SR 03-43 Dated 09/03

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

SUMMARY

This SR releases clarifications in processing Food Stamp recertifications. Specifically it:

·   clarifies when a break in participation has occurred requiring benefits to be prorated; and

·   delineates a complete application for recertification.

BACKGROUND

The Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA) of 1996 mandated that if a Food Stamp household failed to fully complete the recertification process by the end of their current certification period, there would be a break in participation and the first month’s benefits would be prorated according to the date that the applicant had completed the recertification process. This policy was released in September 1996 in SR 96-51.

A month later, in October of 1996, the Food and Consumer Service (now known as FNS) revised this initial mandate to state that if a household had completed the recertification process within 30 days of their current certification period, then there would be no break in participation and clients would get a full month’s benefits (no proration) for the month after their current certification period expired. SR 96-61, dated November 1996, released policy reflecting that change.

Federal regulations have now reverted to the former policy that if a Food Stamp household fails to fully complete the recertification process prior to the end of their current certification period, benefits terminate and the household must reapply and receive prorated benefits for the first month of the new certifiction period.

POLICY

The Food Stamp application for recertification is complete when by the end of the current recertification period, the household:

·   completes an application;

·   participates in an interview, if required; and

·   provides all required verification to the District Office.

A "break in participation" has occurred if the household completes the application for recertification process after the current recertification period expires.

If the household has reapplied for benefits within the recertification period but completes the reapplication process within 30 days of the expiration of the recertification period, use the same application and prorate the household’s first month’s benefits, entering the date on which all requirements were fulfilled as the application date. By federal regulation, these cases are not entitled to expedited service as they are still considered a recertification, not a new application.

Note: If the date on which all reapplication requirements are fulfilled is the first day of the month, benefits are not prorated and the client will receive a full month’s benefits.

If the household does not complete an application before the certification period expires, or applies timely but does not provide verification until more than 30 days after the end of the certification period, the household’s application is no longer valid, meaning the household must:

·   complete a new application;

·   be interviewed; and

·   verify any changes.

If eligible, the household’s first month’s benefits will be prorated from the new application date and, if the criteria are met, the household is entitled to expedited benefits.

HEIGHTS PROCEDURES

When Food Stamp households experience any break in participation, the household is treated as an initial applicant for benefit issuance purposes and the first month’s benefits are prorated according to the application date.

Note: If the household is completing the application process within 30 days of the end of the certification period, the household is not entitled to expedited Food Stamp Benefits. If the completed application is determined as expedited by New HEIGHTS, Family Services Specialists (FSS) must process the case within 4 days of receiving the final piece of verification to prevent untimely issuance of expedited benefits.

·   Set the Application Date on the Program of Assistance screen to the date on which the last piece of required verification is submitted prior to running eligibility for Food Stamps. This will cause the application month’s benefits to be prorated from the adjusted application date.

·   Confirm food stamp eligibility within 4 days if EDBC determines the application month to be expedited in order to prevent New HEIGHTS from tagging the case as "Expedited - Not Meeting Timeframes."

/mOThe household’s recertification period expires in September. On September 20, the household reapplies, but fails to submit required verification in a timely manner, and the case closes on September 30. On October 2, the household provides all required verification to complete recertification. Benefits for October are prorated from October 2nd. The application date entered into New HEIGHTS is October 2nd so that New HEIGHTS will issue prorated benefits for the month of October. If HEIGHTS determines the household to be entitled to expedited benefits, Food Stamp eligibility must be run and confirmed by the 6th of October to prevent New HEIGHTS from tagging the case as "Expedited - Not Meeting Timeframes."

The household’s recertification period expires in September. On September 14, the household completes an application and is interviewed. Verification is not received timely and the recertification application is denied for failure to verify. The household sends in verification on November 2. The household must reapply (complete a new application, be interviewed, and verify any changes) as it is beyond the 30 days after the certification period expired. If eligible, the household’s first month’s benefits will be prorated from the new application date and, if the criteria are met, the household is entitled to expedited benefits as the household received no benefits for October.

Note: If a household files an application, has an interview, and provides all required verification before the end of the current certification period, the application date entered into New HEIGHTS is the date on the application form.

POLICY MANUAL REVISIONS

Revised Food Stamp Manual Topics

Section 161.01   Timely Notice

Section 161.05   Processing Redeterminations/Recertifications

Section 161.07   Termination at Redetermination/Recertification

Section 161.09   Untimely Application

PART 601, TABLE G  DETERMINING FOOD STAMP ALLOTMENTS

IMPLEMENTATION

Policy released by this SR is retroactively effective to September 30, 2003.

CLIENT NOTIFICATION

No special client notification is planned.

TRAINING

No special training is planned.

DISPOSITION

This SR may be destroyed or deleted after its contents have been noted and the revised manual topics released by this SR have been posted to the On-line manual.

DISTRIBUTION

This SR will be distributed according to the electronic distribution list for Division of Family Assistance policy releases. This SR, and revised On-Line Manual, will be available for agency staff in the On-Line Manual Library, and for public access on the Internet at http://www.dhhs.state.nh.us/DHHS/DFA/LIBRARY, effective February 2, 2004.

This SR, and printed pages with posting instructions, will be distributed under separate cover to all hard copy holders of the Food Stamp Manual.

DFA/DMS:s