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SNAP CERTIFICATION MANUAL – SECTIONS 100 TO 900 400 Records and Reports 410 Retention of the Contents of the Case Record

400 Records and Reports

SNAP MANUAL 06/01/05 All Supplemental Nutrition Assistance Program records, documents, reports, etc. are to be retained in an orderly fashion for a period of at least five years from the month of origin of each document/report. DCO must insure that such documents/reports are retained and must submit to FNS any records, documents, reports or other information required. The central office will notify the county office if records are to be retained longer than five years for audit purposes.

410 Retention of the Contents of the Case Record SNAP MANUAL 06/01/05 All contents of the SNAP case record including both forms and supporting documents (collateral statements, income statements, etc.) are to be retained for at least five years from the month of origin. Verification of social security numbers, identity, and alien status are to be retained for at least five years from the date of case closure or last expiration. Documents concerning overpayments are to be retained for five years from the date of fiscal or administrative closure. Documentation of Restoration of Lost Benefits (DCO-201) is to be retained for five years from the date of fiscal or administrative closure. Fiscal closure means that all obligations for or against the federal government have been liquidated - e.g., the client has received the restoration or the overpayment has been paid in full. Administrative closure occurs upon determination by the Overpayment Unit that no further actions to liquidate the claim are appropriate. See SNAP 15534. When the required retention period for a form or document expires, the form or document may be burned or shredded.

420 Case Record Order SNAP MANUAL 6/01/05 The following case record organization system will be followed for all SNAP cases. A six-part letter file folder will be used to organize the case record. A six- part folder will be created for each budget unit head in the master case. Each of the six sections will be identified as follows: Section 1 All Budget Units. Section 2 Documents and Permanently Retained Forms for All Programs Section 3 Eligibility Information / Verification for all Programs Section 4 SNAP & Medicaid Information Section 5 TEA Supportive Services