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has a 7-10 business day turnaround for these requests. Once CBMS access has been created for the new TPP employee, the State EF team will forward the CBMS credentials to the employee. Once CBMS access is granted, the employee’s responsibility is to attend a data entry training provided by the State EF team.

Data Entry. All EF POs must adhere to the CBMS data entry requirements outlined in the EF Data Entry Desk Aid. In addition to this desk aid, EF POs are encouraged to contact their Partner Liaison and request technical assistance as needed.

Client Files

EF POs are required to maintain electronic files of EF client files. EF client files must include all supporting documentation for services/activities, case management actions, and supportive payments provided to the client. Supporting documentation should include but not be limited to: comprehensive employability assessments; ISPs; copies of sign-in sheets for workshops, training, or classes to document the client’s level of effort; copies of attendance hours; case comments; and receipts or a State-approved Receipt Form for Supportive Payments (Resource K) used instead of receipts for supportive payments that are provided to clients.

Record Retention

EF POs are required to retain supporting documentation for all program services, operations, and invoices for up to four years. Additionally, should the State EF team request that EF POs provide supporting documentation, the EF PO must provide the documentation within three business days upon request.

Program Oversight Procedures

Program Operator Plans. County DHS and TPPs are required to submit EF PO Plans before the beginning of every program year. EF PO Plans are used to draft the State SNAP E&T plan that is then submitted to FNS.

The State EF team conducts technical assistance meetings, quarterly case file reviews, and reviews the EF program partner data dashboards to monitor all EF POs.

Program Spending. Every month, the State EF team also reviews expenditure levels for county human services departments, TPPs, and State administrative costs. This is accomplished via fiscal reports and invoice reviews of TPPs. When necessary, the State EF team will engage EF POs in conversation and technical assistance to address under- or over-spending.

Case File Reviews (Quarterly Oversight Process). The quarterly oversight process includes a review of one complete case file per partner and, if necessary, follow-up action when a required change is necessary in order to meet programmatic requirements for EF. The oversight process also provides ongoing training and Last updated: July 9, 2026

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