APPLICATION PROCESSING

The county department shall process applications as expeditiously as possible but no later than forty-five (45) calendar days following the date the application was filed. Applications meeting the criteria identified in Section 3.520.1.C, shall be processed as follows: A. Record the date the signed application was received by the county department. B. Review the application for completeness for all programs applied for and/or any programs not applied for but that the client is potentially eligible for. C. Schedule an interview with the client if the interview is not taking place immediately. 1. The client shall be offered an in-person interview. If the client does not elect an in-person interview, the county shall schedule and conduct a phone interview. 2. The client shall be provided written notice of the interview at least four (4) calendar days of the scheduled interview. The client may provide a written or verbal waiver that written notice of the scheduled interview is not necessary when the county department is able to conduct the interview during application processing. Notice shall include: a. The date and time for the interview; b. Identification of any documentation that may be needed; c. The opportunity to reschedule the appointment or make other arrangements in the event of good cause. 3. When the client does not keep the interview appointment and does not request an alternate time or arrangement, as described in this section, grant payments will be denied. 4. The interview must be documented and shall include: a. An explanation of the various assistance programs available to the applicant, even if not specifically applied for, and an opportunity to apply for those additional programs not in the client’s original application; b. An explanation of the eligibility process and the eligibility requirements; c. A review of the application with the client to: 1) Confirm all information on the application; 2) Answer questions not completed on the application; and, 3) Provide the client an opportunity to clarify unclear, inconsistent, inaccurate, or questionable statements. 4) For Aid to the Needy Disabled State Only (AND-SO), provide the client with a medical disability certification form. Provide, explain and obtain necessary signatures on the Authorization for Reimbursement of Interim Assistance form

(IM-14), as defined in Section 3.510, and explain the requirement to apply for Supplemental Security Income

