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ESA SNAP Policy Manual 318 Topic Documentation Recommendations Fair hearings Document the following: Actions taken causing the hearing request If the customer chooses not to have a Department conference If the customer chooses to waive continued benefits Receipt of the hearing request The time and place of a Department conference If the customer/authorized representative requests to withdraw their fair hearing request, how the issue was resolved or, if the issue was not resolved, that the customer/authorized representative still requests to withdraw their fair hearing request Requests by the customer/authorized representative to withdraw their hearing request Verification used Other information related to the hearing request and hearing Actions taken after the hearing decision Identity Document the following: Verification received to show identity Collateral contacts and how questionable information was verified Intentional program violation (IPV) Document the following details about IPV: Actions taken on the case The individual and the reason they are suspected of or responsible for the IPV The disqualification period Whether the individual signed a hearing waiver or disqualification consent agreement or was found guilty through an administrative disqualification hearing or court decision Verification used in the determination Other information related to the IPV Overpayments and claims Document the following: The date the overpayment was discovered The date the claim was established The reason for the overpayment The overpayment calculation The time period of overpayment Information provided by the customer Other information about the overpayment and claim, including trafficking benefit determinations How the claim will be repaid Payments made on the claim, if outside of the regular collection system − Example: Customer asks to make a one-time payment from their EBT account Whether underpayments were used to offset a claim The amount of the claim before and after an offset, if applicable
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