes known to DEMS. (Day one of the 10 day period is the day after the date of the report). The household is liable for any overissuances which occur due to failure to report the changes as prescribed in FSC 11220. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011720 - 11740 \'00SUBJECT: PROCESSING REPORTS FROM \'00 \par\'00{\ul DATE: 2-1-92 \'00 DEMS PERSONNEL }\'00 \par \par \par 11720{\ul Reports From Nursing Home Workers} \par \par When a member of a food stamp household enters a nursing home, action will be taken to remove the member from the household. If the individual entering the nursing home was the only household member, the case will be closed. \par \par When a husband and wife have been receiving SSI and either the husband or the wife enters a nursing home, the SSI check for the individual remaining in the couple's home will be adjusted. If the new SSI amount is not known, the household's certification period will be shortened as specified in FSC 11320 or the Review for Change fields on the EMS-233 will be completed so the household's circumstances can be re-examined. See FSC 11430 for full instruction on processing changes in household composition. \par \par 11730{\ul Reports From Service Workers} \par \par When children enter or leave foster care, the proper adjustments will be made to any food stamp cases involved. See FSC 1624 and 5708 for additional information about including foster children and handling foster care payments. \par \par 11740{\ul Reports From Quality Control (Q.C.)} \par \par See FSC 800 for a full description of the Q.C. process. \par \par The Q.C. reviewer verifies only the information needed to make a determination of the household's eligibility and correct food stamp allotment for a particular month. Therefore, the case worker must re-verify information reported by Q.C. before redetermining the household's eligibility and current food stamp allotment. \par \par Such reports may be either informal reports provided by the reviewer 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. A report of the corrective action is made via the {\ul Quality Control Error Response} (EMS-29). See the EMS-29 for instructions on completion and submission. \par \par Underissuances found by Q.C. {\ul which resulted from an agency error} will be corrected through restored and/or supplemental issuances to the household following required verification. \par \par See FSC 113000 for full instructions on authorizing restored or supplemental benefits. \par \par Overpayments must be prepared on {\ul all} overissuances determined through Q.C. Reviews. The caseworker must verify data used to prepare overpayments found through the Q.C. process if the verification used by Q.C.is not available or does not include all months in the overpayment period. See FSC 15000 for full instructions on preparing overpayments. \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011750 - 11770 \'00SUBJECT: FIELD INVESTIGATIONS/REPORTS\'00 \par\'00{\ul DATE: 2-1-92 \'00 FROM INDIVIDUALS }\'00 \par \par \par 11750{\ul Information Obtained Through Field Investigations} \par \par Field investigations may be completed by caseworkers or by a field investigator stationed in the county office. When the field investigation reveals information unreported by the household, the investigator's will be reviewed report to determine if the information has been substantiated. For example, did the household report the information to the investigator? Did the investigator obtain the information through reliable collateral contacts? \par \par If the information has been substantiated, notice of adverse action (EMS-1) will be sent to the household. The notice will specify: \par \par 1.The information obtained through the field investigation; \par \par 2.Any action the household must take as a result (e.g. verify unreported income); \par \par 3.That the household has 10 days to take the necessary actions; and \par \par 4.That failure to take the actions within 10 days will result in case closure. \par \par If the information on the investigator's report is not clearly substantiated, the caseworker will attempt to substantiate the information by contacting available collateral sources. If the information is substantiated to the caseworker's satisfaction, a notice of adverse action will be issued. (See above for the content.) \par \par The household's certification period will be shortened in accordance with FSC 11320, when information cannot be substantiated. \par \par Suspected occurrences of fraudulent activity will be reported via the EMS-1700, Suspected Fraud Report. \par \par 11760{\ul Changes Discovered Through Sources Other Than the Agency} \par \par Changes not reported by the household but discovered through sources other than the agency must be processed within 10 days of the date of discovery. \par \par 11770{\ul Reports by Individuals} \par \par When an individual contacts the county office or other agency personnel to report information about households receiving food stamps, the report must be substantiated through a field investigation or collateral contact. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011770 - 11780 \'00SUBJECT: GENERALLY KNOWN INFORMATION\'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par For example, if an individual reports a household member is employed at a local factory, the factory will be contacted to substantiate the report. If the report is substantiated, a notice of adverse action (EMS-1) will be issued to the household. The EMS-1 will specify: \par \par 1.The information reported; \par \par 2.Any action the household must take as a result (e.g. verify unreported income); \par \par 3.That the household has 10 days to take the necessary actions; and \par \par 4.That failure to take the actions within 10 days will result in case closure. \par \par If the report cannot be substantiated, the household's certification period will be shortened as specified in FSC 11320. \par \par NOTE: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 or her name will not be released to the household. The name will be removed from the case record if the household requests to review its