(SSI). d. A request for verification of application declarations. 1) The client has the primary responsibility to provide information necessary to establish eligibility. 2) The county department shall assist the client to obtain verification through collateral contacts, interfaces, or a home visit. e. Discussion of the client's rights and responsibilities that must include: 1) The client's responsibility to notify and provide verification to the county department in writing by the 10th of the month following the month in which the change occurred of any change in resources or income or other change in circumstances which affects eligibility or grant payment amount. 2) The client’s right to confidentiality of records and information. 3) The client's right to non-discrimination provisions, including the process in Section 3.520.1.K.6, for filing discrimination complaints. 4) The client's right to a county conference or state level fair hearing. 5) The client's right to review and copy his or her case file. f. An explanation provided regarding the process of utilizing the EBT card. This explanation shall include: 1) Identification of the following establishments in which clients shall not be allowed to access cash grant payments through the EBT service from Automated Teller Machines (ATM) and Point of Sale (POS) devices: a) Licensed gaming establishments; b) In-State simulcast facilities; c) Tracks for racing; d) Commercial bingo facilities; e) Stores or establishments in which the principal business is the sale of firearms; f) Retail establishments licensed to sell malt, vinous, or spirituous liquors; g) Establishments licensed to sell medical marijuana or medical marijuana-infused products, or retail marijuana or retail marijuana products, effective June 30, 2015; h) Establishments that provide adult-oriented entertainment in which performers disrobe or perform in an unclothed state for entertainment, effective June 30, 2015. 2) An explanation that the cash grant payment portion issued on the EBT card may be suspended with identified misuse as outlined in Section 3.520.4.C.4.f. g. An assessment of other needs the client may have and appropriate referrals to community resources, including food banks, Area Agencies on Aging (AAA), Aging and Disability Resources for Colorado (ADRC), Centers For Independent Living, the Division of Vocational Rehabilitation (DVR), Low Income Energy Assistance Program (LEAP), phone assistance, and the Property Tax/Rent/Heat Credit (PTC) Rebate eligibility information. h. An opportunity to register to vote. 5. County departments shall require no more than one interview per application. a. The county department shall secure signed copies of any other forms necessary to determine eligibility. If the client refuses to sign any required forms, the case shall be denied or discontinued following the policies outlined in Section 3.554. b. If the client wishes to apply for Adult Financial benefits while applying for or already receiving benefits under a different program, such as food assistance, the county department may accept the client’s verbal or written request for Adult Financial benefits and use the client’s existing application or redetermination for the other program’s benefits if received within sixty (60) calendar days of the request; otherwise a new application will be required. The county department must verify and document any changes that occurred between the initial application submission or redetermination and the request for Adult Financial grant payments. A verbal request to apply for an Adult Financial program shall be documented in the statewide automated system and the date of the request will secure the application date for the client. 6. When the client does not keep a scheduled interview appointment and has not contacted the county department to reschedule, as specified in this section, the county department shall deny the application following the policies outlined in Section 3.554. a. If the client makes a request for Adult Financial grant payments following the county department’s denial of his or her application based on the client failing to attend the interview appointment, the following shall occur: 1) If the client has good cause as outlined in Section 3.510 and notifies the county department that he or she wishes to continue his or her application for Adult Financial grant payments within thirty (30) calendar days of the denial, the county department shall reschedule the interview and the initial application date shall be used. During the interview, the county department must verify and document any changes that occurred between the initial application submission and the client’s request to continue the application process. If the continued application results in a denial for any reason and the client makes a subsequent request for Adult Financial grant payments, a new application shall be required. 2) If the client does not have good cause and notifies the county department that he or she wishes to continue his or her application for Adult Financial grant payments within thirty (30) calendar days of the denial, the current application may be used and the date of application shall be the most recent date the client requested to continue his or her application for Adult Financial grant payments. The county department shall reschedule the interview and must verify and document any changes that occurred between the initial application submission and the request to continue that application. If the request to continue the application results in a denial for any reason and the client makes a subsequent request for Adult Financial grant payments, a new application shall be required. 3) If the client requests grant payments after thirty (30) calendar days from the date of the initial denial, he or she must submit a new application. D. Verify statements made by the client on the application and during the interview using the statewide automated system interfaces described in Section 3.520.5, gathered from other collateral contacts or requested from the client. 1. If the client is missing any verification, the county department shall request additional and/or required verifications from the client. The request shall include: a. A specific list of verifications necessary to determine eligibility; b. The due date for when the verifications must be returned, which shall be eleven (11) calendar days from the date the verification was requested in writing unless otherwise specified in Section 3.540; and, c. Notification that if the client fails to return the verifications by the due date, the county department shall process the application without those verifications, which may lead to a denial of grant payments. 2. The client shall be advised that a collateral contact or home visit may be used to confirm questionable evidence, to investigate potential fraud, or when documentary evidence is insufficient to make a determination of eligibility or grant payment amount or cannot otherwise be obtained. If a collateral contact is needed, the county department shall: a. Request the name of an appropriate collateral contact from the client; or, b. Independently determine an appropriate collateral contact; or, c. Substitute a home visit when an appropriate collateral contact cannot be identified; or, d. Deny an application following the policies outlined in Section 3.554 if a collateral contact refuses to provide documentation of essential verifications and the applicant is unwilling to cooperate in obtaining such documentation. 1) The client’s authorization for the collateral contact to release such information or documentation alone does not constitute cooperation if the county department requests further assistance from the client. Documentation of lack of cooperation must be entered in the case record. 2) However, if the client is willing to cooperate, but unable to obtain the information or documentation from the collateral contact, the county shall assist him or her in gaining the information or documentation required to make a determination of eligibility. If the county is also unable to obtain the information or documentation, eligibility will be determined based on the information provided. e. Maintain client confidentiality to the greatest extent possible when using a collateral contact for verification. 3. Record the date each verification document was received by the county department office. 4. Upon receipt of the required verifications, the county department shall enter verifications into the statewide automated system. Once all verifications have been entered, the county department shall review the results, verify accuracy, and determine eligibility. If a client fails to timely return verifications, the case may be denied following the policies outlined in Section 3.554. a. If the client provides new information regarding a change in circumstances after he or she was determined ineligible, the change in circumstances shall be treated as follows: 1) If the change in circumstances occurred within thirty (30) calendar days of the denial, the client’s original application may be used and the date of the application shall be the date all verifications were received supporting the new circumstance. The county department shall verify and document any changes that occurred between the original application submission and the new request to continue his or her application. The county department shall enter the verifications into the statewide automated system, review the results, verify accuracy, and determine eligibility. If the client’s request to continue his or her application results in a denial for any reason and the client makes a subsequent request for Adult Financial grant payments, a new application shall be required. 2) If the client identifies a change in circumstance more than thirty (30) calendar days from the date of the denial, he or she must submit a new application. 5. When the client does not submit the required verifications, and the case is denied or discontinued: a. If a client returns the required verifications within thirty (30) calendar days of the denial or discontinuation and good cause is provided for the delayed submission, the county department shall utilize the current application date and shall enter the verifications into the statewide automated system. When all verifications have been entered, the county department shall review the results, verify accuracy, and determine eligibility. If that request to continue the application results in a denial for any reason and the client makes a subsequent request for Adult Financial grant payments, a new application shall be required. b. If the client does not have good cause and returns the required verifications within thirty (30) calendar days of the denial, that application may be used and the date of the application shall be the date all verifications were received. The county department shall enter the verifications into the statewide automated system. When all verifications have been entered, the county department shall review the results, verify accuracy, and determine eligibility. If that request to continue the application results in a denial for any reason and the client makes a subsequent request for Adult Financial grant payments, a new application shall be required. c. If the client provides the verifications more than thirty (30) calendar days from the date of the denial, he or she must submit a new application. 6. If a client believes that the value used by the county department for income or resource calculation was incorrect, the client may request verbally or in writing to have his or her case reevaluated by the county within thirty (30) calendar days of the denial. The county department shall evaluate and request additional documentation if needed. If an incorrect determination was made, the county department shall correct the case and grant payments shall be recalculated and issued based on the original application date. 7. Delay in processing the application shall not be allowed for any of the following: a. When the client has applied for a Social Security Number and is awaiting action by the SSA; or, b. When the county department is awaiting receipt of information from the State Verification Exchange System (SVES). E. Provide a notice of action to the client by mail, electronic notification, or in person using the State Department's prescribed form explaining the eligibility determination results and the client's appeal rights as outlined in Section 3.586, et seq.