109.01 Filing an Application SR 98-51, 12/98 (FAM-A)

*Assist individuals in completing paper Form 800, if they request help.

Accept an application if it contains a request for program(s) of assistance, the applicant’s name and address, and the signature of the applicant or, if the applicant is incapacitated or incompetent, the signature of an authorized representative or other responsible person acting on behalf of the applicant.

Client Registration (CR)

The CR function is used to initiate a Request for Assistance (RFA) under the programs administered by DFA. Most applicants will have an interactive interview as part of the CR function.

• CR is used to determine potential program eligibility and as the initial information-gathering mechanism to formally begin the application and face-to-face interview process.

• At the conclusion of CR, but before a Filing Date is entered, print Form 800H from New HEIGHTS for review with the applicant.

• If the worker and the applicant determine that there are no errors or omissions of information on the Form 800H, instruct the applicant to sign Form 800H.

• If the worker or the client determines that there is an error or omission of information on the Form 800H, return to the appropriate CR screen and perform the necessary data entry changes. The Form 800H is then reprinted by the worker, and reviewed and signed by the applicant.

• As soon as the Form 800H has been signed, enter the Filing Date in New HEIGHTS (if this has not already been done), reprint the completed Form, sign and date in the spaces provided, and retain in the case file.

Once the Filing Date is entered, the application becomes official and no changes to the RFA may be made in CR.

• If the Filing Date is entered before the Form 800H is reviewed with the applicant, and errors or omissions are detected on the Form 800H, changes to the Form 800H must be made by the worker to the hard copy document and initialed by both the client and the worker.

• Changes requested after Form 800H is signed and the Filing Date entered may be made by the Case Technician during the Application Entry (AE) eligibility interview.

At the conclusion of the CR interview, but prior to the AE interview, provide the applicant with Forms 800HC, Application Information Overview, and 811R, Your Rights and Responsibilities.

• Calculate time frames for determining eligibility and providing benefits from the date the application is filed in the correct District Office. See Parts 117 and 123 for time frames.

• If the application is filed in the correct office, stamp the application with the date of receipt.

• If the individual mails the application to the wrong office, date stamp and forward the form to the appropriate office on the same day. See the General Manual, Item 39, Catchment Areas.

 Exception: Process the Food Stamp portion of the application immediately for applications received in the wrong D.O. if the case meets the criteria for Expedited Food Stamps.

• If the individual contacts the wrong office, either in person or by telephone, do all of the following:

- Give them the address and telephone number of the correct office; and

- Offer to forward the application to the correct office on the same day. The form must contain the minimum information necessary for filing an application.

When a resident of an institution applies prior to leaving the institution, the filing date of the application is the date the applicant is released from the institution.