record. \par \par 11780{\ul Generally Known Information} \par \par Changes in food stamp households may become known to the agency through common knowledge. Examples are: \par \par 1.The marriage of a member of a currently certified household may be announced in the newspaper; \par \par 2.The obituary of a member of a currently certified household may appear in the newspaper; or \par \par 3.A caseworker may see a member of a currently certified household working at a job when no employment or different employment has been reported by the household. \par \par When information becomes known to the agency through general sources, a notice of adverse action will be issued to the household specifying: \par \par 1.The nature of the information; \par \par 2.Any resulting actions the household must take; \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011780 - 11810 \'00SUBJECT: MASS CHANGES \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par 3.That the household has 10 days to complete these actions; and \par \par 4.That failure to take the needed actions within 10 days will result in case closure. \par \par 11800{\ul Mass Changes} \par \par Mass changes are automated changes based on legislative or regulatory action which affect all or a substantial portion of the statewide case load. Households are not responsible for reporting changes which will be handled as a mass change. Examples of mass changes include: \par \par 1.Changes in the income eligibility standards; \par \par 2.Changes in the maximum allowable deductions (earned income, standard dependent care or shelter costs); \par \par 3.Changes in the maximum food stamp allotment sizes (NBI); \par \par 4.Changes in the utility standard; \par \par 5.Cost of living adjustments to VA, SSA or SSI payments; and \par \par 6.Changes in the AFDC payments. \par \par Mass changes to reflect cost-of-living adjustments (COLAs) in Social Security and Supplemental Security Income will be accomplished by the automated Food Stamp System (FACTS) to be effective in the month the increase is made unless the case cannot be automatically adjusted. Cases which cannot be automatically adjusted will be processed manually. Manually processed changes must be reflected no later than the second allotment issued to the household after the month when the change becomes effective. \par \par 11810{\ul Automatically Processing the Change} \par \par 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. Reports generated may include: \par \par 1.List of Changes; \par 2.Mismatch List; \par 3.List of Closures; and \par 4.Turnarounds (EMS-233) or budget sheets. \par \par In addition, 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 contain statements explaining: \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011810 - 11821 \'00SUBJECT: MASS CHANGES \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par 1.The nature of the change; \par \par 2.How the change may affect the household's food stamp allotment; \par \par 3.Who the household may contact if it has questions; and \par \par 4.The household's right to appeal an adverse action. \par \par Specific notices contain the same information except that OIS prepares individual notices specifying the household's new food stamp allotment. \par \par 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 the household's food stamp allotment is usually received. \par \par 11820{\ul County Responsibilities} \par \par The county must handle reports generated on the automated change by taking the actions specified below. \par \par NOTE:Not all reports are generated at all mass changes. For example, a Mismatch Listing would be generated at the time of an SSA/SSI increase but not at the time of an NBI. \par \par 11821{\ul List of Changes} \par \par This report which is generated at every mass change under various titles is provided mainly for reference. The information usually provided on the report includes: \par \par 1.Case name; \par \par 2.Case number; \par \par 3.Category; \par \par 4.Current ending certification date; \par \par 5.Old Gross Income; \par \par 6.New Gross Income; \par \par 7.Old food stamp allotment; and \par \par 8.New food stamp allotment. \par \par Other information will be provided depending on the nature of the change. \par \par NOTE:The list of changes may be used to complete the optional form EMS-230 (Household Issuance Record). \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011822 - 11822 \'00SUBJECT: MASS CHANGES \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par 11822{\ul List of Mismatches} \par \par 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. \par \par NOTE:SSA amounts do not appear on the Recipient Master File unless the member also receives SSI. Increases in SSA income which cannot be obtained from the Recipient Master File are calculated. \par \par 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: \par \par 1.The name of the casehead; \par \par 2.The SSN of the casehead; \par \par 3.The category (NA or PA); \par \par 4.The ending date of the certification period; and \par \par 5.The SSN of member whose income mismatched. \par \par Other information will be provided depending on the nature of the change. \par \par The reason for the mismatch will be indicated by a code. The codes are listed below. \par \par 01Two individuals on the Recipient Master File (ACES) have the same SSN. \par \par 02Two household members on the Food Stamp Master File (FACTS) have the same SSN. \par \par 06An amount is on the Recipient Master File (ACES) for a household member but not on the Food Stamp File (FACTS) for the same member. \par \par 07An amount is on the Food Stamp File (FACTS) for a member but not on the Recipient Master File (ACES) for the same member. \par \par 08An increase in the food stamp allotment may have occurred if the case had been re-calculated. \par \par 09The new amount of income on the case page of WFSM differs by more than $2 from the sum of the amounts calculated for members on WFSM. Therefore, case and members incomes do not agree. \par \par 10An SSA amount is on FACTS for an SSI recipient but the SSA is not on ACES for the members. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011822 - 11824 \'00SUBJECT: MASS CHANGES \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par The following actions must be completed. \par \par 1.Obtain the case record. \par \par 2.Resolve the discrepancy which caused the case to mismatch. \par \par 3.Recalculate the budget using the new income amounts. (Verify new SSI, AFDC, or combination of SSI/SSA by using information available in the county office. When the household receives only SSA and the SSA amount has increased, calculate the new SSA amount using the current percentage of increase.) \par \par 4.Issue a notice of adverse action (EMS-1) at least 10 days before the effective date of action if a decrease in the food stamp allotment results. The notice must specify: \par \par a)The new food stamp allotment; and \par \par b)The new income amounts used in the budget. \par \par 11824{\ul List of Closures} \par \par This is a listing of all cases closed during the mass change because the new net income amount exceeds the maximum allowable. The following information appears on the report: \par \par 1.Name of the casehead; \par \par 2.The casehead's SSN; \par \par 3.Category (NA or PA); and \par \par 4.The old and new net income amounts. \par \par Reports are only generated to counties where case closures occurred. Each case listed on the report must be examined by a caseworker to ensure the validity of the closure. \par \par If the closure is determined to be correct, documentation will be entered on the most recent EMS-233. The documentation must include: \par \par 1.A statement the case has been checked and the closure found to be correct; \par \par 2.The date of this determination; and \par \par 3.The caseworker's initials. \par \par No additional action is required since closure notices are automatically generated. \par \par\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011824 - 11900 \'00SUBJECT: MASS CHANGES \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par If the closure is determined to be incorrect, the case must be reopened. No new application is required to reopen the case; however the following steps must be completed. \par \par 1.Complete an EMS-211 with the date of application as the last day of the previous month to prevent proration. \par \par 2.Complete an EMS-233 using the new income figures. Use a RI action type in field 82. \par \par 3.Have the EMS-211 keyed first to obtain the register number. \par \par 4.Have the EMS-233 keyed to authorize issuance of the current month's allotment via daily issuance. \par \par 5.Authorize any restored or supplemental benefits to which the household may have been entitled via the WFMO screen. (See FSC 13000 for instructions on authorizing restored and supplemental benefits). \par \par Households are advised via the automated notice of their rights to an administrative hearing. For valid closures benefits will be reinstated {\ul 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 used to determine the 10 day advance notice period during which reinstatement may be requested. In questionable cases, the Food Stamp Section, Central Office, will be contacted to determine the approximate date the notice was mailed. \par \par 11825{\ul Turnarounds or Budget Sheets} \par \par At each mass change either an EMS-233 or a "budget sheet" will be generated for each case which changed. A "budget sheet" is an automatically generated report which contains the new income, the new budget figures used at the time of the mass change and the new food stamp allotment. \par \par EMS-233's and budget sheets must be filed in the appropriate case records as quickly as possible. If Quality Control (Q.C.) requests a case while the county is in the process of filing these reports, the turnaround or budget sheet must be attached before the case is mailed to Q.C. \par \par 11900{\ul Special Situations/Exemptions From Notice} \par \par There are certain special situations under which necessary adverse action may be taken without issuance of a notice. These situations are listed below. \par \par 1.{\ul Death of All Household Members} - When the county office determines, based upon reliable information, that all household members have died, the case will be closed immediately. No notice will be issued. Sources of reliable information include newspaper reports, reports from friends or relative or contact from other agencies or organizations.\page {\ul } \par\'00FOOD STAMP CERTIFICATION MANUAL \'00SECTION: CHANGES \'00 \par\'0011900 - 11900 \'00SUBJECT: MASS CHANGES \'00 \par\'00{\ul DATE: 2-1-92 \'00 }\'00 \par \par \par 2.{\ul Move From the County or State} - When the county determines through a reliable source that the household has moved or will be moving from the county or state, the case will be closed immediately. A notice may be issued to the household specifying the action which has been taken if the household's new address is available. See FSC 14324 for additional information. \par \par 3.{\ul Completion of Restoration of Lost Benefits} - Some households elect to receive restoration in installments. (See FSC 13310.) When all installments have been received, no notice need be sent if the household was previously notified, in writing, of the last month an installment would be received. \par \par 4.{\ul Anticipated Changes in the Monthly Allotment} - When necessary the caseworker may vary the food stamp allotment from month to month within the certification period due to anticipated changes. If the household was notified of these variations at certification, no additional notice is required. See FSC 14323 for additional information. \par \par 5.{\ul Case Closed at the Household's Request} - When the household voluntarily requests in writing that its case be closed, no notice is required. 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 EMS-1. The written confirmation will not offer the household the same protection as an adequate notice. (See Appendix B, the Glossary, the definition of "Notice of Action" for an explanation of an adequate notice.) Should the household appeal the action to close its case, benefits will not be continued pending a decision. \par \par}